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01-1303�- ._, z .� � � ` % Fq - , . . . �....% i R ���: 4 a Presented By < Referred To Committee: Date RESOLUTION Green Sheet # 111490 OF SAINT PAUL, MINNESOTA �S 1 WHL�REAS, the City of Saint Paul ("City") and the Board of Water 2 Commissioners ("Board") desire to partner in the areas of technology 3 where each entity has similar needs; and 4 5 WFffiREAS, the City's Public Works Department ("PUblic Works"), as 6 well as the Board's Saint Paul Regional Water Services ("SPRWS") 7 have each identified the implementation of a Computerized 8 Maintenance Management System ("CMMS") as the first priority to be 9 addressed by this partnership; and io 11 WF�:REAS, the City and the Board desire to retain a consultant to 12 perform the tasks necessary to evaluate and select a vendor for CMMS 13 implementation; and 14 15 V7HEREAS, City sta£f has prepared an agreement between the Board and 16 the City which specifies project planning, cost allocation between 17 the two parties, and project management of retaining a consultant in 18 respect of the CMMS; and 19 20 Wl�RSAS, the City Attorney has reviewed and approved said agreement 21 as to form, and Public Works and SPRWS recommend approval of said 22 agreement; and 23 24 �REAS, the Board, by it's resolution No. 4802, dated November 13, 25 2001, adopted a resolution approving the agreement; now, therefore, 26 be it 27 28 RESOLVED, that the agreement between the City of Saint Paul and the 29 Board of Water Commissioners pertaining to retaining a consultant as 30 related to a Computerized Maintenance Management System is herby 31 approved and Chat proper officers are herby authorized to execute 32 said agreement on behalf of the City of Saint Paul. Benanav B a eT� Bostrom Coleman Harris Lantry Reiter Yeas ✓ J ✓ ✓ —� Absent Requested by Department of: Public Works •1 a � Adopted by Council: Date (� � �� a o � Adoption Certified by Council Secretary By � � � .C`�` `�—� Approved By Mayor: Date z� Z�� �: tRi�C�. By: F By: Council File # b\ – ��OS ces of Form Approved by City Attorney: � 1�\ B Y' �� '✓����` Approved MayoY f r Submission to Council: BY ✓ works CpNTACT PERSON & PFiONE Dan Bartholic 2666243 dUST BE ON COUNGLAGENOA BY (DAT� 1�1�01 TOTAL # OF SIGNATURE PAGES DATE INITIATED u�a�aooi � ASSICaN NUMBERFOH HOUIING GREEN SHEET No. 111490 � �����R 11�z7�Ut � CINATT N ❑ FINANGALSERVICESDIR. InNaVDete � � CITV COUNCIL � �_� � ❑ CITY CLEHK — FINANCIAL SERV/ACCTG � ❑MAYORIORASSISTA�� ❑ UCkFu P ert . 1000CHA � � Daf Sobania lOW CN 9 Dan BarthMC. ]00 CHA 4 (CLIP ALL LOCATIONS FOR SIGNATURE) AC710N REQUESTED Approve the agreement for joint Public WorkslSaint Paul Regional Water Services development of an RFP for ComQuterized Maintenance Management Systems (CNIMS). RECOMMENDATIONS Approve (A) or Re�ect (R) PIANNING CAMMISSION _ CIBCOMMI7TEE _ CIVILSERVICECOMMISSION A STAFF PERSONAL SERVICE CONTRACT$ MUST ANSWER THE FOLLOWING �UESTIONS i. Has M�s persoNFirtn ever worketl untler a conlract tor this deparlment'+ Q VES Q NO 2. Has Mis persoMirtn ever been a city empioyee? p VES p NO 3. Does ihis persoNfirm possess a skill not nortnally possessetl by any curreM aly employee� Q VES O NO 4 Is ihis pe5ontlirtn a targetetl ventloP Q YES O NO Explain all yes ansvrers m separzte s�eet and attach to green sheet INITIATING PROBLEM, ISSUE, OPPORTUNITY (WHO, WHAT, WHEN, WHERE, WHV): CNIMS is a component of an overall Asse[ Management strategy identified by both Public Works and SPRWS to better manage their facilities. Both entities have expressed the desire to jointly develop such a system to achieve efficiencies of scale and design. This agreement codifies the points of agreement and sets up a framework for development of an RFP for the CMMS. The attached agreement was approved by the SPRWS Board at their November 13th 2001 Boazd meering. for siQnature attached to Green Sheet 111489. iDVANTAGESIFAPPROVED _ . � Public Works and SPRWS will be able to move forward together to develop CMMS as a part of Iheiroverall'Asset Management sh'ategies. Joint development will achieve the geatest cost savings to the City as a whole by not developing similaz systems inde enden�l �� ���.�� ��� � � + ; ;_S IF APPROVED None DISAOVANTAGESIFNOTAPPROVED: ,. -- "� Public Works and SPRWS will independently pursue CNIMS at a higher total cost to the City. fOTALAMOUNTOFTRANSAC710N§ $150,000.00 COST/FEVENUEBUDGE(ED(CNECKONE) pvES ONO FUNDING SOURCE ZO� ACTIVITY NUMBER � �/� � 1� � �INANCIA�INFORMATION(EXPLAIN) TransacUOn amount is the portiou of [he total cost which Public Works will be responsible for. This represents 1/2 the to[al project cos[. O 1-i�o� AGREEMENT Between BOARD OF WATER COMMI3SIONERS and CITY OF SAINT PAUL This agreement ("Agreement") dated this � day of ����G-� , 2001 by and between the BOARD OF WATER COMI��SSIONER5 OF THE CITY OF SAINT PAiJL, a Municipal Corporation under the laws of the State of Minnesota ("Boazd"), and the CITY OF SAINT PAUL, NIINNESOTA, a home rule charter city under the laws of the State of Minnesota ("City") WHEREAS, the Board and the City desire to pariner in the areas of technology where each entity has similar needs; and WHEREAS, a partnership between the Board and City would produce greater e�ciencies for each; and