RES 2007-0873 - Amendment to agmt with Varion Systems for work management software package (c1)
Art. RECEIVE}
Public Works Department
7 JUL -5 P I• 514 Omaha/Douglas Civic Center
rf t1 1819 Famam Street,Suite 601
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1 /r i ""''f r' Omaha,Nebraska 68183-0601
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C I.�Y CLERK
LERK JUL 1 7 Ng (402)444-5220
o.'rtD FEB0:1- Fax(402)444-5248
OMAHA, NEBRASKA.
City of Omaha Robert G.Stubbe,P.E.
Mike Fahey,Mayor Public Works Director
Honorable President
and Members of the City Council,
Transmitted herewith is a Resolution approving an amendment to the Professional Services
Agreement with Varion Systems. The original contract with Varion Systems was approved by the
City Council on August 8, 2006 by Council Resolution No. 914. The amendment to the contract
with Varion Systems is related to training and other items necessary for the implementation of a
work management software package known as "Cityworks" to be used at the Public Works
Department's Traffic, Construction and Environmental Quality Divisions.
The scope of services is spelled out in detail in the attached amendment. The original teiius of
the contract remains in force. Varion Systems has filed the required Annual Contract
Compliance Report Form in the Human Rights and Relations Department.
Varion Systems has agreed to perform the services listed in the amendment for$25,800 of which
1/3 will be paid from the Street and Highway Allocation Fund 12131, Traffic Signals and
Computer Systems Organization 116187, 1/3 from the Street and Highway Allocation Fund
12131, Construction Survey and Inspection Organization 116121, and 1/3 from the General Fund
11111, Solid Waste Collection and Disposal Organization 116321, year 2007 expenditure.
The Public Works Department requests your consideration and approval of the attached
Resolution and Professional Services Agreement.
sp tfully submitte Refe City Council for Consideration:
0.••04,--aa.s+, 7- 7—a3
obert . Stubbe, P.E. Mayor's Office Date
Public Works DirectorWiDate
Approved as to Funding: Ap oved:
cek.,,, ate.--&_ LI\"\,e /,21/0 7
Carol A. Ebdon Am/j61 Date Gail Kinsey Tho pson Date
Finance Director 1" " Human Rights and Relations Director
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
CONTRACT ADDENDUM
TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN
VARION SYSTEMS,A DIVISION OF GEOANALYTICS,INC.
AND
CITY OF OMAHA,NEBRASKA
THIS CONTRACT ADDENDUM is made as of < ,2007,between Varion Systems,a
Division of:GeoArialytics,Inc.,Madison,Wi ons. , (Kereinafter"Varion Systems")and the
City of Omaha,Nebraska (hereinafter"Client").
WHEREAS,the Client and Varion Systems have previously entered into a professional services
agreement to provide for Cityworks Implementation Services, dated June 27,2006,which is in full
force and effect,its term extended by this addendum through January 31,2008 unless otherwise
extended in writing(hereinafter called the "Original Agreement");and
WHEREAS,the Client desires to obtain additional Cityworks Implementation Services,anticipated
at the time of the Original Agreement;and
IIf WHEREAS,the Original Agreement made provision for additional services,including
implementing the software in other business areas,by means of a separate agreement;and
NOW,THEREFORE,the Client and Varion Systems,in consideration of their mutual covenants
herein,agree to amend their Original Agreement as set forth below.
AMEND the Original Agreement,dated June 27,2006,to include the scope of services and
compensation described in attached Exhibit A to this Contract Addendum.Total compensation
for this amendment is$25,800.Time of performance for services rendered under this
amendment is approximately 11 weeks from the date this Contract Addendum is executed.
ALL OTHER TERMS AND COVENANTS of the Original Agreement remain unchanged and in
force for the duration of this Contract Addendum.
IN WITNESS WHEREOF,the parties hereto have made and executed this Contract Addendum the
day and year first above written.
