06/19/2012 04H Water/Wastewater Asset Management Software Development/Implementation Contract; HDR, Consulting Engineers Ta } `
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT 21 /.
Item No.
For Meeting of: June 19, 2012
ITEM TITLE: Resolution authorizing contract with HDR, Consulting
Engineers, in the amount not to exceed $175,000 for the
development and implementation of an Asset Management
Software Program for the Water /Irrigation and Wastewater
Divisions.
SUBMITTED BY: Scott Schafer, Wastewater Division Manager
Dave Brown, Water /Irrigation Division Manager
CONTACT Dean Smith, Wastewater Utility Project Manager /249 -6814
PERSON /TELEPHONE:
SUMMARY EXPLANATION:
In this day and age, people have expectations of clean water at the turn of a faucet, and the
ability to flush their toilets as needed. There is a cost associated with those expectations;
money to build the required infrastructure and money to maintain and expand the
infrastructure as necessary. Aside from the expectations, infrastructure also protects public
health and promotes economic development; while ensuring the quality of life everyone
wants.
As the infrastructure ages and the useful life of the installed equipment (pumps, valves,
clarifiers, fire hydrants, segment of pipes, etc.) begin to fail, it becomes more imperative for
the City to engage in "Asset Management." The life expectancy of such equipment needs to
be tracked and replacements scheduled prior to failures to avoid major catastrophes that
could directly affect the community.
In order for the Water /Irrigation and Wastewater Divisions (Utilities) to effectively manage
and track the value and life expectancies of these assets, an Asset Management software
system that links to Graphical Interface System (GIS) is necessary. A 2011 Major Policy
Issue of the Wastewater Division was adopted by City Council to address this issue.
HDR, Consulting Engineers, has the technical knowledge and expertise to identify and
develop a specific Asset Management system to address the needs of the City Utilities. The
attached Agreement between the City and HDR is for the purpose of Asset Maintenance
Management System Requirements and Specifications Assistance.
The Asset Management system will be developed to provide the required level of service,
management of risk to acceptable levels based on probability, consequence of failure of key
assets, enhance planning requirements for repair and replacement of assets for the utilities,
assist the Utilities in focusing efforts towards the highest priorities, reduce inefficiencies, and
provide a tool to financially keep pace with the changing regulatory and community
demands of its infrastructure. The system would be designed and implemented on the
needs of the Utilities, but must be capable of integrating with other City Departments and
shall include the identification of supplemental software required to interface with existing
City systems, such as the City GIS, for the crucial exchange of data necessary to properly
track assets.
The Agreement consists of 3 phases: Phase 1 - to identify Maintenance Management
System Requirements. Phase 2 - Selection and Procurement Support. Phase 3 -
Maintenance Management System Implementation.
The terms of the Agreement would be in an amount not to exceed $175,000. (See attached
Agreement with Exhibit "A ", "B ", and "C "). Exhibit "A" of the Agreement describes the Scope
of Work in more detail. Exhibit "B" of the Agreement describes the Professional Fees.
Exhibit "C" of the Agreement describes the Schedule of Rates.
Reinvesting and maintaining our assets to ensure current and future services of water,
irrigation, wastewater, and stormwater should be and remain a priority. Integrating an
effective Asset Management system amongst the Utilities, provides the City the means to
track and increase asset life, prevent and predict equipment failures, and lower
maintenance costs; saving the public money.
Resolution X Ordinance Other
(specify)
Contract: Mail to: Jamie Kivela, HDR Engineering, Inc., 500 108th
Ave. NE Suite 1200, Bellevue, WA. 98004
Contract Term: Amount: Not to exce Expiration Date:
$175,000
Insurance Required? No
Funding Wastewater Operating Fund 473 -
Phone: (425) 450-6387
Source: Budgeted
APPROVED FOR -/ City Manager
SUBMITTAL: `
-" * "* ":"Thj-
STAFF RECOMMENDATION:
Staff respectfully requests City Council approve the resolution authorizing the City Manager
to execute the accompanying contract.
BOARD /COMMISSION RECOMMENDATION:
ATTACHMENTS:
Click to download
❑ Asset Management Resolution - HDR
❑ HDR Contract - Asset Management
RESOLUTION NO. R -2012-
A RESOLUTION authorizing the City Manager to execute a contract with HDR, Consulting
Engineers, in the amount not to exceed $175,000 for the development and implementation of
an Asset Management Software Program for the Water /Irrigation and Wastewater Divisions.
WHEREAS, the City of Yakima owns and operates water and irrigation distribution
systems and wastewater collection and treatment facilities in accord with applicable Federal,
State and Local regulations, and
WHEREAS, water and wastewater have become expectations of the community for
quality of life, with the infrastructure also serving to protect public health and promoting
economic development; and
WHEREAS, the infrastructure to support such services is aging and the useful life of the
installed equipment is beginning to fail; and
WHEREAS, the life expectancy of water and wastewater equipment needs to be tracked
and replacements scheduled prior to systemic failures to avoid major catastrophes that could
directly affect the health and safety of the community; and
WHEREAS, for the Water /Irrigation and Wastewater Divisions to effectively manage
and track the value and life expectancies of these assets, an Asset Management software
system that links to Graphical Interface System (GIS) is necessary; and
WHEREAS, A 2011 Major Policy Issue of the Wastewater Division was adopted by City
Council to address this issue; and
WHEREAS, HDR, Consulting Engineers, has the technical knowledge and expertise to
identify and develop a specific Asset Management system to address the needs of the
Water /Irrigation and Wastewater Divisions; and
WHEREAS, the Agreement between the City and HDR, attached hereto and
incorporated herein by this reference, is to provide the City with Asset Maintenance
Management System Requirements and Specifications Assistance; and
WHEREAS, developing and implementing an Asset Management system allows the City
to modernize and improve its ability to efficiently and effectively manage its water /irrigation and
wastewater facility assets, thereby providing the required level of public service and managing
risk to maintain acceptable service levels based on the probability and consequence of key
asset failure; and
WHEREAS, this investment will 1) enhance planning requirements for repair and
replacement of essential assets for the Water /Irrigation and Wastewater Divisions, 2) assist in
focusing our efforts on the highest priorities, 3) reduce inefficiencies and 4) provide a tool to
financially keep pace with changing regulatory and community demands of its utility
infrastructure, therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached
Professional Services Agreement with HDR in the amount not to exceed One Hundred Seventy
Five Thousand Dollars ($175,000) to provide consulting services necessary to develop and
implement an Asset Management Software Program for the Water /Irrigation and Wastewater
Divisions, a copy of the Agreement (Exhibit "A ") is attached hereto and by reference made a
part hereof
ADOPTED BY THE CITY COUNCIL this 19 day of June, 2012.
ATTEST Micah Cawley, Mayor
Sonya Claar -Tee, City Clerk
AGREEMENT
BETWEEN
CITY OF YAKIMA, WASHINGTON
AND
HDR ENGINEERING INC.
FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into on this day of , 2011, by and
between the City of Yakima, Washington, a municipal corporation with its principal office at 129 North
Second Street, Yakima, WA 98901, hereinafter referred to as "CITY ", and HDR ENGINEERING INC..with
its principal office at 500 108 Ave. NE, Ste 1200, Bellevue, WA 98004, hereinafter referred to as
"ENGINEER "; said corporation and its principal engineers are licensed and registered to do business in
the State of Washington, and will provide consulting services under this Agreement for Professional
Services on behalf of the City of Yakima, Project No. , herein referred to as the "PROJECT."
WITNESSETH:
RECITALS
WHEREAS, CITY desires to retain the ENGINEER to provide engineering services for design and
construction of the PROJECT, as described in this Agreement and subsequent Amendments thereto; and
WHEREAS, ENGINEER represents that it has available and offers to provide personnel with
knowledge and experience necessary to satisfactorily accomplish the work within the required time and
that it has no conflicts of interest prohibited by law from entering into this Agreement;
NOW, THEREFORE, CITY and ENGINEER agree as follows.
SECTION 1 INCORPORATION OF RECITALS
1.1 The above recitals are incorporated into these operative provisions of the Agreement.
SECTION 2 SCOPE OF SERVICES
2.0.1 ENGINEER agrees to perform those services described hereafter. Unless modified in
writing by both parties, duties of ENGINEER shall not be construed to exceed those
services specifically set forth herein.
2.0.2 ENGINEER shall use its best efforts to maintain continuity in personnel and shall assign,
Dan Olson as Principal -in- Charge throughout the term of this Agreement unless other
personnel are approved by the CITY.
2.1 Basic Services: ENGINEER agrees to perform those tasks described in Exhibit A, entitled "Asset
Maintenance Management System Requirements and Specifications Assistance" (WORK) which is
attached hereto and made a part of this Agreement as if fully set forth herein.
2.2 Additional Services: CITY and ENGINEER agree that not all WORK to be performed by
ENGINEER can be defined in detail at the time this Agreement is executed, and that additional
WORK related to the Project and not covered in Exhibit A may be needed during performance of
this Agreement. CITY may, at any time, by written order, direct the ENGINEER to revise portions
of the PROJECT WORK previously completed in a satisfactory manner, delete portions of the
PROJECT, or request that the ENGINEER perform additional WORK beyond the scope of the
PROJECT WORK. Such changes hereinafter shall be referred to as "Additional Services."
2.2.1 If such Additional Services cause an increase or decrease in the ENGINEER'S cost of, or
time required for, performance of any services under this Agreement, a contract price
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and /or completion time adjustment pursuant to this Agreement shall be made and this
Agreement shall be modified in writing accordingly
2 2 2 Compensation for each such request for Additional Services shall be negotiated by the
CITY and the ENGINEER according to the provisions set forth in Exhibit B, attached
hereto and incorporated herein by this reference, and if so authorized, shall be
considered part of the PROJECT WORK. The ENGINEER shall not perform any
Additional Services until so authorized by CITY and agreed to by the ENGINEER in
writing.
2.3 The ENGINEER must assert any claim for adjustment in writing within thirty (30) days from the
date of the ENGINEER's receipt of the written notification of change.
SECTION 3 CITY'S RESPONSIBILITIES
3.1 : CITY - FURNISHED DATA. The CITY will provide to the ENGINEER all technical data in the
CITY'S possession relating to the ENGINEER'S services on the PROJECT including information
on any pre - existing conditions known to the CITY that constitute hazardous waste contamination
on the PROJECT site as determined by an authorized regulatory agency.
3 2 ACCESS TO FACILITIES AND PROPERTY The CITY will make its facilities reasonably
accessible to ENGINEER as required for ENGINEER'S performance of its services and will
provide labor and safety equipment as reasonably required by ENGINEER for such access.
3 3 TIMELY REVIEW The CITY will examine the ENGINEER'S studies, reports, sketches, drawings,
specifications, proposals, and other documents, obtain advice of an attorney, insurance
counselor, accountant, auditor, bond and financial advisors, and other consultants as CITY
deems appropriate, and render in writing decisions required of CITY in a timely manner. Such
examinations and decisions, however, shall not relieve the ENGINEER of any contractual
obligations nor of its duty to render professional services meeting the standards of care for its
profession
3 4 CITY shall appoint a CITY'S Representative with respect to WORK to be performed under this
Agreement. CITY'S Representative shall have complete authority to transmit instructions and
receive information ENGINEER shall be entitled to reasonably rely on such instructions made by
the CITY'S Representative unless otherwise directed in writing by the CITY, but ENGINEER shall
be responsible for bringing to the attention of the CITY'S Representative any instructions which
the ENGINEER believes are inadequate, incomplete, or inaccurate based upon the ENGINEER'S
I nowledge
3 5 Any documents, services, and reports provided by the CITY to the ENGINEER are available
solely as additional information to the ENGINEER and will not relieve the ENGINEER of its duties
and obligations under this Agreement or at law The ENGINEER shall be entitled to reasonably
rely upon the accuracy and the completeness of such documents, services and reports, but shall
be responsible for exercising- customary professional care in using and reviewing such
documents, services, and reports and drawing conclusions there from.
SECTION 4 AUTHORIZATION, PROGRESS, AND COMPLETION
4 1 In signing this Agreement, CITY grants ENGINEER specific authorization to proceed with WORK
described in Exhibit A. The time for completion is defined in Exhibit A, or as amended.
SECTION 5 COMPENSATION
5 1 COMPENSATION ON A TIME SPENT BASIS AT SPECIFIC HOURLY RATES' For the services
described in Exhibit Ae compensation shall be according to Exhibit C - Schedule of Specific
Hourly Rates, attached hereto and incorporated herein by this reference, on a time spent basis
plus reimbursement for direct non -salary expenses.
51.1 DIRECT NON - SALARY EXPENSES Direct Non - Salary Expenses are those costs
incurred on or directly for the PROJECT including, but not limited to, necessary
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transportation costs, including current rates for ENGINEER'S vehicles, meals and
lodging; laboratory tests and analyses, printing, binding and reproduction charges, all
costs associated with other outside nonprofessional services and facilities; special CITY -
requested and PROJECT - related insurance and performance warranty costs, and other
similar costs. Reimbursement for Direct Non -Salary Expenses will be on the basis of
actual charges plus ten percent (10 %) and on the basis of current rates when furnished
by ENGINEER. Estimated Direct Non - Salary Expenses are shown in Exhibit B.
5.1.1.1 Travel costs, including transportation, lodging, subsistence, and incidental
expenses incurred by employees of the ENGINEER and each of the
Subconsultants in connection with PROJECT WORK; provided, as follows.
• That a maximum of U.S. INTERNAL REVENUE SERVICE allowed cents
per mile will be paid for the operation, maintenance, and depreciation
costs of company or individually owned vehicles for that portion of time
" they are used for PROJECT WORK. ENGINEER, whenever possible,
will use the least expensive form of ground transportation.