WHEREAS, the Computerized Maintenance Management Systems ("CMMS") is one of the first priorities to be addressed by this partnership; and WHEREAS, CMMS provide organizations with basic maintenance management of their physical infrastructure such as work order and preventive maintenance management, parts inventory, problem tracking and a complete record of all activities completed on all assets; and WHEREAS, the Board and City are each currently maintaining infrastructure records in a variety of disparate automated and manual systems with little interface to graphical mapping information; and WHEREAS, The Boazd's Saint Paul Regional Water Services ("SPRWS") and the City's Public Works Department ("Public Works") each desire to unplement CMMS technology to allow each parly to better manage and maintain its facilities; and N:\CLEAICAI.IBOARD41g(eements�4SC�St_PauI�PW CMMS 011.wpd 6 t -1��� WHEREAS, Boazd and City desire to achieve cost savings by jointly planuing, purchasing and operating CMMS in a manner agreeable to both parties. NOW, THEREFORE, In consideration of the mutual terms and conditions, promises, covenants and payments hereinafter set forth, Board and City agree as foilows: Section 1. Project Planning. Board and City shall share the costs of retaining a consultant to perform the tasks listed below ("Proj ect Tasks") as detailed in the October 26, 2001 Computerized Maintenance Management Implementation Proposal, incorporated herein by reference, copies of which are retained on file at the offices of the Board and the City, the fust page through page 10 plus pages 20 and 34 of which being attached hereto ("Attachment A"). Task 1- Project Initiation and Management . Task 2- Funcrion Requirements Definition and Business Process Analysis Task 3- Request For Proposal (RFP) Prepazation Task 4- Vendor Evaluation and Selection (An outcome of this task will be documentation to support future cost sharing of CMMS implementation.) Costs for such work shall not exceed $300,000 and shall be split between the Board and the City in the following proportion: Board: 50 percent from 2001 budget SUBS 850-28018-0856-01013 City: 50 percent from 2001 budget SUBS 205-12110-0219-00000 Section 2. Project Management. The Boazd and City shall appoint suitable representatives to the CMMS Technology Activity Implementation Team, as described in Attachment A. This team shall be chazged with, and given the powers to, joindy manage the project for the benefit of both parties. The project management team will be charged with creating the function requirements definition for a common CMMS system which will fulfill the needs of both parties. N:\CLERICAI,�BOARDWgreements4�IISC�St_PauI�PW_CMMS_Ol l.wpd 2 � l -\,a� Section 3. Norice. All notices, requests, demands, and other coxnmunications hereunder shall be in writing and shall be deemed given if personally delivered or mailed, certified mail, return receipt requested,to the following addresses: ff to Board, to: Saint Paul Regional Water Services General Manager Suite 400 8 Fourth Street East Saint Paul, MN 55101 If to City, to: Director of Public Works 1000 City Hall Annex 25 Fourth Street West Saint Paul, MN 55102 Section 4. Term of Agreement. This Agreement shall commence on the date of Saint Paul City Council approval or Board of Water Commissioners approval, whichever is latest. This Agreement shall terminate upon completion acceptable to both parties of Proj ect Tasks, or December 31, 2004, whichever occurs first. Secrion 5. Amendment. This Agreement may be amended in writing for additional terms prior to the expiration of the current term, or for any other reason, upon such terms and conditions as may be mutually agreeabie between the parties. Both parties expect revisions during the life of this agreement. Such revisions sha11 and may be accomplished and approved by mutual written approval of SPRWS General Manager and the Public Works Director. Section 6. Termination. (a) This Agreement may be terminated in whole or in part by either party in the event of substantial failure by the other party to fulfill its obligations under this Agreement through no fault of the ternunating party, provided that no termination may be effected unless the other party is given (i) not less than sixty (60) calendaz days written notice of intent to terminate, and (ii) an opportunity for consultation with the ternvnating party prior to said notification of intent to terminate. (b) This Agreement may be terminated in whole or in part without cause, provided both parties agree to such termination in writing. N:\CLERICAI.�B OARD�AgreementsN-IlSC�S[_PauI�P W_CMMS_O l I.wpd o�_�'�oa IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in their behalf respectively as of the day and year first above written. APPROVED: BOARD OF WATER COMNIISSIONERS OF THE CITY OF SAINT PAUL By ��,. � _ _ C� • By Bernie R. Bullert, General Manager James C. Reiter President Approved as to form: By�/Sa �• ��l' Assistant City Attorney APPROVED: i� Director, Public Works Department Approved as to form: BY (�, s � '' Z'�� Assistant City Attorney � Janet Lindgren, Secretary CITY OF SAINT PAUL, NIINNESOTA By Norm Coleman, Mayor, City of Saint Paul : Fredrick K. Owusu, City Clerk � Peter Hames, Director Office of Financial Services Board: 2001 budget SUBS 850-28018-0856-01013 -$150,000 City: 2001 budget SUBS 250-12110-0219-00000 -$150,000 N:\CLERICAI.