Agenda 02/27/2018 Item #16C 202/27/2018
EXECUTIVE SUMMARY
Recommendation to approve Amendment # 1 to Contract 13-6064 in the amount of $301,994 for
“Asset Management Software and Consulting,” with Woolpert, Inc. to integrate the Public Services
Department and the Facilities Management Division into Cityworks and authorize necessary
budget amendments.
OBJECTIVE: To amend the existing contract with Woolpert to provide for integrating the Public
Services Department and Facilities Management Division into the Public Utilities Department’s GIS
Centric Asset Management System Cityworks.
CONSIDERATIONS: Capitalizing on the experienced gained implementing its asset management
program, the Public Utilities Department will be leading the effort to integrate both the Public Services
Department and Facilities Management Division into its system. By synergizing these projects, a
sophisticated product that is consistent across multiple organizations will be developed, while
experiencing a significant reduction in cost and effort.
On June 6, 2016, the work order component of the Asset Management program, Cityworks, went live
within the Public Utilities Department to great success. The proposed Amendment # 1 will enable
Woolpert to gather technical system requirements for both the Public Services Depart ment and Facilities
Management Division, so that it may be integrated into Cityworks. This will be completed through
Project Management, Implementation Planning, and System Design and Configuration. The one-time cost
for this amendment is $301,994 and the implementation is expected to be completed within a year. Based
on the existing contract, Scope of Work and Section 22, additional services may be added to this contract.
FISCAL IMPACT: Table 1 - Estimated Expenditures
Project
Management
Implementation
Planning
System Design and
Configuration
Total
Facilities $31,106 $30,976 $101,189 $163,271
Public Services $13,262 $25,910 $99,551 $138,723
Funding for the Facilities Management component is provided in Countywide Capital Project Fund (301);
a budget amendment is needed to move the funding from Facilities Asset Management project 50149 to
Asset Management project 50105. Funding for the Public Services component will be provided from
within existing Public Services operating budgets in the General Fund. A budget amendment will be
prepared that moves necessary funding from Public Services Department General Fund operating budgets
into Countywide Capital Project Fund (301) project number 50105. The source of funding for this project
is the General Fund (001) and the Unincorporated General Fund (111).
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval. -SRT
GROWTH MANAGEMENT IMPACT: This project meets current Growth Management Plan
standards to ensure the viability of public facilities.
RECOMMENDATION: That the Board of County Commissioners, Ex-officio the Governing Board of
the Collier County Water-Sewer District, approve a First Amendment to Contract No. 13-6064 (Asset
Management Software and Consulting Services) with Woolpert, Inc., for $301,994, authorize the
necessary budget amendments and authorize the Chair to sign the attached Amendment.
16.C.2
Packet Pg. 726
02/27/2018
Prepared By: Jeffrey Dunham, MGIS, GISP, PMP, Technical Systems Operations Manager
ATTACHMENT(S)
1. [Linked] First Amendment to Agreement #13-6064 (PDF)
2. Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work
(PDF)
3. Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work
(PDF)
16.C.2
Packet Pg. 727
02/27/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.2
Doc ID: 4469
Item Summary: Recommendation to approve Amendment #1 to Contract 13-6064 in the amount
of $301,994 for “Asset Management Software and Consulting,” with Woolpert, Inc. to i ntegrate the
Public Services Department and the Facilities Division into Cityworks.
Meeting Date: 02/27/2018
Prepared by:
Title: – Public Utilities Department
Name: Heather Bustos
12/29/2017 11:33 AM
Submitted by:
Title: Department Head - Public Utilities – Public Utilities Department
Name: George Yilmaz
12/29/2017 11:33 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/02/2018 8:15 AM
Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 01/02/2018 9:09 AM
Solid and Hazardous Waste Dan Rodriguez Additional Reviewer Completed 01/02/2018 10:19 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 01/04/2018 9:12 AM
Procurement Services Ted Coyman Additional Reviewer Completed 01/04/2018 12:49 PM
Public Utilities Planning and Project Management Tom Chmelik Additional Reviewer Completed 01/24/2018 3:18 PM
Public Utilities Department Heather Bustos Level 1 Division Reviewer Completed 01/24/2018 3:47 PM
Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 01/26/2018 4:42 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 01/29/2018 8:29 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/29/2018 9:16 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/29/2018 9:45 AM
Office of Management and Budget Susan Usher Additional Reviewer Completed 02/16/2018 3:59 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 02/19/2018 12:35 PM
Board of County Commissioners MaryJo Brock Meeting Pending 02/27/2018 9:00 AM
16.C.2
Packet Pg. 728
EXHIBIT A1-1
TO FIRST AMENDMENT TO AGREEMENT
#13-6064
FOR
“ASSET MANAGEMENT SOFTWARE AND CONSULTING SERVICES”
Statement of Work
Cityworks AMS Planning Design
and Implementation
Division of Facilities Management
16.C.2.b
Packet Pg. 729 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
i
CONTENTS
PURPOSE ........................................................................................................................................................................ 1
PROJECT MANAGEMENT ............................................................................................................................................... 1
Task PM.1: Project Administration .................................................................................................................... 1
Task PM.2: Project Kick-Off Meeting ................................................................................................................. 2
Task PM.3: Project Schedule Coordination ........................................................................................................ 3
Task PM.4: Client Status Meetings .................................................................................................................... 3
Task PM.5: Internal Coordination Meetings ...................................................................................................... 4
CHANGE CONTROL ........................................................................................................................................................ 5
QUALITY MANAGEMENT ............................................................................................................................................... 6
TECHNICAL APPROACH .................................................................................................................................................. 7
Phase 1: Implementation Planning ................................................................................................................ 7
Task 1.1: Conduct Pre-Planning Discovery ..................................................................................................... 8
Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment (County -Owned
Task) .............................................................................................................................................. 11
Task 1.3: Facilitate Cityworks AMS Software Demonstrations (County-Owned Task) ................................. 12
Task 1.4: Define Recommended Asset Data Model Structure ..................................................................... 12
Task 1.5: Review and Analyze Existing Asset Registers ................................................................................ 14
Task 1.6: Quality Control .............................................................................................................................. 15
Task 1.7: Phase Acceptance and Close ......................................................................................................... 15
Phase 2: System Design and Configuration ................................................................................................. 16
Task 2.1: Define Planned Maintenance / Asset Management Activities ...................................................... 16
Task 2.2: Define Cityworks AMS and Materials Management Workflows ................................................... 19
Task 2.3: Design ArcGIS Facilities Geodatabase ........................................................................................... 21
Task 2.4: Document Hardware and Network Design Requirements (County-Owned Task) ........................ 22
Task 2.5: Prepare Configuration Documentation ......................................................................................... 23
Task 2.6: Provide Cityworks AMS Configuration Training (County-Owned Task) ......................................... 23
Task 2.7: Facilitate Core Cityworks AMS Software Configuration ................................................................ 24
Task 2.8: Facilitate Inventory and Materials Management Configuration ................................................... 26
Task 2.9: Quality Control .............................................................................................................................. 27
Task 2.10: Phase Acceptance and Close ......................................................................................................... 27
16.C.2.b
Packet Pg. 730 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
1
PURPOSE
The Collier County Facilities Management Division (Division) is comprised of ten major functions: Building Manage-
ment, Facilities Capital Renovations and Construction, Space Planning and Allocation, Grounds Management, Jani-
torial Services, Building Operations, Security, Real Property, Conservation Collier and Indoo r Air Quality. The Division
is responsible for the maintenance of all County-owned and operated buildings including some leased structures.
The Division currently utilizes the Infrastructure.net (iDN) solution, coupled with various individually maintained
spreadsheets and reports, to manage facilities work requests, work orders, asset inventory, and materials inventory.
Congruent with the County’s decision to implement the Cityworks AMS solution as the standardized maintenance /
asset management solution to be used by all County agencies, the Division is seeking to replace its current iDN
solution with the Cityworks AMS solution. The Division is engaging Woolpert, Inc. under the terms of AGREEMENT
13-6064 for Asset Management and Software Consulting Services for the planning, design, deployment, and sup-
port of its planned Cityworks AMS solution.
The Division intends to undertake its Cityworks AMS implementation in phases, beginning with this Statement of
Work focused on implementation planning, system design, configuration, and deployment activities. The County
intends to leverage in-house expertise to complete a number of key system implementation tasks, including but not
necessarily limited to user training, user acceptance testing, and go-live support.
PROJECT MANAGEMENT
An Enterprise Asset Management system implementation is a com-
plex endeavor that presents a variety of technical and organizational
challenges that will need to be identified, analyzed, understood, and
continually managed in order to ensure a successful outcome.
Woolpert’s Project Management approach provides for the resources
and tools needed to successfully manage the project through all
phases / processes, including:
• Initiation. project authorizations and expectations;
• Planning. project definitions, objectives, deliverables, anal-
ysis of alternatives;
• Execution. coordination of resources, quality management,
product and service delivery;
• Monitoring and Controlling. monitoring and measuring to identify variances and imitate corrective actions
• Close-Out. acceptance of project deliverables and results.
To fulfill each of these objectives, Woolpert will employ the different project management tools described in the
following sections. The project management tasks defined within this Statement of Work are based on an overall
project schedule. County-imposed delays to the project schedule in excess of four weeks may result in increased
project management costs.
Task PM.1: Project Administration
Woolpert will provide the following general project management services:
Figure 1 - Project Life-Cycle Process Groups
16.C.2.b
Packet Pg. 731 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
2
• Develop, in cooperation with the County (“Client’s”) project manager, a project plan and schedule;
• Proactively manage and update project plan and schedule, as required, throughout the duration of the
project. Project plan and schedule modifications will be facilitated upon common agreement between the
Client and Woolpert in accordance with the issue control process detailed in the project plan;
• Coordinate project events with the Client’s project manager and Woolpert team members;
• Author, edit, review, and distribute project documentation and technical reports as required;
• Facilitate in-process review meetings with the Client’s project manager, committees, management, and
end-users as scheduled, and appropriate, throughout the duration of the project;
• Maintain a secure project collaboration web site to post project schedule details, in -process tasks and re-
sponsible parties, technical documentation, as well as other project collaboration tools;
• Perform miscellaneous project administration (e.g. arrange travel, internal project updates); and
• Anticipate problem areas and propose and facilitate solutions
Deliverables
• Draft and final project plan;
• Monthly project status reports;
• On-going project management, including resource allocation, invoicing and general consulting;
• Password protected project collaboration environment and issue log management.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• The Client will designate a Project Manager (PM) to serve as a single point of contact for all project
management issues and questions;
• The Client PM will assemble a team of domain and technical experts and have representation of
all divisions / work groups involved throughout all phases of the project ;
• The Client PM will review, comment and accept draft project work plan within five days of docu-
ment delivery;
• The Client PM will schedule appropriate internal staff and provide facilities for on-site meetings
and off-site conference calls;
• The Client PM will review and accept project status reports, or otherwise provide comments on
same within a reasonable time frame.
Task PM.2: Project Kick-Off Meeting
As soon as is reasonably feasible, following receipt of the Written Notice to Proceed, Woolpert’s project manager
will work with the Client’s project manager to schedule a Project Kick -Off Meeting. This meeting will be facilitated
on-site at the Client’s facilities for the purpose of: 1) establishing the necessary project management protocols to be
adhered to by all stakeholders, 2) reviewing the Client’s implementation goals and objectives with all team members,
3) identifying any Client-owned source documentation necessary to support the project, 4) identifying all critical
path schedule milestones, and 5) addressing any outstanding scope or schedule questions that Client stakeholders
may have. Said meeting shall be of a duration suitable for addressing each of the items previously listed . Develop-
ment of the kick-off meeting agenda shall be the joint responsibility of Woolpert’s and the Client’s project managers.
16.C.2.b
Packet Pg. 732 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
3
Deliverables
• Kick-Off meeting agenda;
• Woolpert’s Project Manager and Senior Systems Analyst will facilitate one three (3) hour on-site
project kick-off meeting;
• Kick-Off Meeting notes.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
• The Client PM will schedule meeting space and supporting technology peripherals suitable for the
kick-off meeting;
• The Client PM will coordinate and schedule meeting attendees;
• All identified Client Kick-Off Meeting attendees will actively participate in the meeting without un-
due interruption.
Task PM.3: Project Schedule Coordination
Project schedule coordination and management will be performed using Microsoft Project software. Project sched-
ules and tasks will be monitored and adjusted as needed, depending upon the Client’s priorities and ability make i ts
staff and facilities available at the appropriate times throughout the project. An updated project schedule delineat-
ing resources, scheduled tasks, and completed tasks will be maintained and available to all Woolpert and Client
project participants.
Deliverables
• Woolpert will maintain a project schedule on an on-going basis.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• The Client PM will review the project schedule on an on-going basis.
Task PM.4: Client Status Meetings
Woolpert will facilitate a regular occurring status meeting. Woolpert’s project manager will participate in regularly
scheduled project status meetings with the Client’s project manager and designees for the purpose of reviewing
project issues including: 1) activities, action items, and deliverables completed to date; 2) activities, action items,
and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert
meeting participants will include Woolpert’s project manager and ad hoc team members, as required. Client meet-
ing participants will be as deemed necessary by the Client’s project manager, or as requested by Woolpert’s project
manager.
When feasible, Client Status Meetings will be held on-site at the Client’s facilities in conjunction with other scheduled
on-site tasks. Otherwise, Client Status Meetings will be facilitated remotely using teleconference and web meeting
tools.
16.C.2.b
Packet Pg. 733 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
4
Deliverables
• Woolpert will provide monthly project status reports to the Client PM;
• Woolpert will facilitate bi-weekly Client Status Meetings.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• The Client PM will schedule appropriate internal staff and provide facilities for on-site meetings
and off-site conference calls;
• The Client PM will review and accept project status reports, or otherwise provide comments on
same within a reasonable time frame;
• The Client PM will schedule meeting space and supporting technology peripherals suitable for on-
site meetings;
• The Client PM will coordinate and schedule meeting attendees.
Task PM.5: Internal Coordination Meetings
Internal coordination meetings will be held on a regular basis to ensure continuous communication about tasks in
process, scheduled tasks, and any issues impacting a successful implementation. Woolpert’s project manager will
also utilize these meetings to gather information from project team members required to manage on-going resource
loading.
Deliverables
• Woolpert’s Project Manager will facilitate weekly internal coordination meetings.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• None.
16.C.2.b
Packet Pg. 734 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
5
CHANGE CONTROL
This section defines how changes to the original objectives
and/or deliverables defined in this Statement of Work will
be handled. Both Woolpert and the Client recognize that
changes are a normal part of the project life cycle. Woolpert
believes that managing change to project scope, cost, and
schedule are critical to a project’s success and employs a
comprehensive approach to change control. Woolpert’s es-
tablished change control process is documented as follows:
Any project team member (Client or Woolpert) may initiate
a Change Request whenever there is a perceived need for a
change that will affect the desired or anticipated outcome of
the work or any element of the project. The project team
member will use a Change Control Notice (CCN) form as ap-
propriate for the change:
• Agreement to a Change Request signifies agreement
to a change in overall costs, functionality, time scales,
or other identified project impact.
• Changes will be identified and communicated by/to
the respective Project Managers by any of the pre-
scribed communication channels. Change Requests
may be introduced via verbal conversation or other
form of communication but must be supported by the
appropriate CCN document.
• All CCN’s will be converted to an Amendment and
processed pursuant to the County’s Procurement Or-
dinance and Procedures.
• All project participants should understand that time is
of the essence when initiating, reviewing, negotiating,
and approving Change Requests, as any delays to
work in progress caused by a CCN may impact the overall project schedule and budget.
All request changes should be managed from their initiation through to their completion (acceptance or rejection)
within five (5) business days from the start of the process. If the Client and Woolpert project managers cannot reach
common agreement on the request change within this time frame, the is sue will be elevated to the next level of
management (both Client and Woolpert) for resolution. During the resolution process, all downstream project tasks
potentially impacted by the requested change will be placed on hold until such time that resolution is achieved.
Figure 2 - Sample Change Control Notice
16.C.2.b
Packet Pg. 735 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
6
The following workflow diagram graphically depicts the above detailed process:
Figure 3: Change Control Process
Each Change Control Notice (CCN) will clearly document the following:
• Date
• Change Control Number
• CCN Initiated By
• Original Scope of Services (language from the original scope that is being considered for change)
• Proposed Change (narrative of the proposed change(s) being sought)
• Schedule Impact (details about the proposed change(s) impact to the overall project schedule
• Fee Impact (details on the proposed change(s) impact to the project budget)
• Risk Assessment (narrative discussion about the risks the proposed change(s) will introduce to the project and
the ways in which said risk will be mitigated)
• Acceptance Signatures (Woolpert and the Client)
QUALITY MANAGEMENT
All Woolpert deliverables undergo a rigorous quality review before being submitted to the Client. Qualified
Woolpert technical resources not directly involved in this project will perform independent quality reviews of the
work and deliverable products in accordance with Woolpert’s Total Quality Plan.