• That reimbursement for meals inclusive of tips shall not exceed a
maximum of forty dollars ($40) per day per person. This rate may be
adjusted on a yearly basis.
• That accommodation shall be at a reasonably priced hotel /motel.
• That air travel shall be by coach class, and shall be used only when
absolutely necessary.
5.1.2 Telephone charges, computer charges, in -house reproduction charges, first class
postage, and FAX charges are not included in the direct expense costs, but are
considered included in the Schedule of Specific Hourly Billing Rates.
5.1 3 Professional Subconsultants. Professional Subconsultants are those costs for
engineering, architecture, geotechnical services and similar professional services
approved by the CITY. Reimbursement for Professional Subconsultants will be on the
basis of 1.10 times the actual costs billed by the Professional Subconsultant for services
provided to the CITY through this Agreement. Estimated Subconsultant costs are shown
in Exhibit B.
5.2 Unless specifically authorized in writing by the CITY, the total budgetary amount for this
PROJECT shall not exceed One Hundred Seventy -five Thousand Dollars ($175,000). The
ENGINEER will make reasonable efforts to complete the WORK within the budget and will keep
CITY informed of progress toward that end so that the budget or WORK effort can be adjusted if
found necessary. The ENGINEER is not obligated to incur costs beyond the indicated budget, as
may be adjusted, nor is the CITY obligated to pay the ENGINEER beyond these limits. When
any budget has been increased, the ENGINEER'S excess costs expended prior to such increase
will be allowable to the same extent as if such costs had been incurred after the approved
increase, and provided that the City was informed in writing at the time such costs were incurred.
5.3 The ENGINEER shall submit to the City's Representative an invoice each month for payment for
PROJECT services completed through the accounting cut -off day of the previous month. Such
invoices shall be for PROJECT services and WORK performed and costs incurred prior to the
date of the invoice and not covered by previously submitted invoices. The ENGINEER shall
submit with each invoice a summary of time expended on the PROJECT for the current billing
period, copies of subconsultant invoices, and any other supporting materials determined by the
City necessary to substantiate the costs incurred. CITY will use its best efforts to pay such
invoices within thirty (30) days of receipt and upon approval of the WORK done and amount
billed. CITY will notify the ENGINEER promptly if any problems are noted with the invoice. CITY
may question any item in an invoice, noting to ENGINEER the questionable item(s) and
withholding payment for such item(s). The ENGINEER may resubmit such item(s) in a
subsequent invoice together with additional supporting information required.
5.4 If payment is not made within sixty (60) days following receipt of approved invoices, interest on
the unpaid balance shall accrue beginning with the sixty -first (61) day at the rate of 1.0% per
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month or the maximum interest rate permitted by law, whichever is less, provided, however, that
no interest shall accrue pursuant to Chapter 39 76 RCW when before the date of timely payment
a notice of dispute is issued in good faith by the CITY to the ENGINEER pursuant to the terms of
RCW 39 76 020(4)
5.5 Final payment of any balance due the ENGINEER for PROJECT services will be made within
forty -five (45) days after satisfactory completion of the services required by this Agreement as
evidenced by written acceptance by CITY and after such audit or verification as CITY may deem
necessary and execution and delivery by the ENGINEER of a release of all known payment
claims against CITY arising under or by virtue of this Agreement, other than such payment
claims, if any, as may be specifically exempted by the ENGINEER from the operation of the
release in stated amounts to be set forth therein.
5 6 Payment for any PROJECT services and WORK shall not constitute a waiver or release by CITY
of any claims, right, or remedy it may have against the ENGINEER under this Agreement or by
law, nor shall such payment constitute a waiver, remission, or discharge by CITY of any failure or
fault of the ENGINEER to satisfactorily perform the PROJECT WORK as required under this
Agreement.
SECTION 6 RESPONSIBILITY OF ENGINEER
6.1 The ENGINEER shall be responsible for the professional quality, technical adequacy and
accuracy, timely completion, and the coordination of all plans, design, drawings, specifications,
reports, and other services furnished by the ENGINEER under this Agreement. The ENGINEER
shall, without additional compensation, correct or review any errors, omissions, or other
deficiencies in its plans, designs, drawings, specifications, reports, and other services The
ENGINEER shall perform its WORK according to generally accepted civil engineering standards
of care and consistent with achieving the PROJECT WORK within budget, on time, and in
compliance with applicable laws, regulations, and permits.
6.2 CITY'S review or approval of, or payment for, any plans, drawings, designs, specifications,
reports, and incidental WORK or services furnished hereunder shall not in any way relieve the
ENGINEER of responsibility for the technical adequacy, completeness, or accuracy of its WORK
and the PROJECT WORK. CITY'S review, approval, or payment for any of the services shall not
be construed to operate as a waiver of any rights under this Agreement or at law or any cause of
action arising out of the performance of this Agreement.
6 3 In performing WORK and services hereunder, the ENGINEER and its subcontractors,
subconsultants, empidyees, agents, and representatives shall be acting as independent
contractors and shall not be deemed or construed to be employees or agents of CITY in any
manner whatsoever. The ENGINEER shall not hold itself out as, nor claim to be, an officer or
employee of CITY by reason hereof arid will not make any claim, demand, or application to or for
any right or privilege applicable to an officer or employee of CITY The ENGINEER shall be
solely responsible for any claims for wages or compensation by ENGINEER employees, agents,
and representatives, including subconsultants and subcontractors, and shall save and hold CITY
harmless therefrorn
6 4 INDEMNIFICATION
(a) ENGINEER agrees to defend, indemnify, and hold harmless the CITY, its elected
officials, agents, officers, employees, agents and volunteers (hereinafter "parties
protected ") from (1) claims, demands, liens, lawsuits, administrative and other
proceedings, and (2) judgments, awards, losses, liabilities, damages, penalties,
fines, costs and expenses (including legal fees, costs, and disbursements) of any
kind claimed by third parties arising out of, or related to any death, injury, damage or
destruction to any person or any property to the extent caused by any negligent act,
default, error or omission or willful misconduct arising out of the Engineer's
performance under this Agreement. In the event that any lien is placed upon the
City's property or any of the City's officers, employees or agents as a .result of the
negligence or willful misconduct of the Engineer, the Engineer shall at once cause
the same to be dissolved and discharged by giving bond or otherwise.
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(b) CITY agrees to indemnify, defend, and hold the ENGINEER harmless from loss, cost, or
expense, including legal fees, of any kind claimed by third parties, including without
limitation such loss, cost, or expense resulting from injuries to persons or damages to
property, caused solely by the negligence or willful misconduct of the CITY, its
employees, or agents in connection with the PROJECT
(c) If the negligence or willful misconduct of both the ENGINEER and the CITY (or a person
identified above for whom each is liable) is a cause of such third party claim, the Toss,
cost, or expense shall be shared between the ENGINEER and the CITY in proportion to
their relative degrees of negligence or willful misconduct and the right of indemnity will
apply for such proportion.
(d) Nothing contained in this Section or this Agreement shall be construed to create a liability
or a right of indemnification in any third party.