�BOARD�Agreemen4s�IvIISC1St_Pau l.wpd 4 a�-\'303 Computerized Maintenance Management Implementation Proposal Saint Paul Regional Water Services (SPRWS) & The City of Saint Paui Department of Public Works � Ms. Christine Meyer Saint Paul Regional Water Services 8 East Fourth Street Suite 400 Saint Paul, MN 55101-1007 Mr. Dan Bartholic The City of Saint Paul Public Works Department 700 City Hall Annex 25 W 4th Street St. Paul, MN 55102 October 26, 2001 Prepared by C�2�H1LL � 1380 Corporate Center Curve, Suite 200 Eagan, MN 55121-1200 Attachment A. Cy21111HiLL CH2NIHILL '�' November 1, 2001 Ms. Christine Meyer Saint Paul Regional Water Services 8 East Fourth Street Suiee 400 Saint Paul, M1V 55101-1007 CH2M HILL 1380 Carpo2te Center Curve Suite 200 Eagan, MN 55121-1200 Tel 651.668.8100 Fax 651.688.8844 Mr. Dan Bartholic The City of Saint Paul Public Works Departrnent 700 City Hall Annex 25 W 4th Street St. Paul, MN 55102 Subject: Proposal - Computerized Maintenance Management System Implementation Dear Ms. Meyer and Mr. Bartholic: � � `«°� CH2M HILL is pleased to present this proposal to the Saint Paul Regional Water Services (SPRWS) and the CitSz-of Saint Paul Public Works Depaztment (Public Works) to provide consulting services regazding the implementation of a Computerized Maintenance Management System {CMMS) identified in the five year IT Master Plans completed by CH2M HILL dated May 31, 2001 for SPRWS and October 19, 2001(Draft) for Public Works. In addition, as requested by the collaborative management teams of SPRWS and Public Works (SPRWS/Public Works), this proposal includes an overall Program Management approach that can also encompass any of the Technology Activities either organization chooses to implement together or independenfly. Our overall objective is to work in conjunction with the SPRWS/Public Works staff to finalize the requirements for the CMMS Technology Activity, prepare an RFP, evaluate the responses, and select the vendor (Strategic Paztner) by the end of February 2002. Once selected, a contract will be awarded by the end of the first quarter of 2002. The scope of services and related costs for this proposal are based upon a November 2001 authorization to proceed through June 30, 2003. Our in-depth knowledge of Ehe SPRWS and Public Works organizations, cultures and strategic & tactical plans will greatly facilitate the implementation process. Through the implementation of CH2M HILL's technology recommendations, the SPRWS/Public Works will enhance the its operational efficiency and effectiveness thereby increasing its competitiveness. If you have any quesiions, please do not hesitate to call me at telephone 651-688-8100. Thank you for the opportunity to continue our work with the SPRWS/Public Works. We are very excited to help bring some of the recommendations to reality. Sincerely, - CH2M HILL Kelly Lange, P.E. Area Manager CH2MHILL o ► �t�o3 Table of Contents TABLE OF CONTENTS INTRODUCTION PROGRAbI MANAGEMENT IN7RODUCTION .................................... PROGRAM MANAGEMENT OBIECTNES PROGRAM MANAGEMENT APPROACH.. PROGRAM MANAGEMENT TEAMS ........ CH2M HII.L'S CNIMS SELECTION AND IMPLEMENTATION PROCESS .. TASK 1- PROJECf INITIATION AND MANAGEMENT ........................................................................................... 2S TASK 2- FUNCTIONAL REQUIItEMENTS DEF[NIT10N AND BUSMESS PROCESS ANALYS[5 .................................. 8 TASK 3- REQUEST FORPROPOSAL (Rl''P) PREPARAT[ON .................................................................................. 8 TASK 4- VENDOR EVALUATION AND SELECTION .............................................................................................. 9 TASK S- FINALIZE IMPLEMENTATION PLAN AND CONTRACT ..............."'.......................................................... 9 TASK 6— EXECUTE IMPLEMEMAT[ON PLAN ..................................................................................................... 9 TASK 7- POST IMPLEMENTATION FEEDBACK .................................................................................................. 1 O TECFINICAL APPROACH AND SCOPE OF SERVICES FOR COMPUTERIZED MAINTENANCE MANAGEMENTSYS'I'EMS (CMMS) ...................................•••..»................................................................. OVERVIEW ....................................................................................................................................................... 11 TASK 1- PROJECT INITIAT[ON AND MANAGEMENT ......................................................................................... 1 I Su6tark!. l- Team Chartering ................................................................................................................... I! Subtask !1-ldentif:cation ofDe[iverab[es ................................................................................................ !2 �Su6task !.3 - Monrhly Reports .................................................................................................................... 1 Z Subtask1.4 - Monthly Status Meetings ....................................................................................................... ! 