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Agenda 07/24/2012 Item #16C 87/24/2012 Item 16.C.8. EXECUTIVE SUMMARY Recommendation to negotiate the reallocation of tasks for Phase Two and Three of Contract No. 10 -5447 with EMA of Minnesota, Inc., with authorization to prepare a Request for Proposal for the purchase of Enterprise Asset Management software, in support of "Public Utilities Asset Management," Projects 71012 and 73165, as well as other future projects identified within the County Manager's Agency. OBJECTIVE: The public purpose of this project is to more cost - effectively manage the repair and maintenance of all assets. This project is an asset management pilot program implemented in phases within the Public Utilities Division. Upon successful completion, the program will serve as a model for future utilization throughout the County Manager's Agency (Agency). CONSIDERATIONS: On June 24, 2008, as Agenda Item 10G, the Board of County Commissioners (Board) adopted the 2008 Water and Wastewater Master Plan Updates that identified the requirement for a comprehensive asset management program. The proposed scope of work is consistent with the 2008 Water Master Plan Update, Project 71012, "Asset Management" Section 8, Table 8 -2, page 3 of 5, line 93; the 2008 Wastewater Master Plan update, Section 8, Table 8 -2, page 3 of 5, line 83; the 2010 Potable Water CIP Update, page 3 of 4, line 51; and the 2010 Wastewater CIP Update, page 3 of 4 line 58, as identified in the 2011 User Fee Rate Study. On September 13, 2011 as Agenda Item 10E, the Board awarded all three phases of Contract 10- 5447 (Attachment 1) to EMA of Minnesota, Inc., and authorized staff to issue a purchase order for Phase One and Phase Two in the amount of $574,996, as per the table below. Since then, the program's vision, mission, and guiding principles remain unchanged, as defined in Attachment 2. Description Not to Exceed Cost Expenditures to Date Phase One $267.627 $258,883 Phase Two $232,369 $0 Subtotal of Phases One and Two $499,996 $258,883 Travel and Reimbursable Expenses $40,000 $22,458 Subtotal $539,996 $281,341 Allowance $35.000 $0 Total for Phases One and Two 5574,996 $281,341 Phase One of the contract is complete, with the exception of the final deliverable which defines the deliverables for Phase Two based on lessons learned ii-om Phase One. The Phase Two scope provides the flexibility for a cost - contained two -step implementation that considers 1) an interim system and 2) a final long -term system. Through a business case evaluation that incorporated pilot results and lessons learned, it was found that there would .be little benefit to an interim system. The team also learned that an interim system would cost much more than anticipated, such that the cost far exceeded the benefit. Packet Page -2061- 7/24/2012 Item 16.C.8. Therefore, all division administrators and the asset management delivery team are recommending that the Public Utilities Division (PUD) forego the interim step and move directly to procuring a long -term Enterprise Asset Management (EAM) system resulting in an estimated cost avoidance of $1.2 to 1.4 million and an acceleration of implementation across the Agency by at least one year. The PUD's progress will continue to be reviewed by other divisions for compatibility. Staff requests Board authorization to negotiate the reallocation of the contract's tasks to implement long -te:n software in Phase Two instead of in Phase Three, as proposed in Attachment 3, subject to bringing back a contract revision with the resultant reallocation of tasks for Board approval. The delivery team also wishes to define a Request for Proposal (RFP) to procure Enterprise Asset Management software, work with the Purchasing Department to issue the RFP, and redefine a new Phase Three scope to comport with reallocated Phase Two tasks. While the Phase Two focus is on procuring the EAM system, significant Phase Two tasks remain in addition to those that support the RFP for software procurement. When the RFP is complete, staff will return to the Board in the second quarter of FY2013 seeking approval to award the RFP for authorization to procure long -term . EAM software, approval to procure integration, and approval of the revised Phase Three scope and cost. Phase Three will define EMA's role to provide expert support, peer review, and QA /QC towards meeting internal and external performance criteria for success. In concept, the software RFP will include five full -scale demonstration projects that will be scalable and adaptable across PUD and the Agency L GIS -based Asset Management (CCWSD horizontal assets) 2. GIS -based inventory and work order management system (CCWSD) 3. GIS -based integration of SCADA data (CCWSD horizontal assets) 4. GIS -based customer management system (UBCS CRM) 5. CIP generation at short and long -term intervals (CCWSD) FISCAL IMPACT: Revisions to the scope of Phases Two and Three will not result in any additional fiscal impact under Contract No. 10 -5477. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office, is legally sufficient for Board action, and only requires a majority vote for approval —SRT. GROWTH MANAGEMENT IMPACT• This project meets current Growth Management Plan standards to ensure the adequacy and availability of viable public facilities. RECOMMENDATION: That the Board of County Commissioners, as Ex- officio Governing Board of the Collier County Water -Sewer District, authorize staff to • negotiate the reallocation of tasks for Phase Two and Three of Contract No. 10 -5447 with EMA of Minnesota, Inc., subject to Board approval of such negotiated revisions with the vendor at a future meeting; and, • prepare an RFP for the purchase of Enterprise Asset Management software. Prepared By: Tom Chmelik, PPMD Director, Public Utilities Division. Packet Page -2062- Attachment 1 —Agreement 10 -5447 Attachment 2 — Vision, Mission, Guiding Principles 7/24/2012 Item 16.C.8. Attachment 3 — Task Reallocation Attachment 4 — Timeline Packet Page -2063- 7/24/2012 Item 16.C.8. COLLIER COUNTY Board of County Commissioners Item Number: 16.C.8. Item Summary: Recommendation to negotiate the reallocation of tasks for Phase Two and Three of Contract No. 10 -5447 with EMA of Minnesota, Inc., with authorization to prepare a Request f ^r Pr000sal for the purchase of Enterprise Asset Management software, in support of "Public Utilities Asset Mar�.b: gent," Projects 71012 and 73165, as well as other future projects identified within the County Manager's Agency. Meeting Date: 7/24/2012 Prepared By Name: ChmelikTom Title: Director, Public Utilities Engineering 7/2/2012 11:25:26 AM Submitted by Title: Director, Public Utilities Engineering Name: ChmelikTom 7/2/2012 11:25:27 AM Approved By Name: HapkeMargie Title: Operations Analyst, Public Utilities Date: 7/6/2012 9:28:13 AM Name: WardKelsey Title: Manager - Contracts Administration,Purchasing & Ge Date: 7/10/2012 9:17:15 AM Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene Date: 7/11/2012 7:22:49 AM Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene Packet Page -2064- Date: 7/11/2012 7:32:06 AM Name: TeachScott Title: Deputy County Attorney,County Attorney Date: 7/12/2012 2:18:17 PM Name: YilmazGeorge Title: Administrator, Public Utilities Date: 7/12/2012 2:43:36 PM Name: KlatzkowJeff Title: County Attorney Date: 7/13/2012 10:18:35 AM Name: UsherSusan Title: Management/Budget Analyst, Senior,Office of Manage Date: 7/13/2012 2:39:41 PM Name: KlatzkowJeff Title: County Attorney Date: 7/13/2012 3:44 :28 PM Name: OchsLeo Title: County Manager Date: 7/15/2012 10:28:03 AM Packet Page -2065- 7/24/2012 Item 16.C.8. 7/24/2012 Item 16.C.8. AGREEMENTIO -5447 for "Enterprise Asset Management Consulting and Professional Services" THIS AGREEMENT, made and entered into on this 401 day of 59J, 2011, by and between EMA, Inc., authorized to do busir -�,s in the State of Florida, whose business address is 2180 West State Road 434, Suite 6103, Longwood, FL 32779 -5013, hereinafter called the "Consultant" and Cour a political subdivision of the State of Florida, Collier County, Naples, hereinafter called the "County": WITNESSETH: 1. COMMENCEMENT. The Consultant shall commence the work upon execution of the contract and upon the issuance of a Purchase Order 'The contract shall be for an initial eighteen (18) month period, commencing on 3�- � 201 (, and terminating on ryla , o Z013. The County may, at its discretion and with the consent of the Consultant, renew the Agreement under all of the terms and conditions contained in this Agreement for two (2) additional one (1) year periods in order to accommodate future phases and/or related services. The County shall give the Consultant written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect. This Agreement and/or any extension of its original term shall be contingent upon annual funding being appropriated, budgeted and otherwise made available for such purposes and subject to the County's satisfaction with all products and services received during the preceding term (see also, Section 17, infra.) 2. STATEMENT OF WORK. The Consultant shall provide professional services to assist the Public Utilities Division (PUD) with developing a comprehensive Asset Management Program ( "Program "), including technical, organizational, and business process aspects, in accordance with the terms and conditions of RFP #10 -5447, along with attached negotiated Exhibit A "Scope of Servic <_,- - and the Consultant's proposal referred to herein and made an integral part of this agreement. This Agreement contains the entire understanding between the parties and any modifications to this Agreement shall be mutually agreed upon in writing by the Consultant and the County project manager or his designee, in compliance with the County Purchasing Policy and Administrative Procedures in effect at the time such services are authorized. Page] of 32 Packet Page -2066- 7/24/2012 Item 16.C.8. I THE CONTRACT' SUM. The County shall pay the Consultant for the performance of this Agreement an estimated maximum amount of five hundred seventy four thousand nine hundred and ninety -six dollars ($574,996) for Phases I and II based on the prices set forth in Exhibit B, subject to Change Orders as approved in advance by the County. Should the County decide to move forward with Phase III, the detailed scope and cost for the associated services would be negotiated separately, but would not exceed seven hundred seventy four thousand two hundred forty dollars ($774,240) without Board approval. 3.1 The County shall pay the Consultant for the performance of this Agreement upon completion or partial completion of the work tasks as accepted and approved by the County Project Manager or his designee pursuant to the price schedule as set forth in Exhibit "B ", included in this agreement, together with the Travel and Reimbursable Expenses as defined herein at section 3.3. Payments shall be made to the Consultant when requested as work progresses, but not more frequently than once per month. There shall be no mark up on Reimbursable or Travel Travel Expenses. Payment will be made upon receipt of a proper invoice and in compliance with Chapter 218 Fla. Stats., otherwise known as the "Local Government Prompt Payment Act." 3.2 Payments will be made for services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non - payment under the legal doctrine of "laches" as untimely submitted. Time shall be deemed of • the essence with respect to the timely submission of invoices under this agreement. 3.3 Travel and Reimbursable Expenses shall not exceed forty thousand dollars ($40,000) unless approved in advance in writing by the County. Travel expenses shall be reimbursed as per Section 112.061 Fla. Stats. Reimbursements shall be at the following rates: 2 Packet Page -2067- 7/24/2012 Item 16.C.8. Reimbursable items other. than travel expenses shall be limited to the following: telephone long - distance charges, fax charges, photocopying charges, and postage, and as approved in advance by the County in writing, teleconferencing /web conferencing, and publications. Reimbursable items will be paid only after Consultant has provided all receipts. Consultant shall be responsible for all other costs and expenses associated with activities and solicitations undertaken pursuant to this Agreement. 