16.C.2.b
Packet Pg. 736 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
7
TECHNICAL APPROACH
Woolpert has developed a multi-phased approach to implementing content rich enterprise asset management so-
lutions. Each of the technical phases are executed in conjunction with continuous Project Management, Knowledge
Transfer & Change Management, and Quality Management activities. Deliberate execution of each phase, with con-
tinuous client involvement and feedback enables Woolpert to ensure a successfully planned, designed, configured,
and deployed asset management solution that is used and useful immediately upon “Go-Live”, provides for the tools
and resources needed to support current and planned asset management activities, and provides the means to
monitor and measure continuous improvement activities.
Each of our five phases are performed in order, with specific phase deliverables achieving client sign -off in each of
the appropriately defined tasks or sub -tasks. The culmination of each phase is solidified by a Phase Acceptance and
Close-out process that signifies delivery and acceptance of the Phase Tasks / Sub-Tasks and clears the way to proceed
with the next subsequent phase.
Figure 4: Implementation Phases
Per this Statement of Work, the Scope of Services will only include activities related to Project Planning (Phase 1)
and System Design (Phase 2). System Configuration (Phase 2), System Deployment (Phase 3), Advanced Functionality
(Phase 4), and Extended Support (Phase 5) activities will be addressed under a subsequent Statement of Work.
Phase 1: Implementation Planning
Implementation Planning tasks are performed for the purpose of
verifying and documenting a clear purpose for the planned City-
works Asset Management System (AMS) implementation. Work
and asset management functional and technical requirements,
which are understood by the Client’s management and technical
team members, are reviewed with Woolpert’s implementation
team in order to align goals and expectations and to establish crit-
ical success factors as a means to measure implementation mile-
stones.
Implementation Planning efforts will include a thorough review of
the Division’s existing and planned asset management policy, strat-
egy, and objectives such that the Cityworks AMS solution can be
appropriately designed and configured to support the work man-
agement, data management, and reporting activities needed to
achieve the organization’s asset sustainability objectives.
Key Implementation Planning (Phase 1)
Deliverables
•Pre-Implementation Planning Discovery
Technical Memorandum
•Review and documentation of asset
sustainability policies, strategies, and
objectives
•Installation of Cityworks AMS solution in
sandbox environment
•Software demonstrations
•Review and analysis of existing Asset
Registers
•Recommended Asset Data Model structure
16.C.2.b
Packet Pg. 737 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
8
As part of Woolpert’s continuous knowledge transfer and change control efforts, a sample Cityworks AMS solution
will be installed, configured, and used to facilitate a series of software demonstrations to the client team early in the
process. This early introduction to the system imparts a level of understanding among those client team members
that will be asked to make design and configuration decisions. This is the first of many software demonstrations
that will be used throughout our implementation process.
Additional Implementation Planning efforts will be undertaken to recommend an appropriate asset data model
structure and to identify, review, and analyze the Client’s existing asset registers. Implementation of the Cityworks
AMS solution requires the use of an Esri ArcGIS geodatabase as the system of record for all asset records. This
technological characteristic of the Cityworks AMS solution represents a significant technological change that the
Facilities Management Division will need to understand, embrace, and be able to support.
The culmination of the Implementation Planning phase activities will be a series of technical memorandums detailing
the planning activity findings and recommendations to be incorporated into the system design (and configuration -
future Statement of Work) efforts.
Relevant Implementation Planning tasks are as follows:
• Task 1.1: Conduct Pre-Planning Discovery
• Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment
• Task 1.3: Facilitate Cityworks AMS Software Demonstrations
• Task 1.4: Define Recommended Asset Data Model Structure
• Task 1.5: Review and Analyze Existing Asset Registers
• Task 1.6: Quality Control
• Task 1.7: Phase Acceptance and Close
Details on each of these tasks and their related sub-tasks are provided in the following sections.
Task 1.1: Conduct Pre-Planning Discovery
Woolpert will facilitate a series of pre-planning discovery
sub-tasks for the purposes of: 1) understanding the Divi-
sion’s over-arching corporate asset management objectives
and strategies; 2) aligning the Division’s stated technical and
functional requirements with the governing project plan;
and 3) identifying and documenting any critical performance
requirements that have not been adequately addressed to
date (critical / unique asset performance measures, system
interfaces, unique workflow details, specific reporting re-
quirements, data conversion requirements).
Ultimately, we are utilizing this pre-planning discovery op-
portunity to engage the Division’s management team and
technical leads to define the target asset performance
measures the Cityworks AMS solution will be required to
support. By clearly articulating an implementation vision
and aligning it with the corporate policies, strategies, and
objectives, we are able to establish the desired “to -be” po-
sition at the very on-set of the project. Woolpert will then
compare the requirements to the Division’s current asset management strategy baseline to define the outstanding
measures that need to be implemented as part of the overall project. This will clearly establish the “roadmap” our
project team and the Division’s project participants will utilize to navigate the design, configuration, and deployment
Figure 5 - Performance Management Roadmap
16.C.2.b
Packet Pg. 738 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
9
phases of the project. Figure 5 - Performance Management Roadmap, above illustrates how the pre-implementation
planning discovery is used to align implementation goals and ob jectives and establish the requisite implementation
road map.
Any program elements that are discovered during this process that are not part of the Project Plan will be presented
to the Division’s management team for consideration. At their discretion, th e Division’s management team may
elect to: 1) have these added to a revised Project Plan for inclusion in the core project implementation; 2) wait to
address these issues as part of the Phase 5 – Extended Support (future); or 3) place them in a “parking lot” for future
consideration outside of this Scope of Work. Depending upon the Division’s decision, Woolpert will make any nec-
essary adjustments to the Project Plan and obtain acceptance from the Client PM.
Woolpert’s Project Manager will facilitate a Request for Information for the purpose of obtaining existing documen-
tation maintained by the Facilities Management Division, including:
1. Asset management policies, strategies, objectives;
2. Copies of management and performance reports;
3. Work order and asset management business processes;
4. Materials management business processes;
5. Standard operating procedures;
6. Target levels of service and other performance measures;
7. Copies of existing materials inventories;
8. Copies of existing asset registries.
Woolpert team members will perform an independent desktop review of the provided information in order to fa-
miliarize ourselves with the Division’s existing operations and prepare for the facilitation of the Pre -Planning Discov-
ery Workshops.
Woolpert’s Project Manager and Senior Systems Analyst will facilitate a series of on-site workshops, as more fully
described below:
• Workshop 1: Asset Sustainability Policies, Strategies, Objectives ...................................... 0.25 days
• Workshop 2: Maintenance / Asset Management Activities ................................................ 0.25 days
• Workshop 3: Asset Registries .............................................................................................. 0.25 days
• Workshop 4: Asset Sustainability Reporting Requirements ................................................ 0.25 days
• Workshop 5: Follow-Up to Workshops 1-4 ......................................................................... 0.50 days
Woolpert will document the workshop findings in the form of a Technical Memorandum and submit same to the
Client PM for review and approval.
Associated sub-tasks are as follows:
• Sub-Task 1.1.1: Request for Information
o Sub-Task 1.1.1.1: Woolpert to Prepare Request for Information
o Sub-Task 1.1.112: Woolpert to Submit RFI to Client PM
o Sub-Task 1.1.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert
(Client-Owned Task)
o Sub-Task 1.1.4: Woolpert to Perform Desktop Review of Information
• Sub-Task 1.1.2: Discovery Workshops
o Sub-Task 1.1.2.1: Woolpert to Prepare for On-Site Discovery Workshops
o Sub-Task 1.1.2.2: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task)
▪ Sub-Task 1.1.2.2.1: Workshop 1: Asset Sustainability Policies, Strategies, and Objectives
(On-Site Task)
16.C.2.b
Packet Pg. 739 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
10
▪ Sub-Task 1.1.2.2.2: Workshop 2: Asset / Maintenance Management Activities (On-Site
Task)
▪ Sub-Task 1.1.2.2.3: Workshop 3: Asset Registers (On-Site Task)
▪ Sub-Task 1.1.2.2.4: Workshop 4: Asset Sustainability Reporting Requirements (On-Site
Task)
▪ Sub-Task 1.1.2.2.5: Workshop 5: Follow-Up to Workshops 1-4 (On-Site Task)
• Sub-Task 1.1.3: Pre-Planning Documentation
o Sub-Task 1.1.3.1: Woolpert to Document Workshops Findings and Updated Scope of Services,
Assumptions, and Risk Plan
o Sub-Task 1.1.3.2: Woolpert to Submit Updated Documentation to Client PM
o Sub-Task 1.1.3.3: Client Team to Review Updated Documentation (Client-Owned Task)
o Sub-Task 1.1.3.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 1.1.3.5: Woolpert to Perform Final Updates to Documentation
o Sub-Task 1.1.3.6: Woolpert to Submit Final Revised Scope of Services, Assumptions, and Risk
Plan to Client PM
o Sub-Task 1.1.3.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
Deliverables
• Woolpert will prepare a Request for Information (RFI) and submit it to the Client PM;
• Woolpert will perform a desktop review of the data provided by the Client PM;
• Woolpert’s Project Manager and a Senior Systems Analyst will facilitate a series of discovery work-
shops, on-site at the Client’s facilities, over the course of one and a half (1.5) consecutive business
days;
• Woolpert will document the workshop discussions and findings in the form of a Technical Memo-
randum and submit it to the Client PM;
• Woolpert will update the Scope of Services, Assumptions, and Risk Plan (as required), based on
the workshop findings, and submit it to the Client PM;
• Woolpert’s Project Manager will facilitate a remote review meeting, up to two (2) hours in dura-
tion, with the Client team to review the contents of the Technical Memorandum;
• Woolpert will make final updates to the Technical Memorandum, Scope of Services, Assumptions,
and Risk Register, based on the outcome of the remote review meeting, and submit final docu-
mentation to the Client PM.
Assumptions
• The Client PM will provide the Data gathered from the Request for Information no later than one
(1) week prior to the scheduled pre-discovery workshops;
• All activities, other than the actual workshop will be performed remotely ;
• The Client PM will ensure site readiness and staff participation for the workshops.
Client Responsibilities
• The Client PM will facilitate the data gathering process to collect the information requested in
Woolpert’s RFI;
• The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops;
16.C.2.b
Packet Pg. 740 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
11
• The Client PM will schedule all Client workshop attendees;
• All identified Client workshop attendees will actively participate in the on -site meetings without
undue interruption;
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 1.2: Install and Configure Core Cityworks AMS Software in a
Sandbox Environment (County-Owned Task)
This task includes installing the core Cityworks AMS software, along with a pre-configured sample Facilities Asset
Management database within the Division’s networked environment. The County will perform the necessary soft-
ware installation, testing and configuration required to ensure a successful deployment within the Division’s on-
premise sandbox or development environment. Woolpert ’s expectation is that the County will provision the appli-
cation and database servers in a manner that supports an n-tier environment consistent with the County’s estab-
lished IT policy. At a minimum, Woolpert envisions a total of three environments – Development (DEV), Testing
(TEST), and Production (PROD). This is an entirely County-Owned task that does not require any involvement from
Woolpert staff.
Associated sub-tasks are as follows:
• Sub-Task 1.2.1: Client Team to Install and Configure AMS Software in a Sandbox Environment (Cl ient-
Owned Task)
• Sub-Task 1.2.2: Client Team to Test Installation and Configuration and Modify as Required (Client -
Owned Task)
• Sub-Task 1.2.3: Client Team to Replicate Initial Sandbox Configuration to Development Environment
(Client-Owned Task)
• Sub-Task 1.2.4: Client Team to Provide Core AMS Software Administration Training to Client System Ad-
ministrators (Client-Owned Task)
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All installation, training, and administrator training activities specified herein will be performed by
County staff adept in the administration of Cityworks AMS and will not require the support of
Woolpert team members.
Client Responsibilities
• The Client will perform on-site installation, configuration, and testing of the core Cityworks AMS
software application and databases in the Client’s on-premise network environment (Sandbox and
Development);
• The Client will administer all required Cityworks Administrator training to the Facilities Division
project team.
16.C.2.b
Packet Pg. 741 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
12
Task 1.3: Facilitate Cityworks AMS Software Demonstrations
(County-Owned Task)
Once the initial Cityworks AMS sandbox environment has been installed and configured, the County will facilitate a
series of software demonstrations for the purpose of introducing the Division’s project team members to the core
functionality and features of the Cityworks AMS software application. For many of the Division’s project team mem-
bers, this will be their first exposure to the new Cityworks AMS software. These demonstrations will provide an
initial overview of the features and functions of the software and will serve as a basis of on-going software training
and knowledge transfer that will increase in frequency and complexity as the project progres ses through the subse-
quent design, and future configuration and deployment phases. The on-site software demonstrations will be facili-
tated multiple times over a one (1) day period to accommodate project team member schedules.
After completion of the software demonstrations, a County Systems Analyst will work with the Division’s identified
AM System Administrator to establish Sandbox log-ins for each identified project team member so that they may
log into the system at their leisure to further explore the Cityworks AMS software workflows and capabilities.
Associated sub-tasks are as follows:
• Sub-Task 1.3.1: Client Team to Prepare Software Demonstration Agenda (Client-Owned Task)
• Sub-Task 1.3.2: Client Team to Prepare Site for Software Demonstrations (Client-Owned Task)
• Sub-Task 1.3.3: Client Team to Provide Cityworks AMS Software Demonstrations (Client-Owned Task)
• Sub-Task 1.3.4: Client Team to establish Sandbox log-ins for Facilities project team members (Client-
Owned Task)
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All demonstration preparation and delivery activities specified herein will be performed by County
staff adept in the administration and functionality of Ci tyworks AMS and will not require the sup-
port of Woolpert team members.
• The Client’s Project Manager will ensure Woolpert is provided access to the Cityworks AMS soft-
ware environment installed on-premise.
Client Responsibilities
• The Client will administer all required software demonstration activities.
Task 1.4: Define Recommended Asset Data Model Structure
Inventory and life-cycle maintenance of asset information is critical to the Division’s business operations. The level
of detail, quality of data, and type of asset information that needs to be maintained must be in alignment with the
Division’s established asset sustainability objectives (previously documented in Task 1.1). The architecture of the
GIS-centric Cityworks AMS solution requires the use of an ArcGIS geodatabase as the system of record for all asset
information to be accessed and managed through the Cityworks AMS user interface. Establishing an asset data
model structure that properly supports the Division’s asset sustainability objectives, while at the same time con-
forming to the Cityworks AMS system architecture requirements is a critical step in the process.
Ultimately, an ArcGIS geodatabase will need to be designed (Task 2.3) and then populated with quality asset data
(future Scope of Work). Prior to delivering the physical geodatabase design and populating it with clean asset data,
a number of pre-requisite tasks need to be accomplished, including developing a conceptual data model structure
16.C.2.b
Packet Pg. 742 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
13
(this task) and reviewing / analyzing existing asset data to identify any gaps that need to be addressed prior to legacy
data migration activities (Task 1.5).
In developing the recommended asset data model, Woolpert will work with Division technical staff to document the
various asset systems, assets, assemblies, sub-assemblies, their hierarchies, and how they are managed within the
context of the Division’s established business processes. Woolpert will develop its asset data model recommenda-
tions in line with industry standard best practices for facilities asset data modeling and management (Facilities In-
formation Spatial Data Models, or FISDM). The resultant conceptual data model will include definitions for asset
systems (HVAC, Electrical, Mechanical, Plumbing, Security, Life Safety, Grounds, Roofing, Power Generation, Power
Supply), all associated assets maintained within these system hierarchies, and asset information (attributes) required
to define the physical characteristics of the assets, assemblies, and sub -assemblies (name-plate information, criti-
cality / condition information, life-cycle information, maintenance history information). The resultant data model
will provide detailed information about these elements, as well as the inherent spatial and physical relationships
among the individual assets within the various asset systems.
Examples of asset attributes to be defined include:
• Name-Plate Information
o Asset System (or
Group)
o Asset Type
o Asset ID (unique sys-
tem identifier)
o Asset Alias (common
name)
o Manufacturer
o Model
o Serial Number
o Description
o Owner
o Location (building, sys-
tem, floor, room)
o Status (in-service, out-
of-service)
• Criticality / Condition Infor-
mation
o Criticality
o Current Condition Rating
o Performance Rating
o Reliability Rating
o Service Level Rating
o Minimum Service Level Rat-
ing
o Back-Up Redundancy Level
o Probability of Failure
o Consequence of Failure
• Life-Cycle Information
o Installation Date
o Estimated Service Life
o Purchase Price
o Warranty Expiration Date
o Replacement Cost
o Next Replacement Date
Woolpert’s Senior System Analyst will facilitate a one (1) day on -site workshop for the purpose of establishing and
documenting an appropriate facilities management asset definition (features and attribution) and hierarchy (sys-
tems, positions, assets, assemblies, sub-assemblies). The resultant asset data model structure will be a series of
entity relationship (ER) diagrams detailing the asset hierarchy the Division will use within the Cityworks AMS solution
to manage its asset inventory in support of furthering its asset sustainability objectives. This documentation will be
used as the basis for performing the physical ArcGIS geodatabase design (future Task 2.3).
