HomeMy WebLinkAboutResolution - 2019-R0412 - Cartegraph Systems - 11_19_2019Resolution No. 2019-RO412
Item No. 6.13
November 19, 2019
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
i THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute
for and on behalf of the City of Lubbock, Contract No. 14564 for Enterprise Asset
Management System, by and between the City of Lubbock and Cartegraph Systems, LLC, of
Dubuque, Iowa, and related documents. Said Contract is attached hereto and incorporated in
this resolution as if fully set forth herein and shall be included in the minutes of the City
Council.
Passed by the City Council on
ATTEST:
Rebe ca Garza, City Secret ry
November 19, 2019
APPROVED AS TO CONTENT:
Jestca McEachern, Assistant City Manager
APPROVED AS TO FORM:
:orney
DANIEL
ccdocslRES.Contract 14564 Enterprise Asset Management Systs
October 30, 2019
n
Resolution No. 2019-R0412
City of Lubbock, TX
Enterprise Asset Management System
Agreement
Contract 14564
This Service Agreement (this "Agreement") is entered into as of the 19thday of November 2019
("Effective Date") by and between Cartegrauh Systems, LLC, (the Contractor), and the City of Lubbock
(the "City").
RECITALS
WHEREAS, the City has issued a Request for Proposals 19-14564-TF, Enterprise Asset
Management System.
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best
meets the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide Enterprise Asset
Management System, upon terms and conditions maintained in this Agreement; and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and
Contractor agree as follows:
City and Contractor acknowledge the Agreement consists of the following exhibits which are
attached hereto and incorporated herein by reference, listed in their order of priority in the event of
inconsistent or contradictory provisions:
1. This Agreement
2. Exhibit A — General Requirements
3. Exhibit B — Proposal Price Worksheet & Best and Final Offer
4. Exhibit C — Insurance Requirements
Scope of Work
Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with all
the applicable requirements set forth in Exhibit B and Exhibit C attached hereto.
Article 1
1.1 All stated annual quantities are approximations of usage during the time period to be covered
by pricing established by this bid. Actual usage may be more or less. Order quantities will
be determined by actual need. The City of Lubbock does not guarantee any specific amount
of compensation, volume, minimum, or maximum amount of services under this bid and
resulting contract. The Contractor must maintain the insurance coverage required during the
term of this contract including any extensions. It is the responsibility of the Contractor to
ensure that valid insurance is on file with the Purchasing and Contract Management
Department as required by contract or contract may be terminated for non-compliance.
1.2 The Contractor shall not assign any interest in this Agreement and shall not transfer any
interest in the Agreement, whatsoever, without prior consent of the City.
1.3 All funds for payment by the City under this Agreement are subject to the availability of an
annual appropriation for this purpose by the City. In the event of non -appropriation of funds
by the City Council of the City of Lubbock for the goods or services provided under the
Agreement, the City will terminate the Agreement, without termination charge or other
liability, on the last day of the then -current fiscal year or when the appropriation made for
the then -current year for the goods or services covered by this Agreement is spent, whichever
event occurs first. If at any time funds are not appropriated for the continuance of this
Agreement, cancellation shall be accepted by the contractor on 30 days prior written notice,
but failure to give such notice shall be of no effect and the City shall not be obligated under
this Agreement beyond the date of termination.
1.4 This contract shall remain in effect until the first of the following occurs: (1) the expiration
date, (2) performance of services ordered, or (3) termination of by either party with a 30 day
written notice. The City of Lubbock reserves the right to award the canceled contract to the
next lowest and best bidder as it deems to be in the best interest of the city.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in
accordance with the laws of said State, without reference to choice of law provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to this
Agreement shall lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and
Contractor and supersedes any and all previous agreements, written or oral, between the
parties relating to the subject matter hereof. No amendment or modification of the terms of
this Agreement shall be binding upon the parties unless reduced to writing and signed by
both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining
provisions of this Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of
any parties otherwise to insist upon strict performance of any provision hereof shall not
constitute a waiver of any subsequent breach or of any subsequent failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their
respective heirs, representatives and successors and may be assigned by Contractor or the
City to any successor only on the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of or
relating to this Agreement or the breach thereof, shall be formally discussed and negotiated
between the Parties for resolution. In the event that the Parties are unable to resolve the
claims, disputes, or other matters in question within 30 days of written notification from the
aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies
available at law or in equity.
2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times,
reserves the right to audit Contractor's records and books relevant to all services provided to
the City under this Contract. In the event such an audit by the City reveals any errors or
overpayments by the City, Contractor shall refund the City the full amount of such
overpayments within 30 days of such audit findings, or the City, at its option, reserves the
right to deduct such amounts owing the City from any payments due Contractor.
2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court
of competent jurisdiction. Further, the City shall not be subject to any arbitration process
prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein
are cumulative and not exclusive, and may be exercised concurrently. To the extent of any
conflict between this provision and another provision in, or related to, this do.
2.11 The contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. ShouId consent
be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance
from the Subcontractor that complies with all contract Insurance requirements document, this
provision shall control.
2.12 Contractor acknowledges by supplying any Goods or Services that the Contractor has read,
fully understands, and will be in full compliance with all terms and conditions and the
descriptive material contained herein and any additional associated documents and
Amendments. The City disclaims any terms and conditions provided by the Contractor
unless agreed upon in writing by the parties. In the event of conflict between these terms
and conditions and any terms and conditions provided by the Contractor, the terms and
conditions provided herein shall prevail. The terms and conditions provided herein are the
final terms agreed upon by the parties, and any prior conflicting terms shall be of no force
or effect.
2.13 Section 2270.002, Government Code, (a) This section applies only to a contract that: (1)
Is between a governmental entity and a company with 10 or more full-time employees;
and (2) has a value of $100,000 or more that is to be paid wholly or partly from public
funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification
from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during
the term of the contract.
2.14 SB 252 prohibits the City from entering into a contract with a vendor that is identified by
The Comptroller as a company known to have contracts with or provide supplies or service
with Iran, Sudan or a foreign terrorist organization.
-----INTENTIONALLY LEFT BLANK-----
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and
year first above written. Executed in triplicate.
CITY OF LU CK
Daniel M. Pope, Mayor
ATTEST:
ebe a Garza, City Secret�y)
APPROVED AS TO CONTENT:
Mike Keenum, P.E., Division Director of
Engineering/City Engineer
APPR 711i TO ORM
Kelli eisure, Assistant City Attorney
1619)ZI I:7:["43:7
BY: Cartegraph Systems LLC
Authorized Representative
Mitch Bradley
Print Name
3600 Digital Dr.
Address
Dubuque,]A 52003
City, State, Zip Code
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PEchase Agreement
Best and Final Offer
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions.
This Purchase Agreement is made and entered into between City of Lubbock (hereinafter referred to as "Customer")
and Cartegraph Systems LLC (hereinafter referred to as "Cartegraph". In the case that any terms or conditions
provided in the Cartegraph Solutions Agreement differ from, are provided in more detail by, or are made irrelevant by the
terms and conditions provided in this Purchase Agreement, the terms in this Purchase Agreement shall control. For all
terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions Agreement shall control.
Customer Bill To:
Customer Ship To:
City of Lubbock
Same
1625 13TM' Street, Room #107
Lubbock, TX 79457
Investment Summary
The Addendums attached hereto, include:
Addendum A — Support Services
Addendum B — Field Services
Cartegraph's proposed fees for this project are included in the summary below.
Today's Date: October Signature November 15, 2019 Purchase 1268
31, 2019 Expiration Date: Agreement No.:
Purchase Type city. 1 Unit Price I Total Price
YEAR 1 - -
SOLUTIONS
Cartegraph OMS —
Subscription, Cartegraph Cloud
1
$131,500.00
$131,500.00
Platform - Enterprise..
Deploym ant
Cartegraph OMS
Advanced Work Management
1
$39,450.00
$39,450.00
Extension
Subscription
Cartegraph OMS
Advanced Asset Management
1
$39,450.00
$39,450.00
Extension
Subscription
Cartegraph OMS
Extension
Advanced User Tools Subscription i 1
$26,300.00
$37,400.00
$10,000.00
$26,300.00
$37,400.00
$10,000.00
SeeClickFix Extension
SeeClickFix Subscription, 100 Users
_
1
Cartegraph OMS
User Pack Subscription — 50 Named
1
Users
Users
Cartegraph OMS Test
I Test Environment
1
2,400.00
$2,400.00
FIELD SERVICES
Implementation Services Fixed Fee Service
Systems Integration Fixed Fee Service 4
Service SCADA Integration(s)
SERVICES DISCOUNTS
ESTIMATED EXPENSES
YEAR 1 SUB -TOTAL
$18,000.00 $72,000.00
PA1268 City of Lubbock, TX RFP
YEAR 2
SOLUTIONS
Cartegraph OMS — Subscription
Platform -Enterprise I Deployment
Cartegraph OMS Advanced Work Management
Extension Subscription
Cartegraph OMS Advanced Asset Management
Extension Subscription
Cartegraph OM-S Advanced User Tools Subscription
_ Extension
SeeClickFix Extension SeeClickFix Subscription, 100 UserE
Cartegraph OMS User Pack'Subscription --100 Name
Users I Users
Cartegraph OMS Test I Test Environment
1
$135,445.00
$135,445,00
1
$40.634.00
$40,634.00
1
$40,634.00
$40,634.00
1
$27,089.00
$27,089.00
1 j $17,500.00 j $17,500.00
DISCOUNT ($2,472.00)
TECHNICAL SUPPORT
Systems Integration Fixed Fee Service
Support SCADA Integration(s) 4 $3,000.00 $12,000.00
YEAR 2 SOLUTIONS AND SUPPORT SUB -TOTAL $311,824.00
YEAR 3
SOLUTIONS
Cartegraph OMS —
Subscription, Cartegraph Cloud
Platform - Enterprise
Deployment
Cartegraph OMS j
Advanced Work Management
Extension
Subscription
Cartegraph OMS it
Advanced Asset Management
Extension
j Subscription L
Cartegraph OMS
Extension
Advanced User Tools Subscription
SeeClickFix Extension
SeeClickFix Subscription, 100 Users
Cartegraph OMS
User Pack Subscription —100 Named
Users
Users
CartegraphOMS Test
Test Environment
DISCOUNTS
_
TECHNICAL SUPPORT
Systems Integration
Fixed Fee Service
SCADA In
TOTAL COST (3-YEAR TERM
1
$139,058.00
$139,058.00
1
$41,853.00
$41,853.00
1
$41,853.00
$27,902.00
$41,853.00
$27,902.00
1
1 1 $18,025.00 1 $18,025.00
4 1 $3,000.00
YEAR 3 SOLUTIONS AND SUPPORT SUB -TOTAL
546.00)
$12,000.00
$320,369.00
$1,094,193.00
NOTES: The pricing listed above does not include applicable sales tax.
Hosting includes 25OG of available file storage. If additional storage is required, the Customer
can purchase in 1TB increments.
PA1268 City of Lubbock, TX RFP
Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees to pay
Cartegraph the Fees in U.S. Dollars as described below:
1. Delivery: Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of this
Purchase Agreement, which will be considered as your notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner. All
undelivered Services shall expire 365 days from the signing of this Purchase Agreement.
3. Solutions Invoicing: The Fee for Solutions will be due in annual installments 15 days prior to the anniversaryof
the initial term as follows:
a. $284,100.00 due upon execution of the Purchase Agreement.
b. $311,824.00 due 15 days prior to 1st year anniversary of term start date.
c. $320,369.00 due 15 days prior to 2nd year anniversary of term start date.
4. Field Services Invoicing: Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase
Agreement and shall be invoiced as follows:
a. Invoicing for the Field Services will be due as follows:
i. 26% upon execution of the Purchase Agreement.
ii. 25% at the completion of the assessment/delivery.
iii. 25% at the completion of the test deployment.
iv. 25% at the completion production deployment.
5. Expenses: In providing the services included in this Purchase Agreement, Cartegraph shall be reimbursed for
any reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket
expenses are billed based on actual costs incurred and are due separately.
6. Payment Terms: All payments are due Net 30 days from start date of invoice.
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN
THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT, WHICH
CAN BE REVIEWED AT: https:/;www.c�irt�rtptLourn/solutions-agreements. THE PARTIES AGREE TO BE BOUND BY
THE TERMS AND CONDITIONS OF THE CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE
AGREEMENT REFERENCED HEREIN.
CARTEGRAPH: Cartegraph Systems LLC
By —
Mitch Brad
(Signature)
(Type or print name)
CUSTOMER: City of Lubbock, TX
By
Title SVP of Sales & Marketing Title
Date Date
(Signature)
(Type or print name)
PA1268 City of Lubbock, TX RFP
Cartegraph Systems LLC
Addendum A - Support Services
Cartegraph Support and Training Services — Scope of Work
The Support Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services
which will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to
the limitations set forth in this Addendum A, the applicable Purchase Agreement, and the Cartegraph Solutions
Agreement. Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
As part of Customer's subscription to access and use of the Cartegraph Solutions, Customer will receive:
1. Support Services
a. Campus —www.campus.cartegraph.com
Our User Assistance area is a convenient and easily -shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user tips,
step-by-step instructions, videos, and more.
b. Dedicated, Unlimited, Toll -free Phone Support- 877.647.3050 and Live Chat
When questions need answers and difficulties arise, count on our industry -leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday -Friday, 7.00 am-7:00 pm CT. Live
Chat is available within the product or through Campus.
c. Support via Case Submittal orEmafl
If a phone call or live chat is not your best option, you can always request support via our online case submittal form
available in Campus or via email. Email support is available atsupport@cartegraph.com.
2. Training & Education Services
a. Convenient Online Resources: All the information you need, one click away. Take advantage of online training
opportunities, tutorial videos, upcoming event information, and more.
b. Customer Led User Groups: Meet and network with similar Cartegraph users in your region. Customer led User
Groups allow you to find out what other organizations are doing to get more from their Cartegraph solutions and
services.
3. Releases & Upgrades
a. New Releases: Cartegraph is continuously innovating and enhancing the Cartegraph OMS collection of products.
As a customer with an active subscription, you will receive each new release of the software.
Cloud -hosted customers: Your cloud -hosted site will be upgraded by our Cartegraph System Consultants
after the release is available.
ii. On -premise customers: For your on -premises installation, our Technical Consultants will work with your
organization's IT staff to deliver the latest software release. Software will be made available after
installation to the Cartegraph cloud -hosted customers.
b. Service Packs: A Service Pack consists of lower -severity bug fixes and/or small platform updates.
I. If required, cloud -hosted sites will receive Service Packs as needed. These Service Packs are installed
by the Cartegraph System Consultants.
H. On -premises customers that contacted Cartegraph Technical Support about an issue that is resolved with
the Service Pack, will be provided the service pack for installation. These on -premises customers can
then schedule a time to install the Service Pack with our Technical Support team
c. Hot Fixes: If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will
issue a hot fix and provide application specialists with detailed levels of product knowledge to work with you in
achieving a timely and effective resolution
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to contact any
third party as necessary to facilitate the delivery of Support Services or other services relating to the Solutions. Said
support applies only to the most current version of the product and the previous version in succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the modified Solutions
would depart from Cartegraph's published documentation and specifications for such Solutions.
Cartegraph Systems LLC
Addendum B - Field Services (Fee for Service)
Cartegraph Field Services -- Scope of Work
The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services which
will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to the
limitations set forth in this Addendum B, the applicable Purchase Agreement, and the Cartegraph Solutions Agreement.
Cartegraph will coordinate with the Customer on service delivery expectations and timeframes.
Cartegraph OMS — Implementation Scope of Work
Implementation of the Operations Management System (OMS) includes the following professional services:
Phase One
Setup
• Cartegraph will setup a hosted, production OMS environment. Cartegraph will also setup a hosted, test
OMS environment.
• Cartegraph will provide an overview, up to two (2) hours, of Cartegraph and ArcGIS Online user -based
logins and USef/Role functionality.
• Cartegraph will provide a template file to be utilized by your staff to populate Roles and Users to be
utilized for OMS.
• Cartegraph will utilize the template to create users and roles in OMS. (Note: Subsequent User and/or
Role changes will be your administrator's responsibility.)
• Cartegraph will provide documentation and guidance, up to sixteen (116) hours, for your technical GIS staff
to configure Esri Basemap Services for OMS integration. Guidance will be geared towards OMS/Esri
integration functionality and requirements.
• Cartegraph will setup the OMS Platform, including the Request, Work, Resource, and Asset Management
areas of the software. Asset Management solutions will be setup for all solutions referenced in the Assets
section of the scope unless otherwise noted.
Consulting
• Cartegraph will provide a three-day (3-day) onsite requirement gathering workshop to increase our
understanding of your business and functional goals. Through workshops and interviews, Cartegraph will
identify best fit scenarios for OMS and provide a brief including any challenges as well as
recommendations for OMS best practices relevant to your implementation.
Training
Cartegraph will provide remote train -the -trainer training, up to four (4) hours, on overall system navigation
and functionality to help familiarize your staff with the software environment and its common functions.
Training topics include:
Dashboards
o Logins/Permission
o Layers
o Filters
o Maps
o Grids
n System Navigation
Addendum B
o Views (List & Detail)
o Standard Reports
o Attachments
o Requests, Work, Assets, Resources, Reports, and Administrator Tabs
• Cartegraph will provide remote train -the -trainer training, up to two (2) hours, on OMS Esri integration
functionality. Training topics include:
o OMS Esri integration configuration options
o Integration functionality (basemap and feature)
o Overall Esri integration requirements, considerations, and Cartegraph recommended best
practices
• Cartegraph will provide a three-day (3-day) onsite "train -the -trainer" training event. The training agenda
will be defined and agreed upon by both Cartegraph and your project manager. Topics may include any
of the following:
o Request Management:
■ Requests
■ Requesters
■ Task Creation from Requests
■ Issue library (including settings such as Applies to Asset and Non -Location)
■ Cartegraph recommended best practices for Request and Requester Management
o• Work Management:
■ Create Task(s) (Asset/Non-Asset)
■ Assignments (Add, Edit, Remove)
■ Task Menu Actions
■ Related Work Items
■ Create Work Order
■ Associate Task to WO
■ Repeat Work Orders
■ Work Order Menu Actions
■ Enter Resources
• Timesheets
■ Activity library (including settings such as Applies to Asset, Inspection, Key Dates, Cost,
and Productivity)
• Cartegraph recommended best practices for Work Management
o Asset Management:
■ Asset Details
■ Inspections
■ Linked assets (if applicable)
■ Container/Component Relationships (if applicable)
■ Cartegraph recommended best practices for Asset Management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in
the Asset section of the scope.
o Resource Management:
■ Resource Details
■ Labor/Equipment Rates
• Material Management (Stock, Usage, Adjustments)
■ Vendor Price Quotes
■ Cartegraph recommended best practices for Resource Management
o Cartegraph for iPad and Cartegraph One:
• Overall system functionality (Navigation, Interface, Maps, Attachments, Sorting)
• Work Management
• Create and Update Tasks (Asset/Non-Asset)
Addendum B
• Assign Tasks
• Enter Resources
• Inspections
Asset Management
• Create and Update Assets
Request Management
• View and Update Requests
• View Requester information
• Create Task from Request
Cartegraph recommended best practices for mobile device use
o Administrator:
■ Administrator:
• User Administration, Role Administration, Asset Administration, Record Filter
Administration, Import/Export, Scheduled Process Log, Error Log
■ Settings:
• System Settings, Map Administration, Geocode Settings, GIS Integration
settings, Asset Color Manager
■ Manager:
• Layout Manager, Library Manager, Preventative Maintenance, Asset Condition
Manager, Notification Manager, Structure Manager
Cartegraph will provide remote train -the -trainer training, up to six (6) hours, on OMS Reporting
functionality. Training topics include:
o Security/Roles
o Report Designer
■ Report Types, Report Styling, FilteringlParameters, Basic Formulas, Grouping/Sorting
o Report Viewer
o Reporting best practices and solution tips/tricks.
Extensions
Cartegraph will provide remote train -the -trainer training, up to eight (8) hours, on SeeClickFix Request
functionality. Training topics include:
o Administrator functions
o Web -Based CRM
o Cartegraph and SeeClickFix recommended best practices for citizen engagement and request
management
In addition to training, Cartegraph will provide supporting services related to mobile app configuration and
citizen engagement marketing materials.
Cartegraph will provide remote train -the -trainer training, up to eight (8) hours, on Advanced Asset
functionality. Training topics include:
o Preventative Maintenance
o Performance Management
■ Prediction Groups
■ Minimum Condition Groups
■ Activities and Impacts
■ Criticality Factor
■ Install/Replaced Dates
Cartegraph recommended best practices for advanced asset management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in the
Asset section of the scope.
Addendum B
• Cartegraph will provide remote train -the -trainer training, up to sixteen (16) hours, on Advanced Work
functionality. Training topics include:
o Scenario Builder
■ Settings:
+ Prediction Groups
• Minimum Condition Groups
• Activities and Impacts
• Criticality Factor
Install/Replaced Dates
Scenarios:
Scenario Types
Plan Years and Budgets
Protocols
• Data Exports
■ Cartegraph recommended best practices for advanced work management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in the
Asset section of the scope.
SCADA Integration Services — Water and Wastewater Facilities
• Cartegraph will provide the following standard, uni-directional (one-way) integration service betweenyour
Wonderware system and Cartegraph. In the event that additional or alternative functionality is desired,
Cartegraph can provide an update to the scope and cost.
The standard integration includes the following:
■ Cartegraph will provide the following integration points:
• Retrieve specified alarm logs and trigger a Task creation upon receipt of a new
log entry.
• Retrieve specified asset usage log data, and associate logs to the corresponding
asset to support standard OMS preventative maintenance trigger and scheduling
functionality.
■ Cartegraph will provide an error logging capability to easily identify potential integration
issues.
■ Cartegraph will provide a customer -configurable time interval to manage integration
frequency.
Assumptions
The integration will include up to 12 fields (in the same Cartegraph recordset)
Customer staff will be responsible for populating required Tag values utilized to support
integration triggers.
All data must be accessible to the Cartegraph service from a SQL DB, SQL View, or
Comma Delimited File
• Cartegraph will provide the following standard, uni-directional (one-way) integration service between your
Wonderware system and Cartegraph. In the event that additional or alternative functionality is desired,
Cartegraph can provide an update to the scope and cost.
• The standard integration includes the following:
■ Cartegraph will provide the following integration points:
• Retrieve specified alarm logs and trigger a Task creation upon receipt of a new
log entry.
Addendum B
• Retrieve specified asset usage log data, and associate logs to the corresponding
asset to support standard OMS preventative maintenance trigger and scheduling
functionality.
Cartegraph will provide an error logging capability to easily identify potential integration
issues.
Cartegraph will provide a customer -configurable time interval to manage integration
frequency.
Assumptions
■ The integration will include up to 12 fields (in the same Cartegraph recordset)
■ Customer staff will be responsible for populating required Tag values utilized to support
integration triggers.
■ All data must be accessible to the Cartegraph service from a SQL DB, SQL View, or
Comma Delimited File
Go -Live Support
Cartegraph will provide a three-day (3-day) onsite event for Go -Live Support. The agenda will be defined,
and agreed upon, by both your and Cartegraph's project managers. Topics may include any of the
following:
.o Refresher training for items listed in the scope of work
o Software and process support for staff during production roll out
o Field, Layout, and Report configuration guidance, if applicable
Data Services
Cartegraph will provide one test and one production data load service through standard import/export
functionality. Cartegraph will provide template documents for data population. Once populated by your
staff, Cartegraph will load the data into your test or production OMS environment. Data loads may include
data such as:
o Parent level asset records
o Asset location (spatial x/y) attributes
o Parent level resource (Labor, Equipment Material, Vendor) records
o Resource Rate (Labor, Equipment, Material) records
o Standard system libraries
Assets
Asset implementation includes the following professional services:
• Cartegraph will provide installation and training on the following sixty-three (63) asset types:
o Water (8)
■ Water Backflow; Water Pump Station; Water Hydrant; Water Lateral; Water Main; Water
Pump; Water Storage Tank; Water Valve
o Storm (7)
■ Storm Basin; Storm Channel; Storm Culvert; Storm Inlet; Storm Manhole; Storm Outlet;
Storm Pipe
t, Sewer (7)
■ Sewer Cleanout; Sewer Lift Station; Sewer Force Main; Sewer Lateral; Sewer Main;
Sewer Manhole; Sewer Pump
Addendum B
o Water Treatment (15)
■ Up to 15 asset types to be determined during implementation.