4. SALES TAX. Consultant shall pay all sales, consumer, use and other similar taxes associated with the Work or portions thereof, which are applicable during the performance of the Work. 5. NOTICES. All notices from the County to the Consultant shall be deemed duly served if mailed or faxed to the Consultant at the following Address: EMA, Inc. 2180 West State Road 434, Suite 6100 Longwood, FL 32779 -5013 Attn: Nancy B. Lerner, V.P. Tel: 407 -865 -6601 Fax: 407- 865 -6615 All Notices from the Consultant to the County shall be deemed duly served if mailed or faxed to the County to: Collier County Government Center Purchasing Department 3327 Tamiami Trail, East Naples, Florida 34112 Attention Steve Carnell, Purchasing/ GS Director Telephone: 239- 252 -8371 Fax: 239- 252 -6584 The Consultant and the County may change the above contact information at any time upon giving the other party written notification. All notices under this Agreement must be in writing. 6. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a partnership between the County and the Consultant or to constitute the Consultant as an agent of the County. 3 Packet Page -2068- than $150.00 per night Parking Actual cost of parking Taxi or Airport Limousine Actual cost of either taxi or airport limousine/ shuttle service Reimbursable items other. than travel expenses shall be limited to the following: telephone long - distance charges, fax charges, photocopying charges, and postage, and as approved in advance by the County in writing, teleconferencing /web conferencing, and publications. Reimbursable items will be paid only after Consultant has provided all receipts. Consultant shall be responsible for all other costs and expenses associated with activities and solicitations undertaken pursuant to this Agreement. 4. SALES TAX. Consultant shall pay all sales, consumer, use and other similar taxes associated with the Work or portions thereof, which are applicable during the performance of the Work. 5. NOTICES. All notices from the County to the Consultant shall be deemed duly served if mailed or faxed to the Consultant at the following Address: EMA, Inc. 2180 West State Road 434, Suite 6100 Longwood, FL 32779 -5013 Attn: Nancy B. Lerner, V.P. Tel: 407 -865 -6601 Fax: 407- 865 -6615 All Notices from the Consultant to the County shall be deemed duly served if mailed or faxed to the County to: Collier County Government Center Purchasing Department 3327 Tamiami Trail, East Naples, Florida 34112 Attention Steve Carnell, Purchasing/ GS Director Telephone: 239- 252 -8371 Fax: 239- 252 -6584 The Consultant and the County may change the above contact information at any time upon giving the other party written notification. All notices under this Agreement must be in writing. 6. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a partnership between the County and the Consultant or to constitute the Consultant as an agent of the County. 3 Packet Page -2068- 7/24/2012 Item 16.C.8. 7. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S„ all permits necessary for the prosecution of the Work shall be obtained by the Consultant. Payment for all such permits issued by the County shall be processed internally by the County. All non - County permits necessary for the prosecution of the Work shall be procured and paid for by the Consultant. The Consultant shall also be solely responsible for payment of any and all taxes levied on the Consultant. In addition, the Consultant shall comply with all rules, regulations and laws of Collier County, the State of Florida, or the U. S. Government now in force or hereafter adopted. The Consultant agrees to comply with all laws governing the responsibility of an employer with respect to persons employed by the Consultant. 8. NO EMPROPER USE. The Consultant will not use, nor suffer or permit any person to use in any manner whatsoever, County facilities for any improper, immoral or offensive purpose, or for any purpose in violation of any federal, state, county or municipal ordinance, rule, order or regulation, or of any governmental rule or regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Consultant or if the County or its authorized representative shall deem any conduct on the part of the Consultant to be objectionable or improper, the County shall have the right to suspend the contract of the Consultant. Should the Consultant fail to correct any such violation, conduct, or practice to the satisfaction of the County within twenty -four (24) hours after receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured. The Consultant further agrees not to commence operation during the suspension period until the violation has been corrected to the satisfaction of the County. 9. TERMINATION. Should the Consultant be found to have failed to perform his services in a manner satisfactory to the County as per this Agreement, the County may terminate said agreement for cause; further the County may terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be sole judge of non - performance. 10. NO DISCRIMINATION. The Consultant agrees that there shall be no discrimination as to race, sex, color, creed or national origin. 11. INSURANCE. The Consultant shall provide insurance as follows: A. Commercial General Liability Coverage shall have minimum limit`; of $1,000,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Consultants; Products and Completed Operations and Contractual Liability. B. Business Auto Liability: Coverage shall have minimum limits of $500,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property 4 Packet Page -2069- 7/24/2012 Item 16.C.8. Damage Liability. This shall include: Owned Vehicles, Hired and Non -Owned Vehicles and Employee Non - Ownership. C. Workers' Compensation: Insurance covering all employees meeting Statutory Limits in compliance with the applicable state and federal laws. Special Requirements: Collier County Government shall be listed as the Certificate Holder and included as an Additional Insured on the Comprehensive General Liability Policy. Current, valid insurance policies meeting the requirement herein identified shall be maintained by Consultant during the duration of this Agreement. Renewal certificates shall be sent to the County ten (10) days prior to any expiration date. There shall be a thirty (30) day notification to the County in the event of cancellation or modification of any stipulated insurance coverage. Consultant shall insure that all subConsultants comply with the same insurance requirements that he is required to meet. The same Consultant shall provide County with certificates of insurance meeting the required insurance provisions. 12. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Consultant or anyone employed or utilized by the Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph- This section does not pertain to any incident arising from the sole negligence of Collier County. 13. CONTRACT ADMIMSTRATION. This Agreement shall be administered on behalf of the County by the Public Utilities Engineering Department. 14. CONFLICT OF INTEREST. Consultant represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required hereunder. Consultant further represents that no persons having any such interest shall be employed to perform those services. 15. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the attached component parts, all of which are as fully a part of the contract as if herein set out verbatim: Consultant's Proposal, Insurance Certificate, RFP x#10 -5447 "Enterprise Asset 5 Packet Page -2070- 7/24/2012 Item 16.C.8. Management Consulting and Professional Services" Scope of Services and Addenda, Exhibits A "Scope of Services," B "Price Schedule," C "Project Schedule," and D "Key Personnel." 16. ORDER OF PRECEDENCE. In the event of any conflict between or among the terms of any of the Contract Documents, the terms of the Agreement shall take precedence over the terms of the RFP and Consultant's response Proposal. 17. SUBTECT TO APPROPRIATION It is further understood and agreed by and between the parties herein that this agreement is subject to appropriation by the Board of County Commissioners. 18. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier County Ethics Ordinance No. 2004-05, and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and /or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 19. IMMIGRATION LAW COMPLIANCE. By executing and entering into this agreement, the Consultant is formally acknowledging without exception or stipulation that it is fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended. Failure by the Consultaat to comply with the laws referenced herein shall constitute a breach of this agreer-iiient and the County shall have the discretion to unilaterally terminate this agreement . ranediately. 20. OFFER EXTENDED TO OTHER GOVERNMF'TAL ENTITIES. Collier County encourages and agrees to the successful proposer . extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful proposer. 21. AGREEMENT TERMS. If any portion of *' Agreement is held to be void, invalid, or otherwise unenforceabl- 7� -hole or i , part, the remaining portion of this Agreement shall remain in effect. 22. ADDITIONAL ITEMS /SERVICES Additional items and/or services may be added to this contract upon satisfactory negotiation of price by the Contract Manager and Consultant, as permitted by the current Collier County Purchasing Policy or authorized by the Collier County Board of County Commissioners. 6 Packet Page -2071- 7/24/2012 Item 16.C.8. 23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by this Agreement to resolve disputes between the parties, the parties shall make a good R faith effort to resolve any such disputes by negotiation. The negotiation shall be attended by representatives of Consultant with full decision- making authority and by County's staff person who would make the presentation of any settlement reached during negotiations to County for approval. Failing resolution, and prior to the commencement of depositions in any litigation between the parties arising out of this Agreement, the parties shall attempt to resolve the dispute through Mediation before an agreed -upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by representatives of Consultant with full decision - making authority and by County's staff person who would make the presentation of any settlement reached at mediation to County's board for approval. Should either party fail to submit to mediation as required hereunder, the other party may obtain a court order requiring mediation under section 44.102, Fla. Stat. 23.1 Any suit or action brought by either party to this Agreement against the other party relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in Collier County, Florida, which courts have sole and exclusive jurisdiction on all such matters. 