Upon completing the on-site workshop, Woolpert will formalize the workshop discovery and decisions into a tech-
nical memorandum defining the recommended Asset Data Model Structure.
Associated sub-tasks are as follows:
• Sub-Task 1.4.1: Workshop
o Sub-Task 1.4.1.1: Woolpert to Prepare for On-Site Workshop
o Sub-Task 2.1.1.2: Woolpert to Facilitate On-Site Asset Data Modeling Workshop (On-Site Task)
• Sub-Task 1.4.2: Documentation
o Sub-Task 1.4.2.1: Woolpert to Document Recommended Asset Data Model Structure
16.C.2.b
Packet Pg. 743 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
14
o Sub-Task 1.4.2.2: Woolpert to Submit Documentation to Client PM
o Sub-Task 1.4.2.3: Client Team to Review Documentation (Client-Owned Task)
o Sub-Task 1.4.2.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 1.4.2.5: Woolpert to Update to Documentation Based on Review
o Sub-Task 1.4.2.6: Woolpert to Submit Final Documentation to Client PM
o Sub-Task 1.4.2.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
Deliverables
• Woolpert will define and document the recommended asset data model structure needed to sup-
port the Client’s planned Cityworks AMS implementation in th e form of a Technical Memorandum
and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst and Subject Matter Expert will facilitate a remote review meet-
ing, up to two (2) hours in duration, with the Client team to review the contents of the Techni cal
Memorandum;
• Woolpert will make final updates to the recommended asset data model structure documentation,
based on the outcome of the remote review meeting, and submit final documentation to the Client
PM.
Assumptions
• All work activities will be performed remotely from Woolpert facilities;
• Web meeting tools will be utilized to facilitate the remote review meeting.
• All asset information utilized in the preparation of the documentation will have been previously pro-
vided to Woolpert via the Request for information process – no new documentation will be introduced
to the project during the performance of these sub-tasks.
Client Responsibilities
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 1.5: Review and Analyze Existing Asset Registers
Working from the previously established recommended asset data model, the next step is to review and analyze the
Division’s existing asset registers (Infrastructure.net databases, other databases, spreadsheets, hardcopy data sets)
for the purpose of determining their fit for use in populating the requisite ArcGIS geodatabase with the required
asset information. Woolpert will inventory and catalog the existing data sets. Next, Woolpert will analyze each of
the documented data sets to ascertain the completeness, accuracy, and currency of each.
Woolpert will document the results of this analysis in the form of a technical memorandum and provide recommen-
dations to the Division on how to best prepare these data sets for use in migrating the data into the ArcGIS geoda-
tabase (future Scope of Services).
Associated sub-tasks are as follows:
• Sub-Task 1.5.1: Woolpert to Inventory Existing Asset Registers
• Sub-Task 1.5.2: Woolpert to Analyze Existing Asset Data
16.C.2.b
Packet Pg. 744 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
15
• Sub-Task 1.5.3: Woolpert to Document Existing Asset Data Gaps with Respect to Cityworks AMS Imple-
mentation
• Sub-Task 1.5.4: Woolpert to Submit Documentation to Client PM
• Sub-Task 1.5.5: Client Team to Review Documentation (Client-Owned Task)
• Sub-Task 1.5.6: Woolpert to Facilitate Remote Review Meeting with Client Team
• Sub-Task 1.5.7: Woolpert to Update to Documentation Based on Review
• Sub-Task 1.5.8: Woolpert to Submit Final Documentation to Client PM
• Sub-Task 1.5.9: Client PM Provides Written Acceptance of Final Documents (Client -Owned Task)
Deliverables
• Woolpert will create an inventory of the various asset registers previously provided by the Client
PM as part of the RFI process;
• Woolpert will analyze the content of the asset registries and the suitability of the data to support
development of a new ArcGIS geodatabase asset registry;
• Woolpert will identify and document existing asset registry gaps in the form of a Technical Mem-
orandum and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst and Subject Matter Expert will facilitate a remote review meet-
ing, up to two (2) hours in duration, with the Client team to review the contents of the Technical
Memorandum;
• Woolpert will make final updates to the recommended asset data model structure documentation,
based on the outcome of the remote review meeting, and submit final documentation to the Client
PM.
Assumptions
• All work activities will be performed remotely from Woolpert facilities;
• Web meeting tools will be utilized to facilitate the remote review meeting.
• All asset information utilized in the preparation of the documentation will have been previously pro-
vided to Woolpert via the Request for information process – no new documentation will be introduced
to the project during the performance of these sub-tasks.
Client Responsibilities
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 1.6: Quality Control
Woolpert technical resources, not regularly involved with this implementation will perform independent quality re-
view of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan.
Task 1.7: Phase Acceptance and Close
Upon completion of the Phase 1 Tasks, the Woolpert Project Manager will provide a Phase Acceptance and Close
document to the Client Project Manager for review and signature. The Client Project Manager’s signature indicates
16.C.2.b
Packet Pg. 745 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
16
Woolpert has delivered the Phase 1 services in accordance with the Scope of Work and Project Plan. Phase 2 of this
scope will not begin until Phase 1 has been approved by the Client.
Phase 2: System Design and Configuration
Using the information developed and documented in Phase 1 (Im-
plementation Planning) as our guide, Woolpert will lead the Divi-
sion’s project team through a series of design activities required
to establish the blueprint by which the Cityworks AMS solution will
be configured for use.
Woolpert will work with Division staff to document the mainte-
nance / asset management activities to be managed by the City-
works AMS solution. Work requests, work orders, and asset in-
spections will be defined for each of the Division’s assets. Stand-
ard work order life-cycle management and materials management
application workflows will be defined and documented. A physical
ArcGIS geodatabase design will be developed and documented.
And finally, hardware and network design considerations will be documented.
The culmination of the System Design phase activities will be a series of technical memorandums (design documents)
detailing the Cityworks AMS application and database design enabling the solution to be configured to meet the
Division’s defined asset sustainability objectives.
Relevant System Design tasks are as follows:
• Task 2.1: Define Planned Maintenance / Asset Management Activities
• Task 2.2: Define Cityworks AMS and Materials Management Workflows
• Task 2.3: Design ArcGIS Facilities Geodatabase
• Task 2.4: Document Hardware and Network Design Requirements
• Task 2.9: Quality Control
• Task 2.10: Phase Acceptance and Close
Details on each of these tasks and their related sub-tasks are provided in the following sections
Task 2.1: Define Planned Maintenance / Asset Management
Activities
This task will be performed for the purpose of gathering detailed information needed to generate li sts and other
details that will be later used to configure the Cityworks AMS application and database for use by Division staff.
Woolpert will facilitate the identification, gathering, and organization of the required information through a series
of on-site workshops. The information discovered, and provided by Division staff, during these workshops will be
distilled into a series of design templates.
The following list introduces the areas of focus in defining the Division’s planned maintenance / asset m anagement
activities:
• Cityworks AMS Global Design Considerations:
o Domains – Domains are a way to separate business units within Cityworks. Cityworks domains give an
organization the ability to divide the system into separate units that perform different work. Each
Key Core System Design (Phase 2) Deliverables
•Define Planned Maintenance / Asset
Management Activities
•Define Cityworks AMS and Materials
Management Workflows
•Physical Design of the ArcGIS Geodatabase
•Documentation of Hardware and Network
Design Requirements
16.C.2.b
Packet Pg. 746 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
17
domain will have its own configuration for preferences, employees, materials, equipment, service re-
quests, work orders, and inspections. Users of each domain will only have permission to view records
from their own domain unless given permission to view information from another domain.
o Employees – The employee list contains details about all the employees within Cityworks. To assign
labor cost to a work order, all different hourly rates must be specified for each employee. These rates
include; regular rates as well as overtime, holiday, overhead or any other applicabl e rates. All users
should be assigned an employee id as well as a login id if they are going to be users of the system.
o Security – Security exists within Cityworks Server that is independent from work order, service request,
and inspection security. These security roles are used to define the pages and/or tabs within the City-
works server menu bar.
o Auditing – Auditing allows a Cityworks user to open a work order, service request, inspection, project
and/or contract and view changes that have been made to many of the fields.
o Materials – Any material that would be considered a consumable to perform work should be entered
into Cityworks to be utilized within a work order.
o Equipment – Equipment is defined as any tool or machine used to perform work. These item s can
include anything from a shovel to a backhoe. For each piece of equipment, a cost has to be associated
to that particular piece of equipment. Costs can be calculated by the hour or by have a fixed cost per
unit.
o Contractors – The contractor list in Cityworks is used for any services a contractor may provide. Details
about contractor-provided labor, equipment or materials can be tracked within a work order.
o Projects – Projects can be used within Cityworks to group work orders and service requests to gether
into a common project. By assigning work orders and service requests to a project, the cost of those
items will be rolled up to the project to show a total cost of the project. Projects can be used for almost
any application from a CIP project to tracking costs for an emergency management situation.
• Work Management Design Considerations:
o Service Requests (Work Requests) – Service requests are generally used to identify asset performance
issues (typically via customer phone calls, emails, or web portals). Service requests can be configured
for questions and answers and will generally described an asset performance issue, but not define the
actual asset or issue. As service requests are dispatched and responded to, work orders can be initiated
to manage the actual corrective maintenance activities performed to resolve the issue.
o Work Orders – Work orders are the primary tool for tracking, costing, and scheduling work. Work
orders are mostly tracked to assets and the cost of the work is associated t o the cost of maintaining
that particular asset. Work orders may also be used to track non-asset specific work such as meetings
and training time. More than one asset can be assigned to a work order. If no asset is available to track
work against, the work is tracked against an asset type as opposed to an individual asset. Work Orders
are often categorized as Install, Repair, and Replace. Repair and Replace work orders can be further
sub-categorized as Reactive Maintenance, Preventive Maintenance, Pred ictive Maintenance, and Cor-
rective Maintenance.
o Work Order Tasks – Tasks are used to define the different types of work (or activities) that are per-
formed in the operation and maintenance of the assets. Each work order can have multiple unique
tasks associated to it. Labor, equipment, and materials costs can be tracked at the work order task
level.
o Inspections – Inspections allow users to perform inspections against assets and store the results within
Cityworks. Inspections can be created from work orders and service requests or as standalone inspec-
tions.
o Problem, Failure, Action, Cause (PFAC) Codes – PFAC Codes can be configured for capture on CMMS
work orders to provide information valuable in future asset specification, procurement, installation,
and maintenance activities.
o Performance Indicators – various performance indicators, designed to achieve alignment with the Di-
vision’s defined asset sustainability objectives can be supported by various types of data captured
within the Cityworks AMS service request, work order, and inspection instruments.
16.C.2.b
Packet Pg. 747 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
18
Woolpert will discover and document as much of the above listed information as possible in the time allotted for
on-site workshops. Information that cannot be addressed during the workshops will be assigned to the Client PM
and other technical team members to prepare and deliver to Woolpert outside of the allotted workshop hours.
Woolpert’s Project Manager and Senior Systems Analyst will facilitate a series of on -site workshops, as more fully
described below:
• Workshop 1: Global Cityworks AMS Design .......................................................................... 1.0 days
• Workshop 2: Service Requests .............................................................................................. 0.5 days
• Workshop 3: Work Orders .................................................................................................... 1.0 days
• Workshop 4: Inspections ....................................................................................................... 0.5 days
Woolpert will document the workshop findings in the form of a Technical Memorandum and submit same to the
Client PM for review and approval.
Associated sub-tasks are as follows:
• Sub-Task 2.1.1: Workshops
o Sub-Task 2.1.1.1: Woolpert to Prepare for On-Site Workshops
o Sub-Task 2.1.1.2: Woolpert to Facilitate Workshops (On-Site Task)
▪ Sub-Task 2.1.1.2.1: Workshop 1: Global Cityworks AMS Design
▪ Sub-Task 2.1.1.2.2: Workshop 2: Service Requests (On-Site Task)
▪ Sub-Task 2.1.1.2.3: Workshop 3: Work Orders (On-Site Task)
▪ Sub-Task 2.1.1.2.4: Workshop 4: Inspections (On-Site Task)
• Sub-Task 2.1.2: Documentation
o Sub-Task 2.1.2.1: Woolpert to Document Planned Maintenance / Asset Management Activities
o Sub-Task 2.1.2.2: Woolpert to Submit Documentation to Client PM
o Sub-Task 2.1.2.3: Client Team to Review Documentation (Client-Owned Task)
o Sub-Task 2.1.2.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 2.1.2.5: Woolpert to Update Documentation Based on Review
o Sub-Task 2.1.2.6: Woolpert to Submit Final Documentations to Client PM
o Sub-Task 2.1.2.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
Deliverables
• Woolpert’s Senior Systems Analyst and Systems Analyst will facilitate a series of discovery work-
shops, on-site at the Client’s facilities, over the course of one and a half (1.5) consecutive business
days;
• Woolpert will document the workshop discussions and findings in the form of a Technical Memo-
randum and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst will facilitate a remote review meeting, up to two (2) hours in
duration, with the Client team to review the contents of the Technical Memorandum;
• Woolpert will make final updates to the Technical Memorandum based on the outcome of the
remote review meeting, and submit final documentation to the Client PM.
Assumptions
• All activities, other than the actual workshop will be performed remotely;
• The Client PM will ensure site readiness and staff participation for the workshops.
16.C.2.b
Packet Pg. 748 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
19
• Web meeting tools will be utilized to facilitate the remote review meeting.
Client Responsibilities
• The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops;
• The Client PM will schedule all Client workshop attendees;
• All identified Client workshop attendees will actively participate in the on -site meetings without
undue interruption;
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 2.2: Define Cityworks AMS and Materials Management
Workflows
The objective of the business process reviews is three-fold: 1) provide Woolpert’s implementation team with a deep
understanding of the Division’s desired work / asset management work flows / business processes, 2) provide Divi-
sion project participants with a deeper understanding of the impending business process improvements introduced
by the Cityworks AMS solution, and 3) establish asset life-cycle management and work management workflows in
the context of the Division’s asset management strategies and as supported by the Cityworks AMS software’s func-
tional and technical capabilities.
One of the main features of today’s leading asset and maintenance management software applications is their ability
to be configured to fit the unique manner in which an organization manages and executes its infrastructure mainte-
nance management activities. Over the course of many asset management system implementation engagements,
Woolpert has learned that: 1) documenting asset management software work -flows can be a rather overwhelming
task for the Client’s technical leads; and 2) the service request, work order, and inspection life -cycles that need to
be managed within the asset / maintenance management software application is 80 – 90 percent standard across
all implementing organizations. Woolpert has taken this knowledge and developed a standard set of “best practice”
workflow templates that we use to facilitate understanding of the work management life-cycle and we tailor these
standard templates to best accommodate the implementing organization’s standard “planning, scheduling, and ex-
ecution” workflows. We have found that this approach save s time, money, and introduces a substantial level of best
industry practices for work management activities right at the on-set of the project.
Woolpert will facilitate a series of on-site workshops that investigate a number of standard work management work
flow diagrams detailing the life-cycle management of work requests within the AM software application. The eight
(8) primary workflow areas addressed will include:
1. Initiation 4. Scheduling 7. Emergency Work
2. Screening 5. Assignment 8. QA Review & Completion
3. Planning 6. Performance
Additionally, Woolpert will address the following three (3) ancillary work flows:
1. Asset Set-Up and Modification
2. Preventative Maintenance / Predictive Maintenance Work Order Set -Up and Modification
3. Inventory Management Processes
16.C.2.b
Packet Pg. 749 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
20
Along with the various workflows, Woolpert will introduce the use of Work Order Statuses, reasons why work order
/ inspection performance might be delayed (awaiting parts, awaiting available crews, weather delays, etc.), the abil-
ity to track and report on work orders throughout their life-cycle, and how all of these factors relate to establishing
a work management environment that moves from reactive maintenance to a more proactive maintenance position
(one of the multiple asset management best practices Woolpert facilitates through our implementations).
Also, as part of these workshop discussions, Woolpert will expand upon the discussions of Levels of Service, asset
performance measures, and specialized reporting requirements to identify any key custom data fiel ds that will need
to be taken under consideration during the future configuration activities.
Upon the completion of these workshops, Woolpert will compile all of the comments and feedback received from
the Client’s technical team members (maintenance staf f), and update the standard workflow diagrams to reflect
local practices. Our past experiences with this exercise indicate that we should not need to make more than a few
edits to our standard workflow diagrams. The resultant documentation will later be used by the Client’s technical
team and system administrators to develop standard operating procedures and training materials.
