HomeMy WebLinkAboutTimmons Group, Inc. - Professional Services ContractPR FESSI NAL SE VC SC
T
ACT
ForCity of Yakima Use Only:
Ucaatuaa
Raseiva en No L
THIS PROFESSIONAL SERVICES CONT' CT is made and entered into by and
between the City of Yakima, a Washington municipal corporation (hereinafter the "City"), and
Timmons Group, Inc., a corporation (hereinafter the "Contractor").
WHE' AS, the City of Yakima requires professional services related to establishing an
Asset Management Program for the municipal operations associated with Fleet, Irrigation,
Wastewater Treatment, Storm Water and Water Treatment for the City of Yakima;
WHEREAS, the Contractor represents that it has the expertise necessary and is willing to
perform the professional services required by the City in accordance with the terms and conditions
of this Contract;
NOW, THEREFO in consideration of the mutual covenants, promises, and
agreements set forth herein, it is agreed by and between the City and Contractor as follows:
Section 1. Statement of Work
1.1 The minimum services that the Contractor will provide will generally accomplish the
following goals:
(a)
Improve collection of data and tracking of maintenance activities Yakima reports
on to comply with self -defined goals and/or regulatory requirements;
(b) Collect, compile and analyze relevant data regarding City work activities to assist
in making evidence -based business and financial decisions;
(c) Empower City employees with the information necessary to reach high levels of
performance efficiently and effectively.
Contractor shall provide the services and staff described in the text of the Professional
Services Contract, including the services described in Attachment "A," which is attached
hereto and incorporated herein by this reference. The services are included within the base
fee. The Professional Services Contract and Attachment "A" are referred to herein as the
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc.
"Contract." The Contract specifies the working relationship between the City and the
Contractor, and specific obligations of both parties.
1.3 Contract Documents: The rights granted under this Contract include the terms, conditions,
covenants and representations contained in the following documents, all of which are incorporated
herein by reference as though fully set forth:
1.3,1 All exhibits, addenda and amendments thereto;
1.3.2 Contractor's "Asset Management Roadmap", dated October 22, 2018, the
"Letter of Agreement" and all accompanying exhibits submitted therewith;
and
1.3.3 This Contract, including Attachment "A" to the Contract, and the documents
referenced in this Paragraph shall be construed consistently with each other in
order to best effectuate the intent of the Owner and Contractor as set forth in
this Contract,
In case of conflict or ambiguity, the documents shall have the following priority for the purpose
of interpreting the terms, covenants, conditions. or duties therein: This Contract, the Letter of
Agreement, and the Asset Management Roadmap. The parties acknowledge that there are no other
representations, agreements, or conditions not specifically referred to or set forth in the foregoing
documents which are a part of this Contract.
1.4 Except as otherwise specifically provided in this Contract, Contractor shall furnish the
following, all as the same may be required to perform the services described in
paragraphs 1.1 and 1.2 in accordance with this Contract, including Attachment "A" to the
Contract: personnel, labor and supervision; technical, professional and other related and
required services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed or required to be performed, by
Contractor under this Contract are sometime collectively referred to in this Contract as the
"Services.-
1.5 All provisions of this Contract are intended to be complementary, and any Services
required by one and not mentioned in another shall be performed to the same extent as
though required by all. Details of the Services that are not necessary to carry out the intent
of this Contract, but that are not expressly required, shall be performed or furnished by
Contractor as part of the Services, without any increase in the compensation otherwise
payable under this Contract.
Section 2. Period of Perfortnance
2
Professional Services Contract
Between City ofYakima and
Timmons Group, Inc,
2.1 The period of performance under this Contract will be three (3) to six (6) months,
commencing on . 2019, and continuing through
2019.
Section 3. Compensation
3.1 As full compensation for satisfactory performance of the Services, City shall pay
Contractor the amount not to exceed Sixty One Thousand Four Hundred Thirteen Dollars
and Forty Cents ($61,413.40), as stated in Attachment "B", attached hereto and
incorporated herein by this reference.
3.2 Contractor shall submit monthly invoices to City for the work completed during the
previous month throughout the term of this Contract.
3.3 City shall pay each of Contractor's invoices within thirty (30) days after the City's receipt
and verification thereof; provided, however, that all such payments are expressly
conditioned upon Contractor providing services hereunder that are satisfactory to the City.
Contractor reserves the right to stop work should invoice payments become sixty (60) days
past due.
3.4 Any additional service(s) provided by the Contractor which are not specifically included
in Attachment "A" must have prior written approval of the City.
Section 4. Performance by Contractor
4.1 Delegation of Professional Services. The services provided for herein shall be performed
by Contractor, and no person other than regular associates or employees of Contractor shall
be engaged on such work or services. Contractor shall not (by contract, operation of law
or otherwise) delegate or subcontract performance of any Services to any other person or
entity without the prior written consent of the City. Any such delegation or subcontracting
without the City's prior written consent shall be voidable at the City's option.
No delegation or subcontracting of performance of any of the Services identified herein,
with or without the City's prior written consent, shall relieve Contractor of its responsibility
to perform the Services in accordance with this Contract. Contractor shall be fully
responsible for the performance, acts and omissions of Contractor's employees,
Contractor's subcontractors, and any other person who performs or furnishes any Services
hereunder (collectively, the "Support").
4.2 Contractor shall at all times be an independent contractor and not an agent or representative
of the City with regard to performance of the Services. Contractor shall not represent that
it is, nor hold itself out as, an agent or representative of the City. In no event shall
Contractor be authorized to enter into any agreement or undertaking for or on behalf of the
City,
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc,
4.3 Contractor shall perform the Services in a timely manner and in accordance with the
standards of the profession. At the time of performance, Contractor shall be properly
licensed, equipped, organized, and financed to perform the Services in accordance with
this Contract. Subject to compliance with the requirements of this Contract, Contractor
shall perform the Services in accordance with its own methods.
4.4 Contractor shall take all reasonable precautions to protect against any bodily injury
(including death) or property damage that may occur in connection with the Services.