24. KEY PERSONNEUPROTECT STAFFING: The proposer's personnel and management to be utilized for this project shall be knowledgeable in their areas of expertise. The County reserves the right to perform investigations as may be deemed necessary to insure that competent persons will be utilized in the performance of the contract. Consultant shall assign as many people as necessary to complete the project on a timely basis, and each person assigned shall be available for an amount of time adequate to meet the dates set forth in the Project Schedule. Firm shall not change Key Personnel unless the following conditions are met: (1) Proposed replacements have substantially the same or better qualifications and/or experience. (2) the County is notified in writing as far in advance as possible. Firm shall make commercially reasonable efforts to notify Collier County within seven (7) days of the change. The County retains final approval of proposed replacement personnel. i7 Packet Page -2072- 7/24/2012 Item 16.C.8. IN WITNESS WHEREOF, the Consultant and the County, have each„ respectively, by an authorized person or agent, hereunder set their hands and seals on the date and year first above written. BOARD OF COUNTY COMMISSIONERS ATTEST COLLIER COUNTY, FLORIDA Dwight lr.' Brock; Clerk of Courts LA) . BY' y' Fred W. Coyle, Chairman `'.. EMA, Inc. Consultant By: 0JF-iLrst-W-it ne Signature TType /print witness nameT Typed 'gnature and title Second Wi ess nmr,r- k)asepp- TType /print witness nameT Approved as to form and legal sufficiency: 'Beprrty County Attorney "gic -icnt- Packet Page -2073- 7/24/2012 Item 16.C.8. Exhibit A Scope of Services 1 D-W7 "Enterprise Asset Management Consulting and Professional Services" I. The scope of work and deliverables for the Enterprise Asset Management Consulting and Professional Services RFP shall include the three phases of Work. Once this contract is approved by the Board of County Commissioners, the County, at its sole discretion shall determine if the Consultant will proceed from one phase to the next based on the completion and quality of all deliverables presented to the County. The tasks and sub -tasks listed below are based on a current understanding of the project requirements. During the progression of the project, the County project manager and project manager for the Consultant will monitor the progress of each task and sub -task, and adjust the resource allocation and schedule as needed. The administration of the contract shall be as follows: 1. Any changes shall be mutually agreed upon in writing, but will not require a formal change order unless the change(s) would exceed the overall contract amount. 2. It is expressly stated and understood by the parties that zero dollar changes, including, but not limited. to, time extensions not exceeding 20°% of the overall contract, adjustments in scope, task and sub -task allocation and personnel quantity and/or distribution adjustments, re- allocation of dollar amounts between the tasks and /or allowances, personnel category changes, including personnel additions, may be made through the use of a Change by Letter. 3. in the event that the County project manager desires to shift funds between two or more existing allowances and/or tasks, the County project manager will prepare a Change by Letter to the Consultant that identifies the affected allowances/tasks, their current dollar values and the revised dollar amounts. 4. The Change by Letter will include a line for the Consultant's representative or designee's AOO signature. Copies of the executed letter shall be forwarded to the Finance Division and the appropriate Procurement Strategist. 11. Public Utilities Asset Management Vision, Mission, and Guiding Principles are: Vision: A sustainable Asset Management Program providing best value and industry leading practices that leverage appropriate technologies. The resulting G!S -based Asset Management System will incorporate an automated work order system with a graphical user interface capable of automated data collection through existing databases that is integrated with other enterprise business and financial systems. A. Mission: • Repair /maintain assets just in time through a GIS- rased system having full operational visibility. • Establish risked based and managed preventative rr - intenance programs with full visibility of assets for resource optimization. • Provide short and long term CIP plans integrated inlc the master plan and the AUIR based on level of risk and service levels. B. Guiding Principles: • Sustained Safe and Reliable delivery of Public Utilities Division Services • Revenue - centric, cost - contained approach to operations and CIPs • Full asset visibility and preservation • Follow discipline- specific taxonomy Packet Page -2074- 7/24/2012 Item 16.C.8. III. Public Utilities Core Enterprise Asset Management Functional Requirements are: Provide a work order platform for all maintenance (planned and unplanned) activities with the capability for capturing the cost of each maintenance action, and may possibly include (integration with HR (labor costs), and Capital Assets) in SAP, dependent on the cost benefit analysis (CBA). 2. Develop a framework for managing risk with respect to asset criticality / condition and inspections / maintenance. Mobility - Provide field crews with work orders and all information necessary to complete work orders and update work records. 4. Provide an inventory platform for tracking designated assets and parts from receiving through consumption and automatic re- order. As determined by the CBA , the selected inventory system may need to be able to integrate with SAP in order to avoid duplication of efforts. 5. Provide tools for financial life cycle management of the asset from acquisition, maintenance, renewal, and retirement. NOTE: *GIS Integration is a fundamental requirement in all major areas. Collier County has an enterprise implementation of Esri's GIS system. The program should reflect a systematic approach that incorporates a collection of business practices and processes supported by data, tools, and information for repair and replace, preventative maintenance, and asset accountability. The Consultant shall possess knowledge of asset management planning and programs, best utility business practices, utility fiscal rate studies, customer service principles, utility billing and operational systems, repair and replacement programs, preventative maintenance programs, and computerized maintenance management systems. 10 Packet Page -2075- 7/24/2012 Item 16.C.8. SCOPE OF SERVICES FOR PHASES ONE AND TWO OF THE ASSET MANAGEMENT PROGRAM .................................. ............................... 0.............. Phase One Task 1.1 Phase One Project Management and Preparation, Including Program and Practices Review and Feedback 1.1.1 Develop Project Plan and Detailed Schedule for Phase One and Conduct Project Introduction Meeting • The EMA Project Manager will meet with County's Project Manager to gather information about County staff participating in the program, including the names and contact information for the Asset Management Team members and other stakeholders who will contribute to standard setting, data collection, and the roll -out of new practices. This information will be incorporated in a detailed project plan that includes procedures for communication, progress reporting, and issue resolution. At the preliminary meeting, the two project managers will review and refine this plan and will prepare a project charter and schedule of activities. This plan will be a living document, and the County and EMA project managers will update the schedule and the allocation of resources as needed to address the County's evolving needs. • It is essential that Collier County Public Utilities Division (CCPUD) staff participate in the preparation of the Project Charter and Project Plan to the extent of defining speck expectations for deliverables. • EMA will participate -in a Project Introduction Meeting to which all stakeholders will be invited. The purpose of this meeting will be to introduce the charter and plan. Task 1.1.1 Deliverables • Develop a Project Charter for an asset management program that supports the Vision, Mission, and Guiding Principles. Develop an asset management Project Plan that supports the Vision, Mission, and Guiding Principles, including Phase One Timeline. Frame the scope and objectives for Basin 308 Beta Project given the Vision, Mission, and Guiding Principles and make a presentation demonstrating how the Beta Project meets the need. 1.1.2 Review the Current Program and Interview Stakeholders, Including Documentation of Current Work Management and Inventory Management Life Cycles • The EMA team will review the existing Asset Management Program Development Guide and will note any issues or concerns with respect to alignment with utility industry leading practices as well as any issues or concerns with respect to the practicality of implementation within CCPUD. This will include a review of the vulnerability and criticality work done in the previous project. It will include a review of existing, documented policies and procedures supporting asset management objectives as well as existing organizational structure related to asset management activities. It will also include a review of the current CCPUD asset data taxonomies. 11 Packet Page -2076- 7/24/2012 Item 16.C.8. The EMA team will then conduct brief interviews and will shadow personnel in the office and field as identified in the Project Plan and mutually agreed in writing. The purpose of these interviews and sessions is to understanding current practices, data, and stakeholders' perspectives on the existing Development Guide. During these sessions, the EMA team will request samples or copies of data and documentation that the stakeholders are using or planning to use in support of asset management. These interviews and sessions will include stakeholders involved in the management of work orders, inventory and procurement. As mutually agreed in writing, EMA will document the processes currently used for the work order life cycle, including such processes as work order entry/requests, screening and approval of requests, work planning and scheduling, assignment and notifications, performance and documentation, quality assurance, and close- out as well as associated processes for creating or updating asset information and documenting the location of assets or work in the GIS. As mutually agreed in writing, EMA will document current warehouse practices including such processes as issues, transfers, receipts, restocking, parts classification, physical counts, analysis of economic order quantity and safety stock needs, replenishment and accounting for material costs. As mutually agreed in writing, EMA will also document procurement processes. EMA will submit these agreed -to diagrams of the as -is work order life cycle work flows and inventory and procurement processes to the CCPUD project manager, who will facilitate County review and revision of the documentation. The purpose of these as -is diagrams is to help the entire team understand the end -to -end work management and inventory and procurement business processes that are currently in place so that the team can participate actively in the definition of new and improved processes. In the interest of cost - effectiveness, emphasis will be placed on the content of the diagrams as opposed to their aesthetics, and the diagrams will encompass only those processes and process variations that occur frequently. Task 1.1.2 Deliverables • Document existing Work Flows (diagrams) for the Work Order Life Cycle to be used for gap analysis in future tasks. • Document existing Work Flows (diagrams) for the Inventory Management and Procurement processes to be used for gap analysis in future tasks. 1.1.3 Prepare Feedback on the Current Program • EMA will prepare a technical memorandum that provides feedback on the current Program Guide and CCPUD's current Asset Management Maturity. This memorandum will identify strengths, weaknesses, opportunities, and threats identified in the documentation and via the interviews. The memorandum will include recommendations for improvement and immediate actions that can be taken by CCPUD to introduce leading practices for asset management. EMA believes that CCPUD's time and resources would be better spent putting its new AM program into place as opposed to reviewing and fine- tuning lengthy theoretical documents. For this reason, the technical memorandum will be concise and organized expressly to facilitate discussion with CCPUD personnel during the working sessions described in subsequent tasks. The intent is to use the memorandum as a basis for discussion and subsequent action, not to memorialize current status. 12 Packet Page -2077- 7/24/2012 Item 16.C.8. Task 1.1.3 Deliverables • Provide Technical Memorandum Providing Feedback on the Current Program including gap analysis to stated Vision, Mission, and Guiding Principles. 