Power and Light (26)
■ Substation; Transformer; Circuit Breaker; Switchgear; Capacitor Bank; Reactor; Switch;
Protection and Control; Battery Bank; Conductor; Distribution Transformer (Pole mount);
Pole; Sectionalizing / Protective Devices; Line Compensation; Line Regulators and Step
Up/Down Transformers (Pole Mount); Cable; Vault / Enclosure; Distribution Transformer;
Sectionalizing / Protective Devices; Line Compensation; Line Regulators and Step
Up/Down Transformers (Pad Mount); Risers; Luminaire; Power Supply; Test Equipment;
Transformer in Work
Phase Two
Setup
• Cartegraph will setup a hosted, production OMS environment. If a test or sandbox environment is
purchased, Cartegraph will also setup a hosted, test OMS environment.
• Cartegraph will provide an overview, up to two (2) hours, of Cartegraph and ArcGIS Online user -based
logins and User/Role functionality.
• Cartegraph will provide a template file to be utilized by your staff to populate Roles and Users to be
utilized for OMS.
• Cartegraph will utilize the template to create users and roles in OMS. (Note: Subsequent User and/or
Role changes will be your administrator's responsibility.)
• Cartegraph will provide documentation and guidance, up to four (4) hours, for your technical GIS staff to
configure Esri Basemap Services for OMS integration. Guidance will be geared towards OMS/Esri
integration functionality and requirements.
• Cartegraph will setup the OMS Platform, including the Request, Work, Resource, and Asset Management
areas of the software. Asset Management solutions will be setup for all solutions referenced in the Assets
section of the scope unless otherwise noted.
Consulting
• Cartegraph will provide a three-day (3-day) onsite requirement gathering workshop to increase our
understanding of your business and functional goals. Through workshops and interviews, Cartegraph will
identify best fit scenarios for OMS and provide a brief including any challenges as well as
recommendations for OMS best practices relevant to your implementation.
Training
Cartegraph will provide remote train -the -trainer training, up to four (4) hours, on overall system navigation
and functionality to help familiarize your staff with the software environment and its common functions.
Training topics include:
Dashboards
a Logins/Permission
o Layers
o Filters
o Maps
o Grids
o System Navigation
o Views (List & Detail)
o Standard Reports
Addendum B
o Attachments
o Requests, Work, Assets, Resources, Reports, and Administrator Tabs
• Cartegraph will provide remote train -the -trainer training, up to two (2) hours, on OMS Esri integration
functionality. Training topics include:
o OMS Esri integration configuration options
o Integration functionality (basemap and feature)
o Overall Esri integration requirements, considerations, and Cartegraph recommended best
practices
• Cartegraph will provide a three-day (3-day) onsite "train -the -trainer" training event. The training agenda
will be defined and agreed upon by both Cartegraph and your project manager. Topics may include any
of the following:
o Request Management:
■ Requests
■ Requesters
■ Task Creation from Requests
■ Issue library (including settings such as Applies to Asset and Non -Location)
■ Cartegraph recommended best practices for Request and Requester Management
Work Management:
■ Create Task(s) (Asset/Non-Asset)
■ Assignments (Add, Edit, Remove)
• Task Menu Actions
■ Related Work Items
■ Create Work Order
• Associate Task to WO
■ Repeat Work Orders
• Work Order Menu Actions
■ Enter Resources
■ Timesheets
■ Activity library (including settings such as Applies to Asset, Inspection, Key Dates, Cost,
and Productivity)
■ Cartegraph recommended best practices for Work Management
o Asset Management:
■ Asset Details
• Inspections
■ Linked assets (if applicable)
■ Container/Component Relationships (if applicable)
■ Cartegraph recommended best practices for Asset Management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in
the Asset section of the scope.
o Resource Management:
■ Resource Details
■ Labor/Equipment Rates
■ Material Management (Stock, Usage, Adjustments)
• Vendor Price Quotes
■ Cartegraph recommended best practices for Resource Management
o Cartegraph for iPad and Cartegraph One:
■ Overall system functionality (Navigation, Interface, Maps, Attachments, Sorting)
■ Work Management
• Create and Update Tasks (Asset/Non-Asset)
• Assign Tasks
• Enter Resources
Addendum B
+ Inspections
Asset Management
• Create and Update Assets
Request Management
• View and Update Requests
• View Requester information
+ Create Task from Request
Cartegraph recommended best practices for mobile device use
o Administrator:
■ Administrator:
• User Administration, Role Administration, Asset Administration, Record Filter
Administration, Import/Export, Scheduled Process Log, Error Log
■ Settings:
+ System Settings, Map Administration, Geocode Settings, GIS Integration
settings, Asset Color Manager
■ Manager:
• Layout Manager, Library Manager, Preventative Maintenance, Asset Condition
Manager, Notification Manager, Structure Manager
Cartegraph will provide remote train -the -trainer training, up to six (6) hours, on OMS Reporting
functionality. Training topics include:
o Security/Roles
o Report Designer
• Report Types, Report Styling, FilteringlParameters, Basic Formulas, Grouping/Sorting
o Report Viewer
o Reporting best practices and solution tips/tricks.
Extensions
Cartegraph will provide remote train -the -trainer training, up to four (4) hours, on SeeClickFix Request
functionality. Training topics include:
o Administrator functions
o Web -Based CRM
o Cartegraph and SeeClickFix recommended best practices for citizen engagement and request
management
In addition to training, Cartegraph will provide supporting services related to mobile app configuration and
citizen engagement marketing materials.
Cartegraph will provide remote train -the -trainer training, up to eight (8) hours, on Advanced Asset
functionality. Training topics include:
o Preventative Maintenance
o Performance Management
■ Prediction Groups
■ Minimum Condition Groups
■ Activities and Impacts
■ Criticality Factor
• Install/Replaced Dates
o Cartegraph recommended best practices for advanced asset management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in the
Asset section of the scope.
Addendum B
Cartegraph will provide remote train -the -trainer training, up to sixteen (16) hours, on Advanced Work
functionality. Training topics include:
C. Scenario Builder
■ Settings:
• Prediction Groups
• Minimum Condition Groups
• Activities and Impacts
• Criticality Factor
• Install/Replaced Dates
Scenarios:
• Scenario Types
• Plan Years and Budgets
• Protocols
• Data Exports
Cartegraph recommended best practices for advanced work management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in the
Asset section of the scope.
Go -Live Support
Cartegraph will provide a three-day (3-day) onsite event for Go -Live Support. The agenda will be defined,
and agreed upon, by both your and Cartegraph's project managers. Topics may include any of the
following:
o Refresher training for items listed in the scope of work
o Software and process support for staff during production roll out
0 Field, Layout, and Report configuration guidance, if applicable
Data Services
Cartegraph will provide one test and one production data load service through standard importlexport
functionality. Cartegraph will provide template documents for data population. Once populated by your
staff, Cartegraph will load the data into your test or production OMS environment. Data loads may include
data such as:
o Parent level asset records
o Asset location (spatial xly) attributes
o Parent level resource (Labor, Equipment Material, Vendor) records
o Resource Rate (Labor, Equipment, Material) records
o Standard system libraries
SCADA Integration Services — Water and Wastewater Facilities
• Cartegraph will provide the following standard, uni-directional (one-way) integration service between your
Wonderware system and Cartegraph. In the event that additional or alternative functionality is desired,
Cartegraph can provide an update to the scope and cost.
• The standard integration includes the following:
■ Cartegraph will provide the following integration points:
• Retrieve specified alarm logs and trigger a Task creation upon receipt of a new
log entry.
Addendum B
• Retrieve specified asset usage log data, and associate logs to the corresponding
asset to support standard OMS preventative maintenance trigger and scheduling
functionality.
Cartegraph will provide an error logging capability to easily identify potential integration
issues.
Cartegraph will provide a customer -configurable time interval to manage integration
frequency.
Assumptions
The integration will include up to 12 fields (in the same Cartegraph recordset)
Customer staff will be responsible for populating required Tag values utilized to support
integration triggers.
All data must be accessible to the Cartegraph service from a SQL DB, SQL View, or
Comma Delimited File
• Cartegraph will provide the following standard, uni-directional (one-way) integration service between your
ICON ICS system and Cartegraph. In the event that additional or alternative functionafity is desired,
Cartegraph can provide an update to the scope and cost.
The standard integration includes the following:
• Cartegraph will provide the following integration points:
• Retrieve specified alarm logs and trigger a Task creation upon receipt of a new
log entry.
• Retrieve specified asset usage log data, and associate logs to the corresponding
asset to support standard OMS preventative maintenance trigger and scheduling
functionality.
■ Cartegraph will provide an error logging capability to easily identify potential integration
issues.
• Cartegraph will provide a customer -configurable time interval to manage integration
frequency.
Assumptions
• The integration will include up to 12 fields (in the same Cartegraph recordset)
■ Customer staff will be responsible for populating required Tag values utilized to support
integration triggers.
■ All data must be accessible to the Cartegraph service from a SQL DB, SQL View, or
Comma Delimited File
Assets
Asset implementation includes the following professional services:
• Cartegraph will provide installation and training on the following fifty-one (51) asset types:
�. Street Maintenance (8)
■ Bridge; Marking; Pavement; Pavement Area; Sign; Support; Guardrail; Curb and Gutter
Signal (8)
■ Signal Cabinets; Signal Controllers; Signal Heads; Signal Monitors; Signal Preemption;
Signal Traffic Cameras; Signal Traffic Detectors; Signalized Intersections
Facilities (7)
■ Facilities; Electrical Generators; Facility Lighting; Fire Protection; HVAC Equipment;
Plumbing Fixtures; Roofing Systems
Addendum 8
o Parks (13)
■ Athletic Space; Bench; Fence; Landscape Area; Park; Park Amenity; Park Structure;
Playground; Playground Equipment; Tree; Aquatic Facilities; Municipal Grounds; Natural
Areas
o Wastewater Treatment (15)
■ Up to 15 asset types to be determined during implementation.
Cartegraph will provide all services remotely via audio, video, and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed above.
Setup
• Cartegraph will setup a hosted, production OMS environment. if a test or sandbox environment is
purchased, Cartegraph will also setup a hosted, test OMS environment.
Cartegraph will provide an overview, up to two (2) hours, of Cartegraph and ArcGIS Online user -based
logins and User/Role functionality.
• Cartegraph will provide a template file to be utilized by your staff to populate Roles and Users to be
utilized for OMS.
• Cartegraph will utilize the template to create users and roles in OMS. (Note: Subsequent User and/or
Role changes will be your administrator's responsibility.)
• Cartegraph will provide documentation and guidance, up to four (4) hours, for your technical GIS staff to
configure Esd Basemap Services for OMS integration. Guidance will be geared towards OMS/Esri
integration functionality and requirements.
• Cartegraph will setup the OMS Platform, including the Request, Work, Resource, and Asset Management
areas of the software. Asset Management solutions will be setup for all solutions referenced in the Assets
section of the scope unless otherwise noted.
Consulting
• Cartegraph will provide a two-day (2-day) onsite requirement gathering workshop to increase our
understanding of your business and functional goals. Through workshops and interviews, Cartegraph will
identify best fit scenarios for OMS and provide a brief including any challenges as well as
recommendations for OMS best practices relevant to your implementation.
Training
Cartegraph will provide remote train -the -trainer training, up to four (4) hours, on overall system navigation
and functionality to help familiarize your staff with the software environment and its common functions.
Training topics include:
Dashboards
o Logins/Permission
o Layers
o Filters
o Maps
Addendum B
o Grids
o System Navigation
o Views (List & Detail)
o Standard Reports
o Attachments
o Requests, Work, Assets, Resources, Reports, and Administrator Tabs
• Cartegraph will provide remote train -the -trainer training, up to two (2) hours, on OMS Esri integration
functionality. Training topics include:
o OMS Esri integration configuration options
o Integration functionality (basemap and feature)
o Overall Esri integration requirements, considerations, and Cartegraph recommended best
practices
• Cartegraph will provide a two-day (2-day) onsite "train -the -trainer" training event. The training agenda will
be defined and agreed upon by both Cartegraph and your project manager. Topics may include any of
the following:
o Request Management:
■ Requests
■ Requesters
■ Task Creation from Requests
■ Issue library (including settings such as Applies to Asset and Non -Location)
■ Cartegraph recommended best practices for Request and Requester Management
o Work Management:
■ Create Task(s) (Asset/Non-Asset)
■ Assignments (Add, Edit, Remove)
■ Task Menu Actions
■ Related Work Items
■ Create Work Order
■ Associate Task to WO
• Repeat Work Orders
■ Work Order Menu Actions
■ Enter Resources
■ Timesheets
■ Activity library (including settings such as Applies to Asset, Inspection, Key Dates, Cost,
and Productivity)
■ Cartegraph recommended best practices for Work Management
o Asset Management:
■ Asset Details
■ Inspections
■ Linked assets (if applicable)
■ Container/Component Relationships (if applicable)
■ Cartegraph recommended best practices for Asset Management
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in
the Asset section of the scope.
o Resource Management:
■ Resource Details
■ Labor/Equipment Rates
■ Material Management (Stock, Usage, Adjustments)
• Vendor Price Quotes
■ Cartegraph recommended best practices for Resource Management
o Cartegraph for Fad and Cartegraph One:
■ Overall system functionality (Navigation, Interface, Maps, Attachments, Sorting)
Addendum B
■ Work Management
• Create and Update Tasks (Asset/Non-Asset)
• Assign Tasks
• Enter Resources
• Inspections
■ Asset Management
• Create and Update Assets
■ Request Management
• View and Update Requests
• View Requester information
• Create Task from Request
■ Cartegraph recommended best practices for mobile device use
o Administrator:
■ Administrator:
• User Administration, Role Administration, Asset Administration, Record Filter
Administration, Import/Export, Scheduled Process Log, Error Log
■ Settings:
• System Settings, Map Administration, Geocode Settings, GIS Integration settings, Asset
Color Manager
■ Manager.
• Layout Manager, Library Manager, Preventative Maintenance, Asset Condition Manager,
Notification Manager, Structure Manager
Cartegraph will provide remote train -the -trainer training, up to six (6) hours, on OMS Reporting
functionality. Training topics include:
o Security/Roles
o Report Designer
■ Report Types, Report Styling, Filtering\Parameters, Basic Formulas, Grouping/Sorting
o Report Viewer
o Reporting best practices and solution tips/tricks.
Extensions
Cartegraph will provide remote train -the -trainer training, up to twelve (12) hours, on Advanced Resources
functionality. Training topics include:
o Material Locations
o Material Transfers
o Material Orders
o Settings:
■ Vendor Price Quotes
■ Re -order points
o Cartegraph recommended best practices for advanced resource management
Cartegraph will provide remote train -the -trainer training, up to eight (8) hours, on Advanced Asset
functionality. Training topics include:
o Preventative Maintenance
o Performance Management
■ Prediction Groups
■ Minimum Condition Groups
■ Activities and Impacts
■ Criticality Factor
■ Install/Replaced Dates
o Cartegraph recommended best practices for advanced asset management
Addendum B
To avoid redundancy, and to utilize service time efficiently, training may cover a subset of the assets listed in the
Asset section of the scope.
Go -Live Support
• Cartegraph will provide up to two (2) remote web conferences (not to exceed 4 hours total) to be utilized
for Go -Live Support. The agenda will be defined, and agreed upon, by both your and Cartegraph's project
managers. Topics may include any of the following:
o Refresher training for items listed in the scope of work
o Software and process support for staff during production roll out
o Field, Layout, and Report configuration guidance, if applicable
Data Services
Cartegraph will provide one test and one production data load service through standard importlexport
functionality. Cartegraph will provide template documents for data population. Once populated by your
staff, Cartegraph will load the data into your test or production OMS environment. Data loads may include
data such as:
o Parent level asset records
o Asset location (spatial xly) attributes
o Parent level resource (Labor, Equipment Material, Vendor) records
o Resource Rate (Labor, Equipment, Material) records
o Standard system libraries
Assets
Asset implementation includes the following professional services:
• Cartegraph will provide installation and training on the following ten (10) asset types:
Parks (9)
■ Athletic Space; Bench; Fence; Landscape Area; Park; Park Amenity; Park Structure;
Playground; Playground Equipment
Other (1)
• Sidewalk
• Cartegraph will provide up to five (5) field configurations for each asset type listed above.
Cartegraph will provide all services remotely via audio, video, and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
• Implementation of any custom modification or integration developed by Cartegraph, your internal staff, or
any third -party is not included in the scope of this project unless specifically listed above.
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed above.
Addendum B
• Any service items discussed during demonstrations, conference calls, or other events are not included in
the scope of this project unless specifically listed above.
CustomerlCartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in the
Purchase Agreement. Ongoing management of the day -today allocation of Customer and Cartegraph resources and
management of project tasks is the responsibility of the Customer and Cartegraph project representatives. Customer and
Cartegraph project representatives will provide overall guidance and direction for the project and will direct the project
accordingly. Further, and with regard to the Cartegraph obligations listed in this Purchase Agreement, Customer
understands that it is vital to the success of the project that Customer provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph's system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation, including a dedicated project manager responsible for reviewing the implementation
scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight
on all relevant internal issues such as policy/procedure, organizational structure, project stakeholders, technical
architecture, data, and current systems. Customer responsibility also includes internal documentation, internal
change management, task completion, staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these workstation
platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph's
discretion.
Not -to -Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from Customer. In the
event it becomes apparent to Cartegraph that additional Service will be needed due to any changes in the scope of this
Purchase Agreement, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval
if additional Services are required.
Addendum B
ADDENDUM TO CARTEGRAPH SOLUTIONS AGREEMENT,
DATED OCTOBER, 2019
THIS ADDENDUM is dated today', and contains terms intended to supersede and clarify the terms set
forth in that certain Cartegraph Solutions Agreement, to which this Addendum is attached and
incorporated by this reference.
5.4 is hereby amended to read:
5.4 Fee Increases.
Cartegraph may increase the Fees applicable to Customer to the then -current prices for the next Renewal
Term by providing notice of such increase at least 60 days before the beginning of such Renewal Term. If
after receiving such notice Customer wishes not to renew the Agreement for the next Renewal Term,
Customer must provide written notice to Cartegraph of Customer's intent not to renew this Agreement at
least 60 days before the end of the Initial Term or any such Renewal Term. The City of Lubbock's next
renewal term will begin at the start of subscription year 4. Cartegraph will not increase fees during the
initial three-year contract term other than as identified in the three-year pricing schedule of the Purchase
Agreement
Section 5.5 is hereby amended to read:
5.5 Expenses.
Customer shall reimburse Cartegraph for reasonable expenses incurred during the provision of Services.
Expenses will be charged according to the City of Lubbock Per diem rate. Reasonable expenses include,
but are not limited to, travel, lodging, and meals. Expenses are billed based on actual costs incurred.
Estimated expenses shall be included in each Purchase Agreement. Cartegraph shall not exceed the
estimated expenses without written approval from Customer.
BY EXECUTING THIS ADDENDUM CUSTOMER ACKNOWLEDGES THAT IT HAS REVIEWED THE TERMS AND
CONDITIONS ON THE FOLLOWING PAGES IN ADDITION TO ANY EXHIBITS AND PURCHASE AGREEMENTS
AND CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT,
Cartegraph Systems LLC
By
(Signature)
Mitch Bradley
(Type or print name)
Title SVP of Sales & Marketina
Customer Name: City of Lubbock, TX
By
(Signature)
Title
Date Date
(Type or print name)
EXHIBIT C
City of Lubbock, TX
RFP 19-14564-TF
Enterprise Asset Management System
INSURANCE
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate to
the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and
termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated
thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH
CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the
contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based
upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor.
SECTION C. The Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension
hereof, at Contractor's sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to
the City, in the following type(s) and amount(s):
TYPE OF INSURANCE COMBINED SINGLE LIMIT
GENERAL LIABILITY
® Commercial General Liability ❑ Other General Aggregate $1,000,000
❑ Claims Made ® Occurrence Products-Comp/Op AGG X
❑ WlHeavy Equipment Personal & Adv. Injury X
❑ To Include Products of Complete Operation Endorsements Contractual Liability X
Fire Damage (Any one Fire)
Med Exp (Any one Person)
❑ PROFESSIONAL LIABILITY
General Aggregate
S1,000,000
® or Technical Errors and Omissions
AUTOMOTIVE LIABILITY
® Any Auto ❑ All Owned Autos
Per Occurrence
S 1.000.000
❑ Scheduled Autos ❑ Hired Autos
Each Occurrence
$
❑ Non -Owned Autos
EXCESS LIABILITY
❑ Umbrella Form
Each Occurrence
_
Aggregate
GARAGE LIABILITY
® Any Auto
Auto Only - Each Accident
$1,000,000
❑
Each Accident Aggregate
❑ BUILDER'S RISK
❑ 100% of the Total Contract Price
❑ INSTALLATION FLOATER
❑ 100% of the Total Material Costs
❑ POLLUTION
❑ CARGO
® WORKERS COMPENSATION OR OCCUPATIONAL MEDICAL
AND DISABILITY
50$0.000
® EMPLOYERS' LIABILITY
10$. 00.000
OTHER: COPIES OF ENDOSEMENTS ARE REQUIRED
® City of Lubbock named as additional insured on Auto/General Liability on a primary and non-contributory basis.
® To inclade products of completed operations endorsement.
® Waiver of subrogation in favor of the City of Lubbock on all coverages, except
The City of Lubbock shall be named as an additional insured on a primary and non-contributory basis and shall include waivers
of subrogation in favor of the City on all coverage's. Copies of the Certificates of Insurance and all applicable endorsements are
required.
ADDITIONAL POLICY ENDORSEMENTS
The City shall be entitled, upon request, and without expense, to receive copies of the policies and all endorsements thereto and
may make any reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or
exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the
underwriter of any of such policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to accomplish
such changes in policy coverages, and shall pay the cost thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s) of insurance will
contain and state, in writing, on the certificate or its attachment, the following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insureds, (as the interest
of each insured may appear) as to all applicable coverage;
b. Provide for thirty (30) days' notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and elected
representatives for injuries, including death, property damage, or any other loss to the extent sime may be covered by
the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the
indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations
within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days prior
the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing and Contract Management
City of Lubbock
1625 131 Street, Room 204
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the Contractor shall not
relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither
shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability.
ONIs1I00WO
City of Lubbock, TX
RFP 19-14564-TF
Enterprise Asset Management System
GENERAL REQUIREMENTS
The City of Lubbock is issuing this Request for Proposal (RFP) under the guidelines of a High -
Technology RFP, and the award of the contract shall be made to the responsible vendor(s) whose proposal
is determined to be the best evaluated offer resulting from negotiation, taking into consideration the
relative importance of price, qualifications, experience, references, local support and service, and other
evaluation factors set forth in the request for proposal. Receipt of any proposal shall under no
circumstance obligate the City of Lubbock to accept the best price offering.
1. INTENT
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals for an Enterprise Asset
Management System (EAM) for the City of Lubbock ("the City").
