#10-5447 (EMA, Inc.)
A G R E E MEN T 10-5447
for
"Enterprise Asset Management Consulting and Professional Services"
THIS AGREEMENT, made and entered into on this J'-tfl'l day of ~) 2011, by and
between EMA, Inc., authorized to do business in the State of Florida, whose business address
is 2180 West State Road 434, Suite 6100, Longwood, FL 32779-5013, hereinafter called the
"Consultant" and Collier County, 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
~"f: 1-.( ,20 It and terminating on ~(1rrirt ;'3,;2.01'3-
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 Services" 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.
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3. 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 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:
Rental car
$0.445 er mile includes fuel costs
If not claimin milea e
Actual cost of tolls
$6.00
$11.00
$19.00
Actual ticket cost limited to tourist or
coach class fare
Actual rental cost limited to compact or
standard-size vehicles
Actual cost of lodging at single
occu anc rate with a ca of no more
Milea e
Fuel
Tolls
Breakfast
Lunch
Dinner
Airfare
Lodging
2
Parkin
Taxi or Airport
Limousine
than $150.00 er ni ht
Actual cost of arkin
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.
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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 IMPROPER 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 limits 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
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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 ADMINISTRATION. 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 #10-5447 "Enterprise Asset
5
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. SUBJECT 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.e. 1324, et seq. and regulations relating thereto,
as either may be amended. Failure by the Consultant to comply with the laws
referenced herein shall constitute a breach of this agreement and the County shall have
the discretion to unilaterally terminate this agreement immediately.
20. OFFER EXTENDED TO OTHER GOVERNMENTAL 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 this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in 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.
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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
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.
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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.
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BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
'1w-w. ~
Fred W. Coyle, Chairman
EMA, Inc.
Consultant
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Exhibit A
Scope of Services
10-5447 "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
signature. Copies of the executed letter shall be forwarded to the Finance Division and the
appropriate Procurement Strategist.
II. 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 GIS-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-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.
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
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III. Public Utilities Core Enterprise Asset Management Functional Requirements are:
1. 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 I condition and
inspections I maintenance.
3. 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.
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SCOPE OF SERVICES FOR PHASES ONE AND lWO OF THE ASSET
MANAGEMENT PROGRAM
................................................................................
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 specific
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.
1 ]
. 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 Oeliverables
. 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.
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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 (PM I) "A Guide to the Project Management Body of Knowledge
(PMBO~ 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
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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
o asset vulnerability (likelihood of failure)
o 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
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. 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 Esri 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.
]5
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" (Le., 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 specifics 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 agreed in writing, EMA will provide
on-site consultants to assist with the practices identified for Phase One deployment.
This will include implementation of the SOPs for improved work order life cycle management,
inventory management, and procurement, subject to the limitations imposed by the data and
technology available in Phase One. It will also include 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 these practices side-by-side with the CPPUD
employees tasked with responsibility for the practices, using whatever data and technology are
available.
Based on the experience gained during this process, EMA may recommend short term or long term
modifications to the standard procedures.
EMA will provide consulting in all aspects of the asset management program, including:
. Data maintenance (including the definition of data quality 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).
]6
. 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.
]7
. 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<B> 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 (Le., 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 QAlQC 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)
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. Finished Basin 308 Beta Project Program that captures pertinent data (essential for asset
management) in a database with reporting capabilities (Microsoft@ 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 OP 1 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)
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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 CCPUO'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 CCPUO'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 Geospatiallnformation 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 learned and an action plan for phased implementation of
the asset management program, including:
. Identification of remaining SOPs to support best practices for CCPUO.
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· 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
(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. 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
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-learned
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:
o Adding or modifying relational database tables or fields in an existing CCPUD system.
o 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:
22
. 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 arid 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
. Data maintenance, including the definition of data quality performance metrics and capture of
performance data, which may include:
o Data completeness and freshness
o Integrity of asset identifiers (uniqueness, stability, and conformity with guidelines).
o Quality for specific attributes in terms of conformity with guidelines.
o "Logical" referential integrity for specific relationships (Le., existence of referenced records
regardless of whether integrity is enforced at the database or application levels).
o 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 Term Strategy for EAM Technology
2.5.1 Assess the Feasibility of Integrating 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.
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· 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
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.