In addition to documenting the Cityworks AMS work management workflows, Woolpert will work with the Division
to document Materials Management workflows required to optimize the materials requisition, purchasing (through
the County’s SAP solution), receipt, and inventory management workflows. This effort only need to be undertaken
if the Division intends to utilize the Cityworks Storeroom application functionality. Otherwise, all that is need to
support standard Cityworks AMS work order activities is the development of a materials list (Task 2.1).
Woolpert’s Senior Systems Analyst and Systems Analyst will jointly facilitate a series of on-site Cityworks AMS and
Materials Management workflow definition workshops over the course of two (2) consecutive business days, as
follows:
• Workshop 1: Cityworks AMS Workflows .................................................................................... 1 day
• Workshop 2: Materials Management Workflows ...................................................................... 1 day
Upon completion of the workshops, Woolpert will update the workflow templates to reflect changes to the standard
workflows that need to be made to localize work and materials management activities to the Facilities Management
Division.
Associated sub-tasks are as follows:
• Sub-Task 2.2.1: Workshops
o Sub-Task 2.2.1.1: Woolpert to Prepare for On-Site Workshops
o Sub-Task 2.2.1.2: Woolpert to Facilitate Workshops (On-Site Task)
▪ Sub-Task 2.2.1.2.1: Workshop 1: Cityworks AMS Workflows (On-Site Task)
▪ Sub-Task 2.2.1.2.2: Workshop 2: Materials Management Workflows (On-Site Task)
• Sub-Task 2.2.2: Documentation
o Sub-Task 2.2.2.1: Woolpert to Update Workflow Documentation Based on Workshop Results
o Sub-Task 2.2.2.2: Woolpert to Submit Documentation to Client PM
o Sub-Task 2.2.2.3: Client Team to Review Documentation (Client-Owned Task)
o Sub-Task 2.2.2.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 2.2.2.5: Woolpert to Update Documentation Based on Review
o Sub-Task 2.2.2.6: Woolpert to Submit Final Documentation to Client PM
o Sub-Task 2.2.2.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
16.C.2.b
Packet Pg. 750 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
21
Deliverables
• Woolpert’s Senior Systems Analyst and Systems Analyst will facilitate a series of workflow defini-
tion workshops, on-site at the Client’s facilities, over the course of two (2) consecutive business
days;
• Woolpert will document the workshop discussions and findings in the form of a Technical Memo-
randum and Visio diagrams and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst will facilitate a remote review meeting, up to two (2) hours in
duration, with the Client team to review the contents of the Technical Memorandum;
• Woolpert will make final updates to the Technical Memorandum based on the outcome of the
remote review meeting, and submit final documentation to the Client PM.
Assumptions
• All activities, other than the actual workshop will be performed remotely;
• The Client PM will ensure site readiness and staff participation for the workshops.
• Web meeting tools will be utilized to facilitate the remote review meeting.
Client Responsibilities
• The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops;
• The Client PM will schedule all Client workshop attendees;
• All identified Client workshop attendees will actively participate in the on-site meetings without
undue interruption;
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 2.3: Design ArcGIS Facilities Geodatabase
Designing an ArcGIS facilities geodatabase is a pre-requisite for being able to configure and use the Cityworks ASM
solution as intended. As stated previously, Cityworks AMS, as a GIS-centric maintenance / asset management solu-
tion fully relies on the ArcGIS geodatabase as its asset system of record (registry). The conceptual facilities data
model was previously defined in Task 1.4. This task focuses on the technical effort required to move from this con-
ceptual design to a physical design, resulting in a shell ArcGIS geodatabase adhering to the technical requirements
of an enterprise geodatabase, including cardinality and indexing rules, spatial data management, hierarchal relation-
ships between feature classes, object classes, features, and related objects.
Woolpert’s facilities and geodatabase subject matter experts will perform the necessary design and documentation
activities, while adhering to FISDM prescriptive best practices, to generate the required geodatabase design and
associated documentation.
Associated sub-tasks are as follows:
• Sub-Task 2.3.1: Woolpert to Develop and Document Facilities Geodatabase Design
• Sub-Task 2.3.2: Woolpert to Submit Geodatabase Design Documentation to Client PM
• Sub-Task 2.3.3: Client Team to Review Geodatabase Design Documentation (Client-Owned Task)
• Sub-Task 2.3.4: Woolpert to Facilitate Remote Review Meeting with Client Team
16.C.2.b
Packet Pg. 751 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
22
• Sub-Task 2.3.5: Woolpert to Update Documentation Based on Review
• Sub-Task 2.3.6: Woolpert to Submit Final Documentation to Client PM
• Sub-Task 2.3.7: Client PM Provides Written Acceptance of Final Documents (Client -Owned Task)
Deliverables
• Woolpert will develop and document a logical facilities geodatabase design in the form of a Tech-
nical Memorandum and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst and Systems Analyst will facilitate a remote review meeting, up
to two (2) hours in duration, with the Client team to review the contents of the Technical Memo-
randum;
• Woolpert will make final updates to the Technical Memorandum based on the outcome of the
remote review meeting, and submit final documentation to the Client PM.
Assumptions
• All work activities will be performed remotely from Woolpert facilities;
• Web meeting tools will be utilized to facilitate the remote review meeting.
Client Responsibilities
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 2.4: Document Hardware and Network Design Requirements
(County-Owned Task)
The County IT Department requires detailed network architecture diagrams be deve loped and approved for all
planned software application deployments. The County will document hardware and network design requirements
and work with the IT Department to obtain approval of said system architecture documentation.
Associated sub-tasks are as follows:
• Sub-Task 2.4.1: Client Team to Prepare Cityworks AMS system architecture documentation and submit
to County IT for review and approval (Client-Owned Task);
• Sub-Task 2.4.2: Client Team to update Cityworks AMS system architecture documentation per County IT
direction (Client-Owned Task);
• Sub-Task 2.4.3: Client PM to provide Woolpert with a copy of the final approved system architecture
documentation (Client-Owned Task).
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All activities related to the documentation and approval of the Cityworks AMS system architecture
will be performed by County staff and will not require the support of Woolpert team members.
16.C.2.b
Packet Pg. 752 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
23
Client Responsibilities
• The County will document hardware and network design requirements specific to the Collier
County IT infrastructure.
Task 2.5: Prepare Configuration Documentation
Woolpert will compile the asset management program data gathered and documented through the multiple on -site
workshops and other related project meetings completed project -to-date (pre-planning discovery) and distill this
information into a series of organized configuration documents. This configuration documentation, consisting of
standard AM system elements, as well as the customized details required to support the County’s specific asset
management program, will be used to guide the configuration of the AM system such that it is localized to the
County’s specific work order and asset maintenance management requirements.
Associated Sub-Tasks are as follows:
• Sub-Task 2.5.1: Woolpert to Prepare Draft Configuration Documentation
• Sub-Task 2.5.2: Woolpert to Submit to Client PM for Review
• Sub-Task 2.5.3: Woolpert to Facilitate Remote Review Meeting with County Technical Team
Deliverables
• Woolpert team members will develop a set of configuration documents as more fully detailed
above
• Woolpert will facilitate a remote review meeting up to four (2) hours in duration with the County’s
technical team
Assumptions
• All above listed tasks will be performed remotely
County Responsibilities
• Review the prepared Draft Configuration documentation
• Participate in the remote review meeting
Task 2.6: Provide Cityworks AMS Configuration Training (County-
Owned Task)
The County will facilitate a series of configuration training courses for the purpose of providing the County’s project
team members with the Cityworks knowledgebase needed to support the system design and implementation deci-
sions. Configuration Training will be comprised of a two-day curriculum designed to cover all relative aspects of the
AM system configuration. Completion of the configuration training will ensure the County’s project participants
(those with implementation responsibilities) are provided with enough exposur e to , and understanding of, the City-
works work order and asset management functionality such that they are able to make smart and informed config-
uration decisions as they relate to the overall implementation objectives. The intent of the Configuration Tr aining
is not to provide the skills needed to maintain the daily operations of the system. This End -User Training is provided
at a later date.
Configuration Training will be facilitated in a classroom environment (computer lab or training room) on -site at the
County’s facilities.
Associated Sub-Tasks are as follows:
16.C.2.b
Packet Pg. 753 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
24
• Sub-Task 2.6.1: Client Team to Prepare Configuration Training Agenda (Client -Owned Task)
• Sub-Task 2.6.2: Client Team to Prepare Site for Configuration Training (Client-Owned Task)
• Sub-Task 2.6.3: Client Team to Provide Configuration Training (Client-Owned Task)
o Sub-Task 2.6.3.1: Configuration Training Class 1 (Client-Owned Task)
o Sub-Task 2.6.3.2: Configuration Training Class 2 (Client-Owned Task)
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All activities related to the Cityworks AMS Configuration Training will be performed by County staff
and will not require the support of Woolpert team members.
County Responsibilities
• The County project team to develop a training agenda
• The County will provide an onsite trainer for up to two (2) consecutive business days to provide
the Configuration Training
• County project manager to schedule and accommodate the appropriate County project team
members such that they are available, without undue interruption, for the required number of
days
• Secure an appropriate training facility suitable for participants
Task 2.7: Facilitate Core Cityworks AMS Software Configuration
Woolpert will facilitate the Core Cityworks Configuration through a series of up to two (2) on-site configuration
workshops. The first round of workshops will address:
• Domains. This is the security architecture that determines how employees, work orders and other asset
maintenance management information can be shared across organizational boundaries.
• Employee Hierarchy. Determines security protocols for each user of the system as well as practical grouping
of employees for assignments to work orders, inspections, and service requests (e.g. crews).
• Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset
in the system
• Tasks. Individual work items associated with a work order. For example, a repair sewer main work order
might have tasks for establish traffic control, utility locate, excavate, etc.
• Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials
are things such as pipes and meters.
• Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are
not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc.
• Service Requests. Templates for requests for service. Many times maintenance activities are initiated start-
ing with a service request whose purpose is to determine if a work is necessary or not.
• Reporting. Current or future expected reports will be discussed and designed.
• Projects. Projects to be managed within the Cityworks AMS software
Woolpert will update the System Configuration Document upon completion of the first round of configuration work-
shops. The extra planning steps that are taken during the initial phases of an implementation, such as this will reap
tremendous rewards when the system goes into production. In support of the configuration workshops, Woolpert
will have a full version of Cityworks available to help facilitate ideas and approaches to the configuration – this is
also part of the overall iterative learning process.
16.C.2.b
Packet Pg. 754 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
25
At the end of the first round of workshops, there will be a set of action items for the County team members, such as
compiling a list of employees, work crews, and contractors, as well as hard copies of work orders, reports, inspection
forms, and other relevant data sets. Woolpert will prepare a detailed list of action items and submit them to the
County project manager. At the end of first round of configuration workshops, Woolpert expects to have gathered
enough information to configure approximately 70% of the County’s desired asset maintenance management func-
tionality.
The second round of workshops will address proposed configuration approaches to service requests, work orders,
and inspections identified in the initial workshops. During second round work shops, the County’s actual configured
data will be available for viewing within the AM System software. At the end of second round of workshops,
Woolpert expects to have gathered enough information to configure approximately 85% to 100% of the County’s
Core AM System requirements.
Associated Sub-Tasks are as follows:
• Sub-Task 2.7.1: Round 1 Configuration
o Sub-Task 2.7.1.1: Round 1 Configuration Workshops
▪ Sub-Task 2.7.1.1.1: Woolpert to Prepare for Configuration Workshops
▪ Sub-Task 2.7.1.1.2: Facilitate Workshops (On-Site Task)
o Sub-Task 2.7.1.2: Woolpert to Update Configuration Documentation (Round 1)
o Sub-Task 2.7.1.3: Woolpert to Perform Configuration in Development Environment (Round 1)
o Sub-Task 2.7.1.4: Woolpert to Facilitate Remote Configuration Review Meetings with Client
Technical Team
▪ Sub-Task 2.7.1.4.1: Remote Review Meeting 1
▪ Sub-Task 2.7.1.4.2: Remote Review Meeting 2
• Sub-Task 2.7.2: Round 2 Configuration
o Sub-Task 2.7.2.1: Round 2 Configuration Workshops
▪ Sub-Task 2.7.2.1.1: Woolpert to Prepare for Configuration Workshops
▪ Sub-Task 2.7.2.1.2: Facilitate Workshops (On-Site Task)
o Sub-Task 2.7.2.2: Woolpert to Update Configuration Documentation (Round 2)
o Sub-Task 2.7.2.3: Woolpert to Perform Configuration in Development Environment (Round 2)
o Sub-Task 2.7.2.4: Woolpert to Facilitate Remote Configuration Review Meetings with Client
Technical Team
▪ Sub-Task 2.7.2.4.1: Remote Review Meeting 1
▪ Sub-Task 2.7.2.4.2: Remote Review Meeting 2
Deliverables
• A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 Facilities Manage-
ment On-Site Configuration Workshops for up to three (3) consecutive business days
• Woolpert will update the configuration documentation based on the outcome of the first round of
configuration workshops
• Woolpert staff will perform system configuration in the County’s on-premise development envi-
ronment via remote access
• Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to four
(4) hours in duration, with the County’s technical team
• A Woolpert Senior System Analyst and System Analyst will facilitate Round 2 Facilities Manage-
ment On-Site Configuration Workshops for up to two (2) consecutive business days
16.C.2.b
Packet Pg. 755 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
26
• Woolpert will update the configuration documentation based on the outcome of the second round
of configuration workshops
• Woolpert staff will perform system configuration in the County’s on-premise development envi-
ronment via remote access
• Woolpert will facilitate two (2) remote in -process configuration review meetings, each up to two
(2) hours in duration, with the County’s technical team
Assumptions
• All workshop preparation activities will be performed remotely
• Actual workshops will be administered on-site at County facilities
• County staff participating in the Configuration workshops will do so un -interrupted
County Responsibilities
• Secure an appropriate workshop facility
• Coordinate and schedule workshop participants
• Workshop participants shall actively participate in workshop activities
• Populate the updated GIS database with the pilot facility data before the Configuration Workshops
begin with the goal of having at least 80% of all the data in the system by go-live.
Task 2.8: Facilitate Inventory and Materials Management
Configuration
Materials management and inventory control procedures play a significant role in properly deployed asset mainte-
nance management solutions. As materials are added to work orders, they need to be depleted from the stock and
the cost of the materials added to the work orders; as materials are depleted from stock, they need to be requisi-
tioned from the various vendors. This task is focused on configuring the materials management module of Cityworks
to achieve these objectives. The effort required to integrate Cityworks with the County’s purchasing and inventory
system of record is addressed in the Systems Integration tasks.
To accomplish these goals, Woolpert will facilitate a series of Inventory and Materials Management Configuration
Workshops and then perform the resulting configuration in the Cityworks Storeroom software.
Associated Sub-Tasks are as follows:
• Sub-Task 2.8.1: Configuration Workshops
o Sub-Task 2.8.1.1: Woolpert to Prepare for Configuration Workshops
o Sub-Task 2.8.1.2: Woolpert to Facilitate Configuration Workshops (On-Site Task)
• Sub-Task 2.8.2: Woolpert to Update Configuration Documentation
• Sub-Task 2.8.3: Woolpert to Perform Configuration in Development Environment
• Sub-Task 2.8.4: Woolpert to Facilitate Remote Configuration Review Meetings With County Technical
Team
o Sub-Task 2.8.4.1: Remote Review Meeting 1
o Sub-Task 2.8.4.2: Remote Review Meeting 2
• Sub-Task 2.8.5: Woolpert to Update Configuration in Development Environment
Deliverables
• A Woolpert Senior System Analyst will facilitate On-Site Facilities Management Configuration
Workshops for up to two (2) consecutive business days
16.C.2.b
Packet Pg. 756 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Facilities Management Division
27
• Woolpert will update the configuration documentation based on the outcome of the first round of
configuration workshops
• Woolpert staff will perform system configuration in the County’s on-premise development envi-
ronment via remote access
• Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the County’s technical team
Assumptions
• All workshop preparation activities will be performed remotely
• Actual workshops will be administered on-site at County facilities
• County staff participating in the Configuration workshops will do so un -interrupted
County Responsibilities
• Secure an appropriate workshop facility
• Coordinate and schedule workshop participants
• Workshop participants shall actively participate in workshop activities
Task 2.9: Quality Control
Woolpert technical resources, not regularly involved with this implementation will perform independent quality re-
view of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan.
Task 2.10: Phase Acceptance and Close
Upon completion of the Phase 2 Tasks, the Woolpert Project Manager will provide a Phase Acceptance and Close
document to the Client Project Manager for review and signature. The Client Project Manager’s signature indicates
Woolpert has delivered the Phase 2 services in accordance with the Scope of Work and Project Plan.