Contract Addendum to Professional Services Agreement
1
The Public Works Department requests your consideration and approval of the attached
Resolution and Professional Services Agreement.
sp tfully submitte Refe City Council for Consideration:
0.••04,--aa.s+, 7- 7—a3
obert . Stubbe, P.E. Mayor's Office Date
Public Works DirectorWiDate
Approved as to Funding: Ap oved:
cek.,,, ate.--&_ LI\"\,e /,21/0 7
Carol A. Ebdon Am/j61 Date Gail Kinsey Tho pson Date
Finance Director 1" " Human Rights and Relations Director
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
Exhibit A
for the Contract Addendum
to Original Agreement for Professional Services
PROJECT UNDERSTANDING
This exhibit outlines an addendum to the scope of services in the original Agreement for
Professional Services for Cityworks Implementation Services between Varion Systems,a division of
GeoAnalytics,and the City of Omaha, Nebraska, dated June 27,2006.
The City of Omaha, NE(referred to as 'Client' henceforward') is pursuing implementation and
training services for Cityworks software in three additional business areas of Traffic;Construction;
and Environmental Quality.The Client will purchase Cityworks software from Motorola,also a
Business Partner of Azteca Systems,and seeks deployment of the software to meet the immediate
needs of these business areas.The Client envisions an implementation that exposes Cityworks core
functionality,while keeping with our philosophy of a'straightforward' deployment for ease of use.
This project will provide the foundation upon which these business areas may grow in the future.
The Client's primary focus is to implement Cityworks to manage service requests and work orders,
proactive scheduling of preventative maintenance tasks, and relevant reporting needs. Cityworks also
has the capability to track labor, equipment and materials as they are assigned to service requests
and work orders.
Important implementation tasks for the Traffic Division will include the conversion of legacy data for
sign inventory,traffic signals, parking meters,etc., and the ability for Cityworks to manage the
tracking and billing for various types of barricades that are requested by the other divisions.This
latter task is a critical part of their business process.Varion Systems hopes to address this
requirement through functionality enhancements in Cityworks that have been formally requested,
but not yet available.Azteca Systems hopes to make this available in a future version of the software
due out late summer 2007.
For the Construction division, Cityworks will be used to log and manage complaints on sidewalks,
driveways,obstructions, curb ramps,etc.and for inspection assessments and notifications.The
Environmental Quality Division is responsible for all solid waste collection within the City.The
actual collection is contracted out to Deffenbaugh Industries,who will also be using Cityworks.The
City will create service requests and create work orders for post-collection inspections, delivering
recycle bins,and following up on damage claims.
The Client also has a variety of pre-existing reports that are generated by their current system or
through manual processes in other office tools such as MS Excel or Word.The Client requires the
ability to continue to produce these reports.Varion is proposing to address these through
Cityworks' embedded report production tools as well as custom reporting services.The custom
report writing services are included as an optional item to the proposal.
Client staff who will use Cityworks will have a mixed set of skills. For successful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
PROJECT APPROACH
Varion Systems will utilize its standard four phase project methodology for implementing business
solutions:assessment, design, construction,and transition. In conjunction with this methodology,
Varion Systems will utilize its Quick Start process for implementing Cityworks that enables the Client
to be up and running with the software in a timely manner.Within the Quick Start approach,Varion
Systems uses a Starter Kit as a tool to quickly roll out Cityworks, put the software into the hands of
the end user as quickly as possible,and identify and resolve possible conflicts early.
Design Methodology
Situation Assessment
Situation assessment is an inventory of current conditions, business issues, key components,
and perceived needs as related to the business activities in question.Cityworks is immediately
shown to staff to maximize exposure to the application and facilitate requirements gathering.
This helps drive buy-in of the software and guide the design process.