1.1.4 Conduct a Findings and Team Alignment Meeting EMA will facilitate a core team meeting to review EMA's findings with respect to the current Asset Management program and guide, CCPUD's perspective on these findings, and roles and responsibilities for all team members going forward. Task 1.1.4 Deliverables • Findings and Team Alignment Brainstorming Meeting for gap analysis, feasibility, and best - value conceptual recommendations for achieving Vision, Mission, and Guiding Principles. 1.1.5 Manage Phase One Services including Basin 308 Beta Project Project Management will be conducted throughout Phase One. • EMA's project management approach is based upon standards set forth in the Project management Institute's (PMI) "A Guide to the Project Management Body of Knowledge (PMBOK® Guide)," addressing each of the five major project management processes: Project Initiation, Project Planning, Project Execution, Project Control, and Project Closeout. • EMA will apply the PMI methodology to CCPUD's objectives, partnering with the County to leverage globally recognized best project management practices and standards to achieve their goals. The careful application of the PMI methodology will ensure a successful project with clear communications, well- defined schedules, and delivery within budget. • EMA will attend team meetings when required and will maintain detailed records to support weekly feedback to the CCPUD Project Manager regarding program progress as well as written monthly progress reports and detailed financial invoices. • EMA's will provide all project deliverables as documents that CCPUD can post on the project's SharePoint site, where they will be immediately available to support on -going maintenance activities as well as project objectives. • Because the specific services that the County will need in Phase One may change as Phase One progresses, the EMA Project Manager will work closely with the CCPUD Project Manager to ensure that the project scope is clarified and resources are allocated as needed to provide the County with appropriate services. Task 1.1.5 Deliverables • Provide monthly, deliverables -based Progress Reports (written, formal) incorporating items planned, items completed, scheduled for next month, and issues and concerns • Provide weekly (verbal, informal) progress updates Task 1.2 Define.Data Standards (Hierarchy, Asset Code, Vulnerability and Criticality Codes, Scoring Systems, Level of Service Standards, and Other Asset Attributes) EMA will review asset records in the ESRI GIS, InHance, Antero, XC2, SMS- Turbo, and Cartegraph (used by Growth Management Division), as well as asset data collected as part of previous asset management program activities (provided by Collier County in spreadsheet form) for the purpose of 13 Packet Page -2078- 7/24/2012 Item 16.C.8. evaluating the classes of assets tracked and the structure and maintenance of unique asset identifiers as well as the consistency of these identifiers across systems. EMA will prepare the following recommendations and templates: • Standard approach for asset identification and appropriate coding standards • Definition of an asset. (This includes the distinctions between items that should be tracked as assets in the EAM system, items that should be tracked only as parts in inventory, and elements of field infrastructure that should be tracked only as map features for purposes of network analysis or spatial context.) • Hierarchy template for vertical assets. - (Note: This will include a high level structure for the County and more in -depth structures for CCPUD's plants and facilities. EMA advises against the development of hierarchies for field infrastructure as these assets are best organized spatially and as such can be managed most effectively, and with less risk to data integrity, in a non - hierarchical fashion using GIS -based tools and interfaces.) • Evaluation of CCPUD's utilization of the Esri template for linear assets • Standard class codes (asset classes) for CCPUD (Note: EMA will build upon the Esri template that CCPUD has already adopted and augment it with asset class recommendations for vertical infrastructure not represented in the Esri template.) • EMA will review the County's existing Level of Service Standards (LOSS) related to demand quantity and supply reliability and will evaluate whether additional, different, or more detailed LOSS are required to address other elements such as customer expectations, worker satisfaction and environmental quality. Based on this analysis as well as the Task 1.1 review of CCPUD's previous vulnerability and criticality work and our knowledge of leading practices and industry standards, EMA will prepare the following recommendations and templates: • Structure, standard codes /scores, and scoring system for: o asset condition • asset vulnerability (likelihood of failure) • asset criticality (consequence of failure) • Process and structure for quantifying LOSS and asset service levels Structure /approach and, if applicable, standard codes /scores and scoring system for failure risk EMA will also prepare the following templates and recommendations: • Standard codes for tracking asset life cycle status Other standard attributes that should be captured and maintained as part of the registers for all assets • Class- specific attributes that should be part of the register for CCPUD's asset classes 14 Packet Page -2079- 7/24/2012 Item 16.C.8. • Recommendations about which standard and class - specific attributes are most critical for asset management decision - making and should therefore be the focus of early data capture efforts EMA will conduct brief core team working sessions to be scheduled as mutually agreed in writing to review and refine the recommendations and templates. The outcome of these sessions will be agreed -to standards and templates for CCPUD's asset data. Task 1.2 Deliverables • Asset Identification Recommendations (spreadsheet of asset identification /naming conventions and codes, including conventions /codes for assets to be captured in the Basin 308 Beta Project) • Vertical Asset Hierarchy Template (diagram and /or spreadsheet documenting the hierarchy of non- linear CCPUD assets, including hierarchy for components to be captured in the Basin 308 Beta Project) • Technical memorandum providing feedback on CCPUD's utilization of the Esd template for GIS database design relative to linear (horizontal) assets. • Recommended Asset Classes (spreadsheet) • Standard Values for Asset Condition, Vulnerability, Criticality, and Risk of Failure (spreadsheet) • Matrices and Scoring Systems for Asset Condition, Vulnerability, Criticality, and Risk of Failure (spreadsheet defining business rules for assignment/calculation of the standard values) • Asset Lifecycle Status Values (spreadsheet) • Global Attribute List (spreadsheet) • Class- specific Attributes List (spreadsheet) • Working sessions to review and refine the global asset data recommendations and to present the class - specific attributes Task 1.3 Define Asset Management Roles and Responsibilities, Identify Standard Practices, and Provide Technology and Leading Practices Knowledge Transfer to Define and Implement New Practices and SOPs, and Provide Change Management Services • Based on our Task 1.1 reviews and our knowledge of industry leading practices, EMA will develop a recommended list of asset management policies and procedures. This will be a concise list of policy /procedure types and descriptions rather than a detailed formal report. EMA will recommend a subset of policies and procedures to be fully developed as part of Phase One, with the understanding that the full development of policies and procedures will proceed over time, and that certain procedures will change over time as supporting data and technologies improve. • EMA will then prepare recommendations for asset management roles and responsibilities as well as a template to facilitate evaluation of roles and responsibilities in each business unit. This organizational template will be tied to the policy and procedure recommendations. It will include a standard name and description for each organizational role identified. 15 Packet Page -2080- 7/24/2012 Item 16.C.8. In plain terms, these templates will outline the "what" and the 'who" of the asset management program, with the understanding that the °how° will evolve and improve over time. The procedures will encompass the tactical and strategic aspects of asset management, including: • Tactics related to asset "on- boarding" (i.e., the capture of data related to new assets, including fixed asset financial information) as well as asset data maintenance and preservation of asset data integrity • Tactical repair /replace (maintenance planning) decisions • Sound fiscal practices related to the planning and prioritization of capital projects • Sound fiscal practices related to strategic repair /replace decisions for significant assets (including cost/benefit analysis) • EMA will conduct a half -day core team working session to review and refine the list of policies and procedures, the specks for repair /replace decisions for significant assets and asset on- boarding, the plans and priorities for policies and procedures to be developed in Phase One, and the organizational planning template. Outcomes of this working session will include a prioritized list of asset management practices to be documented and implemented over the course of the project. • EMA will provide guidance on industry leading practices and recommendations for how best to apply them within CCPUD. Specifically, EMA will analyze the current work flows (processes) for work management, inventory and procurement in the context of leading practices as well as CCPUD's current data and technology. Based on this analysis, EMA will prepare diagrams of recommended to -be processes for review and refinement with the County team. In the interest of cost - effectiveness, emphasis will be placed on the content of the diagrams as opposed to their aesthetics, and the diagrams will encompass only those processes and process variations that occur frequently. EMA will facilitate core team work sessions to review and refine the process and work flow modifications. EMA will work side -by -side with County personnel to annotate and clarify the diagrams as needed to serve as SOPs for the work order life cycle, inventory and procurement processes. In accordance with the Project Plan and as mutually :greed in writing, EMA will provide on -site consultants to assist with the practices iden ;ed for Phase One deployment. This will include implementation of the SOPs for imp )ved work order life cycle management, inventory management, and procurement, subject tr the limitations imposed by the data and technology available in Phase One. It will also inclde implementation of the new Repair /Replace Decision SOP, subject to the limitations of available data and technology. • The role of the consultants will be to execute the - -se practices side -by -side with the CPPUD employees tasked with responsibility for the prs;,tices, usir whatever data and technology are available. Based on the experience gained during this process ; =iiA may commend short term or long term modifications to the standard procedures. EMA will provide consulting in all aspects of the asset mans :ment program, including: • Data maintenance (including the definition of data q, -Jity performance metrics and capture of performance data) • Maintenance of equipment (focusing on the new work order, inventory and procurement life cycle SOPs, and including the definition of key performance indicators). 