3 Su6task 1.5 - Estab[iskment of Key Milutones ........................................................................................... 13 Subtask /.6 - Project Control Tools ...:........................................................................................................ ! 3 Subtask !.7 - Develop Overall Project Implementation Plan (OPIP) ......................................................... ! 6 Subtask /.8 - Update Implementation Plan ................................................................................................. 16 Su6task !.9 — Project Management Collaborative Web Site ....................................................................... / 6 TASK 2- FUNCTIONAL REQUIREMENT$ DEFINITION AND BUSINESS PROCESS ANACYSIS ................................ 18 Subtask 1.2 - Facilitation ofTeam Meetings .............................................................................................. 21 Subtask 2.3 - Development/Presentation ofAlternate Processes .............................................................. 21 Su6rask 2.4 - Idenlification of Obstacles ..................................................................................................... Subtask 2.5 - Review of CMMS Hardware Environment ............................................................................ 22 Subtask 2.6 - Guidance in Modifying Work Processes .............:................................................................. 22 Subt¢sk 2.7 - Dacument Recommendations of Team .................................................................................. 2j TASK 3- REQUEST FOR PROPOSAL (RFP) PREPARATION ................................................................................. 23 Subtask 3.! - Development ofSoftware Vendor Materials ......................................................................... 24 TASK 4- VENDOR EVALUATION AND SELECT[ON ............................................................................................ 24 Subtask 4.1 - Review Software Vendor Proposals ...................................................................................... 24 Subtask 41- Conduct Meerings with Sofnvare Vendors ............................................................................. 25 Subtask 4.3 - Document So are Vendor Rankin ZS f�' g .................................................................................... TASK S- FMALIZE IMPLEMENTATION PLAN AND CONTRACT .......................................................................... 26 TASK 6- EXECUTE IMP[,EMEMATION PLAN .................................................................................................... 30 Subtask 6.! - Execution of Data Collection Plan ........................................................................................ 30 Subtask 61- Overright of Data Installation by Sojnvare Vendor .............................................................. 3 f CN2MHILL CAMWTEPoZED MhIMENANCElW1NAGEMEM IMPLEMEN7ATI PR Subtask 6.3 - Correcrion of Unaccepted/Flagged Data .............................................................................. 31 TASK 7- POST IMPLEMENTATION FEEDBACK ............................................'--""'--"-""'-'.................................. 31 COSTAND SCFiEDiJI.E SUMMARY..........._ .................._........_._..........._._._._...._....................._........... 34 COST PROJEC'I'[ON ............................................"'................."'............"'.......................................................... 34 SCHEDULE INFORMAT[ON ................................................................................................................................ 34 RESUMES OF CA2M HILL PROJECT PARTICIPANTS ......» ................•••••••.......................................... 35 TERRENCE F. BERGEN - PROGRAM MP.NAGER ................................................................................................. 36 Education .................................................................................................................................................... 36 Distinguishing ..................................................................................................................... 36 Relevant Ezperience .................................................................................................................................... 36 Representaave .............................................................................................................................. 37 QU[NN LA WERY - PROIECT MANAGER ...................................................................'---..................................... 39 Education ......................................................................................................:............................................. 39 D 'uringuishing Qualificarions ..................................................................................................................... 39 Relevant Experience ..........................�--....................................................................................................... 39 Special Skills ............................................................................................................................................... 