Design
Design involves a fit analysis between the software's functionality and the requirements of the
client as highlighted during the Situation Assessment. In addition to determining how the
software will be leveraged to meet the Client's requirements,this phase defines,where
appropriate,an approach for any legacy data conversion, integration tools,and Geodatabase
design.
Construction
The Construction phase involves the creation of a prototype of the software based on
revisions to the Starter Kit.This prototype is installed at the Client site. Basic training provides
the tools by which the Client will test the prototype and provide feedback.The phase is
completed when Varion Systems revises the prototype.
Transition
The Transition phase includes installation of the final prototype, completion of Final training
(both user and administrative),the Client going live with the software,and Varion Systems
providing software coaching to assist the Client during the first critical days of going live with
the software.
Quick Start Implementation
Varion Systems will utilize a Quick Start implementation methodology for quick deployment and
client empowerment.As in the previous project phase,the Quick Start approach will utilize a
Starter Kit of pre-populated business processes that can be quickly installed and customized.
Varion Systems will assist the Client over pre-defined working sessions to extend the Starter
Kit to meet Client needs.The Starter Kit's pre-populated business activities will include service
request and work order templates.The prototype creation that occurs in the Construction
phase will revise the Starter Kit to include only the necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
Starter Kit Contents
Examples of standard reports that come with Cityworks include the following:
Service Request Reports
Service Request—Print out of a service request for a staff person to take into the field (MS
Word template)
• Employee Summary—Work orders by date that a given employee worked on. Includes cost
(MS Excel)
• Equipment Report—List of work orders that utilized a given piece of equipment. Includes
cost(Excel)
Material Report—List of work orders that utilized specified materials.Includes cost(Excel)
Number of calls per month—Graph portraying the number of calls per month.Can be
manipulated into a variety of graph forms (Excel)
• Calls per work order created—Graph portraying the number of service requests that
spawned work orders. Can be manipulated into a variety of graph forms (Excel)
Work Order Reports:
• Work Order—Print out of work order information for a staff person to take into the field
(Word template)
Work Order Cost Summary—Work orders summary of labor,materials and costs based on
a selected record set(Excel)
The Cityworks Starter Kit also includes the following work task development:
• Service request templates (up to 8 per division)
• Work order templates (up to 8 per division)
• Labor,equipment and material lists related to the business activities
Starter Kit Enhancements
To successfully deploy Cityworks to the Traffic Division,Varion Systems will make an effort to
enhance the Starter Kit to manage the tracking and billing for various types of barricades that are
requested by the other divisions.This is a critical part of their business process and may be
accomplished by editing equipment records that have been added to a work order. Unfortunately,
this is functionality that is not available in the current release of Cityworks software.
Accordingly,Varion Systems formally requested that this enhancement be added to Cityworks,and
Azteca Systems hopes to make this available in a future version of the software due out late summer
2007.As with all core software support issues,Varion Systems is not responsible for the
functionality of future releases of Cityworks software and its ability to meet the needs of the
project. Until that time,Varion will assist the Client with a plan for an interim solution.
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DIVISION OF GEOANAIVTICS
eeds.The Starter Kit's pre-populated business activities will include service
request and work order templates.The prototype creation that occurs in the Construction
phase will revise the Starter Kit to include only the necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
SCOPE OF WORK
Phase I: Situation Assessment
Objectives
The primary objectives of this phase are the project kick-off,to perform software
orientation,and to gather business requirements from each of the three new divisions
where Cityworks will be deployed (Traffic, Construction, Environmental Quality).
Tasks
Project Kick-off.The project kick-off will ensure that all project participants have a solid
understanding of the project timeline,roles, responsibilities and tasks,and project
management procedures for the duration of the project.
Software Orientation.Some of the Client's staff have been interacting with Cityworks over
the past few months.To ensure a consistent understanding of terminology,features and
functions,Varion Systems will provide 'h day of Software Orientation to the new project
team.
