HomeMy Public PortalAboutTO 2023-06 CMMS Consulting ServicesCMMS DATA DEVELOPMENT
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TASK ORDER 2023 - 06
THIS TASK ORDER IS ISSUED PURSUANT TO THE PROFESSIONAL ENGINEERING CONTINUING SERVICES CONTRACT
DATED FEBRUARY 1, 2023 (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) Data Development and Implementation Support
Article A. Purpose
The City of Crestview (CLIENT) completed CMMS Implementation Planning Phase 1 project to review the
current maintenance management practices and related business processes and development of a
request for proposals for future CMMS implementation. Following CMMS Implementation Planning
Phase 1, the CUENT selected Cartegraph as the future CMMS Software. Cartegraph will begin
implementation beginning in September 2023. The purpose of this task order is for Jacobs to provide a
functional advisory and support role to the CLIENT prior to and during this implementation project
where the CUENT is striving for a highly functional, efficient, and effective system for use.
Article B. Scope of Services:
Project Understanding
The CLIENT is planning to implement Cartegraph CMMS beginning in September of 2023 and Is
anticipated to take 9 months to complete. Jacobs will provide a functional advisory and support role to
the CLIENT prior to and during this implementation project.
Task 1.1— Project Management
This task will begin with the development of a project work plan, which will include project objectives,
project staff, schedule, and associated budget. This task also includes day-to-day management of the
work, including budget, schedule, deliverables, intemal and external coordination.
Deliverables
• Monthly status reports
Task 1.2 - Data Development and Implementation Support
Prior to implementation it is important to develop the foundational data for a CMMS and to have the
data prepared, accurate and structured for development. Jacobs will provide as needed support to the
CLIENT for data development prior to implementation.
The CLIENT along with Cartegraph are developing an implementation plan for the roll -out of this
implementation that will contain key milestones and goals. Understanding what the current data quality
is and how to leverage the future Cartegraph system to obtain the goals will be important when
developing this plan. Often staffing requirements (new permanent role or re -allocation of existing
duties, etc.), data quality (GIS Database, Asset Inventory, Maintenance Procedures, SOPs, etc.), timing
(formalization of business processes, establishment of asset definitions, asset hierarchy, data collection
procedures, etc.), and the desire to be a data driven organization through formal reporting (Board
Reports, Staff Meetings, Decision Making, etc.) are key factors in the development of a detailed
implementation plan that requires task details and responsibilities as well as a detailed schedule. Jacobs
will provide advisory support during the development and execution of this implementation plan.
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GAMS DATA DEVELOPMENT
Jacobs has allocated a budget of $40,000 for the Scope of Services over the anticipated 9-month
period. A total of 250 hours has been budgeted for the Scope of Services. If is it determined by the
CLIENT that additional support is needed during the implementation period, Jacobs will prepare a
change order to account for this.
Deliverables
The deliverables include:
O Monthly project status report
O Review and QC of asset templates completed by the CLIENT
General 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 serve as
general functional support to the CLIENT prior to and during the Cartegraph implementation.
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 ofservices completed.
• Existing Asset data/maintenance practices/historic work order data is provided by the CLIENT in
excel format.
• All deliverables will be provided in electronic format with no hard copies.
• Meetings and workshops will he held onsite with local JACOBS staff however will be performed
via teleconference by remote members of the JACOBS team.
• Cartegraph will provide all templates and the CLIENT will collect and populate the data to
complete the templates.
Article C. Project Schedule
Work will begin upon execution of this task order. A preliminary milestone schedule is shown below.
TABLE 1— PREUM*NARY SCHEDULE
CONSULTING SERVICES FOR THE COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) DMA
DEVELOPMENT AND IMPLEMENTATION SUPPORT
Task Projected Completion Date
Task 1.1— Project Management Ongoing
Task 1.2 — Data Development and Implementation Support May 2024
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 $40,000. The estimated breakdown of fees is shown in Table 2
below.
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CMMS DATA DEVELOPMENT
TABLE 2 - ESTIMATED FEE SUMMARY
CONSULTING SERVICES FOR THE COMPUTER MAINTENANCE MANAGEMENT SYSTEM (CMMS) DATA
DEVELOPMENT AND IMPLEMENTATION SUPPORT
Task Estimated Fee Amount
Task 1.1— Project Management $4,000
Task 1.2 — Data Development and Implementation Support $36,000
Total a
Article E. Authorized Representatives
The Authorized Representatives designated below are authorized to act with respect to Task
Order 2023-06. 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
t restview, Florida 32536
'Telephone: (850) 682-6134
Article F. Authorization:
IT ask Order 2023-06 is effective as of
lActepted for CLIENT
mime:hiltigter Tt
Inds:IMF&
For Jacobs Engineering Group Inc.
Name: Lori Rentschler
Address: 25 W. Cedar Street, Suite 350
Pensacola, Florida 32502
Telephone: (850) 324-6223
2023
Accepted for Jacobs Engineering Group Inc. by:
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Name: Scott Jernigan, P.E.
Title: Principal Project Manager