42 CHRISTOPHER SAILL - SENIOR ASSET MANAGEMENT TECHNOLOGIST ............................................................ 43 Education.................................................................................................................................................... 43 D'utinguishing Qualtftcations ..................................................................................................................... 43 RelevantExperience .................................................................................................................................... 43 RepresentativeProjecu ............................................................................................................................:. 43 PETER VON ZWECK - PROJECT DEL[VERY MANAGER ...................................................................................... 4$ Educaaon.................................................................................................................................................... 45 Professional Registrations .......................................................................................................................... 45 DisringuishingQualif:cations ..................................................................................................................... 45 RelevantExperience .................................................................................................................................... 45 AUBIE BAUCUM, PH.D. - GIS TECt[tJO[.oG�s'r ................................................................................................ 48 Education.................................................................................................................................................... 48 Professional Organizations ........................................................................................................................ 48 DistinguishingQualifications ..................................................................................................................... 48 CHRIS COATES - WEB DEVELOPER .....................................................................:............................................ 52 Education ..................................................................................................................................................... 52 Relevant Experience .................................................................................................................................... 52 Representative : ............................................................................................................................. 52 Q� �� T�� Ci�i2MH1LL Z O t-\'Jo� SECT'ION 1 Introduction Over the past several yeazs the Saint Paul Regional Water Services (SPRWS) has conducted several studies related to its Information Solutions (IS) needs. "I'he most recent is an IS Needs Assessment, which culminated in a report prepazed by CH2M HILL titled "T'he SPRWS IT Roadmap" and dated May 31, 2001. That report outlined over 40 specific recommendations for the plan period which included the last six (6) months of 2001 and the five (5) full yeazs of 2002 through 2006. In addition to the specific recommendaiions, over ten Technology Activities were identified, and tentatively prioritized and scheduled. The highest priority Technology Activity from that study was to implement an asset management program and more specifically a Computerized Maintenance Management System (CMMS) A similaz IT Master Plan was also developed for the City of Saint Paul Public Works Departrnent (Public Works). This study, although in its final prepazation phase, recommends that Public Works aiso implement an asset management program starting with a CMMS and closely coordinating that effort with the Public Works Geospatial Informafion Systems (GIS) ixutiatives already under development A further recommendation is that Public Works should combine their CMMS initiatives with the SPRWS to maintain economies of scale. The study period for that study includes the five (5) full years of 2002 through 2006. This proposal is CH2M HILL's response and approach to assist both organizations in their quest for a fully functioning CMMS implementation during the first quarter of 2003. CH2M HILL will follow a standard methodology that will comprehensively address the issues of taking the CMMS Technology Activity and tuming it into reality through a clear, documented, and proven process that incorporates the continuous involvement of the SPRWS/Public Works. Throughout the project, CH2M HII.L will use open architected and standards-based project management tools that can continue to be used in the SPRWS/Public Works upon completion of this project, or at such time as it is prudent to do so. The costs for licensing any of this sofiware is not included in this proposal. CH2M HILL will also help align information solution initiatives of the SPRWS and Public Works strategic objectives with other City initiaiaves. CH2N1 HILL and the SPRWS/Public Works will co-manage the CMMS Technology Activiry unplementation. The strengths among the SPRWS, Public Works and CH2M HILL is