6.5 In any and all claims by an employee of the ENGINEER, any subcontractor, anyone directly or
indirectly employed by any of them, or anyone for whose acts any of them may be liable, the
indemnification obligations under this Agreement shall not be limited in any way by any limitation
on the amount or types of damages, compensation, or benefits payable by or for the ENGINEER
or a subcontractor under workers' or workrriens' compensation acts, disability benefit acts, or
other employee benefit acts. The ENGINEER specifically and expressly waives its immunity
under the Industrial Insurance Act, Title 51, RCW. Such waiver has been mutually negotiated by
the ENGINEER and the CITY as evidenced by their specific and express initialing of this
paragraph.
ENGINEER'S INITIALS CITY'S INITIALS
6.6 It is understood that any resident engineering or inspection provided by ENGINEER is for the
purpose of determining compliance with the technical provisions of PROJECT specifications and
does not constitute any form of guarantee or insurance with respect to the performance of a
contractor. ENGINEER does not assume responsibility for methods or appliances used by a
contractor, for a contractor's safety programs or methods, or for compliance by contractors with
laws and regulations. CITY shall use its best efforts to ensure that the construction contract
requires that the contractor(s) indemnify and name CITY, ENGINEER, the CITY'S and the
ENGINEER'S officers, principals, employees, agents, representatives, and engineers as
additional insureds on contractor's insurance policies covering PROJECT, exclusive of insurance
for ENGINEER professional liability.
6 7 SUBSURFACE INVESTIGATIONS: In soils, foundation, groundwater, and other subsurface
investigations, the actual characteristics may vary significantly between successive test points
and sample intervals and at locations other than where observation, exploration, and
investigations have been made. Because of the inherent uncertainties in subsurface evaluations,
changed or unanticipated underground conditions may occur that could affect total PROJECT
cost and /or execution. These conditions and cost/execution effects are not the responsibility of
the ENGINEER, to the extent that ENGINEER has exercised the applicable standard of
professional care and judgment in such investigations.
SECTION 7 PROJECT SCHEDULE AND BUDGET
7.1 The general PROJECT schedule and the budget for both the entire PROJECT and its component
tasks shall be as set forth in this Agreement and attachments. The project schedule and
performance dates for the individual tasks shall be mutually agreed to by the CITY and the
ENGINEER within fifteen (15) days after execution of this Agreement. The performance dates
and budgets for tasks may be modified only upon written agreement of the parties hereto. The
performance date for tasks and the completion date for the entire PROJECT shall not be
extended, nor the budget increased because of any unwarranted delays attributable to the
ENGINEER, but may extended or increased by the CITY in the event of a delay caused by
special services requested by the CITY or because of unavoidable delay caused by any
governmental action or other conditions beyond the control of the ENGINEER which could not be
reasonably anticipated.
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7.2 Not later than the tenth (10) day of each calendar month during the performance of the
PROJECT, the ENGINEER shall subrnit to the CITY'S Representative a copy of the current
schedule and a written narrative description of the WORK accomplished by the ENGINEER and
subconsultants on each task, indicating a good faith estimate of the percentage completion
thereof on the last day of the previous month Additional oral or written reports shall be prepared
at the request of the CITY for presentation to other governmental agencies and /or to the public.
SECTION 8 REUSE OF DOCUMENTS
8.1 All internal WORK products of the ENGINEER are instruments or service of this PROJECT.
There shall be no reuse, change, or alteration by the CITY or others acting through or on behalf
of the CITY without written permission of the ENGINEER, which shall not be unreasonably
withheld and will be at the CITY's sole risk The CITY agrees to indemnify the ENGINEER and its
officers, employees, subcontractors, and affiliated corporations from all claims, damages, losses,
and costs including but not limited to, litigation expenses and attorney's fees arising out of or
related to such unauthorized reuse, change, or alteration, provided, however, that the ENGINEER
will not be indemnified for such claims, damages, losses, and costs including, without limitation,
litigation expenses and attorney fees were caused by the ENGINEER's own negligent acts or
omissions
8 2 The ENGINEER agrees that ownership of any plans, drawings, designs, specifications, computer
programs, technical reports, operating manuals, calculations, notes, and other WORK submitted
or which are specified to be delivered under this Agreement or which are developed or produced
and paid for under this Agreement, whether or not complete, shall be vested in the CITY.
8 3 All rights to patents, trademarks, copyrights, and trade secrets owned by ENGINEER (hereinafter
"Intellectual Property ") as well as any modifications, updates or enhancements to said Intellectual
Property during the performance of the WORK remain the property of ENGINEER, and ENGINEER
does not grant CITY any right or license to such Intellectual Property.
SECTION 9 AUDIT AND ACCESS TO RECORDS
91 The ENGINEER including its subconsultants, shall maintain books, records, documents and
other evidence directly pertinent to performance of the WORK under this Agreement in
accordance with generally accepted accounting principles and practices consistently applied.
The CITY, or the CITY'S duly authorized representative, shall have access to such books,
records, documents, and other evidence for inspection, audit, and copying for a period of three
ears aftAr completion of the PROJECT The CITY shall also have access to such books,
records, and documents during the performance of the PROJECT WORK, if deemed necessary
by the CITY, to verify the ENGINEER'S WORK and invoices.
9 2 Audits conducted pursuant to this section shall be in accordance with generally accepted auditing
standards and established procedures and guidelines of the reviewing or auditing agency.
9 3 The ENGINEER agrees to the disclosure of all information and reports resulting from access to
records pursuant to this section provided that the ENGINEER is afforded the opportunity for an
audit exit conference and an opportunity to comment and submit any supporting documentation
on the pertinent portions of the draft audit report and that the final audit report will include written
comments, if any, of the ENGINEER.
9 4 The ENGINEER shall ensure that the foregoing paragraphs are included in each subcontract for
WORK on the Project.
9 5 Any charges of the ENGINEER paid by the CITY which are found by an audit to be inadequately
substantiated shall be reimbursed to the CITY
SECTION 10 INSURANCE
10 1 At all times during performance of the Services, ENGINEER shall secure and maintain in effect
insurance to protect the City and the ENGINEER from and against all claims, damages, losses,
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and expenses arising out of or resulting from the performance of this Contract. ENGINEER shall
provide and maintain in force insurance in limits no less than that stated below, as applicable.
The City reserves the rightsto require higher limits, within reason, should it deem it necessary in
the best interest of the public.
10.1.1 Commercial General Liability Insurance. Before this Contract is fully executed by
the parties,, ENGINEER shall provide the City with a certificate of insurance as proof of
commercial liability insurance and commercial umbrella liability insurance with a total
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. The certificate shall dearly 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, its elected officials, officers, agents, employees, and volunteers as additional
insureds. 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.