System Requirements Gathering Session.Varion Systems will facilitate one(I) day of sessions
for the gathering of system requirements.These meetings will help to establish desired
outcomes,data sources, reporting requirements, and infrastructure issues.Varion
Systems will interview select Client staff from each division to gain an understanding of
their requirements.During those interviews,Varion Systems will facilitate discussions
about the applications currently in use within each business unit and engage in open
dialogue about expectations of the new system.
These interviews will also help define the requirements for the Traffic Division to use
Cityworks to manage the tracking and billing for various types of barricades that are
requested by the other divisions.
Varion will also review legacy(mainframe)sign inventory data from the Traffic Division in
order to prepare for assisting the client with converting the data to relational tables in the
geodatabase.The Client has agreed to convert other legacy asset inventory data into
spatial features in the geodatabase.
Deliverables
➢ Project kick-off meeting
> 1/2 day of Software Orientation
> One(I) day of business requirement gathering interviews
> Weekly project management status meetings
Estimated Time Line—2 weeks
Assumptions
➢ The Client will have collected and documented their business processes in
advance of the business requirements gathering sessions.This documentation
will be provided to Varion Systems.
4
and work order templates.The prototype creation that occurs in the Construction
phase will revise the Starter Kit to include only the necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
> The different requirements gathering sessions may have some topical overlap as
well as require the same personnel to attend multiple discussions.
➢ Web-based remote access will be provided that will offer Varion staff a remote
desktop for accessing,running,and revising Cityworks during the technical and
operational activities of the project.
➢ The Client's PM will have the responsibility for managing and ensuring effective
communication with and among the different business units by supporting the
Varion Systems PM in these efforts and by engaging in these activities directly,
as needed and as determined in project planning sessions.The Client's PM is
the first point of escalation for this activity.
➢ Client personnel will participate in meetings,communication,and reporting as
required.
> Client personnel will participate in requirements development and needs
assessments.
➢ Time estimates are estimated ranges due to the variability assumed at the start
of the project.Schedules will be compressed where possible but pushed out as
necessary without prejudice to Varion Systems if Client resources are not
available to participate or meet projected time frames.
> Change Management procedures will be required and applied for all changes,
including requested delays in schedule.
Phase 2: Design
Objectives
The objectives of the Design phase are to perform a comparison of the Client's
requirements with the capabilities of Cityworks, and to define an approach for
implementing the software.Consideration will also be given to legacy data conversion,
and the starter kit enhancements,which include an approach for meeting the needs of
Traffic to manage tracking and billing for various types of barricades that are requested by
the other divisions.
Tasks
Fit Analysis.Varion Systems staff works through the Client's requirements and identifies
the fit between Cityworks and the requirements. Rough prototyping and revisions to the
Starter Kit are completed at this stage to illustrate ideas.
Deliverables
> Fit analysis
➢ Project management
Estimated Time Line—2 weeks
Assumptions
➢ Appropriate Client team members will participate in remote working sessions.
> The Client will perform any Geodatabase design and/or modification work
needed for the project.Varion Systems may provide suggestions as to the
necessary changes.
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e necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
Phase 3: Construction
Objectives
Following the successful completion of the design process,the project team will embark
on deployment of the Cityworks Starter Kit.The objectives of this phase are to develop
the items identified in the Starter Kit to produce a functioning prototype that meets the
Client's business needs, install it at the Client's site for testing, and provide Basic Training
for users to test the prototype.
Tasks
Starter Kit Construction.Varion Systems will build the business processes identified in the
'Starter Kit Contents' (i.e.,service requests,work orders) section of this proposal.
Starter Kit Enhancement Construction. Varion Systems will build the additional components
to the Starter Kit noted in the'Starter Kit Enhancements'section of the proposal. Legacy
(mainframe) sign inventory data from the Traffic Division will be converted into relational
tables in the geodatabase.
Starter Kit Installation.Varion Systems will install the Starter Kit and enhancements on the
Client's systems.