Section 5. Compliance with Laws
5.1 Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now in effect, of any governmental authority
(including, but not limited to, such requirements as may be imposed upon the City and
applicable to the Services). Contractor shall furnish such documents as may be required to
effect or evidence such compliance.. All laws, ordinances, rules and orders required to be
incorporated in agreements of this character are incorporated in this Contract by this
reference.
Section 6. Taxes and Assessments
6.1 Contractor shall be solely responsible for and shall pay all taxes, deductions, and
assessments, including but not limited to federal income tax, FICA, social security tax,
assessments for unemployment and industrial injury insurance, and other deductions from
income which may be required by law or assessed against either party as a result of this
Contract. In the event the City is assessed a tax or assessment as a result of this Contract,
Contractor shall pay the same before it becomes due.
Section 7. Nondiscrimination Provision
7.1 During the performance of this Contract, Contractor shall not discriminate in violation of
any applicable federal, state and/or local law or regulation on the basis of race, age, color,
sex, religion, national origin, creed, marital status, disability, honorably discharged veteran
or military status, pregnancy, sexual orientation, political affiliation, or the presence of any
sensory, mental or physical handicap, and any other classification protected under federal,
state, or local law. This provision shall include but not be limited tothe following:
employment, upgrading, - demotion, transfer, recruitment, advertising, layoff or
termination, rates of pay or other forms of compensation, selection for training, and the
provision of Services under this Contract.
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc.
Section 8. Inspection: Examination of Records
8.1 The records relating to the Services shall, at all times, be subject to inspection by and with
the approval of the City, but the making of (or failure or delay in making) such inspection
or approval shall not relieve Contractor of responsibility for performance of the Services
in accordance with this Contract, notwithstanding the City's knowledge of defective or
non -complying performance, its substantiality or the ease of its discovery. Contractor shall
provide the City sufficient, safe, and proper facilities and equipment for such inspection
and free access to such facilities.
8.2 Contractor shall promptly furnish the City with such information which is related to the
Services of this Contract as may be requested by the City. Until the expiration of three (3)
years after final payment of the compensation payable under this Contract, Contractor shall
provide the City access to (and the City shall have the right to examine, audit and copy) all
of Contractor's books, documents, papers and records which are related to the Services of
this Contract.
Section 9. Property and Confidential Info
ion
9.1 Contractor shall not, without the prior written consent of the City, disclose to third parties,
any information received in connection with the Services unless:
(a) information is known to Contractor prior to receiving the same directly or indirec
in connection with the Services;
(b) information is in the public domain at the time of disclosure by Contractor; or
(c) information is received by Contractor from a third party who does not have an
obligation to keep the same confidential.
Section 10. Indemnification and Hold Harmless
y
10.1 Contractor agrees to protect, defend, indemnify, and hold harmless the City, its elected
officials, officers, employees and agents from any and all claims, demands, losses, liens,
liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs
and expenses (including reasonable attorneys' fees and disbursements) resulting from death
or bodily injury to any person or damage or destruction to property or a third party or third
parties to the extent caused by any negligent act and/or omission of the Contractor, its
officers, employees, agents, and/or subcontractors, arising out of the performance of this
Contract.
10.2 Nothing contained in this Section or this Contract shall be construed to create a liability or
a right of indemnification in any third party.
5
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc,
Section 11. Insurance Provided by Contractor
At all times during performance of the Services, the Contractor shall secure and maintain
in effect insurance to protect the City and the Contractor from and against all claims,
damages, losses, and expenses arising out of or resulting from the performance of this
Contract. Contractor shall provide and maintain in force insurance in limits no less than
that stated below, as applicable. The City reserves the right to require higher limits should
it deem it necessary in the hest interest of the public.
11.2 Commercial Liability Insurance, Before this Contract is fully executed by the parties,
Contractor shall provide the City with a certificate of insurance as proof of commercial
liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00)
per occurrence combined single limit bodily injury and property damage, and Two Million
Dollars ($2,000,000.00) general aggregate. If Contractor carries higher coverage limits,
such limits shall be shown on the Certificate of Insurance and Endorsements and the City
of Yakima, its elected officials, officers, agents, and employees shall be named as
additional insureds for such higher limits. The certificate shall clearly' state who the
provider is, the coverage amount, the policy number, and when the policy and provisions
provided are in effect. Said policy shall be in effect for the duration of this Contract. The
policy shall name the City of Yakima, its elected officials, officers, agents, and employees
as additional insureds, and shall contain a clause that the insurer will not cancel or change
the insurance without first giving the City thirty (30) calendar days prior written notice.
The insurance shall be with an insurance company or companies rated A-VI1 or higher in
Best's Guide and admitted in the State of Washington.
11.3 Commercial Automobile Liability Insurance. Before this Contract is fully executed by the
parties, Contractor shall provide the City with a certificate of insurance as proof of
commercial automobile liability insurance with a minimum liability limit of Two Million
Dollars ($2,000,000.00) per occurrence combined single limit bodily injury and property
damage If Contractor carries higher coverage limits, such limits shall be shown on the
Certificate of Insurance and Endorsements and the City of Yakima, its elected officials,
officers, agents, and employees shall be named as additional insureds for such higher
limits. Automobile liability will apply to "Any Auto" and be shown on the certificate. The
certificate shall clearly state who the provider is, the coverage amount, the policy number,
and when the policy and provisions provided are in effect. Said policy shall be in effect
for the duration of this Contract. The policy shall name the City of Yakima, its elected
officials, officers, agents, and employees as additional insureds, and shall contain a clause
that the insurer will not cancel or change the insurance without first giving the City thirty
(30) calendar days prior written notice. The insurance shall be with an insurance company
or companies rated A-VII or higher in Best's Guide and admitted in the State of
Washington.
6
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc.