10.1.2. Commercial 'Automobile Liability Insurance.
a. If ENGINEER owns any vehicles, before this Contract is fully executed by the
parties, OIC shall provide the City with a certificate of insurance as proof of commercial
automobile liability insurance and commercial umbrella liability insurance with a total
minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence combined
single limit bodily injury and property damage. Automobile liability will apply to "Any
Auto" and be shown on the certificate.
b. If ENGINEER does not own any vehicles, only "Non -owned and Hired
Automobile Liability" will be required and may be added to the commercial liability
coverage at the same limits as required in that section of this Contract, which is
Section 12.2 entitled "Commercial Liability Insurance ".
c. Under either situation described above in Section 3.a and Section 13.b, the
required certificate of insurance 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, its elected officials, officers, agents, employees, and volunteers as additional
insureds. 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.
10.1.3. Statutory workers' compensation and employer's liability insurance as required by state
law.
10.1.4. Professional Liability Coverage. Before this Contract is fully executed by the parties,
ENGINEER shall provide the City with a certificate of insurance as proof of professional
liability coverage with a total minimum liability limit of Two Million Dollars
($2,000,000.00) per claim, and Two Million Dollars ($2,000,000.00) aggregate. 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 insurance shall be with an insurance
company or companies rated A -VII or higher in Best's Guide. If the policy is written on a
claims made basis the coverage will continue in force for an additional two years after
the completion of this contract.
The CITY and the CITY'S elected officials, officers, principals, employees,
representatives, and agents shall have no obligation for payment of premiums because
of being named as additional insureds under such insurance. If th'e Engineer receives
notice of cancellation, or non - renewal of any of the above required policies, notice will
be given to the City within 2 days following that notice of cancellation or non - renewal.
SECTION 11 SUBCONTRACTS
Page 7
11 1 ENGINEER shall be entitled, to the extent determined appropriate by ENGINEER, to subcontract
any portion of the WORK to be performed under this Agreement.
11.2 Any subconsultants or subcontractors to the ENGINEER utilized on this PROJECT, including any
substitutions thereof, will be subject to prior approval by CITY, which approval shall not be
unreasonably withheld. Each subcontract shall be subject to review by the CITY'S
Representative, if requested, prior to the subconsultant or subcontractor proceeding with the
WORK. Such review shall not constitute an approval as to the legal form or content of such
subcontract. The ENGINEER shall be responsible for the architectural and engineering
performance, acts, and omissions of all persons and firms performing subcontract WORK to the
same extent as ENGINEER is obligated to the CITY hereunder.
11 3 CITY does not anticipate ENGINEER subcontracting with any additional persons or firms for the
purpose of completing this Agreement.
11.4 The ENGINEER shall submit, along with its monthly invoices, a description of all WORK
completed by subconsultants and subcontractors during the preceding month and copies of all
invoices thereto.
SECTION 12 ASSIGNMENT
12.1 This Agreement is binding on the heirs, successors and assigns of the parties hereto. This
Agreement may not be assigned by CITY or ENGINEER without prior written consent of the
other, which consent will not be unreasonably withheld. It is expressly intended and agreed that
no third party beneficiaries are created by this Agreement, and that the rights and remedies
provided herein shall inure only to the benefit of the parties to this Agreement.
SECTION 13 INTEGRATION
13 1 This Agreement represents the entire understanding of CITY and ENGINEER as to those matters
contained herein No prior oral or written understanding shall be of any force or effect with
respect to those matters covered herein. This Agreement may not be modified or altered except
in writing signed by both parties.
SECTION 14 JURISDICTION AND VENUE
14 1 This Agreement shall be administered and interpreted under the laws of the State of Washington.
Jurisdiction of litigation arising from this Agreement shall be in Washington State. If any part .of
this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and
void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full force
and effect. Venue of all disputes arising under this Agreement shall be Yakima County, State of
Washington.
SECTION 15 EQUAL EMPLOYMENT and NONDISCRIMINATION
15 1 During the performance of this Agreement, ENGINEER and ENGINEER's subconsultants and
subcontractors shall not discriminate in violation of any applicable federal, state and /or local law
or regulation on the basis of age, sex, race, creed, religion, color, national origin, marital status,
disability, honorably discharged veteran or military status, pregnancy, sexual orientation, and any
other classification protected under federal, state, or local law. This provision shall include but
not be limited to the 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 Agreement. ENGINEER agrees to comply with
the applicable provisions of State and Federal Equal Employment Opportunity and
Nondiscrimination statutes and regulations.
SECTION 16 SUSPENSION OF WORK
16.1 CITY may suspend, in writing by certified mail, all or a portion of the WORK under this Agreement
if unforeseen circumstances beyond CITY'S control are interfering with normal progress of the
WORK. ENGINEER may suspend, in writing by certified mail, all or a portion of the WORK under
Page 8
this Agreement if unforeseen circumstances beyond ENGINEER's control are interfering with
normal progress of the WORK. ENGINEER may suspend WORK on PROJECT in the event
CITY does not pay invoices when due, except where otherwise provided by this Agreement. The
time for completion of the WORK shall be extended by the number of days WORK is suspended.
If the period of suspension exceeds ninety (90) days, the terms of this Agreement are subject to
renegotiation, and both parties are granted the option to terminate WORK on the suspended
portion of Project in accordance with SECTION 17.
SECTION 17 TERMINATION OF WORK
17.1 Either party may terminate this Agreement, in whole or in part, if the other party materially
breaches its obligations under this Agreement and is in default through no fault of the terminating
party. However, no such termination may be effected unless the other party is given: (1) not less
than fifteen (15) calendar days written notice delivered by certified mail, return receipt requested,
of intent to terminate; and (2) an opportunity for consultation and for cure with the terminating
party before termination. Notice shall be considered issued within seventy -two (72) hours of
mailing by certified mail to the place of business of either party as set forth in this Agreement.
17.2 In addition to termination under subsection 17.1 of this Section, CITY may terminate this
Agreement for its convenience, in whole or in part, provided the ENGINEER is given: (1) not less
than fifteen (15) calendar days written notice delivered by certified mail, return receipt requested,
of intent to terminate; and (2) an opportunity for consultation with CITY before termination.
17.3 If CITY terminates for default on the part of the ENGINEER, an adjustment in the contract price
pursuant to the Agreement shall be made, but (1) no amount shall be allowed for anticipated
profit on unperformed services or other WORK, and (2) any payment due to the ENGINEER at
the time of termination may be adjusted to the extent of any additional costs or damages CITY
has incurred, or is likely to incur, because of the ENGINEER'S breach. In such event, CITY shall
consider the amount of WORK originally required which was satisfactorily completed to date of
termination, whether that WORK is in a form or of a type which is usable and suitable to CITY at
the date of termination and the cost to CITY of completing the WORK itself or of employing
another firm to complete it. Under no circumstances shall payments made under this provision
exceed the contract price In the event of default, the ENGINEER agrees to pay CITY for any
and all damages, costs, and expenses whether directly, indirectly, or consequentially caused by
said default. This provision shall not preclude CITY from filing claims and /or commencing
litigation to secure compensation for damages incurred beyond that covered by contract
retainage or other withheld payments.