Remote Testing.Varion Systems will complete remote unit and system level testing of the
Starter Kit as installed at the Client.
Basic Training.Varion Systems will provide one(I) day of training geared toward system
evaluators for the purpose of testing.This training will focus on providing the core testing
team with the skills to test all the components of the Starter Kit as they were defined and
developed.This will be performed off site via remote access tools.
Deliverables
➢ Starter Kit completed
➢ Starter Kit enhancements completed
➢ Starter Kit installed
➢ Remote testing completed
➢ Basic Training
➢ Project Management
Estimated Time Line—4 weeks
Assumptions •
➢ Construction will be completed via remote connection to the server
environment at the Client due to the fact that the additions are to an existing
Cityworks database.
➢ Varion Systems will complete remote unit and system level testing without the
involvement of the client.Client staff will perform their own testing during the
Transition phase.
6
tions
➢ Appropriate Client team members will participate in remote working sessions.
> The Client will perform any Geodatabase design and/or modification work
needed for the project.Varion Systems may provide suggestions as to the
necessary changes.
s •: varionsA stems
DIVISION OF GEOANAIr,c3
e necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
•
•
Phase 4: Transition
Objectives
The objectives of this phase are to provide Client staff with minimal training for testing,
for the Client to complete testing and provide feedback,for Varion Systems to complete
revisions to the Starter Kit as agreed upon by all parties,to complete Final Training,go
live with Cityworks,perform Coaching and complete System Acceptance.
Tasks
Client Testing,The Client will have ten (10)working days (approximately two weeks)to
test the Starter Kit.The Client will be responsible for providing one punch list of issues
and concerns back to Varion Systems within the ten (I0)day period. During the Client
Testing period,Varion Systems will provide up to four(4) hours of support as needed to
assist the Client with testing.
Final Revisions, Varion Systems will complete any final revisions to the prototype,where
feasible, based on the feedback from the Client's testing and joint discussions and
agreement.
Final Administrative Training.Varion Systems will provide one half(1/2) day of Final
Administrative Training.
Final User Training.Varion Systems will provide one(I) day of Final User Training(limit 12
students).
Cut-over to Production.Varion Systems will assist the Client in cutting the system over to
production.
System Acceptance/Coaching.Varion Systems will provide one (I) day of Coaching as
assistance to gaining system acceptance.This will be performed off site via remote access
tools.
Deliverables
➢ Final Revisions
➢ Final Training—Administrative and End User
➢ System Acceptance/Coaching
➢ Project Management
Estimated Time Line—3 weeks
Assumptions
➢ Client staff who will test the prototype will attend the appropriate training
sessions. In addition,any staff that will manage the implementation long term
will participate in the training sessions.
➢ The punch list developed by the Client after their testing is completed will be
discussed with Varion Systems. Modifications to the system based on the list
will be jointly prioritized and agreed upon.
➢ Varion Systems requests the ability to revise the associated cost for this phase,
based on additional support requested by the Client during the ten (10)day
'Client Testing' period, beyond what is specified in the tasks above.
•: varionsA stems
DIVISION OF GEOANALVTOS
s.
s •: varionsA stems
DIVISION OF GEOANAIr,c3
e necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
1
• Based on the implementation method discussed earlier,Varion Systems will fully deploy
Cityworks in approximately 11 weeks or less.
1 2 3 4 5 6 7 8 9 10 11
PI:Situation Assessment
P2:Design
P3:Construction -
P4:Transition
COST
Varion Systems can complete the Cityworks implementation for a total budget of$25,800.
Total Budget
•
Project Component Cost
Cityworks Implementation Services
PI:Situation Assessment $4,800
P2:Design $3,600
P3:Construction $8,400
P4:Transition $7,800
• Project Management $ 1,200 •
Total $25,800
Optional Services*
Custom report writing T/M @$150 hr
*These services will be charged on a Time and Materials basis at$150.00 per hour. A not
to exceed amount will be agreed upon prior to any services being performed.