16 Packet Page -2081- 7/24/2012 Item 16.C.8. • Engineering and planning (focusing on the new repair /replace SOP). • On -site Change Management and Technology Transfer Services to Establish and Reinforce SOPs for Engineering and Planning, Equipment Maintenance, and Data Maintenance,.' Creating a Fully Functional Repair and Replacement, Inventory, and Preventative Maintenance Program (as specified in the Phased implementation Plan developed in Phase One) Task 1.3 Deliverables • Prioritized list of asset management policies and procedures to be defined and implemented (spreadsheet) that will leverage existing data from integrating existing systems such as GIs and SCADA. • SOPs for Improved Work Order Life Cycle Management (diagrams and appropriate annotation). • SOPs for Improved Inventory Management and Procurement Processes (diagrams and appropriate annotation). • Roles and Responsibilities Template for assigning asset management roles and responsibilities within each business unit, including role names and descriptions (spreadsheet) • On -site Change Management and Technology and Leading Practices Knowledge Transfer Services to Establish and Reinforce SOPs for Engineering and Planning, Equipment Maintenance, and Data Maintenance, Creating a Fully Functional Repair and Replacement, Inventory, and Preventative Maintenance Program (as specified in the Phased Implementation Plan developed in Phase One) Task 1.4 Design Basin 308 Beta Project Database for Collection of Data and Reporting EMA will meet with the County Project Manager to review the requirements of the Basin 308 Beta Project for data capture and will mutually agree in writing to the content and extent of the Basin 308 Beta Project area. EMA will evaluate the type, quantity and quality of existing data in the various County applications, including the GIS, Antero, InHance, SMS -Turbo XC2, and Cartegraph, and will compare existing attributes to the standards developed in Task 1.2. EMA will identify the methods available to update /enhance data in the various applications and will evaluate the ability of the applications to support employee access to the data. EMA will also assess the processes used by employees to submit additions and updates to data in the various applications and the ability of the County to perform submitted data updates, including calculation of update backlog in full -time equivalents for each application. EMA will evaluate the viability of using these systems to support the Basin 308 Beta Project data capture process. EMA will develop recommendations for cost effectively capturing the data essential to support asset management processes. This may involve the use of existing systems and/or the use of a Microsoft® Access -based data collection tool that EMA has provided to numerous clients for the purpose of capturing and organizing asset data in advance of the implementation of an EAM product. It is very straightforward to extract data from this database and to analyze and report on data completeness and other aspects of data quality. 17 Packet Page -2082- 7/24/2012 Item 16.C.8. • EMA will configure the Microsoft® Access -based data collection tool as needed to capture Collier County's specific asset records and attributes as identified in Task 1.2. • EMA will recommend a course of action for capturing data in the Basin 308 Beta Project area that are necessary to support asset management processes defined in Task 1.3. • EMA will also recommend a data maintenance process for capturing and improving asset data (including adding /correcting all asset attributes) as an integral part of other asset management processes related to programmed maintenance, condition assessment, and repairs. • EMA will conduct training sessions estimated at two hours, as mutually agreed in writing, to introduce the data collection tool and to discuss and refine the recommended processes for short term and long term data capture. Task 1.4 Deliverables Provide a Data Collection Tool (Microsoft® Access Database Application) to be used in the Basin 308 Beta Project, configured to Capture Vertical Asset Data Deemed Essential for CCPUD Asset Management. • Provide GIS based Process and/or Template for CapturingNalidating Field Asset Data Deemed Essential for CCPUD Asset Management relative to linear (horizontal) assets. • Action Plan for Basin 308 Beta Project Data Capture (Spreadsheet and /or Itemized List) Task 1.5 Basin 308 Beta Project. using Data Collection Tool (Microsoft® Access Database Application) CCPUD will provide EMA with extracts of all existing data for the Basin 308 Beta Project data area, and EMA will compile this data from multiple sources into a single point of access into the Basin 308 Beta Project database, applying the newly defined hierarchy and asset classes. • EMA will work with CCPUD to capture data for the Basin 308 Beta Project area, focusing on the data deemed essential for asset management. The details of the assistance to be provided will be determined following the completion of the Basin 308 Beta Project database design in Task 1.4. • EMA will provide technical assistance to CCPUD for applying the newly collected data to the application from which the data originated (i.e., updates of the Esri GIS, Antera, InHance, XC2 and SMS- Turbo). As mutually agreed in writing, EMA will provide assistance with extraction of vertical asset data to the data collection tool, scrubbing of the vertical asset data in the data collection tool, and analysis and scrubbing of linear data in the GIS database. Note: Data that cannot be migrated to existing information systems will remain accessible via the Access database. Task 1.5 Deliverables Support Basin 308 Beta Project QA/QC program validating data integrity and format including data collection assistance to complete the capture of Basin 308 beta area data deemed essential for asset management. (This is as specified in updates to the project plan following Basin 308 Beta Project database design activities in Task 1.4) 18 Packet Page -2083- 7/24/2012 Item 16.C.8. • Finished Basin 308 Beta Project Program that captures pertinent data (essential for asset management) in a database with reporting capabilities (Microsofte Access Database and /or data captured in or migrated to existing systems) + Provide a spreadsheet with selectable criteria which facilitates decision making in order to prioritize asset maintenance tasks based on data collected from existing systems. Task 1.6 Evaluate Phase One Technology and Progress, and Plan for Phase Two 1.6.1 Assess Existing Technology EMA will analyze the six systems currently used by CCPUD with respect to their potential for supporting leading practices (internal and external to Collier County) for asset and work management and data maintenance: • InHance • Antero ON 0 • XC2 • ESRI GIS • SMS -Turbo • Cartegraph (used by Growth Management Division) For purposes of this analysis, EMA will prepare a standard matrix of EAM system functional requirements and will assess the potential of each of these systems to meet the requirements typical of utilities like CCPUD. Functional requirements will be organized into the following broad areas: • Asset Data Management for All Phases of the Asset Life Cycle (including Data Clean -up and Sustained Integrity) for Linear and Vertical Assets • Repair and Replacement Analysis for Linear and Vertical Assets • Work Management for All Phases of the Work Order Life Cycle for Linear and Vertical Assets • Inventory • Procurement • Maintenance Strategy and Planning (including Preventive and Predictive Maintenance) for Linear and Vertical Assets • Mobile integration /Automation Task 1.6.1 Deliverables • Provide Evaluation Matrix for Existing Systems (spreadsheet) • Provide Summary of Strategic Implications of the Evaluation Matrix to determine if any of the existing PUD systems should be considered for the Interim Work Order System. (to be used in the Strategic Analysis Sections of the Business Cases to be Developed in Task 1.6.2) 29 Packet Page -2084- 7/24/2012 Item 16.C.8. 1.6.2 Recommend Technology Strategy, Definition, and Cost Identification for Phase Two Interim Work Order System (interim Solution). This will be based on the Business Case Development Tool, and Business Cases EMA anticipates that none of CCPUD's existing 6 systems will meet all the functional requirements included in the matrix. That being said, there is not a single product on the market that is likely to address all of CCPUD's needs with respect to asset management. The purpose of the functionality assessment matrix is not to determine whether a system meets all the possible functional requirements but rather to gauge the magnitude of the gap and to ascertain whether there are any gaps significant enough to warrant an investment in interim technology prior to making long term decisions about EAM software implementation. "Interim Solution" is defined as the Phase Two Interim Work Order System. It is "interim" given the assumption that SAP will be used for the end -state asset management work order system. Phase Two assesses the feasibility of the options for moving from the Phase Two Interim Work Order System to SAP's Enterprise system, with Phase Three managing SAP integration. If it appears that such an investment may be warranted, EMA will prepare a brief description of the technology we believe should be considered, including an opinion of the cost of such technology. EMA understands that any such interim solution must be economical and must capitalize on the current software or inexpensive Commercial Off- the -Shelf (COTS) software. EMA will also prepare a brief list of options regarding modifications to existing systems that might continue to be used as part of Phase Two. EMA will use the business case analysis methodology and supporting Microsoft@ Excel spreadsheets developed in 2006 by the Geospatial Information Technology Association and the American Water Works Association to develop business case analyses for Phase Two technology options, as mutually agreed in writing. Task 1.6.2 Deliverables Provide Phase Two Technology Business Cases (using GiTA spreadsheets) for options including, but not limited to: 1. Use an existing Work Order System 2. Modify an existing Work Order System 3. Purchase a new Work Order System • Provide Cost/Benefit Analysis Training and the GiTA Business Case Tool EMA will present these business cases and recommendations in a work session that serves the dual purposes of agreeing to a Phase Two technology strategy and training the core team in the use of the business case tools themselves. Task 1.6.3 Review and Refine SOPS, Discuss Lessons Learned, and Develop Action Plan to apply lessons - learned to Phase Two EMA will develop high level diagrams of the asset and work order life cycles. EMA will conduct a core team working session to review and refine the high level life cycle diagrams, the SOPs developed in Phase One, and lessons learned to date and to discuss the path forward for Phase Two. The result will be documentation of lessons Teamed and an action plan for phased implementation of the asset management program, including: • Identification of remaining SOPS to support best practices for CCPUD. 