HomeMy Public PortalAboutTO 2022-03 Computer Maintenance Management CMMS Phase 1TASK ORDER 2022.03
THIS TASK ORDER IS ISSUED PURSUANT TO THE PROFESSIONAL ENGINEERING CONTINUING SERVICES CONTRACT DATED
MAY 3, 2021 (AGREEMENT), FOR THE CITY OF CRESTVIEW, FLORIDA, WHICH IS INCORPORATED HEREIN BY THIS REFERENCE,
WITH RESPECT TO
Consulting Services for the Computer Maintenance Management System (CMMS)
Implementation Planning - Phase 1
Article A. Purpose
The purpose of the CMMS Implementation Planning Phase 1 Project is to review The City of
Crestview (CLIENT) current maintenance management practices and related business processes and
request proposals from vendors for future CMMS implementation, which would be accomplished
under future Phases 2 and 3.
Article B. Scope of Services:
Project Understanding
The implementation of a Computerized Maintenance Management System (CMMS) requires the
formalization of many existing processes and will likely require the addition of some new business
processes. The success of any CMMS is largely dependent on the emphasis placed on it by senior
management and the full engagement of the staff that will be the primary end users. Decision -
making by the CLIENT must be inclusive, timely, and final. An implementation consultant should
serve as both a subject matter expert (SME) and as a facilitator of best practices, but ultimately,
effective implementations are driven by owner -based decisions. A key to success is understanding
the desired reporting and outcomes to ensure the data streams are developed in the system design.
Long-term sustainability of the project requires continued support by CLIENT personnel with GIS and
CMMS capabilities. A CMMS Planning Task (Phase 1) is proposed in this scope of services and
includes Task 1, Task 2 and Task 3. The future Phase 2 and Phase 3 consisting of Development,
Implementation and Configuration (subsequent phases) are shown below for reference only.
Additional task orders for phases 2 and 3 can be provided upon request.
CMMS Planning, Development, Implementation and Configuration
• Phase 1: CMMS Implementation Planning (current workplan)
o Task 1 — Project Management
o Task 2 — Needs Assessment and Requirements Definition
o Task 3 — CMMS Request for Proposal
• Future Phase 2: CMMS Development (subsequent phase)
o Task 4 — Data Development and Review for CMMS Implementation
• Future Phase 3: CMMS Implementation and Configuration (subsequent phase)
o Task 5 — Initiation & Project Administration
o Task 6 — Define Requirements
o Task 7 — Configuration
o Task 8 — Test & Refine Configuration
o Task 9 — Validate & Deploy
Task 1— Project Management
This task will begin with the development of a project work plan, which will include project
objectives, project staff, defined project tasks and subtasks, schedule, and associated budget. This
task also includes day-to-day management of the work, including budget, schedule, deliverables,
internal and external coordination.
Deliverables
• Preliminary work plan developed for the CLIENT'S review and endorsement
• Monthly status reports
Task 2 — Needs Assessment and Requirements Definition
JACOBS will meet with the CLIENT staff in a series of interviews and workshops to evaluate current
maintenance management practices, provide insight to industry best practices, and define CMMS
requirements.
Task 2.1— Existing Practice Interviews
JACOBS will conduct individual end user interviews for up to 2 days onsite. Attendees should include
representatives from the multiple functional areas as further described below.
Content of the interviews includes:
• Review existing business processes to include but not limited to Maintenance, GIS, Customer
Complaints and Billing, Warehousing, Purchasing, Fleet Management, Engineering, Finance, and
AMI.
• Review the existing asset data.
• Review the existing maintenance practices.
Task 2.2 — CMMS Existing Practices and CMMS Requirements Definition
JACOBS will conduct an Existing Business Practices and CMMS Requirements Workshop onsite for up
to one half day. Up to two (2) JACOBS representatives will be in attendance onsite while others will
join remotely. Attendees should include CLIENT representatives from the following departments:
Management, Operations, Maintenance, SCADA, Engineering, Treatment Plants, Vehicle
Maintenance/Fleet and IT.