The City of Lubbock desires to apply proven asset management principles to maximize the effectiveness
with which it operates, maintains, and renews its infrastructure. These principles depend upon data and
information management tools for making sound business decisions. The following City business units
anticipate implementing the selected EAM system during several phases of EAM implementation:
• 3-1-1 Citizen's Request Call Center
• Facilities
• LP&L (Lubbock Power and Light) Overhead Distribution
• LP&L Street Lights
• LP&L Substations
• LP&L Transformers
• LP&L Underground Distribution
• Parks and Recreation
• Solid Waste
• Stormwater
• Streets
• Traffic Operations
• Wastewater Collection
• Wastewater Treatment
• Water Distribution
• Water Production
It is anticipated that the participating business units WILL NOT all implement the EAM system at the same
time. The City intends to implement the EAM system in four to Eve of the above -listed business units
during an initial implementation phase, and the proposed professional services should be designed around
that level of effort. The final list of Phase 1 business units will be finalized before contract is completed.
For purposes of costing assume that Phase 1 will involve the following business units: Stormwater,
Wastewater Collections, LP&L Street Lights, 3-1-1, and one additional business unit that maintains
vertical/plant assets.
If an Offeror recommends a different implementation approach (e.g., a pilot in one business unit prior to
implementing in additional business units), the City will entertain that as a second, additional offer. The
City anticipates modifying its business processes during the implementation of the selected EAM system to
better meet its business needs.
S:\Pumha Bid DocORR 19.14MA.TF
City of Lubbock, TX
RFP 19-14564-TF
Enterprise Asset Management System
Through a Request for Qualifications, the City previously selected HDR Engineering, Inc. to provide
professional services for improving asset management practices and technology. These services include
developing this RFP, facilitating the City's EAM system selection process, and supporting EAM system
implementation.
The scope of HDR's services during the implementation of the EAM system are anticipated to include the
following:
• Performing "Owner's Agent" activities, including coordination among stakeholders and observing
system acceptance testing.
• Providing professional services to supplement implementation services provided by the software
provider. The supplemental services to be performed by Owner's Agent include the following:
o Business process design to utilize the new EAM system's capabilities in support of the City's
desired asset management activities
o Configuration planning and design around the City's EAM requirements and desired
business processes
o Business process training and deployment
a Supporting the preparation of the City's asset data for migration into the new EAM
o Post -implementation support, including refinement of configuration decisions and
optimization of business processes.
The implementation professional services specified in this RFP to be performed by the successful Offeror
are designed to complement these services being provided by Owner's Agent.
2 SCOPE
Please see the Enterprise Asset Management System Requirements included in this RFP package as an
attachment.
3 EVALUATION CRITERIA
The following criteria will be used to evaluate and rank submittals:
A. 35 Points = Functional Requirements
B. 20 Points = Implementation Services
C. 20 Points = Corporate Strength and Commitment
D. 20 Points = Price
E. 5 Points = Quality of Proposal Submission
For more detail regarding the evaluation criteria please see Section 7.1 of the Enterprise Asset
Management System Requirements.
4 PROPOSAL FORMAT
a) Proposals should provide a straightforward, concise description of the Offeror's capabilities to
satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content,
and conveyance of the information requested by the City.
b) The proposal should be bound in a single volume where practical. All documentation submitted
with the proposal should be bound in that single volume.
5 TwrhueSid DamTR 14-14564-TF
City of Lubbock, TX
RFP 19-14564-TF
Enterprise Asset Management System
c) If the proposal includes any comment over and above the specific information requested in the
RFP, it is to be included as a separate appendix to the proposal.
d) The proposal must be organized into the following response item sections and the hard copy
version submitted in an indexed binder.
i) Cover letter addressed to the Honorable Mayor and City Council that states the
Offeror's understanding of the services to be provided. Include any additional
information believed necessary that is not requested elsewhere in the RFP.
ii) Completed Standard Offeror Response Form (SORF), provided as Appendix A to
the attached Enterprise Asset Management System Requirements.
iii) Any material which the proponent wishes to submit and which is not specifically
requested in the above categories.
e) The Proposer must assure the City that he/she will to the best of his/her knowledge, information
and -belief, be cognizant of, comply with, and enforce, where applicable and to the extent required,
all applicable federal or state statutes and local ordinances including, but not limited to the Davis -
Bacon Federal minimum wage requirements.
f) Disclosure of any obligations posing a potential conflict of interest, including service on City
boards and/or commissions and any current contracts with the City of Lubbock. This would apply
to the Proposer as well as consultants subcontracted by the Proposer.
g) Offerors are strongly encouraged to explore and implement methods for the utilization of local
resources, and to outline how they would address outreach issues in their proposal.
s Wurcham'Bid Doa1RFP 19-14564-TF
City of Lubbock,
Enterprise Asset Management System
City of
ibbo&k
TEXAS
RFP 19-14564 -TF
Enterprise Asset Management System
Requirements
City of Lubbock,
Enterprise Asset Management System
Table of Contents
Project Purpose and ObjecUves......................................................................................... ?
1.1 Purpose.............................................................................................................. 1
1.2 Approach ......................................... ....... ............................ ................. ........................
BackgrourAfor {fly .............................................. .. ................................................
2A Business Units Participating in EAM............................................................................ 4
2.1A The 3'-1-1 Citizen's Request Cal Center ................................... ......... ................... 4
21.2 Facilities Management. ... .............................................. -.— . ............. ...... 4
2.1.3 LP&L Overhead Distribution.................................................................................. 4
2.1.4 LP&L Street Lights.....,,......................................................................................... 5
2.1.5 LP&L Substation Operations..................•---.....,............,........................................ 5
2.1.6 LP&L Transformers,,........................................................................................... 5
2.1.7 LP&L Underground Distribution ................................. ..... ..................................... 5
2.1.8 Parks and Recreabon.......................•--.................................. . .......................... 5
2.1.9 Solid Waste............................................................... ........................................... 5
2.1.10 torm ater.................................... ........... ...................... ...................................... 5
2.1.11 Streets......................................................•--...---............................................ 5
2A.12 Traffic Operations............................................................................... ................ is
2.1.13 Wastewater olleo(ion........................................ ........ .... ....................... ....... ,., 6
2.1.14 Wastewater Treatment ............................... ..................... ....................... ...... ...... 6
2.1.15 Water Distribution................................................................................................. B
2.1.16 Water Production.................................................................................................. 6
2.2 Supporting Departments............................................................................................
2.2.1 Information Technology Department..................................................................... 6
2.2.2 City GIS and Data Services ............................................................ - ... ..........
2.2.3 LPL GIS ..........................................................................................................7
Scopeof Work..... . ...... — ....... - .............. ......,,............................................ 7
3.1 Ciarnmercial-Off-the-Shelf Software........................................................... ................ 7
3.1.1
Enterprise Asset Management System.........................,................................. , ....
8
3.1.2
Mobile Support for Field Workrorce.....................................................................
9
.2 Services Required during Impiemer tlon....................................................................
9
.2.1
Software ProjectManagement................................................ ..............................
9
.2.2
Software Configuration and Localization Services...............................................10
.2.3
InstalkMon Services... .................... ........................................................••---•--...10
.2.4
Data Migmtion Services.....................................................................................11
.2.5
Docurnentatfon................................................................................................12
3.2.6
Training Services.......................................................................................—.12
. .7
System Implementation Testing 5ervioss ....................... . .............................1
9.2.8
Deploymerd....................... ........... ............................ ........................................14
3. .9
Post Production Maintenanoe and Support .................................. .................14
3.3 Single Point of Oontad........................................... ............................... .....................
15
3.4 Integration Services ....................................................................................................15
3.4.1
GIS Integration.....................................................................................................15
3.4.2
CCTV Inspection Integratlon....................... ..... —......................... ......................
17
.4.3
Water and Wastewater SC►4DA Historlans.........................................................18
3,4.4
Document Management System..............................................••-----....----...........18
3.4.5
Microsoft Access and Other ODBC Databases....................................................19
rd
City of Lubbock,
Enterprise Asset Management System
4 Requlrements....................................................................................................................19
5 Project Schedule ....................... , ,...........................................................................20
5 Supplernental Insirucdons to Offerors................................................................................20
5.1 Propo l Submission Format...................................................................................... 20
5.2 Cfferor Representations and Responsiblllties.............................................................21
5.3 Pre -Proposal Conference,,,.........................................................................................21
5.4 Standard Offeror Response Form...............................................................................21
6 Proposal Evaluation/Selection Process .............................................. ...... ... .... , ....
22
6.1 Evaluation Criteria....................................................................................................... 22
8.1,1
Functional Requlrements - 35...................................................
-....... ..... ........... 22
6.1.2
Implementation Services -20..............................................................................
22
6.1.3
Corporate Strength and Commitment- 20 ...........................................................
22
6.1.4
Price - 20.... .......... ..............................................................................................2
6.1.5
Quality of Proposal SubmissionADrel Presentation - 5
.........................................23
6.2 Short
List Evaluation,..................................................................................................23
6.2.1
Reference Checks...........................................................
. .............................2
6.2.2
.... .. ..
Offeror Presentations ................................. ......
.. . ..
.... . .,...........................2
6.2.
Offeror Demonstrstions........................................................................................
6.2.4
Ske 1fi5its,................................................... -.....................................
............. ..... 24
6_3 Offeror Personnel.......................................................................................................24
General Terms and Condftions..........................................................................................24
Pricing..... .... . .. .................. - ............................................................................................. 26
8.1 COTS Somlion.........................................................................................................25
s_ 1.1 Wense Fees.......................................................................................................25
8.1_2 Maintemnoe Fees...............................................................................................25
8.1.3 Fees for Expanded Usage...................................................................................26
8.2 Hardware and Network InFrastructure..........................................................................26
8.3 System Support Software..................................................................................... ..26
8.4 Implementation Services...........................................................................................6
8.5 Modification Costs,............................................................................................-.......27
Appendix A- Standard Offeror Resporr$e Form....................................................................... 29
Appendix B. Price Works heet......................................................................................
3
City of Lubbock,
Enterprise Asset Management System
1 Project Purpose and Objectives
9. 1 Purpose
The purpose of this Request for Proposal (RFP) is to solicit competitive proposals for an
Enterprise Asset Management System (EAM) for the City of Lubbock ("the City").
The City of Lubbock desires to apply proven asset management principles to maximize
the effectiveness with which it operates, maintains, and renews its infrastructure. These
principles depend upon data and information management tools for making sound
business decisions. The following City business units anticipate implementing the
selected EAM system during several phases of EAM implementation:
• 3-1-1 Citizen's Request Call Center
• Facilities
• LP&L (Lubbock Power and Light) Overhead Distribution
• LP&L Street Lights
• LP&L Substations
• LP&L Transformers
• LP&L Underground Distribution
• Parks and Recreation
• Solid Waste
• Stormwater
• Streets
• Traffic Operations
• Wastewater Collection
• Wastewater Treatment
• Water Distribution
• Water Production
It is anticipated that the participating business units WILL NOT all implement the EAM
system at the same time. The City intends to implement the EAM system in four to five
of the above -listed business units during an initial implementation phase, and the
proposed professional services should be designed around that level of effort. The final
list of Phase 1 business units will be finalized before contract is completed. For purposes
of costing assume that Phase 1 will involve the following business units: Stormwater,
Wastewater Collections, LP&L Street Lights, 3-1-1, and one additional business unit that
maintains vertical/plant assets.
If an Offeror recommends a different implementation approach (e.g., a pilot in one
business unit prior to implementing in additional business units), the City will entertain
that as a second, additional offer. The City anticipates modifying its business processes
during the implementation of the selected EAM system to better meet its business needs.
City of Lubbock,
Enterprise Asset Management System
Through a competitive procurement, the City previously selected HDR Engineering, Inc.
to provide professional services for improving asset management practices and
technology. These services include developing this RFP, facilitating the City's EAM
system selection process, and supporting EAM system implementation.
The scope of HDR's services during the implementation of the EAM system are
anticipated to include the following:
• Performing "Owner's Agent" activities, including coordination among stakeholders
and observing system acceptance testing.
• Providing professional services to supplement implementation services provided
by the software provider. The supplemental services to be performed by Owner's
Agent include the following:
o Business process design to utilize the new EAM system's capabilities in
support of the City's desired asset management activities
o Configuration planning and design around the City's EAM requirements and
desired business processes
o Business process training and deployment
o Supporting the preparation of the City's asset data for migration into the new
EAM
o Post -implementation support, including refinement of configuration
decisions and optimization of business processes.
The implementation professional services specified in this RFP to be performed by the
successful Offeror are designed to complement these services being provided by Owner's
Agent.
1.2 Approach
The Successful Offeror shall provide an operational EAM system software package that
meets the requirements contained in this RFP. The expectation is that upon the beginning
of production, the City will use the EAM system to issue new work orders and perform
other work management activities in a "day forward" manner. System acceptance will be
defined as production use of the EAM system software and all required integrations, with
the reference and asset data available in the new system such that a new work order can
be issued, along with the other functionality specified in this RFP.
The procurement of the new EAM system under this RFP shall include:
• Acquisition of all required software to meet the specified requirements.
• Installation and configuration of all required software, to deliver a usable EAM
system that meets the requirements of this RFP.
• Migration of stipulated data into the new system to the extent necessary (see
Section 3.2.4 for details). This includes assets from GIS if required to create an
EAM system asset registry; lookup tables from GIS domains for asset registry
attributes; assets that are not in the GIS (e.g., plant equipment); and selected asset
data that are not in the GIS. NOTE: The City strongly prefers the use of GIS
services for access to data instead of creating copies of the data.
2
City of Lubbock,
Enterprise Asset Management System
• Development and implementation of all required integrations among systems, as
specified in Section 4. This includes integration with the City's GIS, Digital CCTV
system, Enterprise Document Management system, and SCADA historians.
• Training for systems administrators, technical support staff, users, and power
users.
• Documentation of the City's EAM system configuration
• Support for the City's EAM system Implementation team.
The procurement of the new EAM system under this RFP will not include:
• Data scrubbing or validation beyond specifics called for in the requirements.
• Data migration or creation beyond specifics called for in the requirements.
2 Background for City
This description is summarized from the official City master plan, "Comprehensive Plan
for the' Future — Plan Lubbock 2040" (htt s.Ilci.lobbock. tx. us/ a es/ ublic-
proiects/planlubbock-2040 ) Please refer to this document or other elements of the City
Web site for more details if desired.
The City of Lubbock is a thriving city of over 263,000 people located in the heart of West
Texas between Amarillo and Midland. The largest city in the South Plains, Lubbock is
home to Texas Tech University (TTU), Lubbock Christian University, and campuses of
South Plains College and Wayland Baptist University. The city is the birthplace of rock
and roll legend Buddy Holly.
Lubbock has experienced significant growth since it incorporated in 1909, when the
population was less than 2,000 people. Lubbock has grown by more than 100,000 people
in the last 50 years and is preparing to surpass 300,000 residents. Due in part to Texas
Tech University and other educational institutions, Lubbock's median age is five years
younger than that of the State of Texas and more than a third of the City's residents are
under the age of 24.
Lubbock supports a high quality of life with world -class amenities coupled with strong
affordability. Thirty percent of the City's housing was constructed in the last 20 years and
the City's median rent and mortgage prices are under $900 and $1,300 respectively.
Recent trends indicate that Lubbock's growth will continue.
The current City limits span 87,018 acres, equivalent to 136 square miles. Approximately
65 percent of land within the City is developed. Of this developed land, 33 percent is
composed of residential, specifically low density. Nonresidential uses compose 17
percent of developed land. Public uses account for 21 percent of Lubbock's developed
land.
City of Lubbock,
Enterprise Asset Management System
Lubbock's original development was located adjacent to downtown Lubbock, where the
prevailing grid pattern of major thoroughfares was initiated. Planning for Loop 289 began
in the 1950s, setting the confines of the development for several decades. Large amounts
of public/semipublic uses exist because of TTIJ, and City and County government
facilities — which are centrally located. Downtown has the highest density development.
The Jim Bertram Canyon Lakes linear park extends from Northwest to Southeast
Lubbock. The Lakes serve as the largest single source of open space and green space,
though undeveloped playas also mean green space is located throughout the City. Most
of the newest development is located to the south and west — predominantly low density
residential and supporting uses.
The City of Lubbock is a political subdivision and municipal corporation of the State of
Texas, duly organized and existing under the laws of the State, including the City's Home
Rule Charter. The City was incorporated in 1909 and first adopted its Home Rule Charter
in 1917. The City operates under a Council/Manager form of government with a City
Council comprised of the Mayor and six Council members.
The City provides a full range of services including public safety (police and fire services),
electric, water, wastewater, storm water, solid waste, public transportation (airport and
transit), health and social services, cultural and recreation, highways and streets,
planning and zoning, and general administrative services.
2.1 Business Units Participating in EAM
The service areas for most City services match the City Limits. Certain business units,
especially Lubbock Power and Light (LP&L), also serve portions of the surrounding
county. In addition, certain facilities of the City are located outside the city limits, including
a landfill, water treatment facilities, Lake Alan Henry, and the Bailey County water well
field.
2.1.1 The 3-1-1 Citizen's Request Call Center
The 3-1-1 program provides a one -stop facility for citizens to initiate a broad range of
service requests, from requesting information through reporting a number of service
issues such as potholes or trash collection. The Call Center does not directly perform
asset management, but is the point of origin for many Service Requests.
2.1.2 Facilities Management
The Facilities Management Department operates and maintains more than 300 City
facilities, including offices and work areas. The Department also manages associated
assets such as parking lots, fences, and landscaping.
2.1.3 LP&L Overhead Distribution
The Overhead Distribution team within Lubbock Power and Light Department is part of
the Transmission and Distribution Management group. It is responsible for operations
and maintenance of above -ground electric power distribution components.
4
City of Lubbock,
Enterprise Asset Managempni System
2.1.4 LP&L Street Lights
The Street Lights group within Lubbock Power and Light Department operates and
maintains street lights within the City Limits.
2.1.5 LP&L Substation Operations
The Substations Operations group within Lubbock Power and Light Department operates
and maintains electrical substations within the power distribution network.
2.1.6 LP&L Transformers
The Transformer team within Lubbock Power and Light Department is part of the
Transmission and Distribution Management group. It is responsible for operations and
maintenance of the transformers regulating the flow of electricity within the electric power
distribution system.
2.1.7 LP&L Underground Distribution
The Underground Distribution team within Lubbock Power and Light Department is part
of the Transmission and Distribution Management group. It is responsible for operations
and maintenance of below -ground electric power distribution components.
2.1.8 Parks and Recreation
The Parks and Recreation Department provides outdoor settings and amenities for
recreational activities. Lubbock has 81 city parks, which include amenities such as
playgrounds, picnic tables, shelters, walking trails, sports courts, and dog parks. In
addition, the Department provides 8 community centers for indoor activities, including
meeting rooms and senior services. The Parks Department also operates the City
Cemetery.
2.1.9 Solid Waste
The Solid Waste Management Department performs trash collection services for citizens
of the City. They perform residential and commercial collection, and recycling. The
Department operates two landfills for disposal of general waste, and a hazardous waste
disposal program.
2.1.10 Stormwater
The Stormwater Compliance Department is divided into three sections: Inspection,
Education and Enforcement. The Department works with citizens and developers to
assure safe, effective drainage systems and clean, pollutant free playa lakes.
2.1.11 Streets
The City's Streets Department is responsible for the repair and maintenance of paved
and unpaved streets and alleys, storm drains, General Fund parking lots, and roads for
City facilities. Remedial activities include repairs, preventive maintenance, and street
cleaning. The Department provides certain emergency response and remediation
activities such as street barricades, HAZMAT cleanup, and inclement weather responses.
5
City of Lubbock,
Gnternriq,- n-z5et Management System
2.1.12 Traffic Operations
The Traffic Operations Department provides safe and efficient traffic movement through
the design, construction, operation, and maintenance of traffic control systems. These
include signs and signals, and pavement markings for bicycle lanes and crosswalks.
2.1.13 Wastewater Collection
The Wastewater Collection group within the Water Department monitors and maintains
the sewer collection system, manholes, and lift stations. In addition, the Pipeline
Construction group within the Water Department is responsible for performing repairs to
both water distribution pipelines and sewer collection lines.
2.1.14 Wastewater Treatment
The Wastewater Treatment group within the Water Department operates the two Water
Reclamation Plants. These plants receive sewage from the collection system and treat
it. The treated effluent is either applied to a Land Application Site or directly discharged
into a stream.
2.1.15 Water Distribution
The Water Distribution group conveys potable water from the point of treatment to the
customer. In addition, the Pipeline Construction group within the Water Department is
responsible for performing repairs to both water distribution pipelines and wastewater
collection lines.
2.1.16 Water Production
The Water Production group operates and maintains the Bailey County Well Field and
Lake Alan Henry with the associated transmission pipeline infrastructure. In addition, they
operate the two Water Treatment Plants. They process raw water into potable water and
make it available for distribution to customers.
2.2 Supporting Departments
In addition to the City departments which will be active users of the Enterprise Asset
Management solution, several other departments will have an active role in the EAM
implementation. These are IT and GIS business units which manage critical data sets,
applications, and infrastructure.
2.2.1 Information Technology Department
The City of Lubbock Department of Information Technology (City IT) assists all City
agencies with information technology implementation, application development, and
ongoing support/training. The Department operates a multi -enterprise server computer
center around the clock, seven days a week.
2.2.2 City GIS and Data Services
The GIS and Data Services Department of the City supports the City GIS applications, as
well as maintaining enterprise geospatial data.
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City of Lubbock,
Entorprise Asset Management System
2.2.3 LP&L GIS
The GIS group within Lubbock Power and Light provides GIS services for their electric
utility. LP&L GIS uses enterprise data prepared by the City GIS department, but provides
direct services to LP&L because of the specialized electric infrastructure expertise
required.
3 Scope of Work
This Scope of Work specifies the products and services that the City expects to acquire
from the successful Offeror as a result of this EAM system procurement.
3.1 Commercial -Off -the -Shelf Software
The City intends to acquire a commercial -off -the -shelf (COTS) software package to
satisfy the majority of its EAM system requirements. The City believes that the market for
such products includes several readily available products that are marketed by reputable
firms that can meet substantially all of its EAM system requirements without modification.
These products are expected to provide sufficient flexibility and configuration capabilities
that will allow the City's using business units to tailor the selected product to the City's
working environment.
The City's objective is to acquire a COTS solution that reflects the following
considerations:
• The EAM system should be composed of a set of integrated modules supported
by the Offeror. The City prefers to minimize the use of any third -party modules as
part of the proposed solution.
• The City prefers solutions that require no modification to base code, but that are
highly configurable to meet the City's needs and business environments.
• The City requires either a client server or a web based EAM system architecture.
The City will consider both cloud hosted (Software as a Service) and on -premises
solutions.
• The City requires that the database software be Microsoft SQL -Server for an on -
premises implementation, but it can be either Oracle or Microsoft SQL -Server for
a cloud hosted solution.
• The City requires a single contract with the firm that provides the EAM system
software. If a solution is offered by a team of companies, the City strongly prefers
to contract with the software provider, and that other team members be
subcontractors to the software provider.
• The City expects the EAM system provider to offer a subscription for maintenance
and support.
• The City expects the EAM system provider to offer periodic enhancement and
improvements, preferably as part of its maintenance and support subscription.
• The City expects the EAM system provider to demonstrate a commitment to
developing, implementing, and supporting COTS EAM system software in local
governments through its corporate history and research efforts.
7
City of Lubbock,
Enterprise Asset Management System
• The City expects the EAM system provider to have a track record and plan for
maintaining compatibility with emerging technologies.
• The City expects the EAM system provider to fully understand the business of local
government operations.
The City is not interested in acquiring software packages that are custom developed or
represent first time or prototype solutions.
These business units have highly diverse business requirements described in Section 2.1
which must be satisfied by the selected EAM system. These business needs must be
met for the City of Lubbock to deliver critical services, meet regulatory requirements, and
sustain its infrastructure. To assure that these diverse needs can be met by the selected
EAM system, the software packages to be considered will fulfill at least 4 of the following
5 qualifications:
• Must have completed at least five successful implementations of the proposed
EAM solution for local governments, including at least one of comparable size or
larger.