17.4 If the ENGINEER terminates for default on the part of CITY or if CITY terminates for convenience,
the adjustment pursuant to the Agreement shall include payment for services satisfactorily
performed to the date of termination, in addition to termination settlement costs. the ENGINEER
reasonably incurs relating to commitments which had become firm before the termination, unless
CITY determines to assume said commitments.
17.5 Upon receipt of a termination notice under subsections 17.1 or 17.2 above, the ENGINEER shall
(1) promptly discontinue all services affected (unless the notice directs otherwise), and (2) deliver
or otherwise make available to CITY all originals of data, drawings, specifications, calculations,
reports, estimates, summaries, and such other information, documents, and materials as the
ENGINEER or its subconsultants may have accumulated or prepared in performing this
Agreement, whether completed or in progress, with the ENGINEER retaining copies of the same.
17.6 Upon termination under any subparagraph above, CITY reserves the right to prosecute the
WORK to completion utilizing other qualified firms or individuals; provided, the ENGINEER shall
have no responsibility to prosecute further WORK thereon
17.7 If, after termination for failure of the ENGINEER to fulfill contractual obligations, it is determined
that the ENGINEER has not so failed, the termination shall be deemed to have been effected for
the convenience of CITY. In such event, the adjustment pursuant to the Agreement shall be
determined as set forth in subparagraph 17.4 of this Section.
Page 9
17 8 If, because of death, unavailability or any other occurrence, it becomes impossible for any key
personnel employed by the ENGINEER in PROJECT WORK or for any corporate officer of the
ENGINEER to render his services to the PROJECT, the ENGINEER shall not be relieved of its
obligations to complete performance under this Agreement without the concurrence and written
approval of CITY If CITY agrees to termination of this Agreement under this provision, payment
shall be made as set forth in subparagraph 17 3 of this Section
SECTION 18 DISPUTE RESOLUTION
18 1 In the event that any dispute shall arise as to the interpretation of this agreement, or in the event
of a notice of default as to whether such default does constitute a breach of the contract, and if
the parties hereto cannot mutually settle such differences, then the parties shall first pursue
mediation as a means to resolve the dispute If the afore mentioned methods are either not
successful then any dispute relating to this Agreement shall be decided in the courts of Yakima
County, in accordance with the laws of Washington. If both parties consent in writing, other
available means of dispute resolution may be implemented.
SECTION 19 NOTICE
19 1 Any notice required to be given under the terms of this Agreement shall be directed to the party at
the address set forth below Notice shall be considered issued and effective upon receipt thereof
by the addressee - party, or seventy -two (72) hours after mailing by certified mail to the place of
business set forth below, whichever is earlier
CITY City of Yakima
Yakima, WA 98901
Attn
ENGINEER.
Attn
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by their
respective authorized officers or representatives as of the day and year first above written.
CITY OF YA.KIMA
Signature Signature
Printed Name . Printed Name
Title City Manager Title
Date Date
Attest
Page 10
City Clerk
City Contract No. 2012 -
Resolution No. R -2012-
Page 11
STATE OF WASHINGTON
) ss.
COUNTY OF YAKIMA )
I certify that I know or have satisfactory evidence that is the person who appeared
before me, and said person acknowledged that he signed this instrument, on oath stated that he was
authorized to execute the instrument. and acknowledged it as the CITY MANAGER of the CITY OF
YAKIMA, to be the free and voluntary act of such party for the uses and purposes mentioned in the
instrument.
Dated
Seal or Stamp
(Signature)
Title
Printed Name
My commission expires.
Page 12
STATE OF WASHINGTON
) ss.
COUNTY OF YAKIMA
I certify that I know or have satisfactory evidence that is the person who
appeared before me, and said person acknowledged that he /she signed this instrument, on oath stated
that he /she was authorized to execute the instrument, and acknowledged it as the
of to be the free and voluntary act of such party
for the uses and purposes mentioned in the instrument.
Dated:
Seal or Stamp
(Signature)
Title
Printed Name
My commission expires:
Page 13
Exhibit "A"
Scope of Work
Asset Maintenance Management System Requirements and Specifications Assistance
Phase 1 — Maintenance Management System Requirements
HDR will assist the City of Yakima's Utilities Services Department in defining the requirements for
selecting a computerized asset maintenance management system (MMS) The scope of work will
include documenting MMS related business processes and developing system requirements The
requirements of the MMS Solution will be the basis for subsequent phases leading to the
procurement and implementation of the MMS for the City of Yakima Business processes in this
project will focus on workflow and dataflow associated with the use of the software and those
activities necessary to support the use of the MMS
HDR will complete this scope within approximately 3 months from the kick -off meeting HDR will work
with Yakima staff to set the direction of the MMS, define key business processes and process
improvements, key data and data flow, and review and comment on all draft documents Yakima
comments, as resolved after discussion, will be incorporated in final documents
The following scope and fee was developed with the concept that Yakima will dedicate staff to assist HDR
with the facilitation and documentation of the workshops It is expected that the Phase 1 tasks will involve
up to 80 hours of one full time equivalent person's time over a three month period During this time, one
of the main goals will be a knowledge transition that will help guide the asset management program
This Scope of Services is for Phase 1 Phase 2 and Phase 3 scope and costs may be adjusted based on
the outcome of the Phase 1 task activities
110 - Project Coordination and Management
The HDR project team will provide project coordination and management support to the City of
Yakima for the duration of this project HDR will manage the coordination and oversight of the HDR
Team and administration of the Project, including project resources, quality, costs, deliverables and
schedule, and coordinated communications between the HDR Team and Yakima staff
We propose a regular schedule of meetings with City staff to estimate start dates, end dates, and
milestones, to be reviewed on a prescribed basis
All Critical Path and Project Schedules will be maintained in MS Project showing all meetings,
workshops and presentations The project will also include deliverables for the various project tasks
as well as biweekly updates and any project recovery actions should any unforeseen events occur
Deliverables:
• Project Management Plan, draft and final
• Agenda and minutes for Kick -off Meeting
• Project Schedule
120 - Evaluation of Existing Conditions and Business Processes
HDR will facilitate a series of up to seven (7) business process workshops over a one week period and
work directly with City of Yakima staff to understand current and develop future business processes
related to the MMS solution This task will start with one (1) two -hour kick -off meeting and Strategic
Direction Workshop with the Utilities management team to discuss the high level business processes
relevant to the MMS solution The Strategic Direction Workshop will be used to set the direction for
asset management and define the focus of the Business Process Workshops The Strategic Direction
Workshop will capture the following information
• High level goals and opportunities for asset management
Page 14
• Major management and implementation obstacles and problems faced by City of Yakima
staff and management
• Listing of the key roles within Yakima that support utility business management and service
delivery
• Listing of the primary data sources and tools used to support utility business management
and service delivery
Yakima comments, as resolved after discussion, will be incorporated in final documents HDR will need
the assistance of the City of Yakima with the scheduling and coordination of the workshops and
meetings, help with workshop logistics, providing copies of requested forms and documents utilized in