Expenses
Travel and administrative expenses will be charged at actual cost and have been included in the
prices listed above.The project budget allows for two(2) on site visits to the City of Omaha,
the first for the Situation Assessment phase,and the second trip for the project Transition.
Invoicing
Invoicing will be done on a monthly basis and be based on percentage of work completed
within any given phase. Payment shall be provided net 30 days. Payment not received within 35
days is subject to interest charges of 1.5%per month.The Client would be notified prior to
Varion Systems considering this option. Checks should be made out to 'GeoAnalytics, Inc.' and
sent to the following address:
GeoAnalytics, Inc.
Attn: Michael Carr
17I6 Fordem Avenue
Madison,WI 53704
•: varionsystems
systems
OF GEOANALVT CS
e implementation long term
will participate in the training sessions.
➢ The punch list developed by the Client after their testing is completed will be
discussed with Varion Systems. Modifications to the system based on the list
will be jointly prioritized and agreed upon.
➢ Varion Systems requests the ability to revise the associated cost for this phase,
based on additional support requested by the Client during the ten (10)day
'Client Testing' period, beyond what is specified in the tasks above.
•: varionsA stems
DIVISION OF GEOANALVTOS
s.
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DIVISION OF GEOANAIr,c3
e necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
•
➢ Final revisions will be completed via remote connection to the server
environment at the Client.
➢ System Acceptance will run ten (10)days from production cut over.
➢ Coaching will be provided on an as needed basis throughout the system
acceptance period.
> Appropriate City staff will attend training sessions.
> Final administration and end user training will occur consecutively following the
final revisions.
➢ Cut over to production will occur within two weeks of final training.
OPTIONAL: Custom Report Construction
Objectives
The objectives of this optional phase are to establish the requirements for custom report
services needed by the Client. It is our anticipation that Cityworks' embedded reporting
tools can meet a great deal of the Client's reporting needs but it is feasible that some
custom report development would be necessary.
Tasks
Current Report Review.Varion Systems will review the Client's current reports.
Report Design.Varion Systems will design each of the reports needed.
Report Creation.Varion Systems will build each of the defined,custom reports.
Deliverables
➢ Report Review
> Report Design
➢ Report Construction
Estimated Time Line— 10 weeks(concurrent with other phases)
Assumptions
➢ Varion Systems has reviewed the reports provided during discovery and
believes that the out-of-the-box reporting tools of Cityworks can meet a good
deal of the Client's needs. However,we anticipate there might be a need for
custom report development to occur.
➢ Varion Systems will charge an hourly rate on a time and materials basis for
these services.A not to exceed amount will be agreed upon between Varion
Systems and the Client.
8
arionsystems
systems
OF GEOANALVT CS
e implementation long term
will participate in the training sessions.
➢ The punch list developed by the Client after their testing is completed will be
discussed with Varion Systems. Modifications to the system based on the list
will be jointly prioritized and agreed upon.
➢ Varion Systems requests the ability to revise the associated cost for this phase,
based on additional support requested by the Client during the ten (10)day
'Client Testing' period, beyond what is specified in the tasks above.
•: varionsA stems
DIVISION OF GEOANALVTOS
s.