• Must be in production• for horizontal or underground infrastructure asset
management (e.g., streets, water distribution, or wastewater collection) in at least
five referenceable local governments, including fully functional integrations (as
defined in this document) with a geographic information system.
• Must be in production for vertical infrastructure asset management (e.g., plants,
buildings) in at least five referenceable local governments.
• Must be in production for electric distribution asset management, including
overhead and underground infrastructure, for at least three referenceable
customers.
• At least one of these implementations must include a General Fund agency
performing significant asset management activities, such as Parks, Streets, or
Facilities.
For any of the preceding qualifications which are not fulfilled by the Offeror, the proposal
must explain how the Offeror will make up for this gap in expertise. Note that a single
implementation can satisfy more than one of these qualifications (for example, an
implementation may include both horizontal infrastructure and a General Fund agency).
3.1.1 Enterprise Asset Management System
The desired EAM system will provide the following general capabilities:
• Capture Service Request information and support a process of analyzing,
investigating, prioritizing, resolving, and reporting the results, along with potentially
authorizing work orders when appropriate.
• Implement a computerized asset management and warehouse inventory control
system in support of the City's infrastructure management business units listed
above.
• Support recurring, planned, inspection, emergency, rehabilitation, and
replacement work performed by the City and its contractors.
0
City of Lubbock,
Enterprise Asset Management System
• Integrate with the City's asset registry, much of which is contained in its geographic
information system (GIS).
• Support the City's execution of asset management best practices.
The specific prioritized work management requirements are listed in Appendix A. Each
proposal must include responses to each of the requirements in Appendix A.
3.1.2 Mobile Support for Field Workforce
It is the City's intention that the EAM system will include functionality to support a fully
automated field workforce. The deployment of wireless units to support the City's field
activities is an opportunity to substantially improve the productivity of the City and to
increase the efficiency, service levels, and effectiveness of several business units. The
Offerors should propose products and services that provide the City with the following
field workforce functionality:
• Access to the applicable functionality of the EAM system and related integrations,
regardless of whether the user is connected to the network within the City facilities
or working in the field.
• Wireless dispatching of Service Requests, Service Orders, and Work Orders.
• Field entry of Service Request, Service Order, and Work Order execution and
completion data.
• Field access to basic asset and maintenance history information.
• GIS displays of data that supports Service Requests, Work Orders, service
outages, major repair operations, and related data.
It is anticipated that the deployment of a functional environment for field workers will
significantly reduce travel time, reduce the number of field dispatches and eventually
support a reduction in problem resolution time. The specific prioritized mobile support
requirements are included in Appendix A.
3.2 Services Required during Implementation
As a result of this procurement, the City expects to acquire an Enterprise Asset
Management System that is operational in five of the business units listed above. See
Section 1.1 for the list of business units to be used for costing response to this RFP.
Critical components of this acquisition include configuration and localization of the
software, migration of reference data such as equipment lists and asset registry data into
the new software, the integration with external systems described below, acceptance
testing, and project management of these responsibilities and activities. These services
should be delivered in accordance with industry standard practices.
3.2.1 Software Project Management
The successful Offeror is expected to name a Project Manager for the EAM system
project and that individual will be responsible for planning and executing all professional
services provided by the successful Offeror. The City will provide a City Project Manager
(who may be a City employee or a contractor) for the duration of the EAM system
implementation project. The successful Offeror's Project Manager will work closely with
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the City's Project Manager and Owner's Agent as directed to ensure coordination of all
project activities. All communications between the City and the successful Offeror shall
be coordinated through their respective Project Managers.
The Offeror's Project Manager assigned to this project shall have, at the direction and
with the approval of the City, the authority to make commitments and decisions that are
binding on the successful Offeror and any subcontractors. The successful Offeror's
Project Manager is considered to be a key project staff resource and the successful
Offeror must secure the approval of the City prior to any change of Project Manager.
The successful Offeror's Project Manager shall maintain a detailed project plan and
schedule. This project plan shall include a detailed list of tasks for the project and the
personnel assigned to each task. The Successful Offeror shall provide to the City's
Project Manager an updated project schedule monthly.
3.2.2 Software Configuration and Localization Services
The successful Offeror is expected to provide a process for configuring the COTS
software solution to the City's business requirements and environment. Offerors may
propose their own approach to configuration services which may include techniques such
as confirmation of fit, requirements reviews, best practices reviews, project team
workshops, gap analysis, prototyping, business process modeling, process
reengineering, or change management. Through the configuration process, the
successful Offeror should assist the City to select configuration options that will meet the
City's business requirements and asset management best practices. The successful
Offeror will incorporate into its transition plans the required configuration tests and
acceptance plans to ensure that all configuration options are properly loaded in the
system.
3.2.3 Installation Services
The successful Offeror is expected to ensure that all components of its software solution
are installed on the computers designated for this project. The installation should include
all software needed to make its system fully functional on servers and workstations
including laptops, tablets, or other devices that may be used for geld activities.
The City is open to either a cloud -based hosted solution (Software as a Service) or a
locally -hosted solution. The Offeror shalt explicitly indicate which option is being
proposed. The Offeror may propose both approaches, but must do so as separate
proposals.
The successful Offeror will be responsible for installing its software in both a TEST and a
PRODUCTION environment. (Additional environments, such as DEVELOPMENT or
TRAINING are welcomed but not required.) The successful Offeror is expected to set up
the appropriate security controls, backup and recovery processes, database tables,
reporting software, data warehouse tools, database replication processes, business
intelligence tools, portal tools, on-line help files, and any other components necessary for
production operation of the system. The successful Offeror is expected to provide an
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installation plan and conduct an appropriate installation test process (baseline and
production) to ensure that all components are properly installed and ready for use. While
preparing for and performing the installation services described in this section, the
successful Offeror shall work closely with the City's IT Department to ensure that the
City's procedures and standard practices for installations, operations, and security are
followed.
3.2.4 Data Migration Services
The successful Offeror is expected to ensure the availability of necessary reference data
and asset data within the new EAM system to support issuance of a new work order or
other required activity at the time of move to production. Much of the City's asset
inventory data is contained in a GIS using a versioned enterprise geodatabase, as are
domains defining reference data that can be duplicated into the new EAM system.
It is the City's expectation that one or more Esri geodatabases shall serve as the asset
registry for several horizontal asset types. The Offeror shall develop a data management
plan for City approval that documents how the Offeror proposes to manage at a minimum
Asset Registry, Service Request, and Work Order data.
The City has several preferences with regards to data migration and integration for EAM,
including:
• The City desires to minimize data redundancy and the need for frequent
synchronization between system of record and any copies.
• The City desires to minimize migration of data, especially from systems of record
into another system that consumes the data.
• Current practice at the City is that only GIS Department staff may edit the
production geodatabase. The City department that owns the data must first
approve the proposed changes. The Offeror should discuss an approach that
maintains this constraint on edits to production GIS data.
• The City prefers use of Web services for data integration to the extent this is
feasible. The EAM system could utilize several alternative data architectures to
utilize the asset data within the City's GIS, including direct utilization of the
geodatabases (read-only access is acceptable but direct editing is strongly
discouraged — see previous bullet), a dedicated asset registry within the EAM with
synchronization with GIS, or on -demand access to GIS data through Web services.
Data migration may involve moving asset registry data from a system of origin into the
EAM system or it may involve integration links to make the asset data transparently
available to the EAM system user. The successful Offeror will provide professional
services and expertise to transform the extracted data from the current system, validate
transformed data against configured tables in the target EAM system application, and
load the data into the new EAM system asset registry databases as needed.
The successful Offeror is expected to provide documented, repeatable procedures
(including source code and any necessary utilities) for all data migration activities. This
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includes documentation of the data mapping from the source tables and fields to the
destination tables.
3.2.5 Documentation
Complete product documentation should be provided by the successful Offeror for
functional, technical and implementation aspects of the system. Documentation should
include the successful Offeror's standard reference manuals, training materials, systems
administration manuals, and product technical specifications. The City prefers electronic
versions of documentation for easy dissemination to end users provided they have the
rights to reproduce and distribute the documentation internally for the City use only.
The successful Offeror shall provide documentation of the project implementation. The
Offeror should describe the proposed approach to managing and controlling project and
implementation artifacts, including environments, data, change control and configured
workflows and software application set up (configuration management).
3.2.6 Training Services
The successful Offeror is expected to develop a training plan and deliver training services,
to ensure effective use of the new EAM system software. The training must prepare the
City's employees to assume technical and functional responsibility for applying the new
EAM system in support of asset management principles.
Key factors in an effective training program are expected to include:
• Instructors demonstrate a thorough knowledge of the material covered in the
courses and familiarity with the training manuals, system documentation tools, and
training aids used in the courses.
• Instructors have experience with municipal operations that maintain horizontal,
vertical, and electric distribution infrastructure.
• The City has the right to video record for its own use (only) all training sessions.
These materials may be used for refresher training and follow up training. All
training aids, materials, and recordings prepared to accomplish this service
become the property of the City.
• Training shall at a minimum support the needs of three classes of City employees:
t Administrators will be provided sufficient technical training to support the
operation of the EAM system. This will be provided for a System
Administrator and back up who will be responsible for all system functions.
The System Administrator role will be performed by a City IT Department
employee who is also trained as a Power User.
Power Users will be provided sufficient training so that they may fulfill their
role as mentors and small session trainers during the implementation
process.
-: End user training will be focused on functional positions and workflow
processes.
Training should be provided in the use of all report and query functions for Power
Users and End Users who will be creating and modifying reports.
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Offerors should describe their approach to developing a training plan and delivering
the training.
3.2.7 System Implementation Testing Services
The successful Offeror must develop, document, and execute a Test Plan during
implementation. This test plan will:
• Be documented in writing and includes test scripts.
• Provide operational testing of the City's configured systems with converted data
executing the City's desired business processes.
• Link the requirements documented in this RFP with test activities and maintains
traceability.
• Include clear acceptance criteria.
The successful Offeror will be required to provide test scripts to test the functioning of the
proposed software comprising the system. The successful Offeror must also recommend
a division of effort between its staff and the City staff that defines who will do what, and
how the results of each test will be documented and communicated.
Testing must include validation of the following elements:
• Each software component of the proposed EAM system solution is installed and is
functioning on the designated computer.
• Each systems integration component of the proposed EAM system solution is
installed and is functioning on the designated computer, and that the required data
transfers and event triggers work (as demonstrated through end -to -end data
flows).
• Each element of required reference data and asset data is loaded into the EAM
system and is available for use.
• Each business process (for example, issuance and tracking of a work order) is
supported in accordance with the requirements in this document.
• All configuration and localization activities have been completed successfully.
• All components of the proposed solution interoperate with one another, systems
administration functionality is in place, and all permissions and other configuration
activities have been successfully executed.
• All Offeror -supplied documentation (including on-line help) is operational and
accurately describes the operations of the new EAM system. This includes
functional documentation as well as operational, technical, and database
documentation of the system.
The City will review the proposed test plan at least four weeks prior to the scheduled
beginning of testing, and will either accept the plan or indicate necessary changes to the
testing. Acceptance testing of all aspects of the proposed solution must be successfully
completed according to the agreed -upon test plan before the proposed solution is
considered accepted.
City of Lubbock,
Enterprise Asset Manaaement Svstem
The Offeror should describe its entire test plan, test execution, and acceptance approach.
If the Offeror's approach differs materially from the above outline, but substantially
conforms to the intent and rigor above, please provide an explanation.
3.2.8 Deployment
The successful Offeror will prepare a work plan for moving the proposed EAM system
into production upon successful completion of all acceptance testing. This plan will
include:
• Installation and validation of all elements of the system on production hardware
specified by the City.
• Access to all necessary data for issuance of the first production work order and
other tasks, including migration of reference data into the production
implementation, access to asset data from the City and LP&L GIS systems, and
all integrations with external systems.
• Monitoring of the production system by the Offeror's technician and trainer for at
least two weeks following "go live" to identify and remedy any shortcomings in the
specified functionality due to the move to production.
The City will review the proposed work plan at least four weeks prior to the scheduled
beginning of production, and will either accept the plan or indicate necessary changes to
the work plan.
3.2.9 Post Production Maintenance and Support
The City prefers to be self-reliant following full implementation. They do not wish to be
dependent more than is necessary upon the successful Offeror's staff for routine
application support and maintenance activities associated with supporting a COTS
software solution.
The proposal should describe the Offeror's proposed approach to application support,
end user help, and ongoing maintenance services, including:
• Application updates (standard product releases)
• Enhancements and major application improvements (functional and technical)
• Problem resolution and escalation
"Patch and fix" activity
Help Desk
User Groups
The City requires that the successful Offeror minimize the risk that future upgrades of any
component of the EAM system solution would break the required integrations, and to
minimize any effort required to modify the integrations to preserve their functionality.
The City requires that the successful Offeror propose an approach for post -
implementation support for twelve months following production use of the full system, not
necessarily on site. The proposal should also include all costs associated with this first
year of support, plus a stipulated annual maintenance/support fee for the nine (9) years
following the end of this support period.
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3.3 Single Point of Contact
The successful Offeror is expected to serve as the single point of contact for the City.
Should Offerors find it necessary or desirable to include subcontractors in their proposal,
it will be the successful Offeror's responsibility to serve as the single point of contact for
the duration of the project. Corporate background information on all subcontractors and
resumes of sub -contractor personnel should be included in the proposal.
3.4 Integration Services
The EAM system must interact with several existing City computer systems. Key
integrations are with the following information systems:
• The City and LP&L GIS systems
• The City's Digital Closed Circuit Television (CCTV) sewer inspection system
• The City's water and wastewater SCADA historians for equipment run times
• The City's Enterprise Document Management System (EDMS)
Other integration requirements will be satisfied by periodic reports for purposes of
reconciliation (e.g., Financial system). The requirements for each of these integrations
are described below and in the checklist of requirements contained in Appendix A.
GIS integration is essential to the desired EMS. Other integrations are also desirable, but
their importance and sequence of implementation are dependent upon which business
units participate in Phase I of implementation. Therefore, the Pricing Form includes space
for requesting separate costing for the CCTV, SCADA, and EDMS integrations.
3.4.1 GIS Integration
The City uses GIS technology as its asset registry system of record for stormwater,
wastewater collection, water distribution, traffic operations, streets, parks, overhead
electric distribution, underground electric distribution, and street light assets. The City
places a high priority on integration of its EAM system with this spatially -referenced asset
data to enhance staffs ability to access, create, analyze, display, and manage these
assets.
The City has two relevant implementations of GIS, both of which utilize software products
from Environmental Systems Research Inc. (Esri), under an Enterprise License
Agreement with the City of Lubbock:
• The City GIS and Data Services Department provides enterprise GIS services for
all City Departments (including water and wastewater) except Lubbock Power and
Light. LP&L has its own workstation licenses and installations. GIS data are also
available throughout the City in a GIS data browser using web services. A visual
representation of much of the City's GIS data can be seen here:
https://ewebmar).ci.lubbock.tx.us/Parcelviewer/, and selected public data can be
downloaded here: htts:Hci.lubbock.tx.us/de artmentsl is -data -services) ublic-
data .
• The Lubbock Power and Light GIS Department uses some data from City GIS
through services and other connections. The LP&L GIS is integrated with an
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Enterprise Asset Management System
Outage Management System (OMS) and with ArcFM design software which
supports planning and constructing system additions.
Each geodatabase has multiple categories of feature classes by type which correspond
to asset lifecycle status. The City uses ACTIVE and ARCHIVED (no longer in active
service). LP&L uses ACTIVE, INACTIVE (part of infrastructure but not at present in active
service) and ABANDONED (still physically in place but not intended to go back into active
service). An asset is physically moved from feature class to feature class at appropriate
stages of the asset lifecycle.
Application Version: City: V10.6. Upgrade to 10.6.1 is planned for early 2019; LP&L:
V10.4 (for ArcFM compatibility)
Data Management: The City has implemented the Esri geodatabase using SQL Server
2016 for departmental data. The City GIS Office has implemented the Esri geodatabase,
at the Enterprise Standard Level. The implementations are versioned.
Operating System: The City has implemented GIS using the Windows 10 operating
system on its workstation/clients. The City IT Department operates the servers.
Extent of Local Customization: Limited. Some custom scripts in use by various
departments.
Master Address Index: The City's GIS also contains a situs address point file in the City
with these attributes:
Address
O$JECTID 178534
PIN 76637
Address Number 4607
Prefix
Street Name 23RD
Street Type ST
Suite
Full Address 4607 23RD S"
AddresslD 75283
Origin
Master
City L
State T
Zoarn �o
)bock
■ol
Street Name
Street Type
Suite
Pull Address
Add re ssl D
Or g n
Master
City
State
Zip
last -edited -date
Related tables:
Parce
Zm to
23RD
ST
4607 23RD S-
75283
Lubbock
TX
79407
•00
City of Lubbock,
Enterprise Asset Management System
All EAM system functions that accept address information will be expected to validate
newly entered street names and addresses against an address service provided by the GIS
department. An override process should exist with limited access for temporary addresses
(for example, construction meters, hydrants, irrigation meters, etc.) that are not in the
address point layer. A review process for adding temporary addresses to GIS should also
be included.
Data From: Asset Registry
Master address points and street names
Data To: Attribute update capability, with capability to:
(a) Initiate update request to City GIS Department or
(b) Directly edit (must be able to turn off or on by business unit)
Asset update capability, to:
(a) Redline desired edits and
(b) Initiate request to City GIS Department
Read-only access to work history for GIS display, analysis
NOTE: Current practice at the City is that only GIS Department staff may edit the
production geodatabase. The City department that owns the data must first approve the
proposed changes. The Offeror should discuss an approach that maintains this constraint
on edits to production GIS data.
3.4.2 CCTV Inspection Integration
The Wastewater Collection and the Stormwater Management business units utilize digital
closed circuit television (CCTV) cameras to inspect the inside of pipelines. The
GraniteNet software package, from CUES, Inc., is installed in two television inspection
trucks which capture digital images, video data, and field entries for defects. The
inspection data, images, and video are stored on a file server which is managed by the
GraniteNet software for general access and viewing. The City anticipates continuing to
use the GraniteNet software package to manage sewer pipeline inspection data.
Application Versions: GraniteNet Basic
Data Management: The City uses GraniteNet Basic to manage digital files of completed
inspections on a file server. GraniteNet stores its internal asset and inspection data using
Microsoft SQL Server. The video is stored as MPG files.
Operating System: The City has implemented GraniteNet using the Windows 10
operating system.
Data From: WO or Inspection status
Summary inspection results
Initiate new WOs when need identified during inspection
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Data To: WO to perform inspection
Attribute data for asset(s) to be inspected
3.4.3 Water and Wastewater SCADA Historians
The City's water distribution system and plants, and its wastewater collection system and
plants use Supervisory Control and Data Acquisition (SCADA) systems for real-time
process control. The EAM system will import equipment run time data from these SCADA
systems' historians for scheduling recurring work orders/inspections (e.g., preventive
maintenance) for the water and wastewater plants and pump stations. The City will be
responsible for identifying the variables and protocol for sending the run time data to the
EAM system. Details of the functionality of this integration are provided in the Detailed
Requirements Checklist in Appendix A.
Water Production: Three independent installations of Wonderware Application Server
2014R12 with Historian Client. These control the following:
1. North Water Treatment Plant
2. South Water Treatment Plant
3. Sudan Pump Station (a.k.a., Bailey County Pump Station)
Extent of Local Customization: Highly customized with ability to edit/add/delete points
and monitoring & control stations.
Data From: Asset run times now in Historian or to be captured in future enhancements
to SCADA functionality.
Data To: None
astew1112 f Tfeatment: The Southeast Water Reclamation Plant (SEWRP) uses (conics
Gen32 Online Server with a Historian and OPC Client. The Northwest Water Reclamation
Plant (NWWRP) uses Wonderware Version 2014R2 Service Pack 1 with a Historian.
Extent of Local Customization: Both systems are highly customized.
Data From: Asset run times now in Historian or to be captured in future enhancements
to SCADA functionality.
Data To: None
3.4.4 Document Management System
The City has standardized on the Laserflche electronic document management system,
which contains (or may contain in the future) the following types of documents that are of
interest to EAM system users:
As -built and record drawings
• Operations and maintenance manuals
• Images associated with assets, service requests, work orders, and/or inspections
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Administrative documents such as Ordinances, Policies, or Reports
The EAM system will provide access to these documents from the relevant asset, service
request, work order, and/or inspection record. Details of the functionality of this
integration are provided in the Detailed Requirements Checklist in Appendix A.
Application Version: 10.3.1.479
Data Management: Data is managed using the Microsoft SQL Server 2016 relational
database.
Operating System: the City has implemented Laserfiche using Windows Server 2016
and Windows 10 and Windows 7 clients.
Extent of Local Customization: Virtually no local customization
Data From: Documents (e.g., O&M manuals, as-builts/record drawings)
Data To: Asset ID
3.4.5 Microsoft Access and Other ODBC Databases
The City is using a number of individual Microsoft Access databases and Excel
spreadsheets, for which data needs to be periodically uploaded to or downloaded from
the EAM system in batches. The EAM system must have the capability to accommodate
these ad hoc needs.
4 Requirements
Requirements for the proposed Enterprise Asset Management solution are stipulated in
two parts. First, Appendix A to this Attachment consists of the Standard Offeror Response
Form (SORF), in which the Offeror is instructed to provide narrative responses to a series
of questions. Second, a Detailed Requirements Checklist is formatted as a set of MS
Word tables inserted as part of Appendix A.
The detailed EAM system requirements are formatted to facilitate Offeror responses and
to maintain traceability of each of these requirements through the implementation. The
selected system's ability to satisfy these requirements will be one aspect of the City's final
system acceptance test. The Offeror must utilize the SORF and Detailed Requirements
Checklist without modification to compile their responses. Failure to do so may result in
the City lowering the evaluation score of the proposal.
It is understood that requirements, and the mutual understanding of those requirements,
may change during implementation. Changes to requirements are valid and will be used
for system acceptance only if the changes are managed and documented by the EAM
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system project's Scope Change Control process with formal (written) sign off by
authorized City Project Manager.
5 Project Schedule
The project schedule for the EAM system implementation has been predicated on placing
the new system into initial operation on or around April 27, 2020. Based on this
assumption, the following project schedule has been developed for this procurement's
activities.
Project
Procurement Activities
Issue RFP
March1, 2019
Pre -Proposal Conference
March 14, 2019, 10:00 a.m.
RFP Questions Due No Later Than
March 22, 2019, 5:00 P.M.
Proposals Due
April 8, 2019, 3:00 p.m.
Notification of Short List Offerors
Mid -April 2019
Short List Offeror Presentations and Demonstrations
Late -April 2019
Optional Offeror Site Visits
Mid -May 2019
Competitive Negotiation
Mid -May 2019
Council Approval of Award
June 2019
It is the expectation of the City that the Phase 1 of the EAM system can be in production
approximately 9 to 12 months after execution of contract. The Offeror is required to
provide a full project schedule for all post -selection activities in Section 5.0 of the SORE
The Offeror should carefully explain any deviations from the above expectation based
upon its project implementation approach.
In addition, the Offeror shall indicate the staff and other City resources that are expected
to be available at each step of the schedule.
6 Supplemental Instructions to Offerors
6.1 Proposal Submission Format
The proposal must be submitted in hard copy, using the Standard Offeror Response Form
(SORF) provided for this purpose as Appendix A of this RFP. The Offeror shall submit
one hard copy and two digital copies of the proposal submission, to consist of:
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City of Lubbock,
Enterprise Asset Management System
• Cover Letter addressed to the Honorable Mayor and City Council that states the
Offeror's understanding of the services to be provided. Include any additional
information believed necessary that is not requested elsewhere in the RFP.