11.4 Professional Liability_Insurance. Before this Contract is fully executed by the parties,
Contractor shall provide the City with a certificate of insurance as evidence of Professional
Errors and Omissions Liability Insurance with coverage of at least Two Million Dollars
($2,000,000.00) per occurrence and an annual aggregate limit of at least Two Million
Dollars ($2,000,000.00). The certificate shall clearly state who the provider is, the amount
of coverage, the policy number, and when the policy and provisions provided are in effect.
The insurance shall be with an insurance company rated A-VII or higher in Best's Guide.
If the policy is on a claims made basis, the retroactive date of the insurance policy shall be
on or before the inception date of the Contract, or shall provide full prior acts. The
insurance coverage shall rcmain in effect during the term of this Contract and for a
minimum of three (3) years following the termination of this Contract.
Section 12. Changes
12.1 The City may, at any time by written notice thereof to Contractor, make changes in the
Services within the general scope of this Contract (including, but not limited to, additions
to or deletions from any Services, suspension of performance and changes and location of
performance).
12.2 If any change under paragraph 12.1 causes a significant increase or decrease in the cost
and/or the time required for performance of the Services, an equitable adjustment in the
compensation and schedules under this Contract shall be negotiated to reflect such increase
or decrease, and this Contract shall be modified in writing and signed by both parties
hereto. Such equitable adjustment shall constitute full compensation to Contractor for such
change. If any change under paragraph 12.1 results in a decrease in the Services to be
performed, Contractor shall not be entitled to anticipated profit on Services not performed
and the loss of anticipated profit shall not reduce the decrease in compensation under this
Contract resulting from such exchange. Further, Contractor shall not be entitled to any
reallocation of cost, profit or overhead.
12.3 Notwithstanding any dispute or delay in arriving at a mutually acceptable equitable
adjustment under paragraph 12.2, Contractor shall immediately proceed with performance
of the Services as changed pursuant to paragraph 12.1. If Contractor intends to assert a
claim for equitable adjustment under paragraph 12.2, Contractor must, within sixty (60)
days after Contractor's receipt of any notice under paragraph 12.1 that does not set forth
an acceptable adjustment, submit to the City a written statement of the basis and nature of
the adjustment claimed. Contractor shall not be entitled to any adjustment unless such
written statement is submitted by Contractor to the City within the applicable period.
Section 13. Termination
13.1 The City may, by giving the Contractor sixty (60) calendar days written notice of
termination, terminate this Contract as to all or any portion of the Services not then
performed, whether or not Contractor is in breach or default, and with or without cause.
7
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc.
Upon receipt of any such notice of termination, Contractor shall, except as otherwise
directed by the City, immediately stop performance of the Services to the extent specified
in such notice. Contractor shall have the same termination rights as the City in Section 13.
13.2 In the event of termination pursuant to paragraph 13.1, an equitable adjustment shall be
made in the compensation payable to Contractor under this Contract, provided that such
compensation as so adjusted shall in no event exceed a percentage of the total
compensation otherwise payable under this Contract equal to the percentage of the Services
satisfactorily completed at the time of termination. Further, Contractor shall not be entitled
to any reallocation of cost, profit or overhead. Contractor shall not in any event be entitled
to anticipated profit on Services not performed on account of such termination. Contractor
shall use its best efforts to minimize the compensation payable under this Contract in the
event of such termination.
13.3 If the City purports to terminate or cancel all or any part of this Contract for Contractor's
breach or default when Contractor is not in breach or default which would permit such
termination or cancellation, such termination or cancellation shall be deemed to have been
a termination by the City pursuant to paragraph 13.1 and thc rights of the parties shall be
determined accordingly.
Section 14. Miscellaneous
14.1 Assignment. This Contract, or any interest herein, or claim hereunder, shall not be assigned
or transferred in whole or in part by Contractor to any other person or entity without the
prior written conscnt of the City. In the event that such prior written consent to an
assignment is granted, then the assignee shall assume all duties, obligations, and liabilities
of Contractor stated herein.
14.2 No Conflict of Interest. Contractor represents that neither it nor any of its employees have
any interest and shall not hereafter acquire any interest, direct or indirect, which would
conflict in any manner or degree with the performance of this Contract. Contractor further
covenants that it will not hire anyone or any entity having such a conflict of interest during
the performance of this Contract.
14.3 No Insurance. It is understood that the City does not maintain liability insurance for
Contractor and/or its employees.
14.4 Severabi I ity. If any portion of this Contract is changed per mutual agreement or any portion
is held invalid, the remainder of the Contract shall remain in full force and effect.
14.5 Integration. This written document constitutes the entire agreement between the City and
Contractor. There are no other oral or written Contracts between the parties as to the
subjects covered herein. No changes or additions to this Contract shall be valid or binding
upon either party unless such change or addition be in writing and executed by both parties.
8
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc,
14.6 Notices. Unless stated otherwise herein, all notices and demands shall be in writing and
sent or hand delivered to the parties to their addresses as follows:
TO CITY: Scott Schafer
Director of Public Works
2301 Fruitvale Blvd.
Yakima, WA 98902
TO CONTRACTOR:
Timmons Group, Inc.
1001 Boulders Parkway, Suite 300
Richmond, VA 23225
or to such other addresses as the parties may hereafter designate in writing. Notices and/or
demands shall be sent by registered or certified mail, postage prepaid, or hand delivered.
Such notices shall be deemed effective when hand delivered at the addresses specified
above, or three (3) days after the date of mailing to the addresses specified above.
14.7 Governing Law. This Contract shall be governed by and construed in accordance with the
laws of the State of Washington.
14.8 Venue. The venue for any action to enforce or interpret this Contract shall lie in a court of
competent jurisdiction in Yakima County, Washington.
CITY OF YAKIMA
By
Cliff
Date:
ATTEST:
o re, City Manager
City C e
CITY CON
RESOLUTION NO:
9
Professional Services Contract
Between City of Yakima and
Timmons Group, Inc.
TIMMONS GROUP, INC.