utility management, and with the communication of the meeting schedule to participants
Deliverables:
• Strategic Direction Workshop summary
• Agenda and minutes for workshops and meetings
• Business Process workflow diagram(s), draft and final
130 - Software and Hardware Inventory
HDR will prepare a spreadsheet inventorying the current software and hardware most affected by
the implementation of the MMS and describing how these systems are used This will be a list of
the software applications to be identified in Request for Proposal (RFP) and a hardware inventory of
the systems on which the applications run, and their relationship at the network level Yakima
comments, as resolved after discussion, will be incorporated in final documents
Deliverables:
• Software and Hardware Inventory
140 - Prepare a Software Alternatives and Cost and Benefit Analysis
The purpose of this task is to look at possible software alternatives and conduct a cost and benefit
analysis to determine the best approach to MMS The HDR Team will work with the Utilities Core
Team and facilitate two (2) two -hour business case evaluation (BCE) workshops to determine the
best M MS solution for the City The Core Team will be made up of key stakeholders of the business
processes and will be the key decision makers in defining the new MMS solution We will conduct a
cost and benefits analysis using a Business Case Evaluation process The BCE process will define
the benefits and be used to track the cost - effectiveness of this project Yakima comments, as resolved
after discussion, will be incorporated in final documents
Deliverables:
• BCE workshop materials
• Workshop agendas and Minutes
• Life -cycle cost analysis
• BCE Report
150 — Request for Proposal Specifications Document
All requirements organized in a Requirements Spreadsheet and presented in a RFP Specifications
Document for inclusion in the City of Yakima's RFP for procuring a new MMS As part of the
preparation of the specification and assessment of organizational impacts, HDR will take a holistic
approach to business interactions, include the results of the BCE, and document how each part of
the business will be affected The results of the assessment and organizational impact arising from
implementing a new MMS and new business processes will be summarized in a technical
memorandum The elements of the assessment will include, organizational change, communication,
sponsorship, and transition across Utilities
After review by the City of Yakima, the technical memorandum will be used to develop a project
plan and schedule for the next Phase of the MMS Program, with recommendations for hardware
and software requirements This will indicate the various stages of planning for a MMS, the
Page 15
planning of employee activities during the transition to the new business information solution, and
expected milestones
Deliverables:
• A technical memorandum with recommendations for process improvements for each division
or service group
• Software and hardware recommendations
• Requirements Spreadsheet
• Preliminary implementation schedule
• Agenda and minutes for meetings
Schedule for Project
The scope of services for Phase 1 activities could be complete in approximately 90 days With the
assumption that some schedule conflicts may be expected The phase 1 work is likely to be as much
as approximately 3 months from the receipt of written authorization from Yakima An approximate
schedule for completing Phase 1, 2 and 3 milestones is provided below, based on an assumed notice
to proceed on June 20, 2012 The final project schedule will be adjusted based on the actual date of
authorization and final milestone dates will be included in the Project Management Plan
Phase 2 — Selection and Procurement Support
The Phase 2 scope of services will be modified based on the outcome of Phase 1 This scope
presented here is an estimate of the activities that will be required
210 - Update Project Plan and Critical Path Schedule
The Project Plan and all Critical Path and Project Schedules will be updated, based on the work
performed in Phase 1 The Critical Path items associated with procurement of the MMS hardware
and software will be included as well as the discrete tasks necessary for project coordination In
order to ensure a successful procurement process, the detailed Critical Path Schedule will be
developed, managed, and maintained on the project collaboration system We will provide bi- weekly
updates on the system and be able to enact a project recovery plan should any unforeseen events
occur
220 - Develop Request for Proposal (RFP)
Development of the RFP for the MMS is extremely important for the City In order to achieve the
goal of improving the level of service provided to the citizens of Yakima, the RFP must ensure that
the systems are in alignment with The City's vision and business strategy HDR will work with the
City procurement department to develop the MMS RFP The RFP will contain the specification based
on the requirements document in Phase 1, a data glossary, testing protocol, training requirements,
the requirements for hardware and software, and the goals of the system implementation
230 - Develop Checklist
HDR will develop a pre - qualification checklist that will be used to perform a screening for qualified
Vendors The checklist will be based on the Requirements Spreadsheet and those specifications
that will be included in The City's RFP The elements that make up the checklist will be input to the
Spreadsheet for use during the evaluation
240 - List of Potential Vendors
HDR will prepare list of potential Vendors and incorporate the pre - qualifications as part of a
Requirements Spreadsheet Vendors will be evaluated using a quantitative and qualitative value A
further analysis will be done to develop a Vendor short list based on meeting a minimum qualification
criterion All Vendors meeting the minimum quantitative value will be selected for inclusion in the
Vendors that will be invited to perform demonstration of their solutions The short list of Vendor will
Page 16
be loaded into the Requirements Spreadsheet This spreadsheet will be used to manage the
evaluation process and report on the results
250 - Compile Responses and Results of RFP
HDR team's experience in evaluating submittals from software Vendors will be used to compile a
report on the Vendor responses to meet the detailed requirements The Team will compile all the
responses from Vendors who submit proposals in the Requirements Spreadsheet and generate a
report for review by the Yakima Selection Team Each Vendor will be evaluated on how they meet
the detailed requirements, processes and specifications listed in the in the RFP The evaluation of
the Vendors will involve the use of weightings to develop a ranking score for each Vendor
260 - Review and report on each proposal
HDR will evaluate each Vendor proposal response and prepare a report highlighting the strengths
and weaknesses of each Vendor proposal We will use the Requirements Spreadsheet to compile
and compare the findings and document the evaluation to highlight the most important strengths and
weaknesses that differentiates each Vendor from the others In addition to software specific
requirements, we will be reviewing product support, financial stability, customer history, interfaces,
product technology, and how each Vendor complies with the assumed following technology
requirements of the City
• Fully Windows XP Compliant
• Integrate with MS Office Tools
• Microsoft Windows Graphical User Interface (GUI) Standards
• Ethernet -based networks
• Oracle or SQL Server relational database management system (RDBMS)
• Applications that use a web browser /web based technology
• TCP /IP for communication with other City applications
• Enterprise client- server technology over LAN/WAN application accessibility
• Current GIS software technologies
• Cayenta Financial Systems
• Handheld GPS Units
• Use of handheld mobile devices
We will provide the City results from this evaluation including a list of selected MMS Vendors who will
be invited to demonstrate their products The results of this evaluation will be incorporated into a
Spreadsheet
270 - Manage Vendor Demonstrations
HDR will build a series of Vendor's scripts for facilitation of Vendor product demonstrations HDR
working with The City staff will conduct a workshop to develop these scripts based on major business
processes and best industry practices determined as mission critical in Phase 1 These scripts will