20 Packet Page -2085- 7/24/2012 Item 16.C.8. Phased implementation of these SOPs to support asset management and data maintenance tactics and strategies, including implementation of the refurbishment and replacement capital improvement program based on these SOPs. Technology modifications and, if applicable, the introduction of new technology for Phase Two ongoing training, coaching, and change management activities. • Implementation and integration of technology to support the asset management program. As with the other action plans prepared for this project, the phased implementation plan will be a project management tool that is concise and designed to help move the program forward (as opposed to providing lengthy analyses of the program purpose or the actions to be taken). The plan will be prepared as a living document in a format that is easy to use and update. It will include a list of Phase Two deliverables. Task 1.6.3 Deliverables • Provide Memorandum of Lessons Learned and Corrective Actions in Phase One • Provide High Level Asset and Work Order Life Cycle Flow Charts • Provide Updated Project Plan for Phases Two, and Three of the Asset Management Program • Provide detailed List of Deliverables for Phase Two Phase Two Task 2.1 Phase Two Kick -off, Project Management and Update of the Phased Implementation Plan EMA will provide ongoing project management services as defined for Phase Two. • EMA's project management approach is based upon standards set forth in the Project Management Institute's (PMI) "A Guide to the Project Management Body of Knowledge (PMBOKO Guide)," addressing each of the five major project management processes: Project Initiation, Project Planning, Project Execution, Project Control, and Project Closeout. • EMA will apply the PMI methodology to CCPUD's objectives, partnering with the County to leverage globally recognized best project management practices and standards to achieve their goals. The careful application of the PMI methodology will ensure a successful project with clear communications, well- defined schedules, and delivery within budget. • EMA will attend team meetings when required and will maintain detailed records to support weekly feedback to the CCPUD Project Manager regarding program progress as well as written monthly progress reports and detailed financial invoices. This will include updating the "living" project plan for phased implementation of the asset management program. • EMA will provide project deliverables as documents that CCPUD can post on the project's SharePoint site, where they will be immediately available to support on -going maintenance activities as well as project objectives. Because the specific services that the County will need in Phase Two cannot be determined until the end of Phase One and may change as Phase Two progresses, the EMA Project Manager will work closely with the CCPUD Project Manager to ensure that the project scope is clarified and resources are allocated as needed to provide the County with appropriate services. 21 Packet Page -2086- 7/24/2012 Item 16.C.8. EMA will participate in a Phase Two Kick -off meeting to which all stakeholders will be invited. The purpose of this meeting will be to introduce the action plan for Phase Two, based on lessons - leamed from Phase One. Task 2.1 Deliverables • Provide Updates to the Project Charter and Project Plan consistent with Vision, Mission, and Guiding Principles for Phases Two and Three of the Asset Management Program • Conduct Phase Two Kick -off Meeting with Action Items assigned • Provide Basin 308 Beta Project monthly, deliverables -based Progress Reports (written, formal) incorporating items planned, items completed, scheduled for next month, and issues and concerns • Provide Basin 308 Beta Project weekly (informal, verbal) progress updates Task 2.2 Modification and/or Implementation of interim Software EMA will provide technical assistance to CCPUD personnel to implement the technology modifications and /or implementations identified in the Phased Project Plan in support of Vision, Mission, and Guiding Principles. The details of these services will not be known until the action plan is complete. Services provided under this task may include assistance with the following: • Development of technology requirements and /or procurement documents • Software selection and procurement assistance. • Software implementation assistance and /or oversight. • Software configuration or configuration oversight services for existing systems, including: • Adding or modifying relational database tables or fields in an existing CCPUD system. • Adding or modifying spatial or non - spatial geodatabase tables or fields in CCPUD's GIS. • Oversight, technical coaching or quality assurance for database modifications performed by CCPUD personnel and /or third party software vendors. • Documentation of new functionality. Note: The specific services to be provided will be determined during Phase One, subsequent to the County's selection of a Phase Two technology strategy. Tasks 2.2 through 2.4 will be closely coordinated. Deliverables, if any, will be defined in Phase One. Task 2.3 implementation of Interim Work Order System using Basin 308 Beta Project data After corrective actions from lessons - learned are implemented, CCPUD will commence with full -scale production implementation utilizing all data collected. EMA will provide technical assistance to CCPUD personnel to implement data scrubbing (clean -up) recommendations and data migration as identified in the Phased Project Plan. The details of these services will not be known until the action plan is complete. Services provided under this task may include the following: WA Packet Page -2087- 7/24/2012 Item 16.C.8. • Data analysis. • Data scrubbing within an existing CCPUD system or within the Asset Data Collection tool provided in Phase One. • Field investigation and data capture. • QA/QC reviews of raw and scrubbed data. • Development and /or maintenance of a data migration issue log. • Migration of data from one existing CCPUD system to another existing system and /or to a new system implemented as part of an interim software solution. • Migration of data from the Microsoft® Access data capture tool provided in Phase One to an existing CCPUD system and /or to a new system implemented as part of an interim software solution. • Oversight, technology and leading practices knowledge transfer, and /or QA/QC for data migration performed by CCPUD personnel and /or third party software vendors. • Technical support to CCPUD personnel for tracking, troubleshooting, and resolving migration issues. • Direct investigation, troubleshooting, and resolution of technical issues with CCPUD's existing systems and /or a new system implemented as part of an interim solution for Phase Two. • Oversight and /or technology and leading practices knowledge transfer for CCPUD personnel and /or third party software vendors. The specific services to be provided will be determined during Phase One, subsequent to the County's selection of a Phase Two technology strategy. Tasks 2.2 through 2.4 will be closely coordinated. Deliverables, if any, will be defined in Phase One. Task 2.4 Update SOPs and Provide Technology and Leading Practices Knowledge Transfer and Training CPPUD personnel in Best Practices and Implementation of New SOPs using the Phase Two Interim Work Order System, and Provide Change Management EMA will identify SOPs that need to be updated and new SOPs that are needed to accommodate the Phase Two interim solution that support the Vision, Mission, and Guiding Principles. • EMA will develop new SOPs as identified in the Phased Project Plan and mutually agreed in writing, and EMA will conduct core team review sessions to review and refine these new SOPs. CCPUD will update existing SOPs as identified in the Phased Project Plan and mutually agreed in writing, and EMA will review the modifications and provide feedback. • In accordance with the Phased Project Plan and as mutually agreed in writing, EMA will provide practices -based training on the use of the interim technology as well as on -site trainers to assist with the practices identified for Phase Two deployment. The role of the trainers will be to execute these practices side -by -side with the CPPUD employees tasked with responsibility for the practices, using whatever data and technology are available. EMA will provide technology and leading practices knowledge transfer in all aspects of the asset management program, including: 23 Packet Page -2088- 7/24/2012 Item 16.C.8. • Data maintenance, including the definition of data quality performance metrics and capture of performance data, which may include: • Data completeness and freshness • Integrity of asset identifiers (uniqueness, stability, and conformity with guidelines). • Quality for specific attributes in terms of conformity with guidelines. • "Logical" referential integrity for specific relationships (i.e., existence of referenced records regardless of whether integrity is enforced at the database or application levels). • Topological integrity for networked infrastructure in the geodatabase. • Maintenance of equipment (focusing on the new work order, inventory and procurement life cycle SOPs, and including the definition of key performance indicators). • Engineering and planning (focusing on the new repair /replace SOP). • On -site change management, technology and leading practices knowledge transfer and training of CCPUD staff to establish and reinforce SOPs for engineering and planning, equipment maintenance, and data maintenance, creating a fully functional repair and replacement, inventory, and preventative maintenance program (as specified in the Phased Implementation Plan developed in Phase One) Task 2.4 Deliverables • New SOPs, as Identified in the Phased Project Plan that support Vision, Mission, and Guiding Principles, including new SOPs for data maintenance and repair and replace decisions as mutually agreed in writing • Feedback on CCPUD SOP Updates, as Identified in the Phased Project Plan • Practices -based Training in the Use of the Interim Technology, as Identified in the Phased Project Plan • On -site change management and technology and leading practices knowledge transfer to establish and reinforce SOPs for engineering and planning, equipment maintenance, and data maintenance, creating a fully functional repair and replacement, inventory, and preventative maintenance program (as specified in the Phased Project Plan) Task 2.5 Assess Phase Two Interim Work Order System, Analyze Options for Migration to or Integration with SAP, and Recommend a Long Tenn Strategy for EAM Technology 2.5.1 Assess the Feasibility of Integr2t'n- the Phase Two interim Work Order System into SAP EMA will analyze the system or systems used by CCPUD to support asset management during Phase Two. This analysis will include: • Software functionality as compared to Vision, Mission, and Guiding Principles. • Ease of integration specific to the County's ERP, GIS, and CIS products, including ability to categorize assets consistently across systems. 24 Packet Page -2089- 7/24/2012 Item 16.C.8. • General ease of integration (e.g., support of service oriented architecture, general availability of adapters, compliance with open database standards, database schema and quality of documentation, etc.). • Risk of obsolescence (e.g., financial strength of vendor, frequency of upgrades /new releases, size of installed base, etc.). • Ease of use and adoption rate, including consideration of end user perceptions as well as objective analysis of the relative complexity of the user interface. • Viability of Interim Work Order System as an enterprise solution. • Cost of expansion to the enterprise (e.g., costs of software and implementation services). • Cost of maintenance and administration. • Compliance with County and industry IT standards. • Ability to generate appropriate reports for Repair and Replace Decisions and Capital Improvement Planning. The analysis will consider the Phase Two technology as it compares to that of SAP. EMA will prepare concise documentation of the assessment findings to be used in subsequent business cases. EMA will provide the County with a concise list of findings to be used in the strategic analysis of options for the Phase Three technology business cases. Task 2.5.1 Deliverables • Concise List of Findings from Functional Analysis of Interim Solution. 