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Da
Attachment A
The City of Yakima is seeking a detailed Asset Management RoadMap which will guide the organization through the
next few years to deliver an effective and efficient Asset Management Program concentrated on the Fleet, Irrigation,
Wastewater Plant, Storm Water, Water and Water Treatment departments, with high quality results, and align with
Yakima's current operational plans and initiatives, The purpose of this project is to conduct a review of current Asset
Management related tools, processes, requirements and goals; provide governance, and build consensus for a
unified view of the chosen Asset Management software solution moving forward throughout all Yakima Asset
Management members.
The project goal is to produce an Asset Management RoadMap that defines the
critical path and steps necessary for the continued development and enhancement
of the Asset Management programs that will improve staff productivity and service.
This plan will provide a detailed view of the existing Asset Management data and
systems, and establish a vision for the future with core recommendations. The plan
will examine existing intra-group coordination (governance), spatial data, asset
data, existing tools, regulatory requirements, data quality and maintenance
workflows, identify needed data and analyze existing/future integrations. These
recommendations will be driven by Yakima's priorities and presented in a
manageable plan that includes staffing, training and overall governance
require ents. At an overarching high-level, this Asset Management RoadMap will
meet the following goats:
,Nsi,41`
1. Improve the collection of data and tracking of maintenance activities Yakima reports on to comply self
defined goals and/or other regulatory requirements
2. Collect compile, and analyze data regarding your work activities to help Yakima make evidence -based
business and financial decisions
3. Empower Yakima employees with the information they need to excel in their work
These overarching goals will be realized via our Asset Management Roadmap that will;
Review existing systems, data, workflows, governance and solutions in place;
Understand and document prioritized future requirements,
identify and develop Best Management Practices, Standard Operating Procedures and opportunities for
workflow improvement;
Identify points of integration (e,g., Financial System, SCADA, etc.);
Lead discussions and education through examples and peer best practices;
Identify IT infrastructure improvements;
Recommend changes required in the GIS (data, structure, applications, etc.) to achieve and enhance
required services and commitments;
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CIVIL ENGINEERING 1 ENVIRONMENTAL I SURVEYING I GIS 1 LANDSCAPE ARCHITECTURE 1 CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
Recommend changes in governance and operations to support and expand the role and use of
asset management within the City by members of the City staff/supporters;
Recommend new data layers and improvements to existing layers;
Identify opportunities for application improvement, retirement or development;
Recommend enhancements to workflows and procedures for archiving asset data, creating new
GIS layers, creating and maintaining metadata, delivering data and metadata to member staff and
to the public via the Internet; and
Create a schedule and budget for pnting the recommendations that fit within the City`s
financial and schedule parameters,
In RoadMap projects, Tirnmons Group typically prefers to use a Phased Approach to meet project goals.
Each phase in our project methodology contains
ultiple steps ,.hach will ultimately lead to the creation
of a successful Asset Manage ent RoadMap. At each
phase, project steps and deliverables are defined that
are specifically tailored to the needs of Yakima, and the
completion of each stage is a project Milestone.
Many AMS solutions are capable of performing
Computerized Maintenance Management System
(CMMS) tasks as well as extensive data analysis that
provides for the basis of a rich Asset Management
progra However, this does not indicate nor is it true
that simply by utilizing and analyzing data that Yakima
will be performing Asset Management. To do so
Yakima needs to develop a Best Management Practice (BMP) framework, Workflows and Standard Operating
Procedures (SOPS) to fully utilize the chosen technical solution, In order to understand where Yakima needs to get
to, we must first define this destination. When Timmons Group works with our clients to address their Asset
Management needs, we prefer to utilize this definition which states:
"Asset Management capabilities include processes, resources, c Apetences, and technologies to enable the
effective and efficient development and delivery of asset manage r errt plans and asset life activities and their
continual improvement," - as defined by ISO 55000
When reviewing this definition, several technical solutions can meet the technology section and addresses this
extremely well. In order to meet the ISO 55000 definition, the other areas
(processes, resources, and competences) must be first recognized and
understood and then a plan ust be enacted to address them and to fold
them into an overall plan, of which a technical solution can and will be a
part of,
Ti mons Group proposes to investigate and understand the existing
workflows developed and implemented by Yaki a. It will be our intent to
CIVIL ENGINEERING I ENVIRONMENTAL I SURVEYING I GIS I LANDSCAPE ARC
Attachment A — Scope xfServices
City of Yakima, Washington — Asset Management Roadmap
utilize these processes and to"tweak"lhemsmnenooxary!oinclude 8MP�and recommended SOPs, arid to fully
and effectively utilize the full capabilitie
,S of the most recent version of the technical solution that is Utimately chosen
(as their capabilities vary). This initial business process analysis will provide our irnplementation tean wilh a detailed
look into the everyday processes marshaled bvYakima staff, The ultimate goal |ahJprovide knowledge msupport
and enable our |mp|onloot2|ion hao00 to property address the technological impacts ofthe chosen &eChniC8| solution
and in arder to understand 1he technological impacts and the n on -tech nolog Ical irnp2cts related to business
processes, standard operatii ig procedures and workflows as rel ited to Asset 0anagernent.
Realizing this vision, however, will !_e(_J1Uire change new behaviors and new skills� Uwill also require asolid
foundation O(wm||'defi08d business processes, BMP'aond GOFu arid possibly, additional solution requirements, But
before, any supporting IT tools can be recommended, purchased and ii,nple�erite(l/ir)tegralcd, U)oro must beclarity
on the, O[gamzaUon'score processes: the workflows for key steps and sub'aiepa, and m/haidata O0Usi be collected o(
which points tninform which decisions, By analyzing business p[000sCesin onkucturedway, one aUoa-0Uno3th8
technology and data needs and, perhaps more importantly, one can identify tangible improvement areas for quick
Engaging Tinimons Group as a partner on your Asset NIXIagOrnent Programs Will yield the results you demand.