be those specific processes that may have the most impact in terms of meeting customer needs
and /or ones that may have a high risk impact on the City's ability to provide services to its
consumers
HDR will manage the activities associated with the Vendor product demonstrations and provide
additional support during the procurement process HDR has successfully implemented software
systems for utilities across the nation Our past experience on both sides of managing and providing
software is a strong advantage for you as we work with the City of Yakima to manage the
demonstration for the MMS solutions
280 - Prepare Recommendations Related to Vendors
All recommendations for software, hardware, and additional resources will be documented and
compared to the City goals and objective, determined in Phase 1 of the Project We will store all the
Page 17
recommendations in the Requirements Spreadsheet and deliver a Vendor(s) Recommendation
Report HDR will work with the Yakima management to seek approval of the recommendations
290 - Procure Hardware and Software Assistance
Based on the Vendor and software selected, the HDR team will assist the City to procure the
approved selected hardware and software and any other required resources as identified in the
Vendor Recommendation Report
Prior to implementation of the recommended M MS, it is critical that all hardware be in place HDR
will provide support to the City to assist them with performing a fast -track procurement of all
hardware and supporting software required to implement the recommended MMS solution
Phase 3 — Maintenance Management System Implementation
The Phase 3 scope of services will be modified based on the outcome of Phase 1 and Phase 2 This
scope presented here is an estimate of the activities that will be required
310 - Critical path schedule
Phase 3 of the project begins with an implementation Project Management Plan and the development
of the Implementation Team This team will have staff from the City of Yakima, HDR, and the Vendor
or supplier Since the Vendor or supplier will be performing much of the actual work for the
implementation and integration for Phase 3, success becomes more dependent on the planning,
management, and coordination of all the resources In this phase, the Project Management Plan will
be supplemented with a more detailed Quality Assurance Plan, Risk Management Plan, Acceptance
Plan, as well as a resource loaded project schedule
Bi— weekly progress reports will be collected and used to keep all the plans updated and current As
more details and specifications are added to the system, that information will be updated in the
Requirements Spreadsheet The Plan will also include the process of supervising the installation and
configuration of the network infrastructure by the Vendor(s) to make sure that the work is performed
satisfactorily and in accordance with the hardware design and the Vendor's stated hardware
requirements HDR will review the upgrades and modifications to minimize the impact of service
disruptions and undue interference to the City's existing operations
These plans will include, but not be limited to the following processes
• installation of hardware and software
• creation of an enterprise MMS solution
• creation of databases
• transfer and migration of any existing data
• integration of all various support systems
• training and acceptance
Throughout the course of the project, HDR will follow a detailed implementation plan that tracks all
major and minor project milestones by functional area and responsibility
320 - Manage Creation of Maintenance Management System
HDR will coordinate the implementation of the MMS solution as defined in the Phase 1 Requirements
and Phase 2 results During this phase of work HDR will oversee and manage the implementation
process to ensure that all documented Process Maps are maintained and that all newly installed
systems are on track to meet the vision and functional requirements as outlined in Phase 1 of the
project Weekly meetings will be held with members of all Vendor implementation teams, as well as
key staff from Yakima These meetings will ensure the Vendor implementation teams are on track,
and have the information and access to the resources they need to successfully complete their
installation and configuration efforts
Page 18
The Implementation Team will prepare a detailed Data Conversion and Migration Plan for performing
the activities associated with all data collection, conversion and migration for each data set listed in
the RFP.
330 - Train Personnel to Use System
HDR will use the training requirements as developed in the RFP to ensure that the Vendor has an
accurate and appropriate training program.
All information in the Training Program Plan will be jointly reviewed by the City of Yakima, HDR, and
the Vendor to ensure that the plan accommodates the standard materials and training methodologies
specific to all newly installed enterprise software systems, as well as new /modified workflows. All
training efforts will be coordinated, scheduled, and maintained, using MS Project.
Schedule for Project
The scope of services for Phase 1 activities could be complete in approximately 90 days. With the
assumption that some schedule conflicts may be expected. The phase 1 work is likely to be as much
as approximately 3 months from the receipt of written authorization from Yakima. An approximate
schedule for completing Phase 1, 2 and 3 milestones is provided below, based on an assumed notice
to proceed on June 20, 2012. The final project schedule will be adjusted based on the actual date of
authorization and final milestone dates will be included in the Project Management Plan.
D ask Flame d 14 ust }vmber
Joe Jry 11 �da 1 14pril 21
0 6/17 une 21 1 7/8 1 729 u 1 8/19 11 1 9/9 i 9/30 October 1 1 1021 1 1 1/11 1 122 21 1 1223 anua
J 1/13 2/3 1 224 rch 1 3117 1 4/7 1 428
1 Phase 1 — Maintenance Management System Requirements
2 0 110 - Phase 1 Project Coordination and Management
3 120 - Evaluation of Existing Conditions and Business Processes
4 130 - Software and Hardware Inventory _
.—
5 140 - Prepare a Software Alternatives and Cost and Benefit Analysis
6 150 — Request for Proposal Specifications Document
7 Phase 2 — Selection and Procurement Support
8 210 - Update Project Plan and Critical Path Schedule
9 _ 220 - Develop Request for Proposal (RFP)
10 230 - Develop Checklist
11 240 - List of Potential Vendors
12 250 - Compile Responses and Results of RFP
13 260 - Review and report on each proposal
14 270 - Manage Vendor Demonstrations
15 280 - Prepare Recommendations Related to Vendors
16 290 - Procure Hardware and Software Assistance
17 Phase 3 — Maintenance Management System Implementation
18 310 - Critical path schedule
19 320 - Manage Creation of Maintenance Management System
20 330 - Train Personnel to Use System
Page 19
Exhibit "B"
Professional Fees
Compensation for Phase 1 services are estimated at $43,415 This price shall be modified only if the Scope
of Work is changed
Task Costs
Phase 1 — Maintenance Management System Requirements
110 - Project Coordination and Management $5,053
120 - Evaluation of Existing Conditions and Business Processes $12,240
130 - Software and Hardware Inventory $6,029
140 - Prepare a Software Alternatives and Cost and Benefit Analysis $8,216
150 — Request for Proposal Specifications Document $11,878
Total $43,415
Optional Work
Phase 2 and Phase 3 cost estimates may be modified based on Phase 1
activities and outcomes An approximate fee breakdown for Phase 2 and Phase
3 is also shown as estimates.
Phase 2 — Selection and Procurement Support $75,614
210 - Update Project Plan and Critical Path Schedule $5,514
220 - Develop Request for Proposal (RFP) $13,074
230 - Develop Checklist $7,113
240 - List of Potential Vendors $7,774
250 - Compile Responses and Results of RFP $5,521
260 - Review and report on each proposal $8,337
270 - Manage Vendor Demonstrations $9,172
280 - Prepare Recommendations Related to Vendors $8,289
290 - Procure Hardware and Software Assistance $10,820
Phase 3 — Maintenance Management System Implementation $52,360
310 - Critical path schedule $6,596
320 - Manage Creation of Maintenance Management System $27,690
330 Train Personnel to Use System $18,074
Total Budget Estimate for all 3 Phases $171,389
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EXHIBIT "C"
SCHEDULE OF RATES
Labor
HDR Labor Rates
Project Principal $279
Project Manager $279
Engineer $105
QC Reviewer 1 $222
Project Assistant $194
Project Controller $130
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