• Required City forms.
• Completed Standard Offeror Response Form (SORF), provided as Appendix A to
this Enterprise Asset Management System Requirements document.
• Completed Pricing Form.
• Signed copies of the City's standard contract agreement.
• Any material which the proponent wishes to submit and which is not specifically
requested in the above categories.
The Offeror may also provide supplemental marketing or technical materials, to be
packaged separately from the Standard Offeror Response Form. No materials provided
by the Offeror will be returned at any time during or following this procurement.
6.2 Offeror Representations and Responsibilities
By submitting a proposal in response to this RFP, the Offeror represents that is has not
relied exclusively upon any technical details relative to existing software systems in place
or under consideration for implementation by the City, but has supplemented this
information through due diligence research with the indicated vendors of such systems
and that the Offeror sufficiently understands the technical issues relative to the indicated
system integration requirements.
6.3 Pre -Proposal Conference
Potential Offerors are encouraged to attend a pre -proposal conference to be held at 10:00
a.m. on March 14, 2019. The City will provide an overview of the proposed project, will
highlight submission requirements and will attempt to provide answers to all Offeror
questions. An Addendum containing questions and answers will be issued in accordance
with the proposal schedule in Section 5 of this RFP.
6.4 Standard Offeror Response Form
The City has provided a Standard Offeror Response Form (SORF) in Appendix A for all
submissions. The SORF will also be provided to all Offerors upon request in soft copy
(Microsoft Word and Microsoft Excel) on CD or by e-mail. The SORF is designed to
provide consistent response formats to expedite review and selection, while providing the
Offerors with an opportunity to submit all information they consider significant and
meaningful to their response. Provisions have been made in the SORF for Offerors to
provide additional information they consider relevant and important for their proposal.
Offerors should not modify or re -order the SORF. Failure to utilize the SORF format or
modification of the SORF language or format will be grounds for lowering the score of the
proposal.
Offerors shall submit their Price Proposal using a Microsoft Excel spreadsheet based on
the template provided in Appendix B.
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Product and company marketing brochures and similar material may be included as
attachments, but will not be considered as part of the Request for Proposal response, will
not be evaluated, and should not be referenced by the Offeror in the SORF.
7 Proposal Evaluation/Selection Process
7.1 Evaluation Criteria
This section presents the evaluation criteria, their description, and the maximum points
assigned to each. The maximum total score that may be awarded is 100 points.
7.1.1 Functional Requirements — 35
The City will evaluate each Offeror's responses to the requirements contained in Section
6 in the following areas:
• Extent to which the proposed software meets the RFP's functional requirements
• Compliance with the RFP's technical requirements
• Extent of modifications required to meet requirements
• Product Usability to include ease of use, ease of learning, workflow support,
reporting and fit with the City Business Processes
7.1.2 Implementation Services — 20
The City will evaluate each Offeror's proposed implementation services, including the
following elements:
• Project Approach
• Project Plan and Schedule
• Project Manager (include resume)
• Project Team (include resumes)
• Integration
• Testing Approach
• Training Approach
• Support for the City's Objectives
7.1.3 Corporate Strength and Commitment — 20
The City desires to partner with an organization that is committed to the enterprise asset
management system market and the long term support of the proposed product, as
demonstrated by the following evaluation elements:
• Investment (in product R&D, staff development, user group, industry activities)
• Installations (number, size, and type as stipulated in the Requirements)
• Product depth and breadth
• Longevity
• Financial stability
• References
• Past project cost performance
• Past project schedule performance
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7.1.4 Price — 20
The City will evaluate price as an important factor, considering the following components:
• Initial cost
Software
c; Implementation, including consulting and training
c, Maintenance
c; Infrastructure
• 10-Year lifecycle cost
• Modification costs
7.1.5 Quality of Proposal Submission/Oral Presentation — 5
The general quality of the proposal as submitted and any subsequent oral presentation
will be considered as part of the overall Offeror evaluation.
7.2 Short List Evaluation
After the initial review, assessment and scoring of all Offerors' proposals, the City will create
a short list of Offerors. The City will conduct a more in-depth review and evaluation of the
Offerors selected for the short list, including a 4 hour presentation and demonstration.
7.2.1 Reference Checks
The City intends to conduct reference checks of existing utility and local government
clients of the short-listed Offerors. These calls will be designed to validate the Offeror's
performance on prior projects, ascertain the difference (if any) between expectations and
delivery, and determine overall satisfaction with the Offeror's products and services.
7.2.2 Offeror Presentations
Each Offeror selected for the short list will be asked to provide a presentation of its
proposal. The Offeror presentation should include the following:
• Corporate Background, History and Commitment
• Product architecture, design, functionality, flexibility and future directions
• Discussion of the proposed implementation project including software project
management, configuration, installation, data migration, documentation, training,
testing, deployment, and continuing support
• Additional comments and information that the Offeror deems important
Each presentation will last no more than 30 minutes and will be followed by a question
and answer session of approximately 30 minutes duration. The City's questions will
include open issues, clarifications, or deficiencies in the Offeror's proposal.
7.2.3 Offeror Demonstrations
The City intends to provide each short listed Offeror with an opportunity to demonstrate its
product. The demonstration will immediately follow the Offeror's presentation and will last
no more than three hours. The City will provide an appropriate demonstration room with
access to a large screen and projection unit. The Offeror shall provide all hardware,
software, and data required to conduct the demonstration. Offerors requiring Internet
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access for their demonstrations should advise the City of their requirements at the time they
are notified of the demonstration.
No Offeror shall be allowed direct access to City data or other computer resources at any
time during the short list procedure, with the exception of Internet access if requested in
advance.
All Offeror demonstrations will cover a list of topics provided by the City. The City will
provide sample documents, City data, and additional information to be used in the
demonstrations, if needed. Written expectations for the demonstration will be provided to
the selected Offerors approximately two weeks before the scheduled demonstrations.
Offerors should plan and design their demonstration to follow these instructions exactly.
This structured approach will allow the City to conduct a meaningful comparison of the
short listed Offeror solutions.
During the demonstration, the Offeror may also demonstrate any additional features that
they feel would be beneficial to the City.
7.2.4 Site Visits
The City may, at its option, decide to conduct a site visit to one or more of the Offeror's
reference sites. It is therefore desirable that the Offeror include one or more references
in Texas. The City will notify the Offeror of its decision to conduct a site visit, but will make
arrangements directly with the reference site and will conduct the visit without the
Offeror's presence.
7.3 Offeror Personnel
The Offeror should propose a project team in Section 3.2.1 of the SORF. The Offeror
should identify the Project Manager that is proposed for the implementation at the City.
This individual must attend and participate in the Offeror's presentation and
demonstration. A key element in the evaluation will be the skills and experience of the
Offeror's proposed Project Manager. At least two of the Offeror's references should be
familiar with the proposed Project Manager's work on their installations.
8 Genera! Terms and Conditions
The City intends to negotiate a contract with the successful Offeror. This RFP includes
an example of the terms and conditions which will be included in the negotiated contract.
Each Offeror should review the proposed terms and conditions, and specify any
exceptions or proposed modifications for these terms and conditions. The Offeror may
also submit for consideration additional terms and conditions that they wish to include in
the proposed contract.
It is the City's intention that the successful Offeror's representations in the SORF,
including the responses to the Requirements Questionnaire, will be incorporated by
reference in the resulting contract, and will be referenced during system testing.
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City of Lubbock,
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9 Pricing
The City has placed a great deal of emphasis on the importance of meeting the
requirements as stated in the RFP. However, the City is also keenly focused on
conducting a competitive procurement which results in the best value to the City. It is the
proper blending of functionality and price that will yield the best value. It is important that
the Offeror's responses clearly identify all costs associated with the acquisition and
implementation of the COTS EAM System. This section includes a discussion of the key
cost elements that will make up the Offeror's proposed price.
The City is open to either an on premise solution that utilizes City -owned hardware and
infrastructure for servers, networks, workstations and laptops; or some version of cloud -
based, remotely hosted solution. For a cloud -based solution, all cost components and
rates should be specifically stated. This includes any break points for rate changes,
penalties for exceeding usage allocations, fees for professional services, or other details
that will help the City predict future operating costs. Indicate a maximum percentage
increase by year.
9.9 COTS Solution
The Offeror should very clearly identify the proposed price for its COTS solution software.
The Offeror should clearly identify the price of its core application, plus the prices of any
additional add -on modules or customizations supplied by the Offeror. Modules which are
optional should be clearly marked as optional. If third -party applications are being
proposed, these should be clearly identified and a price provided. The Price Summary
Form provides a column for optional products and services.
9.1.1 License Fees
Prices may be quoted as license fees for the entire City enterprise (site license) or they
may be quoted as a per -seat license fee. The Offeror should carefully explain all available
licensing options to the City. The license fee shall include support and maintenance
through the City's first year of production usage of the proposed software.
Pricing for per -seat licensing should assume an incremental implementation, as follows:
• Phase 1 (First Year) -- Licenses for 40 named users or 25 concurrent users
• Ultimate -- Licenses for 325 named users or 170 concurrent users
9.1.2 Maintenance Fees
The City is interested in acquiring a COTS solution that incorporates a program of
maintenance services including help desk support, problem resolution, fixes and patches
and regular releases of enhancements and product improvements. The Offeror should
state the pricing for such maintenance services for the first ten years following the
beginning of the City's production usage of the proposed software. The Offeror should
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City of Lubbock,
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describe any options or premium services available for this maintenance service e.g.,
24x7 help desk, etc.
9.1.3 Fees for Expanded Usage
The Phase 1 scope of this RFP is for usage by four or five business units, to be selected
prior to finalizing a contract. It is intended that the selected EAM system will also be
implemented by various additional business units in multiple subsequent Phases. The
Offeror should state costs per license for adding additional users for these subsequent
implementations.
The Offeror should indicate the number of users at which the City would have to consider
reconfiguring the server or other aspects of the system.
The Offeror should indicate the period for which this quote will be valid. A minimum period
of three years is required.
9.2 Hardware and Network Infrastructure
The City intends to provide all necessary servers, desktops, laptops, field devices, and
network equipment for this project under separate procurements, if a locally -hosted
architecture is selected. If the Offeror's solution requires any specialized equipment such
as scanners, bar code readers, label printers, etc., the costs of these devices should be
included in the Offeror's proposal. The Offeror should clearly indicate how many of each
special device are included in its proposal.
The Offeror should clearly specify the infrastructure components that will be needed for
implementation of their proposed solution that will be provided by the City. This should
include version levels, system capacity, and all other specifications needed for the City to
select existing infrastructure elements or acquire additional elements for the
implementation.
9.3 System Support Software
The Offeror should clearly specify the cost of any system software required to operate its
COTS solution in a production environment. This would include any licenses for
databases, system utilities, reporting tools, data warehouses, decision support tools,
enterprise application integration (EAI), and portals. The price should not include the
operating systems, standard utilities or office applications required for the servers,
desktops or laptops.
9.4 Implementation Services
In order to provide for a valid competitive comparison of Offeror proposals, it is important
that each Offeror provide specific details on what is included and what is excluded from
its price for implementation services.
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Pricing for implementation services is divided into the following sections:
• Software Project Management
• Software Configuration and Localization Services
• Installation Services
• Data Migration Services
• Documentation
• Training Services
• System Implementation Testing Services
• Deployment
• Post Production Maintenance and Support
The Offeror should specify what services they are providing, the number of staff hours by
labor category included in its price and the total cost of the proposed services. All prices
should be fully loaded costs and travel costs should be identified if Offeror personnel will
not be local.
9.5 Modification Costs
It is the intention of the City to purchase a COTS solution that does not require
modification if at all possible. However, Offerors are provided the option of indicating an
additional cost to comply with any of the functional requirements listed in the requirements
matrix. If an Offeror indicates a cost to modify its solution, such modifications should not
adversely impact the City maintenance service or the City's ability to apply future
upgrades. Modifications will only be considered by the City if they can be isolated from
the Offeror's standard code.
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APPENDICES
A — Standard Offeror Response Form
B — Price Proposal Form
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Appendix A — Standard Offeror Response Form
The following is an illustration of the Standard Offeror Response Form (SORF) to be used by Offerors. A Microsoft Word
version will be provided upon request to assist Offerors.
The purpose of the Standard Offeror Response Form (SORF) is to provide a consistent mechanism for Offerors to respond to this RFP.
This form will insure that all proposals are consistent in format and order and will facilitate an efficient review process for the City. The
form uses a standard Word format with a simple style template that allows Offerors to use styles for organizing their proposals in a
professionally looking manner, while insuring that Offerors can communicate the advantages of their products and services.
Offerors should not modify any of the existing headings or questions in the document. Offerors should enter or paste their responses
into the appropriate sections. It is the City's intention that the successful Offeror's representations in the SORF, including the responses
to the Requirements Questionnaire, will be incorporated by reference in the resulting contract, and will be referenced during system
testing.
Each section in the SORF is self-contained and complete responses should be provided by the Offeror. Offerors should refer to the
corresponding RFP section when completing the SORF.
Offeror Name:
Other Team Members and Role:
Section 1.0: Offeror Qualifications
1. 1 Executive Summary
Provide an executive summary of your proposal that highlights the most important aspects of your proposal, identifies the benefits it
provides to the City_ and describes your key differentiators. This section should not be more than one page in length.
Offeror Response:
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City of Lubbock
Enterprise Asset Management System
1.2 Company Background
Provide a brief description of your company, its organization, size, markets served, products and services provided, years of operation,
and information on its stability. Provide a brief history since founding, including mergers, name changes, product line evolution, etc.
Offeror Response:
1.3 Company's Financial Stability
Provide information on your company's financial condition. You may insert a copy of your annual, audited financials in the Attachment
Section. The City may request a review of three years annual audited statements prior to an award to the successful Offeror.
Offeror Response:
1.4 Company Experience in Local Government Infrastructure Agencies
Provide a brief description of your company's experience working with local government public works, parks, and building maintenance
operations with specific reference to your experience with Enterprise Asset Management processes.
Offeror Response:
1.5 Company Experience in Water and Electric Utilities
Provide a brief description of your company's experience in water/wastewater utility and electric utility industries with specific reference
to your experience providing Enterprise Asset Management software packages.
Offeror Response:
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1.6 Company Experience as a COTS Software Solution Provider
Describe your company's experience in developing, delivering and supporting COTS software solutions relative to the requirements in
this RFP. include history of regularly scheduled releases and updates, R&D efforts, and plans for future releases.
Offeror Response:
1.7 Company Resources Devoted To COTS Software Solutions
Describe the resources your company has devoted to developing and delivering COTS software solutions for Enterprise Asset
Management systems. Describe resources in terms of facilities, development efforts, staff resources, locations, research and
development (R&D) activities, and annual R&D expenditures.
Offeror Response:
1.8 Subcontractor Corporate Background
For each subcontractor, provide a full set of corporate background information including company background, financial stability,
Enterprise Asset Management systems experience, COTS software experience, and company resources supporting the project.
Offeror Response:
Section 2.0: COTS Software Product Description
Provide a functional description of your COTS software solution for the Enterprise Asset Management system processes described in
this RFP. Identify the major business functions your solution is designed to support and identify the major product modules that exist.
Describe the transactions supported and the standard reporting features provided. Limit your response to five pages or less.
City of Lubbock
Enterprise Asset Management System
Offeror Response:
2.1 Hosting Environment
Describe your application hosting environment. Is this locally -hosted, cloud -based remotely hosted, or some other approach? (Please
answer the remaining questions for the recommended environment. You may choose to propose more than one approach to the
environment, but please create a separate proposal for each environment being proposed. This will allow the City to compare the
alternatives to one another, and will eliminate any confusion as to which environment a statement may refer to.)
Offeror Response:
2.2 Hardware Architecture
Describe the recommended hardware architecture to support your product including servers (application, web, terminal, data,
reportinglwarehouse. printing, etc.), desktop workstations, mobile devices, printers, special devices (label printers, bar code scanners,
etc.) and networkstcommunications.
Offeror Response:
2.3 Software Architecture
Describe your software architecture and platform. Is this a common architecture across all software products and modules?
Offeror Response:
2.4 Operating System Platform
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terprise Asset Managemer
What is your recommended operating system platform for servers, workstations and laptops? What other operating system platforms
are supported? Provide a detail list of all recommended operating system modules required to support your proposed system, for the
recommended and all available operating systems. Include specific vendor name, module and version numbers.
Offeror Response:
2.5 Reporting Tools
What is your recommended reporting tool for use with the proposed applications? Provide specific Vendors, product names and version
numbers for all reporting tools that are required to utilize the proposed applications.
Offeror Response:
Section 3. 0: Scope of Work
This section of the RFP contains a full description of the scope of work desired by the City. The Offeror should use the following sections
to describe its proposed scope of work. The City recognizes that each Offeror may have a different approach to delivering the desired
scope of work, but the basic elements of the scope should be very similar to those described in the RFP.
In describing your proposed scope of work, please highlight any deviations, additions or deletions from the requested scope of work in
the RFP. At the conclusion of the Scope of Work Section, Offerors are provided an opportunity to justify their proposed deviations.
additions or deletions. The City wants the Offerors to propose the most efficient method of implementing their proposed systems.
Please provide your Approach, proposed Scope of Work, and Deliverables for each of the following sections.
3.1 Commercial -Off -the -Shelf (COTS) Software
Describe your proposed approach to providing a COTS software solution for the E4M system requirements.
Offeror Response:
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Offeror shall list at least five (5) reference sites currently using the proposed COTS software solution, as stipulated in Section 3.1 of
the RFP. The following information must be provided for each reference account.
• Project Name/Title
• Agency Name
• Contact Name
• Contact Phone Number
• Contact Email
• Address
City, State, Zip
• Alternate Contact Name
• Alternate Contact Phone Number
• Alternate Contact Email
• Project Start Date
• Project Go Live Date
• Current Project Status
• Current Version Installed
• Total Project Budget
• Number of Customers
• Offeror Project Manager Name
• Offeror Project Team Members
• Modules Installed
• Types of Business Units Supported
• Project Description
• Project Challenges
3.1.1 Enterprise Asset Management System
Describe your proposed approach to satisfying the EAM system requirements.
Offeror Response:
Describe your proposed use of custom software to meet the EAM system requirements described in this RFP. Describe the extent
and types of anticipated customizations to meet the City's requirements.
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Offeror Response:
Confirm that the prime contractor is the firm that provides the software, and that firm will be the Single Point of Contact for all aspects
of this project.
Offeror Response:
Discuss your firm's record of new releases and updates for both functional enhancements and fixing problems, R&D efforts, and plans
for future releases.
Offeror Response:
3.1.2 Mobile Support for Field Workforce
Describe your approach and proposed scope for providing mobile support for field workforce.
Offeror Response:
3.21mplementation Services
Provide a description Qf your proposed project management approach. Include your proposed approach.
Offeror Response:
3.2.1 Software Project Management
Provide a description of your proposed project management approach. Include your proposed approach to managing and controlling
project and implementation artifacts, including environments, data, change control, and configured workflows and software application
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set up (configuration management). Also include your approach to periodic project reporting that includes meaningful project status
and progress reporting. Describe how your implementation approach will address and reduce the City's risk. Provide an example of a
project plan used in a comparable implementation.
Approach
Offeror Response:
Scope of WorkNVork Plan
Offeror Response:
Deliverables
Offeror Response:
Describe your approach to managing and resolving issues in a timely and effective manner. Provide examples in which this approach
has been effective in other implementations.
Offeror Response:
Describe the makeup and organization structure of the Offeror's proposed project team. Identify specific individuals, roles. project
activities and prior similar projects they have performed. For each member of the Offeror's project team, provide a resume in this
section. Resumes shall be no longer than 2 pages.
Offeror Response:
Project Manager Resume
Offeror Team Resumes
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Subcontractor Resumes
3.2.1.1 Key Components of the Project Work Plan
Provide an overview of your approach to providing the key components of the City's published requirements. These are broken out by
component for clarity in the following subsections. where you should provide greater detail.
Offeror Response:
3.2.1.2 Logistics of the Project Implementation Approach
Describe the logistics of your implementation approach, including-
• Where will work be done?
What will you do to minimize disruption of the City operations?
What proportion of the time will your project manager be on site during the Implementation?
Offeror Response:
3.2.2 Software Configuration and Localization Services
Describe your approach and proposed work plan for providing software configuration and localization services. Describe the expected
participation levels by the City staff in the configuration process_
Approach
Offeror Response:
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City of Lubbock
Enterprise Asset Management system
Scope of WorkNVork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.2.3 Installation Services
Describe your approach and proposed work plan for providing the installation services. Describe the expected participation levels by
City staff in the installation process.
Approach
Offeror Response:
Scope of WorkVork Plan
Offeror Response:
Deliverables
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Enterprise Asset Management System
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.2.4 Data Migration Services
Describe your approach and proposed work plan for providing the data migration services. Describe the expected participation levels
by City staff in the migration process.
Approach
Offeror Response:
Scope of WorkNVork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
Approach to Edits to Production Geodatabase
Discuss an approach that maintains the City's constraint of restricting edits to production GIS data to GIS Department staff.
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3.2.5 Documentation
Describe your approach and proposed work plan for providing required documentation for the EAM system and its various components.
Indicate the different levels of documentation, and the approach to localizing the documentation to correspond to the system as
implemented.
Approach
Offeror Response:
Scope of WorkNNork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.2.6 Training Services
Describe your approach and proposed work plan for providing required training for the EAM system. Indicate the different levels of
training. Indicate any facilities or other support required of the City for this training.
Approach
Offeror Response:
Scope of Work/Work Plan
Offeror Response:
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City of Lubbock
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Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
Describe your approach to knowledge transfer that is designed to maximize formal and information training opportunities for the City's
technical and program staff.
Offeror Response:
3.2.7 Systems Implementation Testing Services
Describe your approach and recommended scope of work for planning and implementing testing services. Describe your process for
developing and executing the overall test plan as well as details of speck test plans. Explain how this approach will provide traceability
for the City's documented requirements. Identify all functions that the City will be responsible for performing in the execution of test
processes. Describe how your proposed testing approach addresses the elements listed in the RFP.
Approach
Offeror Response:
Scope of Work/Work Plan
Offeror Response:
Deliverables
Offeror Response:
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City Responsibilities and Estimated Staff Hours
Offeror Response:
3.2.8 Deployment
Describe your approach and proposed scope for moving the configured and accepted system into production, including the
requirements documented in RFP Section 3.2.8. Identify the services you anticipate requiring from the City for this move.
Approach
Offeror Response:
Scope of WorkNVork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.2.9 Post Production Maintenance and Support
Describe your approach and proposed scope for providing required maintenance and support for the EAM system following the move
to production.
Approach
Offeror Response:
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City of Lubbock
Enterprise Asset Management System n
Scope of Work/Work Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.2.1 a Offeror Additions and Exceptions to Scope of Work
Identify any support services that you would recommend that the City consider during the project that may not have included in the
RFP scope of work. Identify any services that you would recommend against or do not provide that are called for in the RFP Scope of
Work.
Offeror Response:
3.3 Single Point of Contact
Confirm that the Offeror will provide a single point of contact for all official interactions with the City during the EAM implementation.
Provide the name and full contact information.
Offeror Response:
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3.41ntegration Services
Describe your overall approach, philosophy, and proposed scope for providing required integrations between your proposed EAM
system components and those external systems stipulated for integration. Describe the role and responsibilities of each subcontractor
in the integration activities. Describe the expected participation levels by the City staff in the integration process.
Approach
Offeror Response:
Scope of Work/Work Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.4.1 GIS Integration
Describe your approach and proposed scope for providing required integrations between your proposed EAM system components and
the GIS, to meet the requirements described in RFP.
Approach
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Offeror Response:
Scope of WorkANork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.4.2 CCTV Inspection Integration
Describe your approach and proposed scope for providing required integrations between your proposed EAM system components and
the CCTV system, to meet the requirements described in this RFP.