16.C.2.b
Packet Pg. 757 Attachment: Exhibit A1-1 CCFMD Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract
EXHIBIT A1-2
TO FIRST AMENDMENT TO AGREEMENT
#13-6064
FOR
“ASSET MANAGEMENT SOFTWARE AND CONSULTING SERVICES”
Statement of Work
Cityworks AMS Planning Design
and Implementation
Public Services Department
16.C.2.c
Packet Pg. 758 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
i
CONTENTS
PURPOSE ........................................................................................................................................................................ 1
PROJECT MANAGEMENT ............................................................................................................................................... 4
Task PM.1: Project Administration .................................................................................................................... 4
Task PM.2: Project Kick-Off Meeting ................................................................................................................. 5
Task PM.3: Project Schedule Coordination ........................................................................................................ 6
Task PM.4: Client Status Meetings .................................................................................................................... 6
Task PM.5: Internal Coordination Meetings ...................................................................................................... 7
CHANGE CONTROL ........................................................................................................................................................ 7
QUALITY MANAGEMENT ............................................................................................................................................... 9
TECHNICAL APPROACH .................................................................................................................................................. 9
Phase 1: Implementation Planning .............................................................................................................. 10
Task 1.1: Conduct Pre-Planning Discovery ................................................................................................... 11
Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment (County -Owned
Task) .............................................................................................................................................. 13
Task 1.3: Facilitate Cityworks AMS Software Demonstrations (County-Owned Task) ................................. 14
Task 1.4: Define Recommended Asset Data Model Structure ..................................................................... 15
Task 1.5: Review and Analyze Existing Asset Registers ................................................................................ 18
Task 1.6: Quality Control .............................................................................................................................. 19
Task 1.7: Phase Acceptance and Close ......................................................................................................... 19
Phase 2: System Design and Configuration ................................................................................................. 19
Task 2.1: Define Planned Maintenance / Asset Management Activities ...................................................... 20
Task 2.2: Define Cityworks AMS and Materials Management Workflows ................................................... 22
Task 2.3: Design ArcGIS Facilities and Parks Geodatabase ........................................................................... 24
Task 2.4: Document Hardware and Network Design Requirements (County -Owned Task) ........................ 25
Task 2.5: Prepare Configuration Documentation ......................................................................................... 26
Task 2.6: Provide Cityworks AMS Configuration Training (County-Owned Task) ......................................... 27
Task 2.7: Facilitate Core Cityworks AMS Software Configuration ................................................................ 27
Task 2.8: Facilitate Inventory and Materials Management Configuration ................................................... 29
Task 2.9: Quality Control .............................................................................................................................. 30
Task 2.10: Phase Acceptance and Close ......................................................................................................... 30
16.C.2.c
Packet Pg. 759 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
1
PURPOSE
The Collier County Public Services Department (Department) is comprised of multiple divisions. Not all divisions are
included in this implementation project. Below is a summary of the division that are to be included and a brief
description of the scope of this initial implementation:
Division: Domestic Animal Services Division
Basic Goal:
Facility management and inventory management at two loca-
tions. Inventory management is mostly for medications and
will continue to be track by Chameleon.
System Replacement: None, Chameleon will continue for POS functions
Activity Types: As many as a dozen per asset type
Data Migration: None
Asset Types:
About 7, examples include Buildings, equipment, fence, fields,
kennels, outdoor resources, signs
Number of Assets: Less than 1000
System Integrations:
None, there are no plans to integrate with Chameleon at this
time.
Division: Community & Human Services Division
Basic Goal: Manage computer devices
System Replacement: None
Activity Types: about a dozen
Data Migration: None
Asset Types: 1, computers
Number of Assets: Less than 100
System Integrations: None
16.C.2.c
Packet Pg. 760 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
2
Division: Library Division
Basic Goal: Facility management and electronic device management.
System Replacement: None
Activity Types: As many as a dozen per asset type
Data Migration: None
Asset Types:
About 12, examples include Buildings, equipment, fence, fields,
outdoor resources, signs, large net, art
Number of Assets:
803 assets were provided in a spreadsheet, nearly half were
books that would not be tracked as assets.
System Integrations: None
Division: Museum Division
Basic Goal: Facility management.
System Replacement:
None, the current PastPerfect will continue to manage museum
pieces
Activity Types: As many as a dozen per asset type
Data Migration: None
Asset Types:
About 7, examples include Buildings, equipment, fence, fields,
kennels, outdoor resources, signs
Number of Assets: Less than 1000
System Integrations:
None, there are no plans to integrate with PastPerfect at this
time.
16.C.2.c
Packet Pg. 761 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
3
Division: Parks & Recreation Division
Basic Goal:
Replace Infrastructure.net (iDN) solution that is managing parks
assets. Note that the County Facility Department is planning to
replace this software with Cityworks.
System Replacement: Infrastructure.net (iDN)
Activity Types: As many as a dozen per asset type
Data Migration: None
Asset Types:
About 20 to 30, examples include parcel, facility (has areas like
beach, building and others), vehicle
Number of Assets: Less than 1000
System Integrations: None
Division: University Extension Service Division
Basic Goal: Manage computer devices at 2 locations
System Replacement: None
Activity Types: about a dozen
Data Migration: None
Asset Types: 1, computers
Number of Assets: Less than 100
System Integrations: None
The Department currently utilizes the Infrastructure.net (iDN) solution, coupled with various individually maintained
spreadsheets and reports, to manage work requests, work orders, asset inventory, and materials inventory. Con-
gruent with the County’s decision to implement the Cityworks AMS solution as the standardized maintenance / asset
management solution to be used by all County agencies, the Department is seeking to replace its current iDN solution
and other solutions with the Cityworks AMS solution. The Department is engaging Woolpert, Inc. under the terms
of AGREEMENT 13-6064 for Asset Management and Software Consulting Services for the planning, design, deploy-
ment, and support of its planned Cityworks AMS solution.
The Department intends to undertake its Cityworks AMS implementation in phases, beginning with this Statement
of Work focused on implementation planning, system design, configuration, and deployment activities. The County
intends to leverage in-house expertise to complete a number of key system implementation tasks, including but not
necessarily limited to user training, user acceptance testing, and go-live support.
16.C.2.c
Packet Pg. 762 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
4
PROJECT MANAGEMENT
An Enterprise Asset Management system implementation is a com-
plex endeavor that presents a variety of technical and organizational
challenges that will need to be identified, analyzed, understood, and
continually managed in order to ensure a successful outcome.
Woolpert’s Project Management approach provides for the resources
and tools needed to successfully manage the project through all
phases / processes, including:
• Initiation. project authorizations and expectations;
• Planning. project definitions, objectives, deliverables, anal-
ysis of alternatives;
• Execution. coordination of resources, quality management,
product and service delivery;
• Monitoring and Controlling. monitoring and measuring to identify variances and imitate corrective actions
• Close-Out. acceptance of project deliverables and results.
To fulfill each of these objectives, Woolpert will employ the different project management tools described in the
following sections. The project management tasks defined within this Statement of Work are based on an overall
project schedule. County-imposed delays to the project schedule in excess of four weeks may result in increased
project management costs.
Task PM.1: Project Administration
Woolpert will provide the following general project management services:
• Develop, in cooperation with the County (“Client’s”) project manager, a project plan and schedule;
• Proactively manage and update project plan and schedule, as required, throughout the duration of t he
project. Project plan and schedule modifications will be facilitated upon common agreement between the
Client and Woolpert in accordance with the issue control process detailed in the project plan;
• Coordinate project events with the Client’s project manager and Woolpert team members;
• Author, edit, review, and distribute project documentation and technical reports as required;
• Facilitate in-process review meetings with the Client’s project manager, committees, management, and
end-users as scheduled, and appropriate, throughout the duration of the project;
• Maintain a secure project collaboration web site to post project schedule details, in -process tasks and re-
sponsible parties, technical documentation, as well as other project collaboration tools;
• Perform miscellaneous project administration (e.g. arrange travel, internal project updates); and
• Anticipate problem areas and propose and facilitate solutions
Deliverables
• Draft and final project plan;
• Monthly project status reports;
• On-going project management, including resource allocation, invoicing and general consulting;
• Password protected project collaboration environment and issue log management.
Figure 1 - Project Life-Cycle Process Groups
16.C.2.c
Packet Pg. 763 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
5
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• The Client will designate a Project Manager (PM) to serve as a single point of contact for all project
management issues and questions;
• The Client PM will assemble a team of domain and technical experts and have representation of
all divisions / work groups involved throughout all phases of the project ;
• The Client PM will review, comment and accept draft project work plan within five days of docu-
ment delivery;
• The Client PM will schedule appropriate internal staff and provide facilities for on-site meetings
and off-site conference calls;
• The Client PM will review and accept project status reports, or otherwise provide comments on
same within a reasonable time frame.
Task PM.2: Project Kick-Off Meeting
As soon as is reasonably feasible, following receipt of the Written Notice to Proceed, Woolpert’s project manager
will work with the Client’s project manager to schedule a Project Kick -Off Meeting. This meeting will be facilitated
on-site at the Client’s facilities for the purpose of: 1) establishing the necessary project management protocols to be
adhered to by all stakeholders, 2) reviewing the Client’s implementation goals and objectives with all team members,
3) identifying any Client-owned source documentation necessary to support the project, 4) identifying all critical
path schedule milestones, and 5) addressing any outstanding scope or schedule questions that Client stakeholders
may have. Said meeting shall be of a duration suitable for addressing each of the items previously listed. Develop-
ment of the kick-off meeting agenda shall be the joint responsibility of Woolpert’s and the Client’s project managers.
Deliverables
• Kick-Off meeting agenda;
• Woolpert’s Project Manager and Senior Systems Analyst will facilitate one three (3) hour on-site
project kick-off meeting;
• Kick-Off Meeting notes.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client
Client Responsibilities
• The Client PM will schedule meeting space and supporting technology peripherals suitable for the
kick-off meeting;
• The Client PM will coordinate and schedule meeting attendees;
• All identified Client Kick-Off Meeting attendees will actively participate in the meeting without un-
due interruption.
16.C.2.c
Packet Pg. 764 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
6
Task PM.3: Project Schedule Coordination
Project schedule coordination and management will be performed using Microsoft Project software. Project sched-
ules and tasks will be monitored and adjusted as needed, depending upon the Client’s priorities and ability make its
staff and facilities available at the appropriate times throughout the project. An updated project schedule delineat-
ing resources, scheduled tasks, and completed tasks will be maintained and available to all Woolp ert and Client
project participants.
Deliverables
• Woolpert will maintain a project schedule on an on-going basis.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• The Client PM will review the project schedule on an on-going basis.
Task PM.4: Client Status Meetings
Woolpert will facilitate a regular occurring status meeting. Woolpert’s project manager will participate in regularly
scheduled project status meetings with the Client’s project manager and designees for the purpose of reviewing
project issues including: 1) activities, action items, and deliverables completed to date; 2) activities, action items,
and deliverables in process or scheduled; 3) technical or contractual issues that require corrective action. Woolpert
meeting participants will include Woolpert’s project manager and ad hoc team members, as required. Client meet-
ing participants will be as deemed necessary by the Client’s project manager, or as requested by Woolpert’s project
manager.
When feasible, Client Status Meetings will be held on-site at the Client’s facilities in conjunction with other scheduled
on-site tasks. Otherwise, Client Status Meetings will be facilitated remotely using teleconference and web meeting
tools.
Deliverables
• Woolpert will provide monthly project status reports to the Client PM;
• Woolpert will facilitate bi-weekly Client Status Meetings.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• The Client PM will schedule appropriate internal staff and provide facilities for on-site meetings
and off-site conference calls;
• The Client PM will review and accept project status reports, or otherwise provide comments on
same within a reasonable time frame;
• The Client PM will schedule meeting space and supporting technology peripherals suitable for on-
site meetings;
• The Client PM will coordinate and schedule meeting attendees.
16.C.2.c
Packet Pg. 765 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
7
Task PM.5: Internal Coordination Meetings
Internal coordination meetings will be held on a regular basis to ensure continuous communication about tasks in
process, scheduled tasks, and any issues impacting a successful implementation. Woolpert’s project manager will
also utilize these meetings to gather information from project team members required to manage on -going resource
loading.
Deliverables
• Woolpert’s Project Manager will facilitate weekly internal coordination meetings.
Assumptions
• The activities discussed in this section will begin once a Written Notice-to-Proceed is received from
the Client.
Client Responsibilities
• None.
CHANGE CONTROL
This section defines how changes to the original objectives
and/or deliverables defined in this Statement of Work will
be handled. Both Woolpert and the Client recognize that
changes are a normal part of the project life cycle. Woolpert
believes that managing change to project scope, cost, and
schedule are critical to a project’s success and employs a
comprehensive approach to change control. Woolpert’s es-
tablished change control process is documented as follows:
Any project team member (Client or Woolpert) may initiate
a Change Request whenever there is a perceived need for a
change that will affect the desired or anticipated outcome of
the work or any element of the project. The project team
member will use a Change Control Notice (CCN) form as ap-
propriate for the change:
• Agreement to a Change Request signifies agreement
to a change in overall costs, functionality, time scales,
or other identified project impact.
• Changes will be identified and communicated by/to
the respective Project Managers by any of the pre-
scribed communication channels. Change Requests
may be introduced via verbal conversation or other
form of communication but must be supported by the
appropriate CCN document.
• All CCN’s will be converted to an Amendment and
processed pursuant the County’s Procurement Ordi-
nance and Procedures.
Figure 2 - Sample Change Control Notice
16.C.2.c
Packet Pg. 766 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
8
• All project participants should understand that time is of the essence when initiating, reviewing, negotiating,
and approving Change Requests, as any delays to work in progress caused by a CCN may impact the overall
project schedule and budget.
All request changes should be managed from their initiation through to their completion (acceptance or rejection)
within five (5) business days from the start of the process. If the Client and Woolpert project managers cannot reach
common agreement on the request change within this time frame, the issue will be elevated to the next level of
management (both Client and Woolpert) for resolution. During the resolution process, all downstream project tasks
potentially impacted by the requested change will be placed on hold until such time that resolution is achieved.
The following workflow diagram graphically depicts the above detailed process:
Figure 3: Change Control Process
Each Change Control Notice (CCN) will clearly document the following:
• Date
• Change Control Number
• CCN Initiated By
• Original Scope of Services (language from the original scope that is being considered for change)
• Proposed Change (narrative of the proposed change(s) being sought)
• Schedule Impact (details about the proposed change(s) impact to the overall project schedule
• Fee Impact (details on the proposed change(s) impact to the project budget)
• Risk Assessment (narrative discussion about the risks the proposed change(s) will introduce to the project and
the ways in which said risk will be mitigated)
• Acceptance Signatures (Woolpert and the Client)
16.C.2.c
Packet Pg. 767 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
9
QUALITY MANAGEMENT
All Woolpert deliverables undergo a rigorous quality review before being submitted to the Client. Qualified
Woolpert technical resources not directly involved in this project will perform independent quality reviews of the
work and deliverable products in accordance with Woolpert’s Total Quality Plan.
TECHNICAL APPROACH
Woolpert has developed a multi-phased approach to implementing content rich enterprise asset management so-
lutions. Each of the technical phases are executed in conjunction with continuous Project Management, Knowledge
Transfer & Change Management, and Quality Management activities. Deliberate execution of each phase, with con-
tinuous client involvement and feedback enables Woolpert to ensure a successfully planned, designed, configured,
and deployed asset management solution that is used and useful immediately upon “Go-Live”, provides for the tools
and resources needed to support current and planned asset management activities, and provides the means to
monitor and measure continuous improvement activities.
Each of our five phases are performed in order, with specific phase deliverables achieving client sign -off in each of
the appropriately defined tasks or sub -tasks. The culmination of each phase is solidified by a Phase Acceptance and
Close-out process that signifies delivery and acceptance of the Phase Tasks / Sub-Tasks and clears the way to proceed
with the next subsequent phase.
Figure 4: Implementation Phases
Per this Statement of Work, the Scope of Services will only include activities related to Project Planning (Phase 1)
and System Design (Phase 2). System Configuration (Phase 2), System Deployment (Phase 3), Advanced Functionality
(Phase 4), and Extended Support (Phase 5) activities will be addressed under a subsequent Statement of Work.
16.C.2.c
Packet Pg. 768 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
10
Phase 1: Implementation Planning
Implementation Planning tasks are performed for the purpose of
verifying and documenting a clear purpose for the planned City-
works Asset Management System (AMS) implementation. Work
and asset management functional and technical requirements,
which are understood by the Client’s management and technical
team members, are reviewed with Woolpert’s implementation
team in order to align goals and expectations and to establish crit-
ical success factors as a means to measure implementation mile-
stones.
Implementation Planning efforts will include a thorough review of
the Department’s existing and planned asset management policy,
strategy, and objectives such that the Cityworks AMS solution can
be appropriately designed and configured to support the work
management, data management, and reporting activities needed
to achieve the organization’s asset sustainability objectives.
As part of Woolpert’s continuous knowledge transfer and change
control efforts, a sample Cityworks AMS solution will be installed,
configured, and used to facilitate a series of software demonstra-
tions to the client team early in the process. This early introduction to the system imparts a level of understanding
among those client team members that will be asked to make design and configuration decisions. This is the first of
many software demonstrations that will be used throughout our implementation process.