2.5.2 Analyze Options • EMA will work side by side with the Asset Management Team and other interested stakeholders to prepare business cases associated with the long term strategy for EAM technology, as identified in the Phased Action Plan. EMA will assist County staff as they prepare these business cases using the methodology and spreadsheets introduced in Phase One. EMA will conduct follow -up discussions and facilitate research to help County staff complete the business cases. Options may include, but not be limited to: 1. Use Phase Two Interim Work Order System without SAP integration 2. Integrate Phase Two Interim Work Order System into SAP financials 3. Migrate from Phase Two Interim Work Order System to SAP Work Order System with financial integration Task 2.5.2 Deliverables • Provide Technical and Knowledge Transfer Support Related to the Use of the Benefit/Cost Analysis Tool and the Development of Business Cases for Phase Three Technology Options 2.5.3 Finalize Recommendation for Phase Three Technology Strategy Once the business cases are completed, EMA will facilitate a brief core team working session (including other interested stakeholders) to review the financial and strategic differences between (or among) the options. EMA will present its recommendation on the appropriate course of action and 25 Packet Page -2090- 7/24/2012 Item 16.C.8. then will facilitate a group discussion of the options. If the group is able to reach consensus on the appropriate course of action, EMA will document this decision in a very brief memorandum to accompany the business cases. If the group is not able to come to consensus, then EMA will note this in the memorandum along with a recommended course of action for arriving at a decision about the Phase Three Technology Strategy. Task 2.5.3 Deliverables • Provide Memorandum for Selection of a Technology Strategy for Phase Three. Task 2.6 Evaluate Phase Two and Plan for Enterprise Expansion EMA will update the high level diagrams of the asset and work order life cycles that were developed at the end of Phase One. • EMA will facilitate a core team work session to review and refine the updated asset and work order life cycle diagrams, discuss lessons learned in Phase Two and develop a Phase Three Action Plan presentation, incorporating the business case summaries. EMA will prepare a template for a Project Plan to cover the phased implementation of the asset management program throughout the enterprise. The template will cover the following: • Definition of asset hierarchy details, asset classes, and class - specific attribution specific to each business unit. • Refinement of asset management processes and SOPs, including work flows for managing the work order life cycle, inventory, procurement, and repair /replace decision processes as well as department- specific roles and responsibilities. • Evaluation of existing data for asset management. • Development of data scrubbing, data collection and data migration plans. • Refinement of SOPs for data maintenance. • Identification of hardware and software needs, including special reporting and configuration needs and special performance metrics. • Identification of special system integration needs. • Development of training and coaching plans. • Development of implementation, integration, and change management plans. • EMA will facilitate a work session with the Asset Management Team to present a Phase Two Overview, including lessons learned, and to review the expansion planning template, discuss expansion priorities as well as the organizational and financial readiness of other County departments for adoption of the asset management program, and develop a first draft of an expansion plan. During this session, EMA will facilitate discussion of issues and opportunities related to enterprise expansion, including opportunities for shared data and services. As appropriate, actions associated with these opportunities will be added to the expansion plan. Based on the outcomes of the working session, EMA will prepare a prioritized enterprise expansion plan to be incorporated into the Phased Implementation Plan for the Asset Management Program. 26 Packet Page -2091- 7/24/2012 Item 16.C.8. Task 2.6 Deliverables • Phase Two Wrap -up Session for CCPUD • Updated Asset and Work Order Life Cycle Diagrams • Phase Two Discussion and Expansion Planning Session • Enterprise Expansion Plan Template (spreadsheet or Microsofte Project file). • Enterprise Expansion Plan (incorporated in the update to the Phased Implementation plan). General Assumptions • Collier County will provide EMA with exports of all asset records from the Production versions of the GIS, InHance, Antero, XC2, and SMS -Turbo databases as well as other asset data collected as part of earlier asset management initiatives. Exported data may be in the form of spreadsheets or delimited files and will be accompanied by documentation of the field names and descriptions. CCPUD will also provide copies of the database schemas for each of these systems, either in the form of vendor documentation annotated to reflect County modifications or in the form of database diagrams or other reports extracted from the databases themselves. For the GI database, a standard geodatabase html report may be provided in lieu of a traditional schema; alternatively, a complete extract to a personal geodatabase is acceptable. • For training sessions, Collier County will provide a training facility with appropriate hardware and software for each trainee and for projection of the training material. At the County's sole option, other training delivery methods may be utilized. The County will be responsible for arranging for the location and equipment for these sessions. The County will be responsible for arranging for County personnel to participate in the sessions and ensuring attendance. • Collier County will maintain a method by which all project deliverables can be posted and accessed by project participants, including County team members and the EMA Project Manager. • Collier County owns or will procure the hardware and software needed to support the asset management program and will maintain the licenses necessary to use this technology. Software license and maintenance fees and hardware costs are not included in this proposal. • Collier County is responsible for the security of its networks, applications,- databases, and physical infrastructure and will inform EMA of its policies and procedures related to access to County IT infrastructure as well as physical access to facilities. The County will promptly inform EMA of any changes to such policies and procedures. • Collier County will provide database access, VPN or comparable connectivity, network access, and software access (accounts with appropriate security clearance) for EMA team members as needed to support the project. Some project activities may be performed off -site, including activities that involve access to Collier County hardware, software and networks. • Collier County will administer and support all County -owned and managed servers, communications infrastructure, software applications, databases, desktop and laptop computers and other technology as may be needed to support this project. 27 Packet Page -2092- 7/24/2012 Item 16.C.8. • Collier County will provide EMA Team members with identification badges and access to secured buildings and facilities as needed to support this project. • Collier County will provide facilities for all working sessions, meetings, and coaching sessions and will ensure that such facilities are appropriately equipped to support project activities. • Collier County will coordinate County staff participation in project activities. • Collier County will inform EMA of any modifications made to the software or database configurations or to the interfaces that EMA is analyzing as part of this project. • Collier County will provide all system configuration, data scrubbing, and data loading activities and other activities that are identified as County responsibilities in the Project Plan as required. • EMA is not responsible for defects in any third party software. Phase Three Should the County decide to move forward with Phase iR, the Consultant services may include, but not be limited to, the following: • Assist the PUD in implementing the comprehensive Asset Management Program (program), and will assist with defining and implementing the requirements of a third party integrator to take the existing asset management system and migrate to the program. • Act as an advisor to the Public Utilities project manager and assist in the phase by phase development of requirements for and the acceptance of SAP functionality and the management of the SAP implementer. • Monitor all stages of the asset management program process to ensure compliance with best business standards and assist Project Manager in keeping the program on task and on schedule. Phase Three tasks will be specified and updated to reflect the findings in Phases I and 11. The Phase III tasks and the associated costs for each will be determined upon mutual written agreement The cost for Phase IiI tasks would not exceed seven hundred seventy four thousand two hundred forty dollars ($774,240) without Board approval. By way of example, but not as a limiting description, Phase III tasks and deliverables may include, but not be limited to the following: 3.1 Develop and submit a requirements document for a fully integrated EAM application. 3.2 Develop the scope of work for the professional services to implement SAP `for the' Enterprise Asset Management System and be a resource during the selection process. 3.3 Provide oversight and management of the implementation of a fully functional EAM program. 3.4 Identify and assist in analyzing all supporting processes associated with asset management. Phase Three Deliverables Assist the PUD in defining requirements of the EAM application. 28 Packet Page -2093- 7/24/2012 Item 16.C.8. • Develop and submit a requirements document for integration into EAM. • Receive and assist in evaluating responses. • Select integrator. • Management of solutions implementer • Identify supporting processes. • Assist in defining and assisting with implementation of best business processes to better support the EAM program in department's: • Purchasing processes, • Operations processes, and • Financial reporting. 29 Packet Page -2094- 7/24/2012 Item 16.C.8. Exhibit B Price Schedule 10-5447 "Enterprise Asset Management Consulting and Professional Services" I al of Phases I and 11 and Reimhuraahla r $40 Total for Phases I and II �sD,UUu Phase Three $574,996 (Specific Tasks and Deliverables , Total for Phases 1, If and III To be negotiated) $774 240 $1,349,236 *Allowance may be used for additional services of Consultant as determined to be necessary by the County Project Manager in order to address evolving project requirements in Phases 1 and II. These services may include, but not be limited to: developing reports, additional knowledge and /or technology transfer and related documents, training and related materials, additional travel expenses, and presentations. Following is a fisting of personnel categories Consultant intends to assign to the Project to perform the Services required hereunder, and the associated hourly rates. This list is not intended to be all - inclusive. Hourly rate fees for other categories of professional, support and other services shall be mutually negotiated by the County and Consultant as needed, and identified in a Change by Letter. 30 Packet Page -2095- 7/24/2012 Item 16.C.8. Exhibit C Project Schedule 10 -5447 "Enterprise Asset Management Consulting and Professional Services" Note: Adjustments to the Schedule as directed by the County, shall be made in writing. Phase 1 240 days from issuance of Purchase Order Phase II 240 days from completion of Phase I (upon written authorization by the County) Phase 111 670 days from completion of Phase 11 (upon written authorization by the County) 31 Packet Page -2096- 7/24/2012 Item 16.C.8. Exhibit D Key Personnel Attached is a listing of all key personnel the Consultant intends to assign to the Project to perform the Services required hereunder. Such personnel shall be committed to this Project in accordance with the requirements of the Tasks and sub -Tasks identified in Phases I and Il. Key personnel for Phase III shall be determined as part of the final negotiated Tasks thereunder. Any changes to the personnel identified below will be subject to the requirements of Section 24 Key Personnel/Project Staffing of this contract. 