Approach
Offeror Response:
Scope of WorkNVork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
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City of Lubbock
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Offeror Response:
3.4.3 SCADA Integration Services
Describe your approach and proposed scope for providing required integrations between your proposed EAM system components and
the City's SCADA systems, to meet the requirements described in this RFP.
Approach
Offeror Response:
Scope of WorkNVork Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.4.4 Laserfiche Document Management Integration
Describe the extent of your proposed integration functionality and your approach for integrating your proposed EAM system
components with the City's Laserfiche document management system, to meet the requirements described in this RFP.
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Approach
Offeror Response:
Scope of Work/Work Plan
Offeror Response:
Deliverables
Offeror Response:
City Responsibilities and Estimated Staff Hours
Offeror Response:
3.4.5 Microsoft Access and Other ODBC Databases Integration
Describe the specific capabilities of your proposed EAM system components to upload to and download from Microsoft Access and
other ODBC databases, as described in the RFP.
Offeror Response:
Section 4.0: Detailed Requirements Questionnaire
This Detailed Requirements Questionnaire section of the SORF follows the organization of the RFP document. Requirements are
divided into the following sections:
• Functional Requirements: What the EAM system must do.
• Product Usability Requirements- How the EAM system will be used.
• Implementation Services Requirements: Specific responsibilities the software Offeror must assume and execute during
project implementation.
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City of Lubbock
Enterprise Asset Management system
Corporate Strength Requirements: How the Offeror and supporting team are organized, commitment to the offered
software. corporate history, and related information.
The matrix in the Questionnaire provides room for the following responses for each of the requirements:
• Meets without modification: The Offeror's standard package, as proposed, meets this requirement without
modification
• Requires modification to standard package(s): The Offeror will modify its standard package, as proposed, to meet
this requirement. The Offeror will incorporate this change into the next standard release of the Offeror's standard
package
• Requires custom application development: The Offeror will develop an additional module, routine or report, that will
not adversely impact the City's ability to apply future maintenance releases, that will accomplish the function specified
• Can be accomplished in an alternative way: The Offeror is proposing to solve the requirement in an alternative, but
equally functional, manner. Please describe the proposed alternative in the space provided following each requirement.
• Cost to the City for proposed modifications: Detail any costs for making any required modifications or customizations
to the Offeror's standard software. Aggregate the total modification and customization costs for each checklist and
transfer totals to your pricing sheet.
The Offeror should use other sections of this SORF for more general discussions of scope and approach, but should use the
following tables to specifically answer the questions of whether the proposed solution meets each requirement. Place
supplemental information immediately following the tables, where called for.
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4.1 Functional Requirements
Service Requests
3—
Cost for
Mods
Create a Service Request (SR) within the FAM system, and
associate the Service Request to a customer, asset or location with
minimum data entry.
2
Provide a hierarchical approach to recording problems, in which the
type of infrastructure initiates a selection of problems/symptoms,
which initiates relevant follow-on questions; the hierarchy must be at
least 3 levels.
3
Assign Service Request to individual for research/investigation.
System should assign the SR to a specific individual based on
business rules, with an option for business unit management to
override the default assignment.
4
SR should be digitally routed to assigned party, with a hard copy of
the Service Request available as needed but not required for work
process.
5
If no SR update received in x days, SR is escalated to investigator's
supervisor (or other individual selected by users). X is selected by
the City.
6
When Work Order related to an SR is completed, have option to
notify SR Requestor or the external system that initiated the
transaction.
7
Enhance data content of Service Request to include a map of the
vicinity showing streets, assets, other open assignments, etc.
The map should be available on screen or hard copy as an integral
part of the data (not just separate screen or popup).
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Service '-•
•
8
Make categories of background data (for example, maintenance
history, CCTV images, customer data, etc.) available for selection
by the user.
9
Make available associated assignments (for example, linked work
orders).
10
SRs initiated by "special citizens" are highlighted, and these SRs
automatically result in the requestors being notified of status
changes to the SRs and associated work orders.
11
Create Service Requests from data received from the City portal for
collecting requests for service.
12
Create Service Requests from data received from third party web
sites (for example, See -Click -Fix)
13
Create Service Requests from data received from text messages
received by City staff
14
Track and manage status of Service Request as it moves through its
work flow. Allow assigned individual, supervisor, or dispatcher to
update status appropriately.
15
Notify the SR Requestor or the external system that initiated the
transaction when disposition of SR is determined, unless the call
taker or Requestor selects an option to bypass notification.
16
When SRs are investigated, labor hours may be charged in the EAM
system.
17
After initial assignment, the EAM system supports changing the SR
investigation assignment to a different individual and/or a different
business unit.
18
If the SR investigation assignment is changed to a different business
unit, the requestor will be noted of this change in status.
19
Provide context -sensitive guidance or prompts to assist the call taker
with collecting required data based on the type of problem, to aid in
deciding who to assign for investigating the Service Request, or
responding to the Requestor for inquiries that can be handled
immediately.
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Work Management•
Mods
22
Create Work Order. Where appropriate, link to Service Request.
Link to asset(s). Auto -populate as much of the data as possible from
SR, asset inventory; minimize data entry.
23
Enforce business rule that a Work Order must be associated with
one or more Assets as default. Allow override when necessary.
24
Allow issuing follow-up WO to add asset to asset registry or GIS, and
associate list of WOs to it.
25
Support work orders and routes associated with multiple assets.
Provide ability to group assets together into larger assemblage (e.g.,
fire hydrants to be flushed in the same day) if managed in asset
registry as individual assets, for purposes of issuing work orders
covering the total assemblage
26
Support multiple types of Work Orders (e.g., safety, preventive,
,
reactive), which can be defaulted based on asset type or business
unit, or selected for individual work orders.
27
Manage associations among work orders and between work orders
and service requests. Support tracking and reporting by individual
work order, associated work orders, and aggregations by Service
Request, asset, systems and sub -systems, processes, facilities, etc.
28
Report costs of associated work orders, service requests, and
projects that are related to speck events.
29
Support generic "incident" level of aggregation for complex
relationships among Service Requests, Work Orders, and Assets.
City of Lubbock
Enterprise Asset Management System
Work Management
Mods
30
Assign Work Order to crews. Support default assignment where
business rules allow, with supervisor override.
31
Support direct assignment by supervisor as default if desired.
32
Assignment should be routed to assigned party digitally, with hard
copy of Work Order available as needed but not required for work
process.
33
Enhance data content of Service Request or Work Order to include
map of vicinity showing streets, assets, other open assignments, etc.
The map should be available on screen or hard copy as integral part
of the data (not just separate screen or popup).
R
34
Categories of background data (for example, maintenance history,
CCTV images, customer data, etc.) should be available.
35
Provide links with as-builts and O&M manuals.
36
Associated assignments (for example, linked work orders) should be
available.
37
Track and manage status of Work Order. Allow assigned individual,
supervisor, or dispatcher to update appropriately.
38
Support mandatory supervisory reviewlapproval task if desired for
each Work Order type.
39
Support automatic updates and/or notifications upon completion of
Service Request or Work Order, within the EAM system or to
external systems that initiated the transaction. Manage business
rules for linkages and triggers for updates.
40
Support explicit 'partial' work order (some work completed but more
needs to be done); ability to put work order on hold (for example,
couldn't find meter) and return later or reassign, without requiring two
separate work orders for the same task.
41
Support task structure within individual work order, for multiple tasks
within work order.
42
Support entry of labor, materials, and equipment usage by task, for
detailed job costing.
52
City of Lubbock
Enterprise Asset Management System
Work Management0
Cost for
Mods
43
Provide security, restricted access when using actual labor rates for
individuals for costing work orders.
44
Create and update bulk work orders (for example, routine
inspections) for repetitive tasks. Enter data once and duplicate as
needed, with operator only changing what needs to change for each
work order (for example, asset ID and location).
45
Enable City staff to access status of work orders in order to update
customers.
46
Provide escalation process and approvals for emergency and high
priority requests.
47
Provide work measurement statistics on common activities.
48
Provide backlog, service activity, and closure rate statistics for all
activities.
49
Provide reports for supporting the assignment and re -assignment of
all open orders.
50
Provide functionality to record summary data from inspection
activities and produce reports from this data.
51
Provide the ability to attach photographs, plans, correspondence,
reports, and operations and maintenance manuals to records of work
orders or assets.
52
Compare estimated or standard labor hours and cost against actual.
53
Support 100% time allocation for selected personnel. Support
administrative (e.g., safety meetings, training) and field work orders.
54
Support batch entry of equipment run times for use in scheduling
preventive maintenance.
55
Use equipment run times to issue preventive maintenance work
orders based on "earliest of equipment usage or elapsed time.
56
Enable the attachment of procedures (i.e., job plans) to preventive
maintenance work orders.
_
57
Support advance notice to other departments of activities that might
require operational adjustments and/or generate customer
complaints.
53
City of Lubbock
Enterprise Asset Management System
- • Personnel Support
59
Provide real-time access to EAM system functionality for selected
personnel while away from office.
60
Support goal of issuing a single device to field personnel for
interaction with the EAM plus other City systems.
61
Capable of utilizing Windows laptops and ruggedized tablets
62
Capable of utilizing iPads
63
Capable of utilizing iPhones
64
Capable of utilizing other tablets besides iPads and Windows tablets
65
Capable of utilizing Android smartphones
66
Manage connection status for mobile field units and automatically
reconnect following wireless connectivity interruption while
preserving work in progress. A user should never notice interruption
of wireless connectivity and could continue working during an
interruption.
67
Update Service Request from field, including status, comments,
resource usage, and disposition data.
68
Update Work Order from field, including status, comments, resource
usage, and completion data. Complete a work order from field.
4
City of Lubbock
Enterprise Asset Management System
- • Personnel Support
69
Provide flexible work flow for each team, so some could complete
and close and others could complete only.
7(
Define roles in Work Order process and assign primary and
altemates to the roles.
71
Indicate completion of an assigned task and readiness for the next
task under a work order.
72
Supervisors/ superintendents can review and approve field crew
data entry, correct invalid entries, return to crews for
correction/additional data, and approvelclose work orders from field.
73
Initiate new or follow-on Service Request, Service Order, or Work
Order from field.
74
Access all data contents of EAM system from field.
75
From field, access data from other applications which are integrated
with the EAM system.
76
Attach photos, redlines, sketches, etc. to WO from field
77
Ability to cache portions of system for working off line
78
Provide adequate performance and capacity to support remote
display of GIS maps using Esri map services maintained by the City
when feasible.
79
Update Service Order from field, including status, comments,
readings, and completion data. Clear a service order from field.
80
Generate suggested routing for handling on -demand, ad hoc routes.
Should support rerouting after changes to assignments, and provide
directions (text and map).
81
Complex documents like equipment manual will be managed in
EDMS, but attached to the WO when needed
82
Provide adequate performance and capacity to support remote
T
display of documents and drawings maintained in Laserfiche.
83
Ability to support portable printers in field if desired.
5
City of Lubbock
Enterprise Asset Management System
$4 Notify field workers that an update to a work order has been made
or a new work order assigned, independent of continuous access to
the application.
85 Collect Latitude/Longitude for work like pothole repairs
86 Send emails etc. to customers, from any work location
Inventory
Cost fol
87
Maintain inventory of parts and supplies on hand in multiple "pools
of inventory", including in warehouses and various City facilities.
88
Manage on -demand, one-off purchases that don't go through
warehouse before being 'expended" on work orders.
89
Support usage costing based on a Last In, First Out unit cost of all
items of the part type in stock.
90
Issue parts to crews based on Work Order.
91
Support inventory adjustments based on
• Returns after issuance
• Damaged, Obsolete, or Unusable Inventory (i.e. waste)
• Returns to man ufacturerlsupplier due to defects or other
problems
92
Provide reports of warehouse parts below their reorder points.
0
City of Lubbock
Enterprise Asset Management System
•
2
•
Mods
93
Reserve inventory for planned jobs, enabling foremen or
planner/schedulers to requisition parts required for scheduled work.
94
Support import of batch files containing parts issuance data from the
City's J.D. Edwards Enterprise One financial system, to replace
manual data entry from paper forms.
95
Support bar coding or QR coding of parts and materials to reduce
data entry, including generation and reading of bar or QR code labels
to identify parts.
96
Support identification of critical spares, and exception tracking of
their quantity on hand.
97
Provide process for correcting errors and otherwise adjusting
inventory records to correct/remove errors. Log and authenticate all
changes. Make adjustments to costing and other balancing steps,
based on specked business rules. Provide a means for attaching
documentation to track which employees made changes.
98
Reports on charges by cost center and by work order.
99
Reports on quantities of available parts on hand.
100
Document and track transfers of inventory from one "pool" to
another.
101
Increment inventory by item when supplies or parts are received by
City. Include parts, quantity delivered, date delivered, unit price, and
PO, invoice, or other purchase identifier for linking back to
purchasing transaction in Financial system.
102
Maintain digital parts catalog, which includes part number, part
name, access to photos, schematics, manufacturer's specs, etc.
Includes security restrictions on contents.
103
Generate list of spare parts in inventory for specific assets and asset
types, by manufacturer/model.
104
Update or correct receiving report or inventory counts to correct
errors. Provide supporting documentation to track employees that
made changes.
57
City of Lubbock
Enterprise Asset Management System
Inventory
2
Mods.
105
Support cycle counts and physical inventories, including generation
of reports and forms.
106
Support usage costing based on a weighted average unit cost of all
items of the part type in stock.
107
Support usage costing based on a First In, First Out unit cost of all
items of the part type in stock.
108
Issue supplies (boots, uniform) directly to individual workers.
109
Support inventory adjustments for job costing and accounting,
including:
Distinguishing among credits vs. changes in cost vs. refunds
• Restock charges
110
Support digital parts catalog and business rules to help ensure the
order specs will generate what is needed (for example, copies
manufacturer's list of acceptable products into requested product
description).
111
Provide review step in which requesting foreman reviews and
approves the issuance request before the storeroom fills the request.
112
Support for identifying bins (or other location designation) in which a
part is stored.
113
Support for tracking parts at multiple locations within a warehouse.
58
City of Lubbock
Enterprise Asset Management System
Data Management
D
E Cc)
Cost for
Comment
Z7
' '
U,
•
' •mods.
115
Show all repair history and other activities (including preventive
maintenance, planned work orders, inspections, and replacements)
on an asset or a location when requested.
116
For the repair history report described above, provide costs and
labor hours for each occurrence.
117
Generate daily activity report summary by employee or crew.
118
Generate summary report of work order activity for a user -defined
period.
119
Provide options for searching for work orders by multiple criteria.
120
Generate report summarizing data entry activity.
121
Generate customized hard copy and report formats by work order
subtypes (for example, a report for Maintenance Work Orders looks
different than one for Repair Work Order).
122
Show all associated Work Orders & Service Requests together for
an event.
123
Show results of queries by: Asset ID, Address, Type of Activities,
Crew, Equipment ID, Date Range, Work Status.
124
Show results of spatial queries in map and tabular formats for all
assignments and/or assets by: location, along streets, arbitrary
polygons, existing polygons (for example, sub -basins), proximity to
selected asset(s). Need to identify nearby activities, for
investigations and for repairs.
125
Support back end queries via SQL, programming scripts, & business
intelligence tools.
126
Associate digital photos and other file types to service requests, work
orders, inspections, or assets from office or field including
documents managed in electronic document management systems,
images and video from CCTV, electronic O&M manuals, as-
builts/record drawings, etc.
5
City of Lubbock
Enterprise Asset Management System
•
0
Data Management
=,;7
52 E
Cost for
Comment
0 QCT
a
a
CT '
a
Mods.
127
Manage temporary asset IDS. Assign temporary asset IDS for new
assets not yet added to master asset registry and replace with
7
correct permanent asset IDS when available, or provide capability
an equivalent process.
128
_through
Validate all data entry where possible, including edit checks and
business rules for validations. Comment on how many ways they do
this, can we customize etc.
129
Initiate a software -enabled workflow/process to request changes to
attribute data for assets, whether the system of record is the GIS or
EAM system.
130
Initiate and track update requests to GIS and other data. Include a
feedback mechanism to requester.
131
Access to external vendor specification sheets, manuals, and
instructions by crews planning a repair.
132
Track and monitor warranty data on assets.
133
Validate all addresses against the City's master address file as
represented within GIS. Should support sub -address validation to
unit level (such as apartment numbers).
134
Provide tools to support identification of probable completed Work
Orders still in the system, lost Work Orders, etc. Identify probable
duplicate Work Orders.
135
Notification of outstanding WOs longer than defined limit, which will
be different for different WO types.
136
Set permissions to view WOs etc. within and between teams.
137
Provide means for handling duplicate or mistaken Work Orders in
system (Note: This is not the same as closing, since closed work
orders should remain in the system in perpetuity.) System should
support voiding but not remove, possibly with restricted permission.
Include ability to totally delete after review.
138
Support exports to or batch updates of data from Microsoft Excel and
Access.
.a
City of Lubbock
Enterprise Asset Management System
12
•
Data Management
=--o
—o
Cost for
Comment
' ' �
•
�
•
•
�Mods.
• •
39 Minimize necessity for hard copy data flows, such as sending hard
copies of completed work order data to different business units.
140
Provide real-time or near real-time access to contents of EAM
system for field workers, including history of work on asset or
premise, details in comments fields, and comments about location.
This includes after-hours access for emergencies or changes, from
field or home.
141
Comments and other fields must not be truncated.
142
System should minimize use of free -form text for data entry.
143
Support using GIS to access photos etc. associated with service
requests, work orders, inspections, or assets in the EAM system.
144
Provide an option to selectively turn on or off change logging,
including date, time, user, old value, and new value to enhance data
quality.
145
Handle assets without addresses or dummy addresses for features
that are in the right of way or for which addresses have not yet been
assigned.
146
Provide cut off evaluation and warning based on maximum run time
on all reports.
147
Incorporate multiple performance measures per work order type.
support various units of work
Data Integrity
148
Provide control reports for all data conversion processes including
balances and counts.
149
Provide control and audit reports for all inventory operations.
150
Provide alerts for unauthorized or suspicious activity.
151
Provide full back up and restore functions with logging.
152
Provide full City access to all data, through EAM system or directly
other utilities, without limitations
61
City of Lubbock
Enterprise Asset Management System
Integration Services Requirements
GIS Integration
■
■
■
Note: Working from "within the GIS environment' means using
the Esri GIS system in use at the City. Working within "the EAM
system environment' means using the tabular or graphic EAM
interface.
Working from within the GIS environment, select a group of GIS
features (representing assets) through drawing a polygon on the
GIS, and perform the following EAM system functions for all of the
assets as a group:
• generate one work order that represents a group of related
actions (for example, hydrant exercises)
157
• generate an individual work order for each of the assets
158
• generate standard EAM system reports and user -developed
reports that use EAM system data
159
The EAM system will interact with the City's GIS data to view existing
GIS feature classes — including graphic and tabular data — from
within the EAM system.
City of Lubbock
Enterprise Asset Management System
Integration Services Requirements72
U
Cost for
160
GIS will utilize EAM system data to display locations and data about
assets, facilities, service requests, service orders, and work orders
from within the GIS.
161
Utilize GIS asset representations as systems of record for the asset
registry.
162
Synchronize GIS and EAM system contents, including asset
inventory and attribution, and GIS domains and EAM system lookup
tables.
163
Working from within the GIS environment, generate an EAM system
asset from a GIS graphic feature.
164
Working from within the GIS environment, select a GIS feature that
represents an asset, and generate an EAM system work order or
service request based on location
165
Working from within the GIS environment, select a GIS feature that
represents an asset, and open windows to view all EAM system
asset inventory data related to that asset.
166
Working from within the GIS environment, select a GIS feature that
represents an asset, and open windows to view all EAM system work
order history data related to that asset.
167
Working from within the GIS environment, select a GIS feature that
represents an asset, and open windows to view all EAM system cost
history data related to that asset.
168
Working from within the GIS environment, select a GIS feature that
represents an asset, and open windows to view all EAM system
recurring work schedules related to that asset.
169
Working from within the GIS environment, select a GIS feature that
represents an asset, and open windows to view all EAM system
pending work order data related to that asset.
170
Working from within the GIS environment, select a GIS feature that
represents an asset, and open windows to view all EAM system
inspection history data related to that asset.
6
City of Lubbock
Enterprise Asset Management System
Int-• • -•
• •
171
Working from within the GIS environment, change a GIS feature
(representing an asset) using ArcGIS, and update the EAM system
asset inventory database
172
Working from within the GIS environment, delete a GIS feature
(representing an asset) that has been removed, and make the
i
appropriate updates to the EAM system database to archive the
asset's record and all related transaction data
173
Working from within the GIS environment, view a "dot map" of
pending work orders with complex querying capabilities and assign
individual work orders to crews with "one mouse click" on the location
of the pending work
174
Working from within the GIS environment, split an asset into more
than one asset, and select the resulting asset that should be
associated with each of the original asset's transaction records.
175
Working from within the GIS environment, run a complex query (i.e.,
one with more than two nested conditions) against the graphic data
and display results that include EAM system data as a tabular report.
176
Working from within the EAM system environment, when viewing a
record (of a transaction or of an asset), have the option to open a
GIS 'window showing the location of the asset referenced in the
record.
177
The GIS window shall have a default scale, extent, and feature class
or layers displayed.
178
The user shall be able to override the scale, extent, and feature class
or layers displayed for that session only, and the user's overrides
shall be capable of being stored for future use.
179 Working from within the EAM system environment, when viewing a
standard or user -developed report of EAM system data, have the
option to generate a dot map (a.k.a., a "pin map") showing the
locations of the EAM system assets in the GIS. The user shall be
able to set the GIS's symbology to reflect up to two variables in the
report, one using color and the other using shape; the resulting map
should be capable of being displayed and printed.
0
City of Lubbock
Enterprise Asset Management System
InteLgration Services Requirementsp
Cost for
180 - When moving a "portable asset" (for example, water meters, motors,
pumps) to a different location in the EAM system, move the asset's
geographical location in the GIS. The asset's transaction history
should move with the asset.
181
Working from within the EAM system environment, retire an asset in
the EAM system, and assure that the changed asset inventory data
and transaction history of the retired asset is reflected in the GIS.
182
Working from within the EAM system environment, abandon an
asset in the EAM system, and assure that the asset's status has
been changed to "abandoned" in the GIS.
183
Working from within the EAM system environment, run a complex
query (i.e., one with more than two nested conditions) against the
EAM system data and displaythe results graphically in the GIS.
184
Working from within the EAM system environment, print a location
map with GIS features for each asset work order. The GIS window
shall have a default scale, extent, and feature class or layers
185
The default scale, extent, and feature class or layers displayed shall
be capable of being overridden by the user for that session only, or
the overrides shall be capable of being stored for future use; the user
shall be able to define different defaults for different types of assets.
186 Support using GIS to access associations with digital photos and
other file types (including documents managed in electronic
document management systems, images and video from CCTV,
electronic OEM manuals, as-builts/record drawings, etc.) from
service requests, work orders, inspections, or assets in the EAM
system.
187, update attribute data for assets, whether the system of record is the
GIS or EAM system. For example, if an EAM system user notes that
an asset attribute is wrong, they should (subject to security privileges
and validation) be able to immediately initiate a software -enabled
workflow/process to change the attribute value.
188
Initiate and track update requests to GIS and other data. Include a
feedback mechanism to requester.
65
City of Lubbock
Enterprise Asset Management System
Integration Services RequirementsCost
for
Mods
Coirkmani
189
Use City or LP&L GIS data for all geospatial applications.
190
Validate all addresses against the City's Master Address File as
represented within GIS. Should support sub -address validation to
unit level (such as apartment numbers) when City implements this
level of data.
191
Integrate with all data structures supported by the Esd versioned
geodatabase.
SCADA Integrations
192
Support one-way batch update of asset run times from SCADA
Historians to the EAM system, for use in triggering usage -based
maintenance intervals.