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Task 2.6 Oeliverables
· 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 Microsoft@ 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 GIS 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.
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. 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 III, 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 II. 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 Oeliverables
. Assist the PUD in defining requirements of the EAM application.
28
. 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:
o Purchasing processes,
o Operations processes, and
o Financial reporting.
29
Exhibit B
Price Schedule
10-5447 "Enterprise Asset Management Consulting and Professional Services"
Phase I
Phase II
Subtotal of Phases I and II
Travel and Reimbursable Ex enses
Subtotal
Allowance*
Total for Phases I and II
Phase Three
Total for Phases I, II and III
$267,627
$232,369
$499,996
$40,000
$539,996
$35,000
$574,996
$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 I 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 listing 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.
~ ~- . ;- - -
. Phases Phase'
Class _. _ _ _ ' 1 & l. 3
$168 $176
$81 $85
$225 $236
$175 $184
$133 $140
$57 $60
$179 $188
30
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 I
240 days from issuance of Purchase Order
Phase II
240 days from completion of Phase I (upon written authorization by the County)
670 days from completion of Phase II (upon written
authorization by the County)
Phase III
31
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 II. 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
~
ACORD@ CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DDIYYYY)
~ 5/5/2011
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(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 ~2~~~CT Patti BushneH
Dennis J. Linder & Associates rr,8NJo Ext': 651.621.8984 I FAX
iA/C Nol: 651. 621. 8989
An affiliate of American Agency, Inc. ~DMD~~ss:pattib@djJ.inder. com
731 Bielenberg Drive, Suite 204 PRODUCER .00021408
Woodburv MN 55125-1701 INSURER(SI AFFORDING COVERAGE NAIC#
INSURED INSURER A :Phoenix Insurance Co 25623
EMA, Inc. INSURER B :Travelers Indemnity Co of CT 25674
1970 Oakcrest Avenue, Suite 300 INSURER C :Travelers Property Casualty Co 36161
St. Paul, MN 55113 INSURER D :The Standard Fire Insurance Co 19046
INSURER E :
INSURER F :
COVERAGES
CERTIFICATE NUMBER:
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 ADDL 1= 1~~J5%~1 POLICY EXP LIMITS
LTR TYPE OF INSURANCE IIN!;R POLICY NUMBER MM/DDIYYYY
A GENERAL LIABILITY I ~-630-1355C410 01/01/2011 01/01/2012 EACH OCCURRENCE $ 1,000,000
- DAMAGE TO RENTED
~ OMMERCIAL GENERAL LIABILITY PREMISES lEa occurrence) $ 1,000,000
CLAIMS-MADE [i] OCCUR INCLUDES: MED EXP (Anyone person) ! $ 5,000
-
~ BROAD FORM PD FONTRACTUAL LIABILITY PERSONAL & ADV INJURY $ 1,000,000
~ XCU PPERATIONS OF SUBS - GENERAL AGGREGATE $ 2,000,000
~'L AGGREfilE LIMIT APFlS PER: ONTINGENT LIABILITY PRODUCTS - COMP/OP AGG $ 2,000,000
X POLICY X ~~?T LOC $
B AUTOMOBILE LIABILITY 810-867K2348 01/01/2011 01/01/2012 COMBINED SINGLE LIMIT $ 1,000,000
- (Ea accident)
- ANY AUTO BODILY INJURY (Per person) $
- ALL OWNED AUTOS BODILY INJURY (Per accident) I $
- SCHEDULED AUTOS PROPERTY DAMAGE
$
X HIRED AUTOS I (Per accident)
- i
X NON-OWNED AUTOS I Hired/borrowed $
-
$
C X UMBRELLA L1AB M OCCUR rUP-867K235A 101/01/2011 01/01/2012 EACH OCCURRENCE $ 5,000,000
-
EXCESS L1AB CLAIMS-MADE AGGREGATE $ 5,000,000
i
DEDUCTIBLE I $
X RETENTION $ 0 i $
D WORKERS COMPENSATION Y/N I PB-867K2293 01/01/2011 01/01/2012 X 1 T~~mIN~ I IOJ~-
AND EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE [li] N/A E.L. EACH ACCIDENT $ 1 000.000
OFFICERIMEM8ER EXCLUDED? N
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1 000.000
If yes, describe under E.L. DISEASE - POLICY LIMIT $ 1 000 000
DESCRIPTION OF OPERATIONS beiow
DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
^Contract #10-5447 Enterprise Asset Management Consulting and Professional Services
Additional Insured (General Liability) if required by written contract: Collier County
Continued on Page 2.