Many years of important lessons learned will be available to you and Your stakeholders throughout the life of your
program. Regarding group Specific Consulting, Timmons Group brings not only geoopaUa|8ridiU[nrN'a8nn
technology professionals to assist with the full realization (capabilities) of the implementation of solution, but also
subjaotmoUerexpe[kSi0U1eD*|dmofnivi|enginearing,ud|iUee.bunapor|aUon planning, asset operation and
maintenance in multiple asset classifications. You will have the opportunity to work with our planning, engineering,
geospatial, and technology subject matter experts who will share over a Century of combined ideas and solutions with
you hnsupport ofyour greater mission, These resources will heavailable k/the project |eam\Oaa8iGt wi(hBIVIP'o
VVorkflok,vs and SOP's as we develop a integration strategy and specific plaris for (lie integration of the chosen
solution that will be configured around each functional groups revised business processes and worlkflows� The
Timmons G[oup Subjectmatter experts will review the, proposed configuration em|kOowsfo/ BlVlPa. 8DPs and
address the "Do they make manmn?"questions, prior to the project tearn reviewing and then providing the proposed
edited mmrknowafor City approval,
The,City cfYakima, nmdoubt, faces ecritical tUrOmgpoint under the pneooUKyof aging infrastructure, deprived
maintenance routines, and financial pressures, Staff must manage its asset,,.,,, collect arid analyze information, and
provide long-term value 8z8lepublic, Under this project endaubamquon|phamao'youhaveiheuppOrtuDi(yk)
leverage data and technology in new ways and to |8Ve[nQv processes and asset analytic techniques, Beyond ffie
immediate process efficiency gains, Your Asset Management program can help affect real nu|k/ra|change within the
organization, Positions once dedicated to reactive maintenance can evo|ve into positions focused of) preventative
maintenance, ana|yUcoand structuring controlled '0xpa[|nlnniO'iUaquest for more capital investment. Truly, you
have nnexciting opportunity,
We Understand the scope of [his project to be limited to an assessment task and a task focused on creating BlVlPs
and 3OPo, however wewill dosowith a mind towards the ultimate goals, To be SUconodb|, this program o|Umalely
need'; to:
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GIS 1 LANDSCAPE ARCHITECTURE
Attachment A — Scope of Services
City of Yakima, Washington Asset Management Roadmap
Establish
ASSET Or ITICALITY
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City service goals must consistently
align with its most critical assets to
support infrastructure maintenance
needs and track operational
efficiency of services delivered to
the public,
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Streamline your approach and
leverage technology for assets
thus negating legacy
customization or non-integrated
systems,
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Identify prioritized capital needs
and return on investment analysis
by using data -driven AM planning
through collecting the right amount
of quality data to inform investment
decisions
Based on our experience in leading Asset Management transformations and the related implementation of technical
solutions, we believe you need a very specific type of partner. You need a team of advisors who are .familiar with core
Asset Management processes and workflows, yet able to translate business requirements into technology
specifications that include BMPs and SOPs. You need seasoned professionals with a bias for action and pragmatism
as opposed to acadernic, purity. You need organizational change experts who know how to connect with the front line
as well as the executive suite, to ensure there is top-dovvn support and real momentum for the journey. VVe would
suggest that you also need partners who think holistically, from imaintenance operations to technology to the
supporting areas across the City of Yakima, in order to ensure that your Asset Management plan and chosen
technical solution are configured for long-term success.
Importance of KR and Level -of -Service Measures in Imp/orrienting a MS
As stated above, the shortfall afflicting many Asset Management programs is the disconnect between the theory and
'the act of doing" (i.e., the day-to-day application of the AM practices). In our experience, the key to bridging this gap
is defining insightful Key Performance Indicators (KPI's) that are linked to key decisions. For Service Delivery Areas,
we define the critical business drivers and outcomes for these processes, which in turn inform the (KPIs) that provide
insight into how well these outcomes are being delivered. The table on the following page provides an example of
this relationship.
66N14164,4%6W.
66;46.1. 4.4' 64
a 'a
a \ a
6 6 . 6•.„ 664 . 6667 . 6,64646466.6 . 64444444
Perform Planned Extend asset life and defer Capital
Maintenance Expenditures as long as possible, minimizing
total expenditure
Balance amount of planned and unplanned
(corrective) maintenance
Minimize emergency/reactive maintenance
and avoid crews being diverted from
preventative maintenance (PM) activities
Target PM activities on the highly critical
assets to reduce outage times
Ak6
64,
a at ac a a , 'a:Caaa CAC:,
PM/CM cost ratio
% PM's completed as planned
CM cost by fault type
Avg, outage disruption per customer
CIVIL ENGINEERING ENVIRONMENTAL SURVEYING GIS LANDSCAPE ARCHITECTURE CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
• 4,14tM' m 'VI' 1'4
%,"N.:;",,, •
Complete Work Order
4 0 ki
Maximize crew 'wrench time'
Promote and achieve worksite safety
Minimize rework (Do it once, do it right)
Target maintenance and renewal planning
through analysis of work history
Crew wrench time
Avg. time Awaiting Materials
Cost by asset/fault type
# accidents/near misses
% work/rework costs
% WO's with cost/fault/asset
„
As the table above demonstrates, a well -designed relationship between KPIs and Service Delivery Areas can provide
clarity to your Asset Management Plan. This up -front planning then informs the core data collection needs,
requirements and implementation configuration edits that may be needed, Without this framework, your chosen
solution could be configured to collect too much 'nice to havedata which simply burdens crews and consumes
screen real estate on field tablets. As part of our consulting services, we will rationalize the data collection
requirements to better align with the KPIs informing process efficiency and outcomes,
To achieve the goals of this phase of your overall project we recommend the following tasks, deliverables and
schedule be pursued.
PHASE. - A$K1,. A
This stage of the project is most crucial for information gathering that will serve as the
foundation of the project.