significantly greater than any one organization acting singularly. This proposal includes the following major Sections. • Program Management (Section 2) which describes the overall approach to introduce various Technology Activities into the SPRWS/Public Works • CH2M HILL's Computerized Maintenance Management System Selection and Implementation Process (Section 3) CH2MHIlL CAMPIJfER1ZED MAINTENPNCE MANAGEMEM IMPLEMEMAiION PROPOSAL n� -t'3a3 • Technical Approach for a Computerized Maintenance Management System (Section 4) . Cost and Schedule Sumuiary (Section 5) • Resumes of Key Participants (Section 6) Additional Technology Ac+ivities implementations and/or other initiatives can be added to this proposal/contract via appropriate SPRWS or Public Works contract modification(s). CH2M HII-L's implementation approach will comprehensively address the hardware, softwaze, communications, data migration and training required to support the various initiatives that aze included in this scope of services. Ms. Kelly Lange is proposed by CH2M HILL as the SPRWS/Public Works single point of contact. NLs. Lange is aLso authorized to eneer into contracts, up to $1 million dollazs, for CH2M HILL. Mr. Terry Bergen, the CH2M HILL Project Manager on both TT Master Plans is again proposed as the Project Manager. Contact information for both individuals is contained below. Ms. Kelly Lange CH2M HILL 1380 Corporate Center Curve, Suite 200 Eagan, MN 55121-1200 USA Voice: 651-688-8100 Fax: 651-688-8844 Cell: 651-263-5393 Email: klange@ch2m.com Mr. Terry Bergen CH2M HILL 1700 Market Street Philadelphia, PA 19103-2916 USA Voice: 215-563-4244 x347 Fax: 215-563-3828 Cell: 215-327-7008 Email: tbergen@ch2m.com Other key CH2M HILL individuals from the Public Works IT 1Vlaster Plan process, are also proposed for this project. They include, in addition to Kelly Lange and Terry Bergen, Quinn Lawery and Dan Speicher. Quinn will manage the CMMS tasks and Dan will manage the interfaces with the City systems. In addition to these four (4) individuals, task assistance will be provided by Chris Saill, a CMMS implementation specialist, and Aubie Baucum who will manage and perform any GIS coordination related tasks. Finally, Peter von Zweck, will participate for additional technological assistance in a variety of areas. All of these individuals are senior Project Managers and/ or Technologists within CH2M HILL. Resumes of all project participants are included in the Section 6of this proposal. Ci�ZMHILL O � -I�a� SECTION 2 Program Management tntroduction CH2M HILL has developed and incorporated a basic Program Management approach and methodology. The approach consists of the overall management of the primary CMMS implementation across the SPRWS/Public Works but also establishes the methodology and procedures to incorporate other Technologies as either the SPRWS or Public Works chooses to implement. The methodology can also be used independently of CH2M HILL as either organization implements some Technology Activities on their own. Although the costs included in this proposal only include the Program Managemenfcosts for the joint CMMS implementation, the approach is designed to be scaleable to support the addition of other Technology Activities at any time. A sepazate Scope of Services and related costs would be completed by CH2M HILL for each such additional Technology Activity and submitted for SPRWS and/or 1'ublic Works for approval. This approach will help the SPRWS/Public Works coordinate, monitor, and successfully implement a series of Technology Activities over the next five (5) years. The Program Management process becomes the focal point for all program communications along with centralized and predictable progress and issue reporting. This process will help insure compatibility with other uutiatives in the SPRWS/Public Works, the City of Saint Paul, and with other City Departrnents. A repository of knowledge will be continually expanded throughout the program that will greafly facilitate the cost effective implementation of additional Technology Activities regazdless of who leads those efforts. Program Management Objectives The overall objective is to insure that all Technology Activities implemented by the SPRWS/Public Works aze done so in accordance with SPRWS/Public Works standards, follow a proven methodology that insures a successful implementation under m;n;m;zed cost, and yields a maaimum benefit supported by an acceptable level of change management and control. Program Management Approach The Program Management Approach includes the following two major elements. Overview Program Management of all Technology Activities implemented throughout the durarion of this proposed and subsequent projects A CH2M HILL Seven Step Technology Activity Implementation Process for the unplementation of each Technology Activity that requires the identification of functional requirements, the prepazation of an RFP and evaluation of respondents and subsequent implementation and feedback. The subject CMMS Technology Activity requires the full seven step approach. CH2MHILL CpMPUTER M MANA IMPI.EMEN P ROPoS A L o \ - t3D3 Program Management Teams Based upon CH2M HILL's Program Management approach that incIudes the concept of a shazed Program Management