Content of the workshop includes:
• Review of existing practices
• Provide an overview of industry best practices
• Develop initial CMMS requirements
• Define mandatory and non -mandatory requirements
• Define desired interfaces with other database and computer systems
• Define users and user interfaces
• Work order generation
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• Equipment inventory
• Preventative maintenance
• Scheduling
• Prioritize requirements
Task 2.3 — CMMS Definition and Requirements TM
JACOBS will develop a TM to document the prioritized list of CMMS business and operational
requirements and will identify up to 3 software products which meet the major CMMS needs of the
CLIENT which will be invited to conduct Vendor Demonstrations (Task 3). The TM will include a
prioritized list of products for consideration by the CLIENT that analyze factors including the ability
to meet mandatory and desired functional requirements, approximate software costs, and
implementation requirements. A formal cost inquiry to the 3 selected vendors will occur as part of
Task 3. The TM will be published electronically to the CLIENT for review. A final workshop will be
held onsite to review the TM and obtain consensus on the CMMS goals and requirements. The TM
will be updated to reflect the CLIENT comments and published as final.
Deliverables
• Onsite Existing Business Practices and CMMS Requirements Workshop
• Onsite TM Review Meeting
• CMMS Requirements Criteria TM (draft and final)
Task 3 —CMMS Request for Proposal (RFP) Development/Cost Inquiry
JACOBS will assist the CLIENT staff with the CMMS procurement process by developing an RFP to
distribute to vendors or issue an official inquiry for product cost which will be also documented in
the task technical memorandum. JACOBS will also assist in responding to one set of vendor
Requests for Information (RFIs) during the procurement/cost inquiry process.
Deliverables
• Request for Proposal for Vendors
• CMMS RFP Onsite Review
Assumptions and Specific Conditions
The following assumptions have been taken into consideration in the preparation of this Scope of
Services and compensation. These assumptions are based on the project scope, which is to deliver
to the CLIENT an electronic copy of all technical memorandums.
Should deviations from these assumptions be required to deliver the services described in this scope
of services, the scope of work and compensation shall be modified accordingly and approved by the
CLIENT in writing before any changes to this scope of services can be implemented or delivery of the
original scope of services completed.
• CLIENT will provide review comments for draft deliverables within two calendar weeks or
deliverable will be considered acceptable as submitted.
• Meetings and workshops will he held onsite with local JACOBS staff however will be
performed via teleconference by remote members of the JACOBS team.
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Article C. Project Schedule
Work will begin upon execution of this task order. A preliminary milestone schedule is shown
below.
TABLE 1- PRELIMINARY SCHEDULE
CONSULTING SERVICES FOR THE COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) IMPLEMENTATION
PLANNING • PHASE 1
Task Projected Completion Date
Task 1 - Project Management Ongoing
Task 2 - Needs Assessment Within 4 months of NTP
Task 3 - CMMS Request for Proposal Within 2 months of completion of Task 2
Article D. Compensation
As compensation for providing the services described in Article B. Scope of Services of this task
order, the CLIENT shall pay JACOBS in accordance with Section 5 of the Agreement, on a time and
material basis with a not -to -exceed amount of $32,000. The estimated breakdown of fees is shown
in Table 2 below.
TABLE 2 - ESTIMATED FEE SUMMARY
CONSULTING SERVICES FOR THE COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) IMPLEMENTATION
PLANNING - PHASE 1
Task Estimated Fee Amount
Task 1 - Project Management $1,300
Task 2 - Needs Assessment $20,800
Task 3 - CMMS Request for Proposal $9,900
Total $32,000
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Article E. Authorized Representatives
The Authorized Representatives designated below are authorized to act with respect to Task
Order 2022-03. Communications between the parties and between Jacobs's subcontractors shall be
through the Authorized Representatives:
For the City of Crestview, Florida
Name: Michael Criddle
Address: P.O. Drawer 1209
Crestview, Florida 32536
Telephone: (850) 682-6134
Article F. Authorization:
Task Order 2022-03 is effective as of r :1 L ti , 2022
Accepted for CLIENT by:
Title: Mayor
For Jacobs Engineering Group Inc.
Name: Lori Rentschler
Address: 25 W. Cedar Street, Suite 350
Pensacola, Florida 32502
Telephone: (850) 324-6223
Accepted for Jacobs Engineering Group Inc. by:
Name: Nick Freeman, P.E.
I Title: Principal Project Manager
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