Additional Implementation Planning efforts will be undertaken to recommend an appropriate asset data model
structure and to identify, review, and analyze the Client’s existing asset registers. Implementation of the Cityworks
AMS solution requires the use of an Esri ArcGIS geodatabase as the system of record for all asset records. This
technological characteristic of the Cityworks AMS solution represents a significant technological change that the
Public Services Department will need to understand, embrace, and be able to support.
The culmination of the Implementation Planning phase activities will be a series of technical memorandums detailing
the planning activity findings and recommendations to be incorporated into the system design (and configuration -
future Statement of Work) efforts.
Relevant Implementation Planning tasks are as follows:
• Task 1.1: Conduct Pre-Planning Discovery
• Task 1.2: Install and Configure Core Cityworks AMS Software in a Sandbox Environment
• Task 1.3: Facilitate Cityworks AMS Software Demonstrations
• Task 1.4: Define Recommended Asset Data Model Structure
• Task 1.5: Review and Analyze Existing Asset Registers
• Task 1.6: Quality Control
• Task 1.7: Phase Acceptance and Close
Details on each of these tasks and their related sub-tasks are provided in the following sections.
Key Implementation Planning (Phase 1)
Deliverables
•Pre-Implementation Planning Discovery
Technical Memorandum
•Review and documentation of asset
sustainability policies, strategies, and
objectives
•Installation of Cityworks AMS solution in
sandbox environment
•Software demonstrations
•Review and analysis of existing Asset
Registers
•Recommended Asset Data Model structure
16.C.2.c
Packet Pg. 769 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
11
Task 1.1: Conduct Pre-Planning Discovery
Woolpert will facilitate a series of pre-planning discovery
sub-tasks for the purposes of: 1) understanding the Depart-
ment’s over-arching corporate asset management objec-
tives and strategies; 2) aligning the Department’s stated
technical and functional requirements with the governing
project plan; and 3) identifying and documenting any critical
performance requirements that have not been adequately
addressed to date (critical / unique asset performance
measures, system interfaces, unique workflow details, spe-
cific reporting requirements, data conversion require-
ments).
Ultimately, we are utilizing this pre-planning discovery op-
portunity to engage the Department’s management team
and technical leads to define the target asset performance
measures the Cityworks AMS solution will be required to
support. By clearly articulating an implementation vision
and aligning it with the corporate policies, strategies, and
objectives, we are able to establish the desired “to-be” po-
sition at the very on-set of the project. Woolpert will then compare the requirements to the Department’s current
asset management strategy baseline to define the outstanding measures that need to be implemented as part of
the overall project. This will clearly establish the “roadmap” our project team and the Department’s project partic-
ipants will utilize to navigate the design, configuration, and deployment phases of the project . Figure 5 - Perfor-
mance Management Roadmap, above illustrates how the pre-implementation planning discovery is used to align
implementation goals and objectives and establish the requisite implementation road map.
Any program elements that are discovered during this process that are not part of the Project Plan will be presented
to the Department’s management team for consideration. At their discretion, the Department’s management team
may elect to: 1) have these added to a revised Project Plan for inclusion in the core project implementation; 2) wait
to address these issues as part of the Phase 5 – Extended Support (future); or 3) place them in a “parking lot” for
future consideration outside of this Scope of Work. Depending upon the Department’s decision, Woolpert will make
any necessary adjustments to the Project Plan and obtain acceptance from the Client PM.
Woolpert’s Project Manager will facilitate a Request for Information for the purpose of obtaining existing documen-
tation maintained by the Public Services Department, including:
1. Asset management policies, strategies, objectives;
2. Copies of management and performance reports;
3. Work order and asset management business processes;
4. Materials management business processes;
5. Standard operating procedures;
6. Target levels of service and other performance measures;
7. Copies of existing materials inventories;
8. Copies of existing asset registries.
Woolpert team members will perform an independent desktop review of the provided information in order to fa-
miliarize ourselves with the Department’s existing operations and prepare for the facilitation of the Pre-Planning
Discovery Workshops.
Woolpert’s Project Manager and Senior Systems Analyst will facilitate a series of on-site workshops, as more fully
described below:
Figure 5 - Performance Management Roadmap
16.C.2.c
Packet Pg. 770 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
12
• Workshop 1: Asset Sustainability Policies, Strategies, Objectives ...................................... 0.25 days
• Workshop 2: Maintenance / Asset Management Activities ................................................ 0.25 days
• Workshop 3: Asset Registries .............................................................................................. 0.25 days
• Workshop 4: Asset Sustainability Reporting Requirements ................................................ 0.25 days
• Workshop 5: Follow-Up to Workshops 1-4 ......................................................................... 0.50 days
Woolpert will document the workshop findings in the form of a Technical Memorandum and submit same to the
Client PM for review and approval.
Associated sub-tasks are as follows:
• Sub-Task 1.1.1: Request for Information
o Sub-Task 1.1.1.1: Woolpert to Prepare Request for Information
o Sub-Task 1.1.112: Woolpert to Submit RFI to Client PM
o Sub-Task 1.1.1.3: Client PM to Facilitate Data Gathering Process and Provide Data to Woolpert
(Client-Owned Task)
o Sub-Task 1.1.4: Woolpert to Perform Desktop Review of Information
• Sub-Task 1.1.2: Discovery Workshops
o Sub-Task 1.1.2.1: Woolpert to Prepare for On-Site Discovery Workshops
o Sub-Task 1.1.2.2: Woolpert to Facilitate Pre-Planning Discovery Workshops (On-Site Task)
▪ Sub-Task 1.1.2.2.1: Workshop 1: Asset Sustainability Policies, Strategies, and Objectives
(On-Site Task)
▪ Sub-Task 1.1.2.2.2: Workshop 2: Asset / Maintenance Management Activities (On-Site
Task)
▪ Sub-Task 1.1.2.2.3: Workshop 3: Asset Registers (On-Site Task)
▪ Sub-Task 1.1.2.2.4: Workshop 4: Asset Sustainability Reporting Requirements (On-Site
Task)
▪ Sub-Task 1.1.2.2.5: Workshop 5: Follow-Up to Workshops 1-4 (On-Site Task)
• Sub-Task 1.1.3: Pre-Planning Documentation
o Sub-Task 1.1.3.1: Woolpert to Document Workshops Findings and Updated Scope of Services,
Assumptions, and Risk Plan
o Sub-Task 1.1.3.2: Woolpert to Submit Updated Documentation to Client PM
o Sub-Task 1.1.3.3: Client Team to Review Updated Documentation (Client-Owned Task)
o Sub-Task 1.1.3.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 1.1.3.5: Woolpert to Perform Final Updates to Documentation
o Sub-Task 1.1.3.6: Woolpert to Submit Final Revised Scope of Services, Assumptions, and Risk
Plan to Client PM
o Sub-Task 1.1.3.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
Deliverables
• Woolpert will prepare a Request for Information (RFI) and submit it to the Client PM;
• Woolpert will perform a desktop review of the data provided by the Client PM;
• Woolpert’s Project Manager and a Senior Systems Analyst will facilitate a series of discovery work-
shops, on-site at the Client’s facilities, over the course of one and a half (1.5) consecutive business
days;
16.C.2.c
Packet Pg. 771 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
13
• Woolpert will document the workshop discussions and findings in the form of a Technical Memo-
randum and submit it to the Client PM;
• Woolpert will update the Scope of Services, Assumptions, and Risk Plan (as required), based on
the workshop findings, and submit it to the Client PM;
• Woolpert’s Project Manager will facilitate a remote review meeting, up to two (2) hours in dura-
tion, with the Client team to review the contents of the Technical Memorandum;
• Woolpert will make final updates to the Technical Memorandum, Scope of Services, Assumptions,
and Risk Register, based on the outcome of the remote review meeting, and submit final docu-
mentation to the Client PM.
Assumptions
• The Client PM will provide the Data gathered from the Request for Information no later than one
(1) week prior to the scheduled pre-discovery workshops;
• All activities, other than the actual workshop will be performed remotely ;
• The Client PM will ensure site readiness and staff participation for the workshops.
Client Responsibilities
• The Client PM will facilitate the data gathering process to collect the information requested in
Woolpert’s RFI;
• The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops;
• The Client PM will schedule all Client workshop attendees;
• All identified Client workshop attendees will actively participate in the on -site meetings without
undue interruption;
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 1.2: Install and Configure Core Cityworks AMS Software in a
Sandbox Environment (County-Owned Task)
This task includes installing the core Cityworks AMS software, along with a pre-configured sample Parks Asset Man-
agement database within the Department’s networked environment. The County will perform the necessary soft-
ware installation, testing and configuration required to ensure a successful deployment within the Department’s on-
premise sandbox or development environment. Woolpert’s expectation is that the County will provision the appli-
cation and database servers in a manner that supports an n-tier environment consistent with the County’s estab-
lished IT policy. At a minimum, Woolpert envisions a total of three environment s – Development (DEV), Testing
(TEST), and Production (PROD). This is an entirely County-Owned task that does not require any involvement from
Woolpert staff.
16.C.2.c
Packet Pg. 772 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
14
Associated sub-tasks are as follows:
• Sub-Task 1.2.1: Client Team to Install and Configure AMS Software in a Sandbox Environment (Client-
Owned Task)
• Sub-Task 1.2.2: Client Team to Test Installation and Configuration and Modify as Required (Client -
Owned Task)
• Sub-Task 1.2.3: Client Team to Replicate Initial Sandbox Configuration to Development Environment
(Client-Owned Task)
• Sub-Task 1.2.4: Client Team to Provide Core AMS Software Administration Training to Client System Ad-
ministrators (Client-Owned Task)
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All installation, training, and administrator training activities specified herein will be performed by
County staff adept in the administration of Cityworks AMS and will not require the support of
Woolpert team members.
Client Responsibilities
• The Client will perform on-site installation, configuration, and testing of the core Cityworks AMS
software application and databases in the Client’s on-premise network environment (Sandbox and
Development);
• The Client will administer all required Cityworks Administrator training to the Public Services De-
partment project team.
Task 1.3: Facilitate Cityworks AMS Software Demonstrations (County-
Owned Task)
Once the initial Cityworks AMS sandbox environment has been installed and configured, the County will facilitate a
series of software demonstrations for the purpose of introducing the Department’s project team members to the
core functionality and features of the Cityworks AMS software application. For many of the Department’s project
team members, this will be their first exposure to the new Cityworks AMS software. These demonstrations will
provide an initial overview of the features and functions of the software and will serve as a basis of on-going software
training and knowledge transfer that will increase in frequency and complexity as the project progresses through
the subsequent design, and future configuration and deployment phases. The on-site software demonstrations will
be facilitated multiple times over a one (1) day period to accommodate project team member schedules.
After completion of the software demonstrations, a County Systems Analyst will work with the Department’s iden-
tified AM System Administrator to establish Sandbox log -ins for each identified project team member so that they
may log into the system at their leisure to further explore the Cityworks AMS software workflows and capabilities.
Associated sub-tasks are as follows:
• Sub-Task 1.3.1: Client Team to Prepare Software Demonstration Agenda (Client-Owned Task)
• Sub-Task 1.3.2: Client Team to Prepare Site for Software Demonstrations (Client-Owned Task)
• Sub-Task 1.3.3: Client Team to Provide Cityworks AMS Software Demonstrations (Client-Owned Task)
• Sub-Task 1.3.4: Client Team to establish Sandbox log-ins for Public Services project team members (Cli-
ent-Owned Task)
16.C.2.c
Packet Pg. 773 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
15
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All demonstration preparation and delivery activities specified herein will be performed by County
staff adept in the administration and functionality of Cityworks AMS and will not require the sup-
port of Woolpert team members.
• The Client’s Project Manager will ensure Woolpert is provided access to the Cityworks AMS soft-
ware environment installed on-premise.
Client Responsibilities
• The Client will administer all required software demonstration activities.
Task 1.4: Define Recommended Asset Data Model Structure
Inventory and life-cycle maintenance of asset information is critical to the Department’s business operations. The
level of detail, quality of data, and type of asset information that needs to be maintained must be in alignment with
the Department’s established asset sustainability objectives (previously documented in Task 1.1). The architecture
of the GIS-centric Cityworks AMS solution requires the use of an ArcGIS geodatabase as the system of record for all
asset information to be accessed and managed through the Cityworks AMS user interface. Establishing an asset data
model structure that properly supports the Department’s asset sustainability objectives, while at the same time
conforming to the Cityworks AMS system architecture requirements is a critical step in the process.
Ultimately, an ArcGIS geodatabase will need to be designed (Task 2.3) and then populated with quality asset data
(future Scope of Work). Prior to delivering the physical geodatabase design and populating it with clean as set data,
a number of pre-requisite tasks need to be accomplished, including developing a conceptual data model structure
(this task) and reviewing / analyzing existing asset data to identify any gaps that need to be addressed prior to legacy
data migration activities (Task 1.5).
In developing the recommended asset data model, Woolpert will work with Department technical staff to document
the various asset systems, assets, assemblies, sub-assemblies, their hierarchies, and how they are managed within
the context of the Department’s established business processes. Woolpert will develop its asset data model recom-
mendations in line with industry standard best practices for facilities and parks asset data modeling and manage-
ment (Facilities Information Spatial Data Models, or FISDM). The resultant conceptual data model will use the Collier
County Facilities Management Division data model as a baseline. The new model will include definitions for asset
systems (Parks, Park Amenities, HVAC, Electrical, Mechanical, Plumbing, Security, Life Safety, Grounds, Roofing,
Power Generation, Power Supply), all associated assets maintained within these system hierarchies, and asset infor-
mation (attributes) required to define the physical characteristics of the assets, assemb lies, and sub-assemblies
(name-plate information, criticality / condition information, life-cycle information, maintenance history infor-
mation). The resultant data model will provide detailed information about these elements, as well as the inherent
spatial and physical relationships among the individual assets within the various asset systems.
16.C.2.c
Packet Pg. 774 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
16
Examples of asset attributes to be defined include:
• Name-Plate Infor-
mation
o Asset System
(or Group)
o Asset Type
o Asset ID
(unique sys-
tem identifier)
o Asset Alias
(common
name)
o Manufacturer
o Model
o Serial Number
o Description
o Owner
o Location
(building, sys-
tem, floor,
room)
o Status (in-ser-
vice, out-of-
service)
• Criticality / Condition
Information
o Criticality
o Current Condi-
tion Rating
o Performance
Rating
o Reliability Rat-
ing
o Service Level
Rating
o Minimum Ser-
vice Level Rat-
ing
o Back-Up Re-
dundancy
Level
o Probability of
Failure
o Consequence
of Failure
• Life-Cycle Information
o Installation
Date
o Estimated Ser-
vice Life
o Purchase Price
o Warranty Ex-
piration Date
o Replacement
Cost
o Next Replace-
ment Date
16.C.2.c
Packet Pg. 775 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
17
Woolpert’s Senior System Analyst will facilitate a one (1) day on -site workshop for the purpose of establishing and
documenting an appropriate Public Services asset definition (features and attribution) and hierarchy (systems, posi-
tions, assets, assemblies, sub-assemblies). The resultant asset data model structure will be a series of entity rela-
tionship (ER) diagrams detailing the asset hierarchy the Department will use within the Cityworks AMS solution to
manage its asset inventory in support of furthering its asset sustainability objectives. This documentation will be
used as the basis for performing the physical ArcGIS geodatabase design (future Task 2.3).
Upon completing the on-site workshop, Woolpert will formalize the workshop discovery and decisions into a tech-
nical memorandum defining the recommended Asset Data Model Structure.
Associated sub-tasks are as follows:
• Sub-Task 1.4.1: Workshop
o Sub-Task 1.4.1.1: Woolpert to Prepare for On-Site Workshop
o Sub-Task 2.1.1.2: Woolpert to Facilitate On-Site Asset Data Modeling Workshop (On-Site Task)
• Sub-Task 1.4.2: Documentation
o Sub-Task 1.4.2.1: Woolpert to Document Recommended Asset Data Model Structure
o Sub-Task 1.4.2.2: Woolpert to Submit Documentation to Client PM
o Sub-Task 1.4.2.3: Client Team to Review Documentation (Client-Owned Task)
o Sub-Task 1.4.2.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 1.4.2.5: Woolpert to Update to Documentation Based on Review
o Sub-Task 1.4.2.6: Woolpert to Submit Final Documentation to Client PM
o Sub-Task 1.4.2.7: Client PM Provides Written Acceptance of Final Documents (Client -Owned
Task)
Deliverables
• Woolpert will define and document the recommended asset data model structure needed to sup-
port the Client’s planned Cityworks AMS implementation in the form of a Technical Memorandum
and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst and Subject Matter Expert will facilitate a remote review meet-
ing, up to two (2) hours in duration, with the Client team to review the contents of the Technical
Memorandum;
• Woolpert will make final updates to the recommended asset data model structure documentation,
based on the outcome of the remote review meeting, and submit final documentation to the Client
PM.