Steps:
1 Kick -Off Presentation
2. Survey
3, Infrastructure & Document Review
4, On -Site Interviews/ orkshops
5, Needs Prioritization
Deliverables:
1 Kick Off Presentation
2, Survey Results
3. Educational Presentations
4i infrastructure & Document Review Analysis
5. 1- 1.5 day project kick-off and demo/learning session (same trip as
orkshop #1)
6. 2 — 2 day (4 full days total) onsite interview/workshop sessions
7. Assessment Summary
Timmons Group will develop and distribute a preliminary set of
questions to relevant Yakima ember staff and stakeholders to
00 piete prior to on -site interviews/workshops, The survey will be
distributed online, and the nu ber of users is not limited. The
purpose of the questionnaire is to set intervie information
expectations and to collect background information froth tho
participant that normally takes time to research and compile, and therefore cannot generally be collected
conveniently (or completely) during the on site interviews/workshops. The survey will include mainly multiple choice
questions and our aim is to collect. as much background information as possible in a way that is as easy as possible
for users to complete. The goal is to receive as many completed surveys as possible. We will also poll users
CIVIL ENGINEERING I ENVIRONMENTAL I SURVEYING I010 LA OCAPE ARCHITECTURE CONS -FRICTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington —Asset Management Roadmap
throughout the survey to judge the level of education effort that will be necessary for the kick-off meeting and
knowledge transfer presentation:
The survey is tailored to the individuals based on their initial responses, and will lead users through the survey in the
most time -effective manner. These questions may include the following and more similar topics:
Name, Title, Organization, Department, Years in Position
Experience using Esri GIS Products and Cityworks
Experience using Asset Management Products (and which ones)
Knowledge of Esri, & Asset Management Products and their capabilities
Knowledge of BMPs and SOPs
GIS, Gityworks or other software tools currently used to complete job tasks
Mobile devices used for work tasks
Other software used to complete job tasks
Reasons for accessing online GIS/Asset Management sites
Data that is most vital to job tasks
Datasets that may streamline job tasks
Reporting Requirements
Analysis Requirements
Interaction with other organizations and departments
Timmons Group will convene a project kickoff meeting, This
meeting will be orchestrated by the Project Manager and will
include participation from key project stakeholders from the
City and Timmons Group staff,
The kick-off meeting will focus on:
Team Introductions
Deliverables Overview
Review Roles and Responsibilities
Review of Project Schedule and Milestones
Timmons Group will also conduct an educational presentation for City member staff participating in the RoadMap
process. The educational aspect of this presentation will be formed from general GIS/Asset Management concepts
and the responses that are received on the initial survey performed in Step 1 of the project. These presentations will
be scheduled to 'align with the Kick -Off Meeting.
The educational presentations will be conducted for interview/workshop groups that focus on the areas identified by
the initial survey, as well as GIS/Asset Management data and integrations that are specifically useful for each group.
Opportunities to learn (and see) the possibilities of GIS/Asset Management and gain knowledge about what other
GIS/Asset Management users are doing will give all participants more insight and topics for discussion during the
interviews/workshops.
Timmons Group will request and review Yakima's existing
GISIAsset Management organizational, architectural and
CIVIL CH0E:la RING ENVIRONMENTAL I SURVEYING GIS 1 LANDSCAPE ARCHITECTURE I CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
process management documents. Process management documents include standard operating procedures (SOP's)
for Asset Management activities like system and data governance, data editing/updates, data quality review, data
archiving, creating new GIS layers, creating and maintaining rnetadata and reports, delivering data, rnetadata and
reports to member staff and to the public via the internet and data analysis requirements. It is understood that
Yakima may not have a lot of these processes formally documented -- which is not uncommon. The purpose is to
gather as much background information as possible before engaging member staff and to lay the 'foundation for
topics to be addressed during the interviews/vvorkshops. Our goal will be to maximize tirne spent with your staff, and
the better prepared we are for the meetings a the more
productive they wiii be
Interviews/Workshops with the key stakeholders will be
conducted to collect information and provide a knowledge
transfer opportunity. The goal of these interviews is to
provide a forum for information exchange between Yakima
and Timmons Group. The key stakeholders will have an opportunity to understand more about how GIS, and asset
management is successfully implernented and used by government entities: Timmons Group will gain an
understanding of the specific business requirements, data, existing systems, existing work processes and future
business requirements of Yakima. We will also lead the participants in realizing what performance measures and
metrics will be most beneficial for the Asset Management Program.
Key stakeholders include:
Primary member business unit subject -matter -experts, especially those responsible for core asset management
data and specific business applications
Primary asset rnanagement data consumers (and future consumers), espociaily those with existing GIS and
map -centric applications
City leadership responsible for using, maintaining or supporting GIS, asset a ent, and IT staff
responsible for using maintaining or supporting GIS and asset management.
Timmons Group will conduct group interviews/workshops according to defined groups. Group interviews/workshops
will help Timmons Group understand the dynamics of Yakima and identify knowledge gaps, training opportunities and
other needs. Interviews/workshops would take place onsite over the course of two separate, two full, (4 days total)
back-to-back days.
The information collected in the first phase of the project
shall be reviewed and analyzed by the Timmons Group
-114115fiti• project team in order to document the priorities identified
during the previous steps (surveys, analysis of background
documents, interviews/vvorkshops). These priorities will be
the foundation for the GIS/Asset Management RoadMap development.
CIVIL ENGINEERING 0 ENVIRONMENTAL 1 SURVEYING 0 015 1 LANDSCAPE ARCHITECTURE CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
Our team prefers to use priority matrices for ranking items such as individual applications or more typically, individual
datasets as. well as guide to developing BMP's and SOP's. In the satpiple R2pb-i. below, 'we can see a prioritized st
of datasets for example. These can include existing datasets or desired datasets discovered during
interviews/workshops and feedback sessions. The matrix includes key measures (constructed with -feedback frond
the client) for both the benefit of the dataset and also the cost of the dataset. These scores are aggregated to help
illuminate high -value data items that should be in the inventory, It also begins the process et defining dto owners —
a key to any successful asset management program.