CCTV Integration
193
Integrate with digital closed circuit television (CCTV) sewer
inspection system to bring the following data into the EAM system:
Work order/inspection completion data
194
• Summary inspection results
195
If the inspection reveals the need for additional work — initiation of
the resulting new work order(s)
196
Prior to a CCTV inspection, send the following EAM system data to
the CCTV application:
Work order for performing the inspection
197
• Attribute data for the asset(s) being inspected
Electronic Document Management System Integration
198
Integrate with the City's electronic document management systems
to provide EAM system users with the following functionality:
Access to as -built drawings, operations and maintenance manuals,
plans, and images associated with an asset
_
199
Access to administrative documents such as: ordinances, policies,
and reports
K.
City of Lubbock
Enterprise Asset Management System _r
Intcgration Services Requirements
2
Mods
Other Integration Functionality
200
A monthly receiving report shall be provided to support reconciliation
of EAM system warehouse receipts against the related purchasing,
receiving, and issuing transactions in the City's Financial System.
201
A monthly issues report shall be provided to summarize stock that
was issued from each warehouse managed using the EAM system
and used for work orders.
202
Tools should be provided to import data from Microsoft Access,
Excel, and other ODBC systems on a one-time or periodic basis.
_
203
Minimize necessity for hard copy data flows, such as sending hard
copies of completed work orders to a Service Request originator.
204
When stock is received into a warehouse managed using the EAM
system's material management module, EAM system functionality
shall include a cross-reference to the related City Financial System
purchasing and receiving transactions. This cross-reference should
include requisition numbers, purchase order numbers, invoice IDs,
and/or receiving document IDs.
2o,51
When stock is issued from the City's Central Warehouse to be used
on an EAM system work order, EAM system functionality shall
include a cross-reference to the issues document from the City's
Central Warehouse.
wv
206
When stock is moved from the City's Central Warehouse to a
warehouse managed using the EAM system's material management
module, EAM system functionality shall include a cross-reference to
the Issues document from the City's Central Warehouse.
207
Stock returns to manufacturers or vendors from warehouses
managed using the EAM system must include functionality to
reference credit memos in the City's Financial System.
208
A monthly stock returns report must be available to support
reconciliation with credit memos in the City's Financial System.
209
Support future integration of results from field data capture using
T
survey -grade GPS to associate location and attribute data with
asset.
67
City of Lubbock
Enterprise Asset Management System
Queries and '-r• •
Mods.
210
Incorporate multiple performance measures per work order type.
•
support various units of work
211
Provide reporting/business intelligence tool to create custom reports.
In comments, list name of tool if third party product.
212
Show all repair history and other activities (including preventive
maintenance, planned work orders, inspections, and replacements)
on an asset or a location when requested.
213
For the repair history report described above, provide costs and
labor hours for each occurrence.
214
Generate daily activity report summary by employee or crew.
215
Generate summary report of work order activity for a user -defined
period.
216
Provide options for searching for work orders by multiple criteria.
217
Generate report summarizing data entry activity.
218
Generate customized hard copy and report formats by work order
subtypes (for example, a report for Maintenance Work Orders looks
different than one for Repair Work Order).
219
Show all associated Work Orders & Service Requests together for
an event.
220
Show results of queries by: Asset ID, Address, Type of Activities,
Crew, Equipment ID, Date Range, Work Status.
City of Lubbock
Enterprise Asset Management System
4.2 Product Usability Requirements
Product usability includes a set of non-functional requirements relative to look -and -feel and work flow among the forms and
_r ate_ 4�•_�a•_._
screens
yr the a u$ aMIUH.
Prod .•-.
. .
Look and Feel
224
Provide "undo" capabilities during data entry.
225
Provide administrator controlled ability to make fields mandatory.
226
Autopopulate every possible field, with ability to override during data
entry. Calculate values like start date where possible from data
already entered, using business rules.
227
Provide a common look and feel across all application components
of the EAM. Users must have the same or very similar experience
and interface in office or in field.
228
Incorporate a common set of features for data entry and access
including pull down windows, pop-up windows, scroll bars, radio
buttons and error messages.
City of Lubbock
Enterprise Asset Management System
Product • -•
osi for
Mods.
229
Provide a common approach to navigating home pages, menus,
screens and fields.
230
Print through Windows print drivers.
231
Carry over data for Work Order or other transaction from one screen
to the next, without requiring re-entry.
2$2
Provide customizability based on task or role, eliminating clutter of
unused fields on screens or hard copy forms.
233
Minimize need to scroll to see data fields on screen.
234
Present screens in order needed for work process (not flipping from
screen to screen)
235
Support multiple comment entries for "Activities", "Comments" etc. to
replace current practice of using initials or codes at beginning of
each entry within larger field.
236
Use 24-hr military time as basic time entry. Support local, 12-hour
time with translation for data entry.
237
Include pick lists and other options optimized for work task (for
example, if it's a water system repair, then only water codes should
show up on a pick list). Provide administration tools for managing
underlying look -up tables and/or business rules.
238
Incorporate icons, file structures, menu bars, print windows and
query selection options similar to MS Office products.
239
Allow user to back up or move around screen with mouse or key -
based migration, with consistent technique for changing focus.
240
Should not unnecessarily require users to type leading zeroes or
blanks into fields.
Usability
241
User functions are easy to use with proper training. User functions
are intuitive and logical in their organization and display.
242
Users can become proficient after training, 85% of the time on first
solo use.
70
City of Lubbock
Enterprise Asset Management System
244
After training, users will be able to access all functionality to do their
assigned job.
245
Users will know how to navigate "help" facilities and diagnose and
correct at least 75% of all problems using the standard "help"
facilities.
246
Users will be able to execute standard reports.
247
Users will be able to modify selection criteria for their session to run
standard reports and queries (select date ranges, asset types,
activity codes, etc.).
w
248
User will be able to perform their normal daily assignments without
help from "power users" or use of the "help desk" services.
249
Users will be able to understand and respond to standard error
messages.
Performance
250
Provides extensive field edit features to insure data accuracy and
constancy.
251
Provides simple to use error correction and validation processes.
252
Provide comprehensive security approach, to communications and
to sensitive data on the field device (for example, customer data).
System must comply with City IT security standards.
253
System must support user and workgroup account management,
including security. System must provide support for roles.
254
Provides acceptable response time (2 second or less) on 90% of all
transactions.
255
Includes sufficient capacity and performance such that response
time is not adversely impacted by end of shift utilization increases.
256
Must be capable of supporting continued growth. Describe any
limitations on number of assets, work orders, or other data elements.
71
City of Lubbock
Enterprise Asset Management System
4.3 Implementation Services Requirements
Implementation services include a set of non-functional requirements relative to integration, architecture constraints, configuration,
installation, testing, training, and support. It also includes a requirement for cooperation with other City projects relative to
implementing the proposed EAM solution.
RequirementsImplementation Services
rAcds.
Technology Infrastructure
258
Operate within the City's current IT hardware infrastructure
environment including server, network, storage and printing
environments
259
Utilize industry standard PC desktops, laptops. Work with a variety
of portable devices.
260
Operate with Microsoft Windows 2016 for server environments.
(Red Hat or SUSE Linux will be considered.)
_
261
Operate with local virtual servers, under VMware
262
Operate with Microsoft Windows 10 for client environments.
Windows 7 is the minimum version supported.)
263
Operate with Microsoft SQL -Server database management
software, version 2018. (SQL -Server is required for locally -hosted
installation; Oracle is an acceptable alternative for cloud -based
installation.)
72
City of Lubbock
Enterprise Asset Management System
Implementation Services Requirements
264
Operate with Crystal Report Enterprise 2016 or equal reporting
software.
265
Utilize application development tools that will be licensed to City for
its internal use, and for use as desired by other consultants or
contractors for further development and maintenance of solutions.
266
Available in a client -server environment. Describe technology
strategy, overall system architecture.
267
Available in a Web version (preferred) using current version of MS
Edge browser.
268
Available in a cloud -based, remotely hosted environment.
269
Utilize application development tools based on commonly used
information technology programming languages and approaches,
such that developers are reasonably available to City when needed.
270
Minimize requirements for 3'd party tools and licenses. Keep toolkit
simple. Minimize dependencies among elements of solution.
271
Utilize VPN connections for any remote connection. (NetMotion or
Open VPN are current City standards.)
Maintenance and Support
272
Include all major product revisions, upgrades and enhancements
as a feature of the maintenance and support contract options.
273
Provide fixes and patches services for problems encountered
between software releases.
274
Provide a complete help desk service as part of the standard
maintenance and support contract.
275
Provide remote diagnostic and support services through a secure
VPN process.
276
Provide documentation for users, administrators. Provide updates
to documentation with each new version release. Documentation
must fully cover data stores, to support local report writing.
_
[i77
Provide training in report writing including data base models and
table design.
7
City of Lubbock
Enterprise Asset Management System
Implementation Services Requirements
278
Provide 24x7 maintenance and support contract option
i
279
Provide cost schedule for any remotely provided capabilities such
as cloud storage, showing current rate structure and anticipated
future increases.
280
Localize documentation to match the installation at City.
281
Support a user group for EAM and other components, which hold
meetings at least annually.
282
Provide 8x5 maintenance and support contract options, based on
the Central Time Zone.
Security
i
.283
Provide tools for managing user accounts, security settings on data
and/or applications.
284
Provide a full password security process based on roles and
groups.
285
Grant authorization for access at the function level.
2,96
Grant authorization for update at the function level.
287
Provide Active Directory integration to support single user sign -on.
288
Provide an audit trail of all system activity, including by user, date
and time.
289
Provide a flexible and secure security management process for
assigning privileges and rights.
Availability and Reliability
290
Support authorized user access from a common menu or home
page.
r291
Provide high availability on 24X7 schedule.
74
City of Lubbock
Enterprise Asset Management System
Implementation- •
292
Provide 99.8% uptime after exclusion of scheduled maintenance
and hardware failure.
293
Provide full system recovery capabilities.
Legal
294
Work directly with other software vendors to complete required
integrations and etc. Single "general contractor" relationship
required.
Configuration
295
Develop and document the proposed data conversion process for
reference data using an Extract/Transform/Load approach
296
Follow an agreed -to change order process developed in the initial
project plan.
297
Include configuration for TEST and PROD environments. How are
these to be used during implementation and ongoing operations?
298
All changes to configuration will be performed by City IT.
299
All software upgrades (for locally hosted solution) will be performed
by City IT with vendor support.
4.4 Corporate Strength Requirements
Corporate strength includes a set of non-functional requirements relative the corporate approach to support and technology
updates. It also includes requirements about the number of installations and other indicators of how committed the software
vendors participating in the proposed solution are to their products.
75
City of Lubbock
Enterprise Asset Management System
Corporate•th Requireme
300 Propose a COTS software package for Lubbock's EAM system.
i■
301
Propose an EAM package that has been installed in at least ten
installations, including:.
302
• Must be in production for horizontal or underground
infrastructure asset management (e.g., streets, water
distribution, wastewater collection) in at least five referenceable
j
local governments, including a fully functional integration (as
i
defined in this document) with a geographic information
system.
303
Must be in production for vertical infrastructure asset
management (e.g., plants, buildings) in at least five
referenceable local governments.
304
Must be in production for electric distribution asset
management, including overhead and underground
infrastructure, for at least three referenceable customers.
305
• At least 1 of these implementations must include a General
Fund agency performing significant asset management
activities, such as Parks, Streets, or Facilities.
Section 5.0: Project Schedule
Offeror should provide a complete project schedule in the Gantt chart format. The schedule should be sequenced using Section 7:
Project Schedule in the RFP as the guideline for key dates.
The project schedule should indicate key activities and milestones for implementing the proposed EAM system solution, including alf
required integrations.
The Offeror should also indicate resource commitments of key staff and other resources necessary for successful implementation.
Indicate Offeror resources plus any City or City resources expected to be required.
76
City of Lubbock
Enterprise Asset Management System
Offeror Response:
Section 6.0: Supplemental Instructions to Vendor
[This section left blank in SORF intentionally.]
Section 7.0: Proposal Evaluation and Selection Process
[This section left blank in SORF intentionally.]
Section 8.0: General Terms and Conditions
[This section left blank in SORF intentionally.]
Section 9.0: Pricing
The pricing section is designed to provide an explanation of the Offeror's pricing approach and includes a pricing worksheet (Appendix
B) to provide specific pricing information for the proposed system.
The pricing worksheet shall be the basis of the Offeror's price proposal. It must include all costs of implementing the EAM, in sufficient
detail for the City to understand what is being proposed. The worksheet indicates the minimum level of detail expected.
9.1 COTS Software Solution Pricing
Describe your approach to software pricing. Indicate what purchasing options are available to City including site licensing, seat
licensing, and concurrent user licensing or other options. For seat licensing or concurrent user licensing, provide information on any
break points in seat licensing structure.
Prices may be quoted as license fees for the entire City enterprise (site license) or they may be quoted as a per -seat license fee. The
license fee shall include support and maintenance through the City's first year of production usage of the proposed software.
Pricing for per -seat licensing should assume an incremental implementation, as follows:
77
City of Lubbock
Enterprise Asset Management System
Phase 1 (First Year) -- Licenses for 40 named users or 25 concurrent users
Ultimate — Licenses for 325 named users or 170 concurrent users
Offeror Response:
9.2 Implementation Services
Describe your approach to implementation services pricing. If the software license fees include a specified amount of support indicate
the level of support included in days.
Offeror Response:
9.3 Modification Costs
Describe your approach to pricing modification costs.
Offeror Response:
9.4 On Premise Solution
The City is open to either an on premise solution that utilizes its own hardware and infrastructure for servers, networks, workstations
and laptops or some version of cloud -based, remotely hosted solution. Use this section to describe any cost elements of anon premise
solution. Use "Not Applicable" if no costs are included for a category.
9.4.1 Hardware and Network Infrastructure
Provide pricing for any additional infrastructure that may be required to support the core business functions and any optional modules.
Offeror Response:
9.4.2 System Support Software
Describe the pricing for any system software required to support the proposed COTS software solution. Include specific pricing
information in the pricing worksheet.
78
City of Lubbock
Enterprise Asset Management System _
Offeror Response:
9.4.3 Other Costs
Describe the pricing for all other costs required to implement the proposed COTS software solution. Include specific pricing information
in the pricing worksheet.
Offeror Response:
9.5 Cloud -Based Solution
The City is open to either an on premise solution that utilizes City -owned hardware and infrastructure for servers, networks, workstations
and laptops; or some version of cloud -based, remotely hosted solution. Use this section to describe all cost elements of a cloud -based
solution. Use "Not Applicable" if no costs are included for a category.
Since cloud -based solutions are not direct purchases, please be specific regarding the applicable rate structures, by cost component.
Include pricing for both annual and monthly payment options. Also specify any break points for rate changes, penalties for exceeding
usage allocations, fees for professional services, or other details that will help the City predict future operating costs. Indicate a
maximum percentage increase by year.
Offeror Response:
9.5.1 Hardware and Network Infrastructure
Provide pricing for any infrastructure that may be required to support the core business functions and any optional modules. Include
specific pricing information in the pricing worksheet. Indicate data storage costs separately from any other costs.
Offeror Response:
9.5.2 System Support Software
Describe the pricing for any system software such as RDBMS, virtual server licenses, etc. required to support the proposed COTS
software solution. Include specific pricing information in the pricing worksheet.
Offeror Response:
79
City of Lubbock
Enterprise Asset Management System
9.5.3 Other Costs
Describe the pricing for all other costs required to implement the proposed COTS software solution. Include specific pricing information
in the pricing worksheet.
Offeror Response:
9.6 Price Worksheet
Insert the completed Price Worksheet here.
City of Lubbock
Enterprise Asset Management System
Appendix B: Price Worksheet
The following is an illustration of the price worksheet to be used by Offerors. A Microsoft Excel version will be provided
upon request to assist Offerors.
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Office of Purchasing and Contract Management
Change Order
Contract No: 14564 Contractor: Cartegraph Systems, LLC
Change Order No: 01 Contract Title: Enterprise Asset Management System
Bid/RFP No: 19-14564-TF Project No: 8614.8302.10000
"Change Order" means a written order to a Contractor, executed by the Owner, in accordance with the Contract authorizing an addition to, deletion
from, or adjustment or revision of the requirements of the Contract documents, or an adjustment to the compensation payable to the Contractor, or to
the time for performance of the Contract and completion of the project, or a combination thereof, which does not alter the nature of project and is an
integral part of the project objective. Adjustments to "Estimated Quantities" to a line time in a Unit Price Contract do not require a Change Order. All
work that alters the nature of the construction or that is not an integral part of the project objective must be let out for public bid.
Description of Change (alteration, deviation, addition, or deletion) caused by conditions enenvintered dnrino
specifications and drawings of the project (attached additional pages is necessary:
The purpose of Change Order 1 to Contract 14564 with Cartegraph Systems, LLC is to add 100 additional licenses to the current
agreement, and to add professional support for an 811 integration with the City of Lubbock Cartegraph system.
Where the Change Order is negotiated, the Change Order must be fully documented and itemized as to costs, including material quantities, material
costs, taxes, insurance, employee benefits, other related costs, profit and overhead. Where certain unit prices are contained in the initial Contract, no
deviations are allowed in computing negotiated change order costs.
ITEMIZED COSTS MUST BE FULLY DOCUMENTED AND ATTACHED TO THIS FORM.
ITEM
DESCRIPTION
AMOUNT
A.
ORIGINAL CONTRACT VALUE:
$1,170,097.22
B.
AMOUNT OF THIS CHANGE ORDER: Note: Council approval required if (+/-) $50,000
$16,983.33
COST CENTER: 4545 1 ACCOUNT: 8614.8302.10000
C.
PERCENT OF CONTRACT VALUE THIS CHANGE ORDER B/A)
1.45%.
D.
I AMOUNT OF PREVIOUS CHANGE ORDERS:
$0.00
E.
TOTAL AMOUNT OF ALL CHANGE ORDERS B+D
$16,983.33
F.
PERCENT OF CONTRACT OF ALL CHANGE ORDERS (E/A): 25% maximum)
1.45%
G.
NEW CONTRACT AMOUNT A+E):
$1 187 080.55
It is mutually agreed that the above dollar amount and the time extension, as applicable, as set forth in this Change Order constitutes full compensation
to the Contractor for all costs, expenses and damages to the Contractor, whether direct, consequential or otherwise, in anyway incident to, or arising
out of, or resulting directly or indirectly; from the work performed or modified by the Contractor under this Change Order.
3/28/2022 111:12 AM CDT
08 April 2022
(1) Contractor Date (2) Project ArchitedJEngine4 Date
1—d. � 'A_ La—r—
! • 066
(3) Owner presen tive Da�• (4) Dire or of Purchasing & Contract Date
ergen
g aWC- -,.}-
(5) Capital Projedk Manager Date () City Attorney Date
Skeet
4/25/2022 4/25/2022
(7) Mayor Date (8) it Secretary Date
Council Date: Agenda Item #: Resolution #:
PUR-45 (Rev 08.2018)
UMUOIyn r-nvelupe IL). 3tSI000tyt34
City of Lubbock / 3/4/2022
Cartegraph Systems LLC
3600 Digital Drive
Dubuque, IA 52003-8962
http://www.cartegraph.com
Toll Free: (800) 688-2656
Phone: (563) 556-8120
Fax: (563) 556-8149
Cartegraph
City of Lubbock
Cartegraph Solutions
Purchase Agreement
PA#: PA-006138
Date Prepared: 3/4/2022
Date of Expiration: 6/30/2022
For any questions or assistance, please contact:
Chad Walker
Account Manager
Phone: 563-587-3359
Mobile: +1 5635640441
Email: chadwalker@cartegraph.com
Page 1 of 8
uocuaign tnveiope lu: t3b3F-A1y-154b-4I93-UUZZ-31381COOE984
City of Lubbock / 3/4/2022
Purchase Agreement
Cartegraph Systems LLC is pleased to present this Purchase Agreement for the implementation of world class
technology solutions. This Purchase Agreement is made and entered into between City of Lubbock (hereinafter
referred to as "City of Lubbock", or "Customer") and Cartegraph Systems LLC (hereinafter referred to as Cartegraph).
In the case that any terms or conditions provided in the Cartegraph Solutions Agreement differ from, are provided in
more detail by, or are made irrelevant by the terms and conditions provided in this Purchase Agreement, the terms
in this Purchase Agreement shall control. For all terms and conditions not addressed by this Purchase Agreement,
the Cartegraph Solutions Agreement shall control.
CUSTOMER ADDRESS:
City of Lubbock
162513th Street, Room # 107
Lubbock, Texas
79457
LICENSEE ADDRESS:
City of Lubbock
162513th Street, Room # 107
Lubbock, Texas
79457
The following Addendums are attached to the Purchase Agreement and are incorporated by reference:
ADDENDUM A
- SOLUTIONS SUPPORT
ADDENDUM B
- SERVICES SCOPE OF WORK
ADDENDUM C
- SOLUTIONS AGREEMENT can be found at www.Cartegraph.com/solutions-agreement
ADDENDUM D
- Not Used
ADDENDUM E -
Not Used
ADDENDUM F -
Not Used
Page 2 of 8
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City of Lubbock / 3/4/2022
Investment Summary
The following section describes Purchase Agreement line items for Customer's Solution. Based on the core needs
that have been identified and understanding the organization's budgeting and funding cycle, Cartegraph is providing
the following Solution configuration.
Term 1 - 4/19/2022 - 11/18/2022 -
Subscription
No.
Product
Code
Quantity
1
811 Integration
811 NORINT
1
2
Cartegraph User Pack Subscription - 5 Named Users
LCG026
20.00
Term 1 - 4/19/2022 - 4/18/2023 - Services
No. Product
1 Implementation Services
Term 1 - 4/19/2022 - 11/18/2022 - Subscription TOTAL:
Code Quantity
CGPFSV 1.00
Tenn 1 - 4/19/2022 - 4/18/2023 - Services TOTAL:
Summary By Term - Includes Services & Subscriptions
Price
USD 5,833.33
USD 8,750.00
USD 14,583.33
Price
USD 2,400.00
USD 2,400.00
Total Term 1 1 USD 16,983.33 1
Page 3 of 8
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City of Lubbock / 3/4/2022
Investment Notes:
• All pricing presented in this document is valid through the date of expiration. Any pricing concessions
made are only applicable to this transaction and should not be assumed for future purchases.
• Purchasing the products presented in this document through any alternative procurement method
other than that identified will require a revised price proposal which may include an associated price
adjustment.
• Any applicable taxes are not included.
Pricing does not include any applicable Esri ArcGIS licenses.
• Customer Purchase Order or Contract must reference the Cartegraph Purchase Agreement Number
identified on the title page of this document for pricing to be valid.
• All pricing is in U.S. Dollars ($USD).
• Pricing is valid through 6/30/2022.
Page 4 of 8
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City of Lubbock / 3/4/2022
Payment Terms and Conditions
In consideration for the Solutions provided by Cartegraph to Customer, Customer agrees to pay Cartegraph the
Fees as described below:
DELIVERY
Upon execution of this Purchase Agreement, Cartegraph will provide the Solution Subscriptions and/or
Services as detailed in the Investment Summary.
SOLUTION SERVICES SCHEDULING
Solution Services will be scheduled and delivered upon your acceptance of this Purchase Agreement, which
will be considered your notification for Cartegraph to proceed. Customer agrees to work with Cartegraph
to schedule Services in a timely manner. All undelivered Services shall expire 365 days from the signing of
this Purchase Agreement unless indicated differently in the Investment Notes.
SOLUTION SUBSCRIPTION INVOICING
Customer shall be provided with the ability to access and use the Solution Subscriptions upon execution of
this Purchase Agreement. The payment for the initial term is due upon execution of the Purchase Agreement.