32 Packet Page -2097- 7/24/2012 Item 16.C.8. A�!2°® CERTIFICATE OF LIABILITY INSURANCE �i5i of THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: It the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Dennis J. Linder & Associates An affiliate of American Agency, Inca 731 Bielenerg Drive, Suite 204 b WOodbu MN 55125-1701 UMNTA Patti Bushnell PHONE 651.621.8984 FMAC o. 651.621.8989 no�ss:pattib @djlinder. cox PRODUCER .00021408 INSURE AFFORDING COVERAGE NAICII INSURED EMA, Inc. 1970 Oakcrest Avenue, Suite 300 St. Paul, MN 55113 INSURER A :Phoenix Insurance CO b5623 INSURER B :Travelers Indemnity Cc of CT 5 674 INSURERC:Travelers Property Casualty Co 6161 INSURER D :The Standard Fire Insurance Co 19046 INSURER E: $ 5,000 INSURER F: S 1,000,000 A A TC ►n rue oo. RFVlCI17IN NLIMHER' THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR LTR TYPE OF INSURANCE UBR POLICY NUMBER MMIDD E EXP MIUDD CY LII'aTs A GENERAL LIABILITY T COMMERCIAL GENERAL LIABILITY CLAIMS -MADE C! OCCUR X BROAD FORM PD — 630- 1355C410 INCLUDES: CONTRACTUAL LIABILITY PERATIONS OF SUBS - ONTINGENT LIABILITY 1/01/2011 1/01/2012 EACH OCCURRENCE S 1,000,000 DAMAGE TO RENTED PREMISES Ea occunenee $ 1,000,000 I MED EXP (Any one person ) $ 5,000 PERSONAL 8 ADV INJURY S 1,000,000 X XCU GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: X POLICY X PROs LOC PRODUCTS - COMPIOP AGG S 2,000,000 $ B AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS I 10- 8671:2346 _ I 01/01/201101/01/2012 COMBINED SINGLE LIMIT (Ea accident) S 1,000,000 BODILY INJURY (Per person) S BODILY INJURY (Per accident) S PROPERTY DAMAGE (per acptlent) S X X Hiredloorrowed S S C X UMBRELLA LIAB EXCESS LIAR X OCCUR CLAIMS -MADE -UP 1/01/201101/01/2012 EACH OCCURRENCE $ 5,000,000 AGGREGATE Is 5,000,000 DEDUCTIBLE RETENTION $ O S X S D WORKERS COMPENSATION I AND EMPLOYERS' LIABILITY YIN ANY PROPRIETORIPARTNERIEXECUTIVE OFFICERNEMBER EXCLUDED? F (Mandatory in NH) If yes' describe under DESCRIPTION OF OPERATIONS below NIA ! - 86782293 1/01/2011 1/01/20121 X WC STATU- OTH E.1- EACH ACCIDENT S 1,000,000 E.LDISEASE - EAEMPLOY= $ 1 000 000 EL DISEASE - POLICY LIMIT S 11000,000 I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarbs Schedule, If more space is required) ^Con;.ract *10 -5447 Enterprise Asset Management Consulting and Professional Services Additional Insured (General Liability) if required by written contract: Collier County Continued on Page 2. Collier County 3301 Tamiami Trail East Naples, FL 34112 CANGELLATIVN SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Linder /PSB ACORD 25 (2009/09) ©1988 -2009 ACORD CORPORATION. All rights reserved. INS025 (2oogo8) The ACORD name and logo are registered marks of ACORD Packet Page -2098- 7/24/2012 Item 16.C.8. COMMENTS /REMARKS This is the 09 -2009 Edition of the Insurance Industry's Standard Acord form Certificate of Insurance on file with the State of Minnesota, and no longer includes a cancellation Provision as part of the certificate document. Minnesota Certificate Law specifically states: "Filed forms may not be amended at the request of a third party." (Excerpted from MN Statute Section 60A.39, Subd. 5. Filing.) Minnesota law prohibits the issuance of Certificates that alter or supplement the terms and coverages of the insurance policy. (Excerpted from MN Statute Section 60A.39, Subd. 8. Certificates of Insurance.) The policies contain Blanket Notice Endorsements for each of the policies evidenced on page 1 of this folowng Notice of Cancellation cEndorsements fton facilitate hcompliance witho the lwrittenhContract1referenced on the page 1 of this certificate: For all policies except the Workers Compensation Policy: "Should any of the policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named on page 1, at the address shown." As respect the Workers Compensation Policy: "Except for non - payment, no cancellation shall become effective until 30 days written notice has been mailed to the certificate holder named on page 1, at the address shown_." 0FREMARK Packet Page -2099- COPYRIGHT 2000, AMS SERvICEs =Nc 7/24/2012 Item 16.C.8. A`C>J? ° CERTIFICATE OF LIABILITY INSURANCE 5/5/20 1 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(iss) must be endorsed. if SUBROGATION IS WANED, subject to the terns and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Dennis J. Linder & Associates An affiliate of American Agency, Inc. 731 Bielenberg Drive, Suite 204 Woodbury MN 55125 -1701 CO TACT Patti Bushnell PHONE 651.621.8984 1 I'A . 651.621.8989 AD.P= S :patt_1b61djlinder. can PRODUCER P 00214 08 INSURER(S) AFFORDING COVERAGE NAIC0 INSURED E1-4A, Inc. 1970 Oakcrest Avenue, Suite 300 St. Paul , HN 55113 INSURERA:Continental Casualty Company 0443 INSURERS: j i INSURER C: S INSURER D: S INSURER E: S INSURER F: S COVERAGES CFRTIFICATF NI IMRFR• REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR LTR I TYPE OF INSURANCE POLICY NUMBER POLICY EFF MM/DD POLICY EXP MMI00 LIMITS GENERAL LIABILITY COMMERCIAL GENERAL UABILITY CLAIMS -MADE F-1 OCCUR 1 - j i EACH OCCURRENCE S A PREMISES o S MED EXP (Any one n) S PERSONAL & ADV INJURY S GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER POLICY PRO LOC PRODUCTS - COMP/OP AGG S S AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS COMBINED SINGLE LIMIT (Es acddent) . S BODILY INJURY (Per person) b BODILY INJURY (Per accident) S PROPERTY DAMAGE (Per accident) $ 1 $ E UMBRELLA LIAB EXCESS UAB OCCUR CLAIMS -MADE IEACH OCCURRENCE $ iAGGREGATE S DEDUCTIBLE RETENTION S S $ WORKERS COMPENSATION AND EMPLOYERS'UARILnY ANY PROPRIETOR/PARTNER/EXECUTNE F OFRCERMIEMBER EXCLUDED? (Mandatory in NH) If yes, desolbe under DESCRIPTION OF OPERATIONS below NIA - OR STATUS OTH- E.L. EACH ACCIDENT S EL DISEASE - EA EMPLOYEE S EL DISEASE -POLICY UMR I S A Architects / Engineers Professional Liability kWB006131381 PLAndS -MDE & REPORTED 1 DI/01/2011p1/01/2012 I I perC4M $3,000,000 Aggregate $3,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Ramarka Schedule, B more space is required) 'Contract #10 -5447 Enterprise Asset Management Consulting and Professional Services Continued on Page 2. This policy covers the PROFESSIONAL SERVICES of the :- :.,sec - -1 _ =iec;s & the limit of liability shown shall not be construed to be applied to this project only. CERTIFICATE HOLDER id SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Collier County ACCORDANCE WITH THE POLICY PROVISIONS. 3301 Tamiami Trail East Naples, FL 34112 AUTHORt2ED REPRESENTATIVE AIIIIIIIIA Dennis Linder /PSB ACORD 25 (2009109) ©1988 -2009 ACORD CORPORATION. All rights reserved. INS025 (2mgm) The ACORD name and logo are registered marks of ACORD Packet Page -2100- 7/24/2012 Item 16.C.8. COMMENTS /REMARKS This is the 09 -2009 Edition of the Insurance Industry's Standard Accrd form Certificate of Insurance on file with the State of Minnesota, and no longer includes a cancellation provision as part of the certificate document. Minnesota Certificate Law specifically states: "Filed forms may not be amended at the request of a third party." (Excerpted from MN Statute Section 60A.39, Subd. 5. Filina.) Minnesota law prohibits the issuance of Certificates that alter or supplement the terms and coverages of the insurance policy. (Excerpted from MN Statute Section 60A.39, Subd. 8. Certificates of Insurance.) An endorsement has been requested from the Insurance Company to provide the following amendment to facilitate compliance with the written Contract referenced on page 1 of this certificate: "Should the policy be cancelled before the expiration date thereof, the issuing company will mail 30 days prior written notice, and 10 days for non - payment of premium, to the certificate holder named on page 1, at the address shown." OFREMARK Packet Page -2101- COPYRIGHT 2000, AMS SERVTCRA Tarr Attachment 2 Vision 7/24/2012 Item 16.C.8. A Geographic Information System (GIS) -based Integrated Asset Management System including a work order system with graphical user interface capable of collecting data automatically through existing SCADA systems, with the last phase being financial integration into enterprise systems including SAP. Mission/Project Objectives Repair /maintain assets just in time through a GIS -based system having full operational visibility. Establish risked -based and managed preventative maintenance programs with full visibility of assets for resource optimization. Provide short and long term CIP plans integrated into the master plan and the AUIR based on level of risk and service levels. Guiding Principles • Sustained safe and reliable delivery of Public Utilities Division Services • Revenue - centric, cost - contained approach to operations and CIPs • Full asset visibility and preservation • Sustainable logistic support functions • Follow discipline- specific taxonomy The Enterprise Asset Management solution proposed by EMA will be designed to provide visibility of all assets (e.g., pipes, valves, meters, air release valves, pumps, telemetry equipment, and backflow preventers), and to acquire data from systems that are already in place. Based on this data, schedules will be generated for future repair and replacement that address the most at- risk assets with the most critical needs. This approach ensures the repair and replacement of the appropriate assets at the appropriate time, ensuring the level of service provided to our customers is maintained without degradation or impact. The solution will provide a framework that is scalable and flexible to the remaining assets in the Public Utilities Division (pilot to enterprise- wide), and to assets of other county Divisions regarding data acquisition and management strategies utilizing the county's existing GIS and other existing inventory management systems. The Enterprise Asset Management system will be an iterative, data - intensive program that builds upon itself each year. Its outputs will be used for objectively -based restoration and rehabilitation forecasting, as well as short and long -term capital planning coordinated with the master plan and the AUIR based on levels of risk and service. Packet Page -2102- 7/24/2012 Item 16.C.8. REALLOCATION OF TASKS ASSET MANAGEMENT CONTRACT 10 -5447 AS PROPOSED PER EXECUTIVE SUMMARY: Phase One — Complete (with the exception of Deliverable 1.6.3, point 4 (Provide a detailed list of Deliverables for Phase Two) Phase Two Tasks — Pro osed Reallocation Task Descri tion 2.1 Phase Two Kick -off, Project Management and Update of the Phased Implementation Plan 2.2 Develop a Requirements Document for Procurement of an Integrated Enterprise Asset Mana ement Solution that Supports PUD and County-wide 2-3 Business Needs 2.4 Update SOPs and Provide for Technology Transfer of Best Practices and Implementation of New SOPs based on lessons- learned from the PUD pilot USiRg the 2.5 , and Provide Change Management 411 1116-494F-4 Evaluate Proposals and Recommend Long Term EAM Technology that Supports County Asset Management Mission, Vision and Guiding Principles Most Cost - effectively (Considering Total Cost of Ownership) 2.6 Eva iate RteFP Develop Phase Three Tasks and Deliverables that Address PUD Implementation Ongoing Support of the Enterprise Asset Management Solution, and Plan for Enterprise Ex ansion Specific deliverables will be defined for each task after Board approval to reallocate tasks. Phase Three Tasks —Pro osed Reallocation 73.xTBD i tion 3-2 'le Pr SPR4APS tA e oversight of the implementation of a fully functional EAM m. y and assist in analyzing all supporting processes associated with asset ement. Per the terms of the contract, Phase Thr ee tasks will be specified and updated to reflect the findings in Phases One and Two. Because selection of the technology solution drives specific scope, the tasks and deliverables will be determined in Task 2.6 after EAM software selection. 7/13/2012 Packet Page -2103- U N i(j C N N 4 Q N C N N U U N n D o c a lD 1LL7� O L O Q O N N C o c` a D m °F m 5a p N C y y O c i c d c m L 1 N LL d 2 3 c .. c ? c . 2 Packet Page -2104- 7/24/2012 Item 16.C.8. • °N p O a O - e, 4 O a O O O O a d O nr!I C O O m U. w o: N O . M '3 c a^ o C Wiz L - O O dory N ° 0 Q c a o 3 - o a o cg = -: C W Q u-V� °�O °mrnc p �occcv E QU vim OnO mL�1°m c u,.. oEcNi OOEcci ° 3 N ° ° m_ c o F m a o L N -_ -__N O Cl) m ( O L m N c ° 04 E o E'o c y Uc� ° =�3N o c ;e o 0 cnofmmVia° - m N a Q p O — U A M Of t0 OJ M f0 O) O1 M O Q N M t0 N N m 0 3 m Z O f d A W A z a 0 o ay m q 0 t E cr amm O Lr UJ N A d o W W y W N U N i(j C N N 4 Q N C N N U U N n D o c a lD 1LL7� O L O Q O N N C o c` a D m °F m 5a p N C y y O c i c d c m L 1 N LL d 2 3 c .. c ? c . 2 Packet Page -2104- 7/24/2012 Item 16.C.8. •