Assumptions
• All work activities will be performed remotely from Woolpert facilities;
• Web meeting tools will be utilized to facilitate the remote review meeting.
• All asset information utilized in the preparation of the documentation will have been previously pro-
vided to Woolpert via the Request for information process – no new documentation will be introduced
to the project during the performance of these sub-tasks.
Client Responsibilities
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
16.C.2.c
Packet Pg. 776 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
18
• The Client PM will provide sign-off on all final documentation.
Task 1.5: Review and Analyze Existing Asset Registers
Working from the previously established recommended asset data model, the next step is to review and analyze the
Department’s existing asset registers (Infrastructure.net databases, other databases, spreadsheets, hardcopy data
sets) for the purpose of determining their fit for use in populating the requisite ArcGIS geodatabase with the required
asset information. Woolpert will inventory and catalog the existing data sets. Next, Woolpert will analyze each of
the documented data sets to ascertain the completeness, accuracy, and currency of each.
Woolpert will document the results of this analysis in the form of a technical memorandum and prov ide recommen-
dations to the Department on how to best prepare these data sets for use in migrating the data into the ArcGIS
geodatabase (future Scope of Services).
Associated sub-tasks are as follows:
• Sub-Task 1.5.1: Woolpert to Inventory Existing Asset Registers
• Sub-Task 1.5.2: Woolpert to Analyze Existing Asset Data
• Sub-Task 1.5.3: Woolpert to Document Existing Asset Data Gaps with Respect to Cityworks AMS Imple-
mentation
• Sub-Task 1.5.4: Woolpert to Submit Documentation to Client PM
• Sub-Task 1.5.5: Client Team to Review Documentation (Client-Owned Task)
• Sub-Task 1.5.6: Woolpert to Facilitate Remote Review Meeting with Client Team
• Sub-Task 1.5.7: Woolpert to Update to Documentation Based on Review
• Sub-Task 1.5.8: Woolpert to Submit Final Documentation to Client PM
• Sub-Task 1.5.9: Client PM Provides Written Acceptance of Final Documents (Client -Owned Task)
Deliverables
• Woolpert will create an inventory of the various asset registers previously provided by the Client
PM as part of the RFI process;
• Woolpert will analyze the content of the asset registries and the suitability of the data to support
development of a new ArcGIS geodatabase asset registry;
• Woolpert will identify and document existing asset registry gaps in the form of a Technical Mem-
orandum and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst and Subject Matter Expert will facilitate a remote review meet-
ing, up to two (2) hours in duration, with the Client team to review the contents of the Technical
Memorandum;
• Woolpert will make final updates to the recommended asset data model structure documentation,
based on the outcome of the remote review meeting, and submit final documentation to the Client
PM.
Assumptions
• All work activities will be performed remotely from Woolpert facilities;
• Web meeting tools will be utilized to facilitate the remote review meeting.
• All asset information utilized in the preparation of the documentation will have been previously pro-
vided to Woolpert via the Request for information process – no new documentation will be introduced
to the project during the performance of these sub-tasks.
16.C.2.c
Packet Pg. 777 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
19
Client Responsibilities
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 1.6: Quality Control
Woolpert technical resources, not regularly involved with this implementation will perform independent quality re-
view of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan.
Task 1.7: Phase Acceptance and Close
Upon completion of the Phase 1 Tasks, the Woolpert Project Manager will provide a Phase Acceptance and Close
document to the Client Project Manager for review and signature. The Client Project Manager’s signature indicates
Woolpert has delivered the Phase 1 services in accordance with the Scope of Work an d Project Plan. Phase 2 of this
scope will not begin until Phase 1 has been approved by the Client.
Phase 2: System Design and Configuration
Using the information developed and documented in Phase 1 (Im-
plementation Planning) as our guide, Woolpert will lead the De-
partment’s project team through a series of design activities re-
quired to establish the blueprint by which the Cityworks AMS so-
lution will be configured for use.
Woolpert will work with Department staff to document the
maintenance / asset management activities to be managed by the
Cityworks AMS solution. Work requests, work orders, and asset
inspections will be defined for each of the Department’s assets.
Standard work order life-cycle management and materials man-
agement application workflows will be defined and documented.
A physical ArcGIS geodatabase design will be developed and doc-
umented. And finally, hardware and network design considerations will be documented.
The culmination of the System Design phase activities will be a series of technical memorandums (design documents)
detailing the Cityworks AMS application and database design enabling the solution to be configured to meet the
Department’s defined asset sustainability objectives.
Relevant System Design tasks are as follows:
• Task 2.1: Define Planned Maintenance / Asset Management Activities
• Task 2.2: Define Cityworks AMS and Materials Management Workflows
• Task 2.3: Design ArcGIS
• Task 2.4: Document Hardware and Network Design Requirements
• Task 2.9: Quality Control
• Task 2.10: Phase Acceptance and Close
Details on each of these tasks and their related sub-tasks are provided in the following sections
Key Core System Design (Phase 2) Deliverables
•Define Planned Maintenance / Asset
Management Activities
•Define Cityworks AMS and Materials
Management Workflows
•Physical Design of the ArcGIS Geodatabase
•Documentation of Hardware and Network
Design Requirements
16.C.2.c
Packet Pg. 778 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
20
Task 2.1: Define Planned Maintenance / Asset Management
Activities
This task will be performed for the purpose of gathering detailed information needed to generate lists and other
details that will be later used to configure the Cityworks AMS application and database for use by Department staff.
Woolpert will facilitate the identification, gathering, and organization of the required information through a series
of on-site workshops. The information discovered, and provided by Department staff, during these workshops will
be distilled into a series of design templates.
The following list introduces the areas of focus in defining the Department’s planned maintenance / asset manage-
ment activities:
• Cityworks AMS Global Design Considerations:
o Domains – Domains are a way to separate business units within Cityworks. Cityworks domains give an
organization the ability to divide the system into separate units that perform different work. Each
domain will have its own configuration for preferences, employees, materials, equipment, service re-
quests, work orders, and inspections. Users of each domain will only have permission to view records
from their own domain unless given permission to view information from another d omain.
o Employees – The employee list contains details about all the employees within Cityworks. To assign
labor cost to a work order, all different hourly rates must be specified for each employee. These rates
include; regular rates as well as overtime, holiday, overhead or any other applicable rates. All users
should be assigned an employee id as well as a login id if they are going to be users of the system.
o Security – Security exists within Cityworks Server that is independent from work order, service request,
and inspection security. These security roles are used to define the pages and/or tabs within the City-
works server menu bar.
o Auditing – Auditing allows a Cityworks user to open a work order, service request, inspection, project
and/or contract and view changes that have been made to many of the fields.
o Materials – Any material that would be considered a consumable to perform work should be entered
into Cityworks to be utilized within a work order.
o Equipment – Equipment is defined as any tool or machine used to perform work. These items can
include anything from a shovel to a backhoe. For each piece of equipment, a cost has to be associated
to that particular piece of equipment. Costs can be calculated by the hour or by have a fixed cost per
unit.
o Contractors – The contractor list in Cityworks is used for any services a contractor may provide. Details
about contractor-provided labor, equipment or materials can be tracked within a work order.
o Projects – Projects can be used within Cityworks to group work orders and service requests together
into a common project. By assigning work orders and service requests to a project, the cost of those
items will be rolled up to the project to show a total cost of the project. Projects can be used for almost
any application from a CIP project to tracking costs for an emergency management situation.
• Work Management Design Considerations:
o Service Requests (Work Requests) – Service requests are generally used to identify asset performance
issues (typically via customer phone calls, emails, or web portals). Service requests can be configured
for questions and answers and will generally described an asset performance issue, but not define the
actual asset or issue. As service requests are dispatched and responded to, work orders can be initiated
to manage the actual corrective maintenance activities performed to resolve the issue.
o Work Orders – Work orders are the primary tool for tracking, costing, and scheduling work. Work
orders are mostly tracked to assets and the cost of the work is associated to the cost of maintaining
that particular asset. Work orders may also be used to track non-asset specific work such as meetings
and training time. More than one asset can be assigned to a work order. If no asset i s available to track
work against, the work is tracked against an asset type as opposed to an individual asset. Work Orders
are often categorized as Install, Repair, and Replace. Repair and Replace work orders can be further
16.C.2.c
Packet Pg. 779 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
21
sub-categorized as Reactive Maintenance, Preventive Maintenance, Predictive Maintenance, and Cor-
rective Maintenance.
o Work Order Tasks – Tasks are used to define the different types of work (or activities) that are per-
formed in the operation and maintenance of the assets. Each work or der can have multiple unique
tasks associated to it. Labor, equipment, and materials costs can be tracked at the work order task
level.
o Inspections – Inspections allow users to perform inspections against assets and store the results within
Cityworks. Inspections can be created from work orders and service requests or as standalone inspec-
tions.
o Problem, Failure, Action, Cause (PFAC) Codes – PFAC Codes can be configured for capture on CMMS
work orders to provide information valuable in future asset specifi cation, procurement, installation,
and maintenance activities.
o Performance Indicators – various performance indicators, designed to achieve alignment with the De-
partment’s defined asset sustainability objectives can be supported by various types of data ca ptured
within the Cityworks AMS service request, work order, and inspection instruments.
Woolpert will discover and document as much of the above listed information as possible in the time allotted for
on-site workshops. Information that cannot be addressed during the workshops will be assigned to the Client PM
and other technical team members to prepare and deliver to Woolpert outside of the allotted workshop hours.
Woolpert’s Project Manager and Senior Systems Analyst will facilitate a series of on -site workshops, as more fully
described below:
• Workshop 1: Global Cityworks AMS Design .......................................................................... 0.5 days
• Workshop 2: Service Requests .............................................................................................. 0.5 days
• Workshop 3: Work Orders .................................................................................................... 0.5 days
• Workshop 4: Inspections ....................................................................................................... 0.5 days
Woolpert will document the workshop findings in the form of a Technical Memorandum and submit same to the
Client PM for review and approval.
Associated sub-tasks are as follows:
• Sub-Task 2.1.1: Workshops
o Sub-Task 2.1.1.1: Woolpert to Prepare for On-Site Workshops
o Sub-Task 2.1.1.2: Woolpert to Facilitate Workshops (On-Site Task)
▪ Sub-Task 2.1.1.2.1: Workshop 1: Global Cityworks AMS Design
▪ Sub-Task 2.1.1.2.2: Workshop 2: Service Requests (On-Site Task)
▪ Sub-Task 2.1.1.2.3: Workshop 3: Work Orders (On-Site Task)
▪ Sub-Task 2.1.1.2.4: Workshop 4: Inspections (On-Site Task)
• Sub-Task 2.1.2: Documentation
o Sub-Task 2.1.2.1: Woolpert to Document Planned Maintenance / Asset Management Activities
o Sub-Task 2.1.2.2: Woolpert to Submit Documentation to Client PM
o Sub-Task 2.1.2.3: Client Team to Review Documentation (Client-Owned Task)
o Sub-Task 2.1.2.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 2.1.2.5: Woolpert to Update Documentation Based on Review
o Sub-Task 2.1.2.6: Woolpert to Submit Final Documentations to Client PM
o Sub-Task 2.1.2.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
16.C.2.c
Packet Pg. 780 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
22
Deliverables
• Woolpert’s Senior Systems Analyst and Systems Analyst will facilitate a series of discovery work-
shops, on-site at the Client’s facilities, over the course of one and a half (1.5) consecutive business
days;
• Woolpert will document the workshop discussions and findings in the form of a Technical Memo-
randum and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst will facilitate a remote review meeting, up to two (2) hours in
duration, with the Client team to review the contents of the Technical Memorandum;
• Woolpert will make final updates to the Technical Memorandum based on the outcome of the
remote review meeting, and submit final documentation to the Client PM.
Assumptions
• All activities, other than the actual workshop will be performed remotely;
• The Client PM will ensure site readiness and staff participation for the workshops.
• Web meeting tools will be utilized to facilitate the remote review meeting.
Client Responsibilities
• The Client PM will secure appropriate meeting facilities in which Woolpert will conduct the work-
shops;
• The Client PM will schedule all Client workshop attendees;
• All identified Client workshop attendees will actively participate in the on -site meetings without
undue interruption;
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 2.2: Define Cityworks AMS and Materials Management
Workflows
The objective of the business process reviews is three-fold: 1) provide Woolpert’s implementation team with a deep
understanding of the Department’s desired work / asset management work flows / business processes, 2) provide
Department project participants with a deeper understanding of the impending business process improvements
introduced by the Cityworks AMS solution, and 3) establish asset life-cycle management and work management
workflows in the context of the Department’s asset management strategies and as supported by the Cityworks AMS
software’s functional and technical capabilities.
One of the main features of today’s leading asset and maintenance management software applications is their ability
to be configured to fit the unique manner in which an organization manages and executes its infrastructure mainte-
nance management activities. Over the course of many asset management system implementation engagements,
Woolpert has learned that: 1) documenting asset management software work -flows can be a rather overwhelming
task for the Client’s technical leads; and 2) the service request, wor k order, and inspection life-cycles that need to
be managed within the asset / maintenance management software application is 80 – 90 percent standard across
all implementing organizations. Woolpert has taken this knowledge and developed a standard set of “best practice”
workflow templates that we use to facilitate understanding of the work management life-cycle and we tailor these
16.C.2.c
Packet Pg. 781 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
23
standard templates to best accommodate the implementing organization’s standard “planning, scheduling, and ex-
ecution” workflows. We have found that this approach saves time, money, and introduces a substantial level of best
industry practices for work management activities right at the on-set of the project.
Woolpert will facilitate a series of on-site workshops that investigate a number of standard work management work
flow diagrams detailing the life-cycle management of work requests within the AM software application. The eight
(8) primary workflow areas addressed will include:
1. Initiation 4. Scheduling 7. Emergency Work
2. Screening 5. Assignment 8. QA Review & Completion
3. Planning 6. Performance
Additionally, Woolpert will address the following three (3) ancillary work flows:
1. Asset Set-Up and Modification
2. Preventative Maintenance / Predictive Maintenance Work Order Set -Up and Modification
3. Inventory Management Processes
Along with the various workflows, Woolpert will introduce the use of Work Order Statuses, reasons why work order
/ inspection performance might be delayed (awaiting parts, awaiting available crews, weather delays, etc.), the abil-
ity to track and report on work orders throughout their life -cycle, and how all of these factors relate to establishing
a work management environment that moves from reactive maintenance to a more proactive maintenance position
(one of the multiple asset management best practices Woolpert facilitates through our implementations).
Also, as part of these workshop discussions, Woolpert will expand upon the discussions of Levels of Service, asset
performance measures, and specialized reporting requirements to identify any key custom data fields that will need
to be taken under consideration during the future configuration activities.
Upon the completion of these workshops, Woolpert will compile all of the comments and feedback received from
the Client’s technical team members (maintenance staff), and update the standard workflow diagrams to reflect
local practices. Our past experiences with this exercise indicate that we should not need to make more than a few
edits to our standard workflow diagrams. The resultant documentation will later be used by the Client’s technical
team and system administrators to develop standard operating procedures and training materials.
In addition to documenting the Cityworks AMS work management workflows, Woolpert will work wi th the Depart-
ment to document Materials Management workflows required to optimize the materials requisition, purchasing
(through the County’s SAP solution), receipt, and inventory management workflows. This effort only need to be
undertaken if the Department intends to utilize the Cityworks Storeroom application functionality. Otherwise, all
that is need to support standard Cityworks AMS work order activities is the development of a materials list (Task
2.1).
Woolpert’s Senior Systems Analyst and Systems Analyst will jointly facilitate a series of on-site Cityworks AMS and
Materials Management workflow definition workshops over the course of one (1) business day, as follows:
• Workshop 1: Cityworks AMS Workflows ................................................................................. 0.5 day
• Workshop 2: Materials Management Workflows ................................................................... 0.5 day
Upon completion of the workshops, Woolpert will update the workflow templates to reflect changes to the standard
workflows that need to be made to localize work and materials management activities to the Public Services Depart-
ment.