s •: varionsA stems
DIVISION OF GEOANAIr,c3
e necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
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system
OF GEOAAL.LYnICs
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working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
C-25A CITY OF OMAHA
LEGISLATIVE CHAMBER
Omaha,Nebraska
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS, the City Council approved a contract with Varion Systems, on
August 8, 2006 by Council Resolution No. 914, for professional services for the implementation '
of a work management software package known as "Cityworks"; and,
WHEREAS, it is necessary to amend this contract with Varion Systems to
provide training and other services for the Public Works Department's Traffic, Construction and
Environmental Quality Divisions, as outlined in the attached amendment which by this reference
becomes part herein; and,
WHEREAS, Varion Systems has agreed to perform the services listed in more
detail in the amendment for the sum of $25,800 of which 1/3 will be paid from the Street and
Highway Allocation Fund 12131, Traffic Signals and Computer Systems Organization 116187,
1/3 from the Street and Highway Allocation Fund 12131, Construction Survey and Inspection
Organization 116121, and 1/3 from the General Fund 11111, Solid Waste Collection and
Disposal Organization 116321, year 2007 expenditure.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF OMAHA:
THAT, as recommended by the Mayor, the amendment to the Professional
Services Agreement between the City and Varion Systems for the implementation of a work
management software package to be used at the Public Works Department's Traffic,
Construction and Environmental Quality Divisions, is hereby approved.
BE IT FURTHER RESOLVED:
By
Councilmember
Adopted
City Clerk
Approved
Mayor
Varion Systems will charge an hourly rate on a time and materials basis for
these services.A not to exceed amount will be agreed upon between Varion
Systems and the Client.
8
arionsystems
systems
OF GEOANALVT CS
e implementation long term
will participate in the training sessions.
➢ The punch list developed by the Client after their testing is completed will be
discussed with Varion Systems. Modifications to the system based on the list
will be jointly prioritized and agreed upon.
➢ Varion Systems requests the ability to revise the associated cost for this phase,
based on additional support requested by the Client during the ten (10)day
'Client Testing' period, beyond what is specified in the tasks above.
•: varionsA stems
DIVISION OF GEOANALVTOS
s.
s •: varionsA stems
DIVISION OF GEOANAIr,c3
e necessary activities as defined in the
Situation Assessment and Design phases.
The Client should be aware that the focused deliverables may not fully address the activities
currently managed within their business areas.Varion Systems assumes that the Client's project
team will build other service requests and work orders that are not addressed by this project.
2
sful implementation,
training will be crucial for proper usage.Therefore,proper user and administrative training is
required.Varion Systems is proposing four educational components:Software Orientation to give all
project team members a common language; Basic Training to provide the necessary skills to test
prototype deliverables; Final Training to provide both user and administrative skills;and Software
Coaching to assist the users after the system is operational.
•: varionsystems
system
OF GEOAAL.LYnICs
sPi
t'",¢�f r1r5 r `',v, r. ! .kr ".� -r. r r I ti
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%ti:_zyv c.:i �•.: ..r.'.•. 's sw �„°K',`.'-. t; ,.1 ..
working for the District, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or
resulting from the award or making of this Agreement. For breach or violation of this warranty,the City
shall have the right to annul this Agreement without liability. The District shall require the same
warranty from each contractor with whom it contracts in any way pertaining to its sewage system. The
6
c-asA CITY OF OMAHA
LEGISLATIVE CHAMBER
•
Omaha,Nebraska
PAGE 2
THAT, the Finance Department is authorized to pay $25,800, for training and
other services associated with the implementation of the "Cityworks" work management
software package, of which 1/3 will be paid from the Street and Highway Allocation Fund
12131, Traffic Signals and Computer Systems Organization 116187, 1/3 from the Street and
Highway Allocation Fund 12131, Construction Survey and Inspection Organization 116121, and
1/3 from the General Fund 11111, Solid Waste Collection and Disposal Organization 116321,
year 2007 expenditure.
APPROVED AS TO FORM:
a- o7
CITY ATTORNEY DATE
P:\PW\17397ma£doc
,1,00,001
By
Councilmember
Adopted JUL 1 7 2007
City Clerk)/�
Approve
,
Mayor
•
•
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d Waste Collection and Disposal Organization 116321,
year 2007 expenditure.
APPROVED AS TO FORM:
a- o7
CITY ATTORNEY DATE
P:\PW\17397ma£doc
,1,00,001
By
Councilmember
Adopted JUL 1 7 2007
City Clerk)/�
Approve
,
Mayor