CERTIFICA TE HOLDER
CANCELLA TION
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 AUTHORIZED REPRESENTATIVE
Dennis Linder/PSB /D. ~~~-r- ~--
ACORD 25 (2009/09)
INS025 (200909)
@ 1988-2009 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
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 certificate of insurance, which allows us to evidence the following Notice
of Cancellation Endorsements to facilitate compliance with the written Contract referenced
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 I, 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 I, at the address shown."
OFREMARK
COPYRIGHT 2000, AMS SERVICES INC.
~
ACORD@ CERTIFICATE OF LIABILITY INSURANCE r DATE (MMIDDIYYYY)
~ 5/5/2011
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(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 ~2~~~CT Patti BushneJ.l.
Dennis J. Linder & Associates Ir~gNJo ~.t'. 651.621.8984 I FAX
, iA/C Nol: 651. 621. 8989
An affiliate of American Agency, Inc. ~t'l~~ss:pattib@djlinder. com
731 Bielenberg Drive, Suite 204 PRODUCER .00021408
Woodburv MN 55125-1701 INSURER(S) AFFORDING COVERAGE NAIC#
INSURED INSURER A :Con tinen tal Casual tv Companv 20443
EMA, Inc. INSURER B :
1970 Oakcrest Avenue, Suite 300 INSURER C :
St. Paul, MN 55113 INSURER D :
INSURER E :
INSURER F :
COVERAGES
CERTIFICATE NUMBER:
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 TYPE OF INSURANCE ~'~!>~'~A~~ 11~8Mg~1 1~3Mg~1 LIMITS
LTR POLICY NUMBER
GENERAL LIABILITY 1 EACH OCCURRENCE $
- ~~~~~~J9E~~~J~r?ence\
f-- 3MMERCIAL GENERAL LIABILITY $
f-- CLAIMS-MADE D OCCUR MED EXP (Anyone person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $
n'L AGGREnE LIMIT APFlS PER: PRODUCTS - COMP/OP AGG $
POLICY ~bW,: LOC $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $
f-- (Ea acddent)
I--- ANY AUTO BODILY INJURY (Per person) $
f-- ALL OVVNED AUTOS BODILY INJURY (Per accident) $
I--- SCHEDULED AUTOS PROPERTY DAMAGE
$
I--- HIRED AUTOS (Per accident)
NON-OVVNED AUTOS $
I---
$
UMBRELLA LIAB H OCCUR EACH OCCURRENCE $
I---
EXCESS LIAB CLAIMS-MADE AGGREGATE $
- DEDUCTIBLE ,$
RETENTION $ $
WORKERS COMPENSATION I T~-!T fJ#~ I IOJbi-
AND EMPLOYERS' LIABILITY YfN
ANY PROPRIETOR/PARTNER/EXECUTIVE D N/A E,L. EACH ACCIDENT $
OFFICERIMEMBER EXCLUDED?
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $
If yes, describe under E.L. DISEASE - POLICY LIMIT $
DESCRIPTION OF OPERATIONS below
A Archi tects / Engineers AEH006131381 01/01/2011 01/01/2012 Per Claim $3,000,000
Professional Liability LAIMS MADE & REPORTED Aggregate $3,000,000
DESCRIPTION OF OPERATIONS f LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if 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 named insured for all projects & the limit of liability shown
shall not be construed to be applied to this project only.
CERTIFICATE HOLDER
CANCELLA TION
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 AUTHORIZED REPRESENTATIVE
Dennis Linder/PSB /L>. .A c?;;, -~ ~- -
ACORD 25 (2009/09)
INS025 (200909)
@ 1988-2009 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
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.)
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
COPYRIGHT 2000, AMS SERVICES INC.