Associated sub-tasks are as follows:
• Sub-Task 2.2.1: Workshops
o Sub-Task 2.2.1.1: Woolpert to Prepare for On-Site Workshops
o Sub-Task 2.2.1.2: Woolpert to Facilitate Workshops (On-Site Task)
▪ Sub-Task 2.2.1.2.1: Workshop 1: Cityworks AMS Workflows (On-Site Task)
16.C.2.c
Packet Pg. 782 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
24
▪ Sub-Task 2.2.1.2.2: Workshop 2: Materials Management Workflows (On-Site Task)
• Sub-Task 2.2.2: Documentation
o Sub-Task 2.2.2.1: Woolpert to Update Workflow Documentation Based on Workshop Results
o Sub-Task 2.2.2.2: Woolpert to Submit Documentation to Client PM
o Sub-Task 2.2.2.3: Client Team to Review Documentation (Client-Owned Task)
o Sub-Task 2.2.2.4: Woolpert to Facilitate Remote Review Meeting with Client Team
o Sub-Task 2.2.2.5: Woolpert to Update Documentation Based on Review
o Sub-Task 2.2.2.6: Woolpert to Submit Final Documentation to Client PM
o Sub-Task 2.2.2.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned
Task)
Deliverables
• Woolpert’s Senior Systems Analyst and Systems Analyst will facilitate a series of workflow defini-
tion workshops, on-site at the Client’s facilities, over the course of one (1) business day;
• Woolpert will document the workshop discussions and findings in th e form of a Technical Memo-
randum and Visio diagrams and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst will facilitate a remote review meeting, up to two (2) hours in
duration, with the Client team to review the contents of the Technical Memorandum;
• Woolpert will make final updates to the Technical Memorandum based on the outcome of the
remote review meeting, and submit final documentation to the Client PM.
Assumptions
• All activities, other than the actual workshop will be performed remotely;
• The Client PM will ensure site readiness and staff participation for the workshops.
• Web meeting tools will be utilized to facilitate the remote review meeting.
Client Responsibilities
• The Client PM will secure appropriate meeting facilities in which Woolp ert will conduct the work-
shops;
• The Client PM will schedule all Client workshop attendees;
• All identified Client workshop attendees will actively participate in the on -site meetings without
undue interruption;
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 2.3: Design ArcGIS Facilities and Parks Geodatabase
Designing an ArcGIS Facilities and Parks Geodatabase is a pre-requisite for being able to configure and use the City-
works ASM solution as intended. As stated previously, Cityworks AMS, as a GIS -centric maintenance / asset man-
agement solution fully relies on the ArcGIS geodatabase as its asset system of record (registry). The conceptual data
model was previously defined in Task 1.4. This task focuses on the technical effort required to move from this con-
ceptual design to a physical design, resulting in a shell ArcGIS geodatabase adhering to the technical requirements
16.C.2.c
Packet Pg. 783 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
25
of an enterprise geodatabase, including cardinality and indexing rules, spatial data management, hierarchal relation-
ships between feature classes, object classes, features, and related objects.
Woolpert’s facilities and geodatabase subject matter experts will perform the necessary design and documentation
activities, while adhering to FISDM prescriptive best practices, to generate the required geodatabase design and
associated documentation.
Associated sub-tasks are as follows:
• Sub-Task 2.3.1: Woolpert to Develop and Document Parks Geodatabase Design
• Sub-Task 2.3.2: Woolpert to Submit Geodatabase Design Documentation to Client PM
• Sub-Task 2.3.3: Client Team to Review Geodatabase Design Documentation (Client-Owned Task)
• Sub-Task 2.3.4: Woolpert to Facilitate Remote Review Meeting with Client Team
• Sub-Task 2.3.5: Woolpert to Update Documentation Based on Review
• Sub-Task 2.3.6: Woolpert to Submit Final Documentation to Client PM
• Sub-Task 2.3.7: Client PM Provides Written Acceptance of Final Documents (Client-Owned Task)
Deliverables
• Woolpert will develop and document a logical facilities and parks geodatabase design in the form
of a Technical Memorandum and submit it to the Client PM;
• Woolpert’s Senior Systems Analyst and Systems Analyst will facilitate a remote review meeting, up
to two (2) hours in duration, with the Client team to review the contents of the Technical Memo-
randum;
• Woolpert will make final updates to the Technical Memorandum based on the outcome of the
remote review meeting, and submit final documentation to the Client PM.
Assumptions
• All work activities will be performed remotely from Woolpert facilities;
• Web meeting tools will be utilized to facilitate the remote review meeting.
Client Responsibilities
• The Client PM and technical project team members will review the Technical Memorandum and
provide feedback to Woolpert in a timely fashion;
• The Client PM and technical project team members will participate in a remote conference call
review meeting with the Woolpert PM;
• The Client PM will provide sign-off on all final documentation.
Task 2.4: Document Hardware and Network Design Requirements
(County-Owned Task)
The County IT Department requires detailed network architecture diagrams be developed and approved for all
planned software application deployments. The County will document hardware and network design requirements
and work with the IT Department to obtain approval of said system architecture documentation.
Associated sub-tasks are as follows:
• Sub-Task 2.4.1: Client Team to Prepare Cityworks AMS system architecture documentation and submit
to County IT for review and approval (Client-Owned Task);
16.C.2.c
Packet Pg. 784 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
26
• Sub-Task 2.4.2: Client Team to update Cityworks AMS system architecture documentation per County IT
direction (Client-Owned Task);
• Sub-Task 2.4.3: Client PM to provide Woolpert with a copy of the final approved system architecture
documentation (Client-Owned Task).
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All activities related to the documentation and approval of the Cityworks AMS system architecture
will be performed by County staff and will not require the support of Woolpert team members.
Client Responsibilities
• The County will document hardware and network design requirements specific to the Collier
County IT infrastructure.
Task 2.5: Prepare Configuration Documentation
Woolpert will compile the asset management program data gathered and documented through the multiple on -site
workshops and other related project meetings completed project-to-date (pre-planning discovery) and distill this
information into a series of organized configuration documents. This configuration documentation, consisting of
standard AM system elements, as well as the customized details required to support the County’s specific asset
management program, will be used to guide the configuration of the AM system such that it is localized to the
County’s specific work order and asset maintenance management requirements.
Associated Sub-Tasks are as follows:
• Sub-Task 2.5.1: Woolpert to Prepare Draft Configuration Documentation
• Sub-Task 2.5.2: Woolpert to Submit to Client PM for Review
• Sub-Task 2.5.3: Woolpert to Facilitate Remote Review Meeting with County Technical Team
Deliverables
• Woolpert team members will develop a set of configuration documents as more fully detailed
above
• Woolpert will facilitate a remote review meeting up to four (2) hours in duration with the County’s
technical team
Assumptions
• All above listed tasks will be performed remotely
County Responsibilities
• Review the prepared Draft Configuration documentation
• Participate in the remote review meeting
16.C.2.c
Packet Pg. 785 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
27
Task 2.6: Provide Cityworks AMS Configuration Training (County-
Owned Task)
The County will facilitate a series of configuration training courses for the purpose of providing the County’s project
team members with the Cityworks knowledgebase needed to support the system design and implementation deci-
sions. Configuration Training will be comprised of a two-day curriculum designed to cover all relative aspects of the
AM system configuration. Completion of the configuration training will ensure the County’s project participants
(those with implementation responsibilities) are provided with enough exposure to , and understanding of, the City-
works work order and asset management functionality such that they are able to make smart and informed config-
uration decisions as they relate to the overall implementation objectives. The intent of the Configuration Training
is not to provide the skills needed to maintain the daily operations of the system. This End -User Training is provided
at a later date.
Configuration Training will be facilitated in a classroom environment (computer lab or training room) on -site at the
County’s facilities.
Associated Sub-Tasks are as follows:
• Sub-Task 2.6.1: Client Team to Prepare Configuration Training Agenda (Client -Owned Task)
• Sub-Task 2.6.2: Client Team to Prepare Site for Configuration Training (Client-Owned Task)
• Sub-Task 2.6.3: Client Team to Provide Configuration Training (Client-Owned Task)
o Sub-Task 2.6.3.1: Configuration Training Class 1 (Client-Owned Task)
o Sub-Task 2.6.3.2: Configuration Training Class 2 (Client-Owned Task)
Deliverables
• There are no Woolpert deliverables associated with this series of sub-tasks.
Assumptions
• All activities related to the Cityworks AMS Configuration Training will be performed by County staff
and will not require the support of Woolpert team members.
County Responsibilities
• The County project team to develop a training agenda
• The County will provide an onsite trainer for up to two (2) consecutive business days to provide
the Configuration Training
• County project manager to schedule and accommodate the appropriate County project team
members such that they are available, without undue interruption, for the required number of
days
• Secure an appropriate training facility suitable for participants
Task 2.7: Facilitate Core Cityworks AMS Software Configuration
Woolpert will facilitate the Core Cityworks Configuration through a series of up to two (2) on-site configuration
workshops. The first round of workshops will address:
• Domains. This is the security architecture that determines how employees, work orders and other asset
maintenance management information can be shared across organizational boundaries.
• Employee Hierarchy. Determines security protocols for each user of the system as well as practical grouping
of employees for assignments to work orders, inspections, and service requests (e.g. crews).
• Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset
in the system
16.C.2.c
Packet Pg. 786 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
28
• Tasks. Individual work items associated with a work order. For example, a repair sewer main work order
might have tasks for establish traffic control, utility locate, excavate, etc.
• Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials
are things such as pipes and meters.
• Equipment Hierarchy. Organization and rules for items that are u tilized to complete a work order but are
not consumed. Examples are items such as backhoes, vehicles, vacuum trucks, etc.
• Service Requests. Templates for requests for service. Many times maintenance activities are initiated start-
ing with a service request whose purpose is to determine if a work is necessary or not.
• Reporting. Current or future expected reports will be discussed and designed.
• Projects. Projects to be managed within the Cityworks AMS software
Woolpert will update the System Configuration Docu ment upon completion of the first round of configuration work-
shops. The extra planning steps that are taken during the initial phases of an implementation, such as this will reap
tremendous rewards when the system goes into production. In support of the co nfiguration workshops, Woolpert
will have a full version of Cityworks available to help facilitate ideas and approaches to the configuration – this is
also part of the overall iterative learning process.
At the end of the first round of workshops, there will be a set of action items for the County team members, such as
compiling a list of employees, work crews, and contractors, as well as hard copies of work orders, reports, inspection
forms, and other relevant data sets. Woolpert will prepare a detailed li st of action items and submit them to the
County project manager. At the end of first round of configuration workshops, Woolpert expects to have gathered
enough information to configure approximately 70% of the County’s desired asset maintenance management func-
tionality.
The second round of workshops will address proposed configuration approaches to service requests, work orders,
and inspections identified in the initial workshops. During second round workshops, the County’s actual configured
data will be available for viewing within the AM System software. At the end of second round of workshops,
Woolpert expects to have gathered enough information to configure approximately 85% to 100% of the County’s
Core AM System requirements.
Associated Sub-Tasks are as follows:
• Sub-Task 2.7.1: Round 1 Configuration
o Sub-Task 2.7.1.1: Round 1 Configuration Workshops
▪ Sub-Task 2.7.1.1.1: Woolpert to Prepare for Configuration Workshops
▪ Sub-Task 2.7.1.1.2: Facilitate Workshops (On-Site Task)
o Sub-Task 2.7.1.2: Woolpert to Update Configuration Documentation (Round 1)
o Sub-Task 2.7.1.3: Woolpert to Perform Configuration in Development Environment (Round 1)
o Sub-Task 2.7.1.4: Woolpert to Facilitate Remote Configuration Review Meetings with Client
Technical Team
▪ Sub-Task 2.7.1.4.1: Remote Review Meeting 1
▪ Sub-Task 2.7.1.4.2: Remote Review Meeting 2
• Sub-Task 2.7.2: Round 2 Configuration
o Sub-Task 2.7.2.1: Round 2 Configuration Workshops
▪ Sub-Task 2.7.2.1.1: Woolpert to Prepare for Configuration Workshops
▪ Sub-Task 2.7.2.1.2: Facilitate Workshops (On-Site Task)
o Sub-Task 2.7.2.2: Woolpert to Update Configuration Documentation (Round 2)
o Sub-Task 2.7.2.3: Woolpert to Perform Configuration in Development Environment (Round 2)
o Sub-Task 2.7.2.4: Woolpert to Facilitate Remote Configuration Review Meetings with Client
Technical Team
16.C.2.c
Packet Pg. 787 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
29
▪ Sub-Task 2.7.2.4.1: Remote Review Meeting 1
▪ Sub-Task 2.7.2.4.2: Remote Review Meeting 2
Deliverables
• A Woolpert Senior System Analyst and System Analyst will facilitate Round 1 Public Services On-
Site Configuration Workshops for up to four (4) consecutive business days
• Woolpert will update the configuration documentation based on the outcome of the first round of
configuration workshops
• Woolpert staff will perform system configuration in the County’s on-premise development envi-
ronment via remote access
• Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to four
(4) hours in duration, with the County’s technical team
• A Woolpert Senior System Analyst and System Analyst will facilitate Round 2 Public Services On-
Site Configuration Workshops for up to four (4) consecutive business days
• Woolpert will update the configuration documentation based on the outcome of the second round
of configuration workshops
• Woolpert staff will perform system configuration in the County’s on-premise development envi-
ronment via remote access
• Woolpert will facilitate two (2) remote in -process configuration review meetings, each up to two
(2) hours in duration, with the County’s technical team
Assumptions
• All workshop preparation activities will be performed remotely
• Actual workshops will be administered on-site at County facilities
• County staff participating in the Configuration workshops will do so un -interrupted
County Responsibilities
• Secure an appropriate workshop facility
• Coordinate and schedule workshop participants
• Workshop participants shall actively participate in workshop activities
• Populate the updated GIS database with the pilot facility data before the Configuration Workshops
begin with the goal of having at least 80% of all the data in the system by go-live.
Task 2.8: Facilitate Inventory and Materials Management
Configuration
Materials management and inventory control procedures play a significant role in properly deployed as set mainte-
nance management solutions. As materials are added to work orders, they need to be depleted from the stock and
the cost of the materials added to the work orders; as materials are depleted from stock, they need to be requisi-
tioned from the various vendors. This task is focused on configuring the materials management module of Cityworks
to achieve these objectives. The effort required to integrate Cityworks with the County’s purchasing and inventory
system of record is addressed in the Systems Integration tasks.
To accomplish these goals, Woolpert will facilitate a series of Inventory and Materials Management Configuration
Workshops and then perform the resulting configuration in the Cityworks Storeroom software.
Associated Sub-Tasks are as follows:
• Sub-Task 2.8.1: Configuration Workshops
o Sub-Task 2.8.1.1: Woolpert to Prepare for Configuration Workshops
o Sub-Task 2.8.1.2: Woolpert to Facilitate Configuration Workshops (On-Site Task)
16.C.2.c
Packet Pg. 788 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
Cityworks AMS Implementation Planning and Design
Statement of Work
Collier County, Florida – Public Services
30
• Sub-Task 2.8.2: Woolpert to Update Configuration Documentation
• Sub-Task 2.8.3: Woolpert to Perform Configuration in Development Environment
• Sub-Task 2.8.4: Woolpert to Facilitate Remote Configuration Review Meetings With County Technical
Team
o Sub-Task 2.8.4.1: Remote Review Meeting 1
o Sub-Task 2.8.4.2: Remote Review Meeting 2
• Sub-Task 2.8.5: Woolpert to Update Configuration in Development Environment
Deliverables
• A Woolpert Senior System Analyst will facilitate On-Site Public Services Configuration Workshops
for up to two (2) consecutive business days
• Woolpert will update the configuration documentation based on the outcome of the first round of
configuration workshops
• Woolpert staff will perform system configuration in the County’s on-premise development envi-
ronment via remote access
• Woolpert will facilitate two (2) remote in-process configuration review meetings, each up to one
(1) hour in duration, with the County’s technical team
Assumptions
• All workshop preparation activities will be performed remotely
• Actual workshops will be administered on-site at County facilities
• County staff participating in the Configuration workshops will do so un -interrupted
County Responsibilities
• Secure an appropriate workshop facility
• Coordinate and schedule workshop participants
• Workshop participants shall actively participate in workshop activities
Task 2.9: Quality Control
Woolpert technical resources, not regularly involved with this implementation will perform independent quality re-
view of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan.
Task 2.10: Phase Acceptance and Close
Upon completion of the Phase 2 Tasks, the Woolpert Project Manager will provide a Phase Acceptance and Close
document to the Client Project Manager for review and signature. The Client Project Manager’s signature indicates
Woolpert has delivered the Phase 2 services in accordance with the Scope of Work and Project Plan.
16.C.2.c
Packet Pg. 789 Attachment: Exhibit A1-2 CCPS Cityworks AMS Planning Design and Implementation Statement of Work (4469 : Amendment #1 to Contract 13-
RCB0011559
Target Roofing and Sheet Metal, Inc.
RLI Insurance Company
9025 North Lindbergh Drive, Peoria, IL 61615
Collier County Board of Commissioners
One Hundred Sixteen Thousand Three Hundred Six and 00/100 Dollards 116,306.00
Contract No. 17-7227, Remove and Replace Collier County Building G Roof
RCB0011559
Target Roofing and Sheet Metal, Inc.
RLI Insurance Company
9025 North Lindbergh Drive, Peoria, IL 61615
Collier County Board of Commissioners
One Hundred Sixteen Thousand Three Hundred Six and 00/100 Dollards
116,306.00
Contract No. 17-7227, Remove and Replace Collier County Building G Roof