Payment for any subsequent renewal terms will be due in annual installments as specified herein and prior to
the anniversary of the initial term in the amount(s) that follow:
• Term 1: $14,583.33
SOLUTION SERVICES INVOICING
Invoicing for the Solution Services shall occur upon the acceptance of this Purchase Agreement and be
invoiced as follows:
PAYMENT
Invoicing shall occur upon the execution of this Agreement.
All payments are due Net 30 days from date of invoice.
All payments are to be in U.S. Dollars ($USD).
For customers based in the United States, any applicable taxes required at the time of invoice
will be determined based on the laws and regulations of the taxing authority(s) governing the
"Customer Address" location of Customer as identified in this Purchase Agreement.
Page 5 of 8
......—tw -. IJo I%,vvey[34
City of Lubbock / 3/4/2022
Acceptance
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN THIS
PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT. THE PARTIES
AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THIS PURCHASE AGREEMENT, THE CARTEGRAPH
SOLUTIONS AGREEMENT, AND ALL OTHER AGREEMENTS AND ADDENDUMS SPECIFICALLY REFERENCED
HEREIN.
Cartegraph Systems LLC:
DocuSigned by:
By.
E
;Xcd
439C3A53C532492...
(Signature)
Mitch Bradley
(Type or Print Name)
Title: svP of sales & Marketing
Date:3/28/2022 111:12 AM CDT
City of Lubbock:
By:
(Signature)
(Type or Print Name)
Title:
Date:
Page 6 of 8
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City of Lubbock / 3/4/2022
ADDENDUM A
Solutions Support
As part of the annual Solution Subscription fee identified in the above Investment Summary, Customer will receive
the following support for the duration of the paid subscription Term.
TECHNICAL SUPPORT
1. Campus — www.cartegraph.com/campus
Our User Assistance area is a convenient and easily shareable resource designed to help you and your
co-workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly
access user tips, step -by- step guides, videos, and more.
2. Dedicated, Unlimited, Toll -free Phone Support - 877.647.3050 and Live Chat
When questions need answers and difficulties arise, count on our industry- leading Support team to
provide the guidance and assistance you need. Live Chat is available within the product or through
Campus. Reach us as often as you need Monday -Friday, 7:00 am-7:00 pm CT.
3. Secure, Live Remote Support
If your challenge requires a more hands-on approach, we have the remote support tools to fix it. Let
one of our Support Team members directly interact with your system to find a fast, effective solution.
TRAINING & EDUCATION SUPPORT
1. Convenient Online Resources
All the information you need, one click away. Take advantage of online training opportunities, tutorial
videos, upcoming event information, and more.
2. Customer Led User Groups
Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to
find out what other organizations are doing to get more from their Cartegraph solutions and services.
RELEASES & UPGRADES
1. New Releases
Be the first to know about all new Cartegraph releases, enhancements, and upgrades. Cartegraph is
continuously innovating and enhancing the Cartegraph OMS collection of products and as a customer
with an active subscription, you will receive each new release of the software.
1. Your cloud -hosted site will be automatically upgraded by our System Consultants after the
release is available. This way, you'll experience increased system performance while gaining
timely access to the latest features and functionality.
2. For your on -Premises Installation, our Technical Consultants will work with your organization's
IT staff to receive the latest software release in a timely manner. This way, you'll experience
increased system performance while gaining prompt access to the latest features and
functionality
2. Service Packs
A Service Pack consists of lower -severity bug fixes and/or small platform updates.
1. If required, cloud -hosted sites will receive Service Packs as needed. These Service Packs are
installed by the Cartegraph System Consultants.
2. On -premises customers that contacted Cartegraph Technical Support about an issue that is
resolved with the Service Pack, will be provided the service pack for installation. These on -
premises customers can then schedule a time to install the Service Pack with our Technical
Support team
Page 7 of 8
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City of Lubbock / 3/4/2022
3. Hot Fixes
If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will
issue a hot fix and provide application specialists with detailed levels of product knowledge to work
with you in achieving a timely and effective resolution.
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to
contact any third party as necessary to facilitate the delivery of Support Services or other services relating to
the Solutions. Said support applies only to the most current version of the product and the previous version in
succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the modified
Solutions would depart from Cartegraph's published documentation and specifications for such Solutions.
Page 8 of 8
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Addendum 6
Services Scope of Work
The Solutions Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph services
which will be delivered to the Customer based on the descriptions below and are subject to the limitations and terms and
conditions set for the in the Purchase Agreement, and its reverence Addendums. Cartegraph will coordinate with the
Customer on service delivery expectations and timeframes.
Cartegraph OMS —Scope of Work
Scope of Work includes the following professional services:
811 Integration
Cartegraph will provide a bi-directional integration service between 811 and Cartegraph. The integration
includes the following:
0 811 Tickets (formatted as XML text files) are requested from a Google Gmail account.
o Tasks are created in Cartegraph from 811 Ticket Data.
o This integration only adds Task records. Records are never updated.
o When Tasks are completed in OMS the Positive Response will be updated in your 811 system
o Integrationed Fields
■ Ticket Number 4 Cartegraph 811 Ticket
■ Ticket Revision -> Cartegraph 811 Revision
■ Member Number 4 Cartegraph 811 Member
■ Printable Text Information 4 Cartegraph 811 Details
■ Cartegraph 811 Response Code 4 Positive Reponse
■ Cartegraph 811 Response Comment (If required by state) 4 Positive Resonse Comment
■ 811 Reponse Status (Positive Response) 4 Cartegraph 811 Response Status
■ 811 Reponse Results (Positive Response) 4 Cartegraph 811 Response Results
■ Cartegraph Fields set by Integration
• Task ID: <ticket> -<revision> -<year>
• Asset Type: Non -Asset
• Activity: Utility Locates
• Department: 811
• Priority: Important (for EMER, SHRT, RUSH) or None.
• Shape: Polygon if available, otherwise centroid.
• Address Number: <st_from_address>
• Street: <street>, if already in Streets library.
• Intersecting Street: <cross1>, if already in Streets library.
• Location Description: (doesn't require values to be in OMS libraries)
o Address: 3330 TEMPLETON GAP RD Cross: CHAIN DR
o Place: COLORADO SPRINGS County: EL PASO
o Subdivision: OAK PARK ESTATES
o Grids: 13S066W32NE 13S066W33NW
■ Cartegraph Attachments
• Original Ticket
• Map url
• Printable text as HTML
o Errors are handled as such:
■ Any files with errors are skipped. The error files are moved to a folder labeled Other within
the Gmail account for manually processing.
■ Errors can be reported via email using the standard 'If an automation fails send a
notification' automation template within OMS.
Addendum B
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■ All files not designated as 811 tickets are skipped but will not produce an error.
■ Duplicate records cause an error
Cartegraph will provide all services remotely via audio; video; and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
Implementation of any custom modification or integration developed by Cartegraph; your internal staff; or any
third -party is not included in the scope of this project unless specifically listed above.
Data conversion services from other software system(s) or sources (including Cartegraph Navigator databases)
are not included in the scope of this project unless specifically listed above.
Any service items discussed during demonstrations; conference calls; or other events are not included in the
scope of this project unless specifically listed above.
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in
the Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph
resources and management of project tasks is the responsibility of the Customer and Cartegraph project
representatives. Customer and Cartegraph project representatives will provide overall guidance and direction for
the project and will direct the project accordingly. Further, and with regard to the Cartegraph obligations listed in
this Purchase Agreement, Customer understands that it is vital to the success of the project that Customer
provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph's system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation, including a dedicated project manager responsible for reviewing the implementation
scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight
on all relevant internal issues such as policy/procedure, organizational structure, project stakeholders, technical
architecture, data, and current systems. Customer responsibility also includes internal documentation, internal
change management, task completion, staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these
workstation platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph's discretion.
Addendum B
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Not -to -Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from
Customer. In the event it becomes apparent to Cartegraph that additional Service will be needed due to any
changes in the scope of this Purchase Agreement, Cartegraph will notify Customer prior to exceeding the
approved efforts and obtain written approval if additional Services are required.
Addendum B
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Office of Purchasing and Contract Management
Change Order
Contract No: 14564 Contractor: Cartegraph Systems, LLC
Change Order No: 01 Contract Title: Enterprise Asset Management System
Bid/RFP No: 19-14564-TF Project No: 8614.8302.10000
"Change Order" means a written order to a Contractor, executed by the Owner, in accordance with the Contract authorizing an addition to, deletion
from, or adjustment or revision of the requirements of the Contract documents, or an adjustment to the compensation payable to the Contractor, or to
the time for performance of the Contract and completion of the project, or a combination thereof, which does not alter the nature of project and is an
integral part of the project objective. Adjustments to "Estimated Quantities" to a line time in a Unit Price Contract do not require a Change Order. All
work that alters the nature of the construction or that is not an integral part of the project objective must be let out for public bid.
Description of Change (alteration, deviation, addition, or deletion) caused by conditions encountered during construction not covered by the
specifications and drawings of the project (attached additional pages is necessary:
The purpose of Change Order 1 to Contract 14564 with Cartegraph Systems, LLC is to add 100 additional licenses to the current
agreement, and to add professional support for an 811 integration with the City of Lubbock Cartegraph system.
Where the Change Order is negotiated, the Change Order must be fully documented and itemized as to costs, including material quantities, material
costs, taxes, insurance, employee benefits, other related costs, profit and overhead. Where certain unit prices are contained in the initial Contract, no
deviations are allowed in computing negotiated change order costs.
ITEMIZED COSTS MUST BE FULLY DOCUMENTED AND ATTACHED TO THIS FORM.
ITEM
DESCRIPTION
AMOUNT
A.
ORIGINAL CONTRACT VALUE:
$1,170,097.22
B.
AMOUNT OF THIS CHANGE ORDER: Note: Council a proval required if (+,�_) $50,000
$16,983.33
COST CENTER: 4545 ACCOUNT: 8614.8302.10000
C.
PERCENT OF CONTRACT VALUE THIS CHANGE ORDER B/A)
1.45%
D.
AMOUNT OF PREVIOUS CHANGE ORDERS:
$0.00
E.
TOTAL AMOUNT OF ALL CHANGE ORDERS B+D)
$16,983.33
F.
PERCENT OF CONTRACT OF ALL CHANGE ORDERS (E/A): (25%maximum)
1.45%
G.
NEW CONTRACT AMOUNT A+E):
$1 187 080.55
It is mutually agreed that the above dollar amount and the time extension, as applicable, as set forth in this Change Order constitutes full compensation
to the Contractor for all costs, expenses and damages to the Contractor, whether direct, consequential or otherwise, in anyway incident to, or arising
out of, or resulting directly or indirectly; from the work performed or modified by the Contractor under this Change Order.
...... ................... .......,...,.....
Purchasin an on r ap ; ement d artment :
M'
(1) Contractor
„ .,A�... �, araae sr n m order ana rerurn 3 on mats wttt: the Contract Cover Jheet to
3/28/2022 11:12 AM CDT 08 Apl II 2022
Date (2) Project Arckitee Engine Date
(3) Owner presen tive
D�
cl-r-
(4) Dir or of Purchasing & Contract
0$
Date
erqentfi
&ONJgI
a
(-f - I I �r}
(5) Capital Project Manager
Date
() City Attorney
Date
a Contract
4/25/2022 4/25/2022
(7) Mayor Date (8) it Secretary Date
Council Date: Agenda Item #: Resolution #:
PUR-45 (Rev 08i2018)
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City of Lubbock / 3/4/2022
Cartegraph Systems LLC
3600 Digital Drive
Dubuque, IA 52003-8962
http://www.cartegraph.com
Toll Free: (800) 688-2656
Phone: (563) 556-8120
Fax: (563) 556-8149
Cartegraph
City of Lubbock
Cartegraph Solutions
Purchase Agreement
PA#: PA-006138
Date Prepared: 3/4/2022
Date of Expiration: 6/30/2022
For any questions or assistance, please contact:
Chad Walker
Account Manager
Phone: 563-587-3359
Mobile: +1 5635640441
Email: chadwalker@cartegraph.com
Page 1 of 8
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City of Lubbock / 3/4/2022
Purchase Agreement
Cartegraph Systems LLC is pleased to present this Purchase Agreement for the implementation of world class
technology solutions. This Purchase Agreement is made and entered into between City of Lubbock (hereinafter
referred to as "City of Lubbock", or "Customer") and Cartegraph Systems LLC (hereinafter referred to as Cartegraph).
In the case that any terms or conditions provided in the Cartegraph Solutions Agreement differ from, are provided in
more detail by, or are made irrelevant by the terms and conditions provided in this Purchase Agreement, the terms
in this Purchase Agreement shall control. For all terms and conditions not addressed by this Purchase Agreement,
the Cartegraph Solutions Agreement shall control.
CUSTOMER ADDRESS:
City of Lubbock
162513th Street, Room # 107
Lubbock, Texas
79457
LICENSEE ADDRESS:
City of Lubbock
162513th Street, Room # 107
Lubbock, Texas
79457
The following Addendums are attached to the Purchase Agreement and are incorporated by reference:
ADDENDUM A -
SOLUTIONS SUPPORT
ADDENDUM B -
SERVICES SCOPE OF WORK
ADDENDUM C
- SOLUTIONS AGREEMENT can be found at www.Cartegraph.com/solutions-agreement
ADDENDUM D -
Not Used
ADDENDUM E -
Not Used
ADDENDUM F -
Not Used
Page 2 of 8
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City of Lubbock / 3/4/2022
Investment Summary
The following section describes Purchase Agreement line items for Customer's Solution. Based on the core needs
that have been identified and understanding the organization's budgeting and funding cycle, Cartegraph is providing
the following Solution configuration.
Term 1 - 4/19/2022 - 11/18/2022 -
Subscription
No.
Product
Code
Quantity
1
811 Integration
811 NORINT
1
2
Cartegraph User Pack Subscription - 5 Named Users
LCG026
20.00
Term 1 - 4/19/2022 - 4/18/2023 - Services
No. Product
1 Implementation Services
Term 1 - 4/19/2022-11/18/2022 - Subscription TOTAL:
Code Quantity
CGPFSV 1.00
Term 1 - 4/19/2022 - 4/18/2023 - Services TOTAL:
Summary By Term - Includes Services & Subscriptions
Price
USD 5,833.33
USD 8,750.00
USD 14,583.33
Price
USD 2,400.00
USD 2,400.00
I Total Term 1 I USD 16,983.33 1
Page 3 of 8
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City of Lubbock / 3/4/2022
Investment Notes:
• All pricing presented in this document is valid through the date of expiration. Any pricing concessions
made are only applicable to this transaction and should not be assumed for future purchases.
• Purchasing the products presented in this document through any alternative procurement method
other than that identified will require a revised price proposal which may include an associated price
adjustment.
• Any applicable taxes are not included.
• Pricing does not include any applicable Esri ArcGIS licenses.
• Customer Purchase Order or Contract must reference the Cartegraph Purchase Agreement Number
identified on the title page of this document for pricing to be valid.
• All pricing is in U.S. Dollars ($USD).
• Pricing is valid through 6/30/2022.
Page 4 of 8
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City of Lubbock / 3/4/2022
Payment Terms and Conditions
In consideration for the Solutions provided by Cartegraph to Customer, Customer agrees to pay Cartegraph the
Fees as described below:
DELIVERY
Upon execution of this Purchase Agreement, Cartegraph will provide the Solution Subscriptions and/or
Services as detailed in the Investment Summary.
SOLUTION SERVICES SCHEDULING
Solution Services will be scheduled and delivered upon your acceptance of this Purchase Agreement, which
will be considered your notification for Cartegraph to proceed. Customer agrees to work with Cartegraph
to schedule Services in a timely manner. All undelivered Services shall expire 365 days from the signing of
this Purchase Agreement unless indicated differently in the Investment Notes.
SOLUTION SUBSCRIPTION INVOICING
Customer shall be provided with the ability to access and use the Solution Subscriptions upon execution of
this Purchase Agreement. The payment for the initial term is due upon execution of the Purchase Agreement.
Payment for any subsequent renewal terms will be due in annual installments as specified herein and prior to
the anniversary of the initial term in the amount(s) that follow:
• Term 1: $14,583.33
SOLUTION SERVICES INVOICING
Invoicing for the Solution Services shall occur upon the acceptance of this Purchase Agreement and be
invoiced as follows:
PAYMENT
Invoicing shall occur upon the execution of this Agreement.
All payments are due Net 30 days from date of invoice.
All payments are to be in U.S. Dollars ($USD).
For customers based in the United States, any applicable taxes required at the time of invoice
will be determined based on the laws and regulations of the taxing authority(s) governing the
"Customer Address" location of Customer as identified in this Purchase Agreement.
Page 5 of 8
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City of Lubbock / 3/4/2022
Acceptance
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN THIS
PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT. THE PARTIES
AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THIS PURCHASE AGREEMENT, THE CARTEGRAPH
SOLUTIONS AGREEMENT, AND ALL OTHER AGREEMENTS AND ADDENDUMS SPECIFICALLY REFERENCED
HEREIN.
Cartegraph Systems LLC:
DocuStgned by:
By: E
;x�
_ 439C3A53C532492...
(Signature)
Mitch Bradley
(Type or Print Name)
Title: 5VP of Sales & Marketing
Date:3/28/2022 1 11:12 AM CDT
City of Lubbock:
By:
(Signature)
(Type or Print Name)
Title: -ram Ry
Date: qZ41
Page 6 of 8
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City of Lubbock / 3/4/2022
ADDENDUM A
Solutions Support
As part of the annual Solution Subscription fee identified in the above Investment Summary, Customer will receive
the following support for the duration of the paid subscription Term.
TECHNICAL SUPPORT
1. Campus — www.cartegraph.com/campus
Our User Assistance area is a convenient and easily shareable resource designed to help you and your
co-workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly
access user tips, step -by- step guides, videos, and more.
2. Dedicated, Unlimited, Toll -free Phone Support - 877.647.3050 and Live Chat
When questions need answers and difficulties arise, count on our industry- leading Support team to
provide the guidance and assistance you need. Live Chat is available within the product or through
Campus. Reach us as often as you need Monday -Friday, 7:00 am-7:00 pm CT
3. Secure, Live Remote Support
If your challenge requires a more hands-on approach, we have the remote support tools to fix it. Let
one of our Support Team members directly interact with your system to find a fast, effective solution.
TRAINING & EDUCATION SUPPORT
1. Convenient Online Resources
All the information you need, one click away. Take advantage of online training opportunities, tutorial
videos, upcoming event information, and more.
2. Customer Led User Groups
Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to
find out what other organizations are doing to get more from their Cartegraph solutions and services.
RELEASES & UPGRADES
1. New Releases
Be the first to know about all new Cartegraph releases, enhancements, and upgrades. Cartegraph is
continuously innovating and enhancing the Cartegraph OMS collection of products and as a customer
with an active subscription, you will receive each new release of the software.
1. Your cloud -hosted site will be automatically upgraded by our System Consultants after the
release is available. This way, you'll experience increased system performance while gaining
timely access to the latest features and functionality.
2. For your on -Premises Installation, our Technical Consultants will work with your organization's
IT staff to receive the latest software release in a timely manner. This way, you'll experience
increased system performance while gaining prompt access to the latest features and
functionality
2. Service Packs
A Service Pack consists of lower -severity bug fixes and/or small platform updates.
1. If required, cloud -hosted sites will receive Service Packs as needed. These Service Packs are
installed by the Cartegraph System Consultants.
2. On -premises customers that contacted Cartegraph Technical Support about an issue that is
resolved with the Service Pack, will be provided the service pack for installation. These on -
premises customers can then schedule a time to install the Service Pack with our Technical
Support team
Page 7 of 8
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City of Lubbock / 3/4/2022
3. Hot Fixes
If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will
issue a hot fix and provide application specialists with detailed levels of product knowledge to work
with you in achieving a timely and effective resolution.
Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to
contact any third party as necessary to facilitate the delivery of Support Services or other services relating to
the Solutions. Said support applies only to the most current version of the product and the previous version in
succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the modified
Solutions would depart from Cartegraph's published documentation and specifications for such Solutions.
Page 8 of 8
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Addendum B
Services Scope of Work
The Solutions Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph services
which will be delivered to the Customer based on the descriptions below and are subject to the limitations and terms and
conditions set for the in the Purchase Agreement, and its reverence Addendums. Cartegraph will coordinate with the
Customer on service delivery expectations and timeframes.
Cartegraph OMS —Scope of Work
Scope of Work includes the following professional services:
811 Integration
Cartegraph will provide a bi-directional integration service between 811 and Cartegraph. The integration
includes the following:
0 811 Tickets (formatted as XML text files) are requested from a Google Gmail account.
o Tasks are created in Cartegraph from 811 Ticket Data.
o This integration only adds Task records. Records are never updated.
c When Tasks are completed in OMS the Positive Response will be updated in your 811 system
o Integrationed Fields
■ Ticket Number 4 Cartegraph 811 Ticket
■ Ticket Revision -> Cartegraph 811 Revision
■ Member Number 4 Cartegraph 811 Member
■ Printable Text Information 4 Cartegraph 811 Details
■ Cartegraph 811 Response Code 4 Positive Reponse
■ Cartegraph 811 Response Comment (If required by state) 4 Positive Resonse Comment
■ 811 Reponse Status (Positive Response) 4 Cartegraph 811 Response Status
■ 811 Reponse Results (Positive Response) 4 Cartegraph 811 Response Results
■ Cartegraph Fields set by Integration
• Task ID: <ticket> -<revision> -<year>
• Asset Type: Non -Asset
• Activity: Utility Locates
• Department: 811
• Priority: Important (for EMER, SHRT, RUSH) or None.
• Shape: Polygon if available, otherwise centroid.
• Address Number: <st_from_address>
• Street: <street>, if already in Streets library.
• Intersecting Street: <cross1>, if already in Streets library.
• Location Description: (doesn't require values to be in OMS libraries)
o Address: 3330 TEMPLETON GAP RD Cross: CHAIN DR
o Place: COLORADO SPRINGS County: EL PASO
o Subdivision: OAK PARK ESTATES
o Grids: 13S066W32NE 13S066W33NW
■ Cartegraph Attachments
• Original Ticket
• Map url
• Printable text as HTML
o Errors are handled as such:
■ Any files with errors are skipped. The error files are moved to a folder labeled Other within
the Gmail account for manually processing.
■ Errors can be reported via email using the standard 'If an automation fails send a
notification' automation template within OMS.
Addendum B
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• All files not designated as 811 tickets are skipped but will not produce an error.
■ Duplicate records cause an error
Cartegraph will provide all services remotely via audio; video; and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
Implementation of any custom modification or integration developed by Cartegraph; your internal staff; or any
third -party is not included in the scope of this project unless specifically listed above.
Data conversion services from other software system(s) or sources (including Cartegraph Navigator databases)
are not included in the scope of this project unless specifically listed above.
Any service items discussed during demonstrations; conference calls; or other events are not included in the
scope of this project unless specifically listed above.
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in
the Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph
resources and management of project tasks is the responsibility of the Customer and Cartegraph project
representatives. Customer and Cartegraph project representatives will provide overall guidance and direction for
the project and will direct the project accordingly. Further, and with regard to the Cartegraph obligations listed in
this Purchase Agreement, Customer understands that it is vital to the success of the project that Customer
provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g., security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be
available, installed, and operating as specified in Cartegraph's system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation, including a dedicated project manager responsible for reviewing the implementation
scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight
on all relevant internal issues such as policy/procedure, organizational structure, project stakeholders, technical
architecture, data, and current systems. Customer responsibility also includes internal documentation, internal
change management, task completion, staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these
workstation platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in
Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph's discretion.
Addendum B
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Not -to -Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from
Customer. In the event it becomes apparent to Cartegraph that additional Service will be needed due to any
changes in the scope of this Purchase Agreement, Cartegraph will notify Customer prior to exceeding the
approved efforts and obtain written approval if additional Services are required.
Addendum B