function with the SPRWS/Public Works, the following teams should be established and spedfic individuaLs assigned to the teams. • Program Sponsors • Technology Action Committee (TAC� . CMIVLS Technology Activity Implementation Team Additional project teams aze described in Section 4- Technical Approarh. The chart on the following page depicts the various program teams and some o� the specific individuals that will be assigned. The following items describe the program management teams. . The Program Sponsors provide overall program vision and strategic direction and will ensure that all resources aze available throughout the duration of the Program. . The Technical Action Committee TAC) will be composed of selected executives and managers representing the prunary functions of the organization. It is not necessary that every Division or workgroup be represented on this team; however, a high-level manager with ultimate decision making authority is critical to providing the perspectives necessary to ensure that the project serves all organizational needs. Regulazly scheduled meetings will be held for the Technical Action Committee to support project decision making and change-management initiatives. • The CMMS Technology Activity Implementation Team is the primary team to manage the CMMS scope of services defined in this proposal. The chart on the following page also shows the CH2M HILL members of the overall team. Specific members from the SPRWS/ Public Works will be determined during the Project Initiation Task described in the next Section of this proposal. Staff inembers of SPRWS/Public Works organizations will be encouraged to provide their direct knowledge of the daily operations through input to the process during the functional requirements development, and 'unplementation plannuig activities. The involvement of staff enhances change-management activities and gives a sense of ownership. It also supports the philosophy of being part of the change, instead of feeling like victims of it. CH2MHILL MAINfENANCE MANAGEMEHTIMPLEMENTA710N PFtOPOSA� 0�.�,�3 fIGURE 1.1 SPRWSIPublic Works Program Management Teams � Indicates Program or Project Manager for Neir respective wganization TBD Indicates To @e Qetertnined CH2MHILL a ► `�'J SECTION 3 CH2M HILL's CMMS Selection and Implementation Process Each of the Technology Activities has its own set of tasks which follow the CH2M HILL Seven Step Technology Implementation process that involves the documentation of detailed functional requirements, the prepazation of an RFP, the selechon of a vendor (Technology Strategic Pazhler), and the development and execution of an implementation plan. The following tasks comprise the overall methodology. These tasks and associated subtasks and costs aze defined in detail for each Technology Activity in subsequent Sections of this report. Task 1- Project Initiation and Management This task identifies the project guidelines for the CMMS project. The project initiation and management task identifies the CH2M HILL and SPRWS/Public Works project team and management team members, identifies project status reporting requirements, and reviews the project tasks, timeline, and responsibilities. Once the project plan is accepted by the project team, it is presented to SPRWS/Public Works management for acceptance and to obtain approval to proceed with the project. Task 2- Functionai Requirements Definition and Business Process Analysis This task is a critical component of the project since this is the task when the business and operational needs and requirements for the CMMS solution are defined. The result of an effective and successful business process analysis is future functionality and SPRWS/Public Works satisfaction with the selected CMMS. During the functional requirements definition, CH2M HILL will work with SPRWS/Public Works to determine the functionality required of a CMMS and define key project performance indicators and performance metrics. The functional requirements definition will be conducted through staff interviews within each functional azea and supporting depaztments. These activities will then be documented in a Technical Memorandum (TM) and reviewed with SPRWS. This TM will define the project goals and objectives and will be used as a guide during the subsequent tasks. Task 3- Request For Proposal (RFP) Preparation This task utilizes the information gathered in the business process analysis and functional requirements definition task to assist in the selection of a CMMS solution that best fits the SPRWS/Public Works needs. The user requirements will help form the foundation of a CMMS Request for Proposal (RFP) to be issued to the CMMS vendor community. CH2NiHiLL CA N AINTE NAN CE M PR OPoSAL d \ � �� 0 � The IZFP will require vendors to describe their systems, available modules and interfaces, existing installations and references, hazdwaze and softwaze costs, proposed schedule for implementation, technical support services, and training requirements. Task 4- Vendor Evaluation and Selection CH2M HII.L and the SPRWS/Public Works will select vendors to demonstrate their CMMS products to SPRWS. Each vendoi will be asked to provide a cost sheet, desi�ed by CH2M HILL with input from SPRWS/Fublic Works that will include