The Evaluation of and choosing of a technical solution to drive. the asset management plan should be completed prior
to the finalization of the Asset Management RoadMap, The reason for this is that the capabilities and performance of
GIS Data Sc
Alternate traffic routes/routing_
Medical centres/Heath ciinecs
E.r:irmunqf syp!-i0vvriciors
PopuiA1PC,, D.enity/Zy.)4,1d ith—t
(cmstructmn type
VId (1ru.Vitnporhavp
Injury data
DayCares itocat kiegl (04r46., etc„i
Community Centres
ecare Locations
Dermoitrauhlic Data
Distribution of recent innaNrants
Welcome Centrei for new ormwtottrant
SAW
and Maintenance Cost
(tool) - 5 (High)
Requesting Department(s)
Health
Health
Health
ealth
Health Community Services
Health
oinmunitySenoces
CommunttyLServIees
Co mwt Srrvses
:cc cicgioa:„Asvit
. .
the chosen solution will ultimately dctate items such as data structures, workflows, processes, etc, based on the
technical capabilities of the chosen solution. Upon the completion of Phase 1 above (the gathering is user
requirements) Timmons Group will work with Yakima to develop a technical solution evaluation plan. This plan
should at a minimum
1) Evaluate existing software systems based on the needs identified in Phase 1 that will include the
benchmarking of at least 5 cities of similar size
2) Development of Asset Management software requirements definition, including necessary integration points
with existing systems
3) Development of software search and selection criteria r orJer to develop High Tech Request .for Proposal
lequirements
Upon conclusion of thc.ii, requirements development for a technical solution offering, Timmons Group will work with
Yakima to evaluate and choose the optimal solution. This will be accomplished via the development of a technical
CIVIL ENGINEERING
'IRON LNTAL SURVEYING GIS I LANDSCAPE ARCHITECTURE 1 CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
Matrix that lists all n1Yokmafunctional requirements revealed bvPhase 1� This will te,balanced against the various
technical solutions available arid an overall evaluation will be made based upon each solutions ability to meet the
functional requirement. Particular attention and weighting will be accomplished via "out of the box", "minimal
ouoN'nizaUon"."within product development |iharyo|op|an"."significant DuOk)miIodOO"8id "inability to meet or|h3[|a.
These results, along wi!h tahnical architecture requirernen&, costs, and various other factors will guide the
evaluation and selection of the techniCal solution that best meets the functional requirements of Yakirna. Once the
technical solution is chosen the Final Asset Management RoadMap will need to be edited based upon the technic:al
solution, this will bwPhase 2'Taok3.
�
VS
N�
w�
The final stage cf the project will encapsulate all ofthe assessment and other
information created during the project 0odevnlopanimoemontaUonoohodu|a
and implementation plan that together form the final RoadMGpthat will guide
Yakima during the next few years.
Steps:
1. ReCO0m8DdoUoOo
2. Implementation Budget
3. Implementation Schedule
4. RnodMapP|3O
Dn|ivmnnb|mo:
1. Recommendations Document (BMP&SOP
2. Updated BMPG&GOPO(including use within Inventory control,
Storeroom)
3. Implementation Budget
4. Implementation Schedule
5. Final RoadK4apPlan
O. CityworkoRnadK4apPresentation PPT
1�1
,
Recommendations will bemade inthe following categories,
which will ultimately make upthe Asset Management
* Business requirements
* G|8/C)nooDSolution B0PS.8OPS&workflows/procedures
* Asset Management BMP8.SOP8&wo[kODWB/onOCOdures
m G|G, ohomnD so|uDon, asset n0oDageme0istaffing, training and stewardship
w |T/GenspoUe|/Asset Management / infrastructure and integrations
w Asset Management software
w Data
� Required reports
CIVIL ENGINEERING I ENVIRONMENTAL I SURVEYING I GIS I LANDSCAPE ARCHITECTURE I CONSTRUCTION SEPVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
Since the identified needs may exceed available schedule and/or financial and staff resources, it will be important :io
develop metrics that will enable the prioritization of recommendations. This prioritization process ensures that.
available resources are fully leveraged and all users share a common expectation piith respect to system
functionality, delivery schedule, cost Eind rationale for prioritization. This evaluation will be used ait a high level to
support the development of (he Asset Management RoadMep Plan,
Business Requirements
Yakima has existing, and desired, business processes that depend on rnap-based/Asset Management information
and emerging / unmet needs for data integration. This includes end -user processes designed to provide specific
business solutions as well as data inventories and maintenance processes. Timmons Cirouu will use the. information
gathered during the Assessment Staige, of the project to identify and prioritize the business functional requirements
and develop recommendations :for addressing those requirements.
Asset Management Best Management Practices, Standard Operating Procedures for Pt OCeSSOS / Workflows
For the purpose of identifying opportunities Inc BMP, SOP and workflow improvement / consolidation / re -
engineering, our team will examine relevant BMPs, SOPs and workflows from the Assessment Stage of the project.
We will leverage our best practices, standard operating procedure and workflow experience/knowledge to develop
BMP, SOP, workflow, dataflow, and work process update recommendations that will help Yakima to better meet its
business requirements.
irisset Marragenteni Staffing, Training and Stewardship
Our project team will assess information related to Yakima's current organization, staffing and training plan, and
identify opportunities for improvement. We will develop governance recut nmendations that will entiancie the benefits
of Asset Management tools and data to the City of Yakima and directly address staffing needs with respect to the
chosen solution, Asset Management infrastructure computer hardware), application and data stewardship,
IT/ Geospatial Infrastructure
As an Information Technology system, GIS is accessed through an organization's computer and network
infrastructure. Our team will leverage the information we gather during the assessment of your Asset Management
(GIS) infrastructure (computer hardware) to determine where enhancements can be made to enable/optimize the
benefits of the asset management program moving forward. Review and recommendations wit include topics such
as
System health / performance, / rnonitoring
Core communications infrastructure
Data storage and management systems
Information security
Mobile device management / field support
Fault -tolerance, and redundancy
CIVIL ENGINEERING
ENVIRONMENTAL 1 SINVEYING 010 I LANDSCAPE ARCHITECTURE CONSTRUCTION SERVICES
AttamhmentA—Scope of Services
City of Yakima,Washington—Asset Management Roadmap
Asset Management Software
Our team will review its assessment of
the current G|Gsoftware portfolio and
develop osoftware upgrade and
enhancement plan that will:
m Enable the further
implementation of
Enterprise Asset
Management
* Improve existing
workflows and data
access
* Introduce BMPuand
� GOpoon appropriate 0 Provide the best
return 0OY3ki08's
software investment
� Address prioritized data and business integration needs identified
* Ensure highuud|tydata
� Mitigate data duplication, where applicable
Our team will also examine various cost -savings and license reduction strategie& In many cases, sirnplified web -
interfaces can replace desktop seats that tend to be costly to maintain from a licensing and seat management
perspective.