softwaze, training, implementation, data conversion, and annuai service and maintenance chazges. The project selection team will score the demonstrations, proposaLs, and client reference checks based on pre-defined scoring sheets. . CH2M HILL will evaluate the vendor responses according to the selection criteria developed during the needs assessment and rank the CMMS systems. This task will leverage CH2M HILL's, client, industry and technical knowledge of available commercial off the shelf vendor solutions. CH2M HILL will provide the client with a TM evaluating the vendor proposals and ranking the CMMS systems for their ability to meet the client needs. Task 5- Finalize Impiementation Plan and Contract CH2M HILL will assist SPRWS/Public Works in the softwaze contractor s contract administration. SPRWS/Public Works will provide the project team with all communications to and from the contractor and will provide acceptable onsite facilities for maintenance of records, correspondence and associated files. CH2M HILL will review the proposed contract between SPRWS/Public Works and the softwaze contractor. The detailed review will include specific requirements, a schedule of requests of payments, elements defining inclusions and exclusions of functions and features, and services to be provided by the contractor. CH2M HILL will review the coniractoi s detailed tasked implementation plan to determine whether the vendoi s plan meets the operational needs of SPRWS/ Public Works, supporting the most effective implementation process. CH2M HILL will coordinate with the vendor, sharing the Overall Project Implementation Plan. After review, modifications will be recommended as necessary to either the vendof s Phased Implementation Plan or the Overall Project Implementation Plan. Task 6— Execute Implementation Plan Implementation of the CMMS softwaze will include its installation by the vendor in each facility in accordance with the Overall Project Implementation Plan, and also its testing and acceptance. Software rollout will occur after the vendor has made all the required configuration changes and, after the CMMS information for that faciLity's equipment has been converted, collected, and loaded, and following closely after user trauung. CH2iVf HILL �p M MANAGEMENT IMP PROP0.SAl CH2M HILL will maintain effective communication to SPRWS/Pubfic Works management ° t`�3D3 throughout appfication implementation to ensure project adheres to schedule, scope, and budget. Task 7- Post Implementation Feedback CH2M HILL will conduct a post implementation review be conducted after the CMNSS database has been popvlated, and after it has been in use for a predetermuied period to evaluate if the system is providing the expected results for SPRWS. Selected staff will be interviewed to determine if any deficiencies e�dst with the CNIIvIS, or the implementaiion p1an. CH2M HILL will develop a summary report outlining the deficiendes in meeting the expected client goaLs and recommended conective aciions. � Ct-12MHILL �o FIGURE 2.1 Maintenance Pracbces Refinement Team (MPRn Computerized Maintenance Management System (CMMS) Technology Activity Implementation Team Saiil I�Me�'� T80 I TBD � 88RFtbiior%I �D I TBD Technalogy Asset Data Work Force Skiils Materials Management Maintenance Practices Refinement Team fAMPUiERIZED 1MIMENANCE NJSIAGEMEM IMPIEMEMATION PROPOSAI -a� Indiptes Program or Project Manager for their respective organization TBD Indicates To Be Determined C� l-{�03 CH2MHILL Z� BOARD OF WATER COMMISSIONERS RESOLUTION — GENERAL FORM PRESENTED er Cardinal COMM15510NER WHEREAS, the Board of Water Commissioners ("Board") and the City of Saint Paul ("City"), desire to partner in the areas of technology where each party has similaz needs; and WHEREAS, the Boazd's Saint Paul Regional Water Services ("SPRWS"), as well as the City's Public Works Department ("Public Works"), have each identified the implementation of a Computerized Maintenance Management System ("CMMS") as the first priority to be addressed by this partnership;and WHEREAS, the Board and the City desire to retain a consultant to perform the tasks necessary to evaluate and select a vendor for CMMS implementation; and WHEREAS, Board staff has prepared an agreement between the Board and the City which specifies project planning, cost allocation between the two parties, and project management of retaining a consultant in respect of the CMMS; and WHEREAS, the assistant city attorney has reviewed and approved said agreement as to form, and SPRWS and Public Works recommend approval of said agreement; now, therefore, be it RESOLVED, that the agreement between the Board of Water Commissioners and the City of Saint Paul pertaining to retaining a consultant as related to a Computerized Maintenance Management System is hereby approved and that the proper officers are hereby authorized to execute said agreement on behalf of the Boazd; and, be it FURTHER RESOLVED, That the Board of Water Commissioners does hereby request that the Saint Paul City Council approve said agreement. o�-i'J�� N 4802 DATF November 13, 2001 Water Coaunissioners y eyy Anfang Cardinal Vice President Haselmann President Reiter Nays Adopted by the Board of Water Commissioners November 13, � 2001 In favor!+ _ Oppose� � � OEGY.