Data
Our team will review its assessment of data made during [lie Assessment Stage of the pr�ject and determine the
data'aabi|ity !Vsupport Yekime'shuncUonn| requirements, Using this assessment, and noted gapo, key
rocommenUaUunowill bemade, prioritized and scheduled aopart Vfthe Asset Management RnodMapplan,
m
The aaa000mentand necnmnnndpU|onsWill indudo:
* Aninventory Ofspatial and relevant non -spatial data
* &Jikability of existing GIS and non -spatial data sets to support the business requirements
� K1etaUalafoxnc8' content, arid timeliness
� Data redundancies, (duplication across data sets and locations)
� Adherence |neetab|iohedstandards
� Data maintenance schedules and tools /practices
� Data stewardship respon8|bi||beo
� Map / cartographic symbol consistency
cunLemczmsppumo | cwmnommsmrAL
SURVEYING
Our team will prepare e comprehensive budget that will
define the level nffunding required k`ensure the RoudM@p
p|eO'sultimate success, The implementation budget will
include the following recommended expenditures:
o�s
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
Organizational changes
IT infrx;tri irA
Software licensing
ate development off orts
Rote tools
APplications development and integrations
Training
successfulivernplemented Asset iiiiranagement Program
requires the development and adherence to manageable
implorrientatien schedule. it is iMportant that this schedule
honsiclerS stated parameters and the optimal time for the,
depiovment of the various Asset Manager-tient
components. Oa team will develop an implementation schedule that fits within Yakima's stated
time parameters as identified during the Assessment Stage of the project and ensure thal a
systematic, cost-effective Asset Management Program implementation plan is produced, The
following illustration is an example of what a high-level timeline for RoadMap plan projects may
look like.
Project Data Model II;
Project System Architecture
Project Backlog
Project Current Data
Staff Training ,ID
The Asset Management RoadMap plan will:
tipw
its iht
111;Z111;11
11'
2015
Months
1 6 Months
3 Months
The final step in the overall project will take deliverables
from previous project tasks and create actionable
recommendations designed to improve the asset
management organization, content and use, The Asset
Management RoadMap will articulate specific steps with
estimated costs.
Identify business user requirements with the goal of providing Asset Management capabilities that address
the current and near 'future needs
Recommend changes required in the Asset Management program (data, structure, applications, etc.) to
achieve and enhance required services and commitments
Recommend IT infrastructure use changes and updates to improve data throughput and user experience
CIVIL ENGINEERING ENVIRONMENTAL I SURVEYING
010 LANDSCAPE ARCHITECTURE I CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington Asset Management Roadmap
Recommend chanqes In governance and operations to support and expend the role end use of Asset
Management tools within the City of Yakima
Recommend new Cato layers and improvements to existing lavers
Recommend enhancements to workflows and procedures for archiving data, creating new GIS layers,
quality assurance and control, creating and maintaining metagats, delivering metedsta to staff odd to the
putting via the internist Defining and introducing Bk/iPs and tillOPs where appropriate
Create a Nan (for integrating GiS„ asset management togis with other fil systems
Crests a phased scheduie and budget for impiementing the asset management programs that fits within
Yokimois financial and scheduie parameters,
tRitifferialiliwilikkopatiatifftworianditilhitisionlaiony,
Our tepee will prepare and present a draft of the Asset Management RoadMag (Preliminary Report) for Yakima, This
Asset:Management Rpeclitlieff will be presented in giddied format -fix review, Yakking will review the RoodMag and
provide comments and clarifications, This will ensure our team has properly captured existing user fequirements,
recommengationsiond developed an imblementationtolanithat will deliver theidesifed outcomes, Wei will use
reviewer comments to prepare the final Asset Management ReagMao, which gnarl be presented to Yakima in both
(digital and hardoopy formats, Timmons Group will make a final presentation of the Asset !Management RoadMap plan
on -site with an accompanying PowerPoint presentation for stakeholders at the conclusion of the prollect,
CIVIL ENGINEERING ENVMONMENTAL... I SURVEYING GIS I LANDSCAF"E ARCHITECTURE CONSTRUCTION SERVICES
Attachment A — Scope of Services
City of Yakima, Washington — Asset Management Roadmap
Attachment B
As noted brestiousiv Timmons Grown has presented an everarchind scope of services to developing an
Asset Rillanagement Readreue (Discoverinr. Our serve of SOMACeS planning pricing (bedew) reflects the
Tirerrions Group eiftilned approach to meeting of the requirements as detalied by 011E meetlnqs and
coffespond e nee. The sepia CeS odicateg Well occur over a proposed schedule of apprextreately to 6
months but 'AIOUM be contracted either as a :whole or by Please ot the cost provided beintar,
Pitiese r plan
,.,44V4Nit*Atitttligt4
$41,4791,2()
$ 19,939,20
TOTAL ,1 $61,413,AD
,\\
st*Oikk*.0 x`altk
'To
iltrapEsl orastsi
ditiptcludeci,
Travel costs
....runienatittp
CIVIL ENGIN EPP RIN ENVIRON MENTAL SURVEYING GIS LANDSCAPE ARCHITECTURE CONSTRUCTION SERVICES