HomeMy WebLinkAboutEDB Proposed Amendment No 1 to SA No 5 with Jacobs for EAM Support Services FINAL EXECUTIVE SUMMARY
AGENDA ITEM:
Request approval of Proposed Amendment No. 1 to Supplemental Agreement No. 5 with Jacobs
Engineering for Additional Enterprise Asset Management(EAM)Program Support Services
Date: March 15,2022
BACKGROUND:
Enterprise Asset Management (EAM) systems are becoming increasingly important in capital intensive
industries such as utilities because they offer the ability to increase asset life and improve both capital and
operations and maintenance (O&M) decision making. Clay County Utility Authority (CCUA) utilizes
Cartegraph as an asset management and operations workflow tool but is in the nascent stage of product
usage for this powerful tool.
CCUA staff requested support from one of its continuing services engineers,Jacobs Engineering(Jacobs),
in accelerating this program to meet CCUA's strategic and operational objectives. Jacobs' team brings
needed Cartegraph expertise to help CCUA staff implement advanced EAM functions of the software. Staff
-`a negotiated a supplemental agreement with Jacobs for the services,and the Board approved of the agreement
oon June 15,2021.
a;
co
o The project with Jacobs has progressed well to date, but staff now require additional GIS and EAM
E department support to maintain the level of service needed to further implement this program. Staff worked
mwith Jacobs to fashion an appropriate level of supplemental support that staff can access on as needed based
ce for time and materials, and staff negotiated the cost to a not to exceed total of$50,000.
This additional authorization is an amendment to the original Supplemental
Agreement No. 5. The total authorization remains well below the CCNA contracting threshold. Staff has
reviewed the scope and fee proposal for the amendment and believes the fees for the services provided are
reasonable.
BUDGET:
Staff budgeted $106,183 for the original supplemental agreement with Jacobs. The amendment to the
agreement brings the total project cost to a not to exceed amount of$156,183.This is within planned budget
limits.
RECOMMENDATION:
Staff respectfully requests approval of Amendment 1 to Supplemental Agreement 5 to the Continuing
Services Agreement for Civil and Environmental Engineering Services RFQ 18/19-3 with Jacobs
Engineering to provide service support to the EAM/GIS team.
ATTACHMENTS:
Amendment No. 1 to Supplemental Agreement No. 5
Scope and Fee Proposal dated March 7,2022
SA No. 5 Scope and Fee approved June 15,2021
Amendment No. 1 to Supplemental Agreement No. 5 to the Civil and Environmental Engineering
Professional Services Agreement 18/19 No. 3 with Jacobs Engineering Group, Inc. (Jacobs) for
Enterprise Asset Management Program Services to provide Professional Engineering Services
for GIS Support
Engineer: Michael Dykes, P.E. Owner: Clay County
Jacobs Engineering Group, Inc. Utility Authority
245 Riverside Ave. Suite 300
Jacksonville, FL 32203
Date: March 15, 2022
Item: Description of Services:
Provide professional engineering services as
requested and identified in the attached scope of
services and fee proposal.
Task 9 GIS & Asset Management Support Services, time $50,000.00
and materials basis
Original Approved
Amount $106,183.00
Total Increase this
Amendment $50,000.00
Total Lump Sum Price Not to Exceed Without Prior Authorization $156,183.00
This document shall become an Amendment to the Supplemental Agreement No. 5 to the Professional
Services Agreement 18/19 No. 3 and all provisions of the Agreement will apply hereto.
Accepted by: Date:
Engineer:
Michael Dykes, P.E.
Jacobs Engineering Group, Inc.
Accepted by: Date:
Owner:
Jeremy D. Johnston, P.E., MBA,
Executive Director
Clay County Utility Authority
COU,vi.
T • �� Jacobs.
'e/lYAUTO 3/7/2022
Supplemental Agreement No. 5 — Enterprise Asset
Management Program Services
Amendment No. 1 — GIS & Asset Management Support Services
The Supplemental Agreement No. 5 scope of work presented herein will be performed in accordance
with the terms and conditions set forth in the Civil and Environmental Engineering Services RFQ 18/19
No. 3 Agreement executed on May 28, 2019.This scope gives no rights or benefits to anyone other than
Clay County Utility Authority(CCUA) and Jacobs Engineering Group Inc. (Jacobs) and has no third-party
beneficiaries.
Purpose and Scope of Work
The purpose of this scope of work is to add Task 9 to Supplemental Agreement No. 5. Specifically,this
task provides as needed support services to CCUA's staff in the areas of GIS and Asset Management
(AM)supporting technology for approximately 6 months.
Task 9—GIS & AM Support Services
The Jacobs Team will provide as needed GIS and AM supporting technology services to CCUA's staff.
to
Assumptions
This scope of services includes the following assumptions:
• For the purposes of establishing the amendment not-to-exceed time and materials fee,the
following average usage rates were assumed over a 6-month period:
o GIS Technologist—7 hours per week
o Senior GIS Technologist—1 hour per week
o Cartegraph Technologist—2 hour per week
o Senior Cartegraph Technologist-1 hour per week
o Project Manager-2 hours per month
o Project Management Support—2 hours per month
• Jacobs will reasonably rely upon the accuracy, and completeness of the information/data
provided by the CCUA or other third parties without independent verification.
Payment for Services
Compensation for the amendment scope of services described above will be on a time and materials
basis for a fee of$50,000 shown in Table 1 and detailed in Attachment A.
1
Table 1.Estimated T&M Fee
Enterprise Asset Management Program Services
Task Description Labor Cost Expense Cost
Task 9—GIS&AM Support Services $49,660
Labor Total $49,660
Expenses Total $340
Total Lump Sum Fee Amount $50,000
Schedule
The schedule of this project amendment will be defined by CCUA but is anticipated for 6 months.
to
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Attachment A- Enterprise Asset Management Services
Amendment No. 1 GIS &AM Support Services T&M Fee
Task 9-
Name Role Base Billing Rate GIS&AM Support Totals
Rate (Base Rate x 2.9)
Services
2.9 Hours Fee Hours Fee
Larry Gunn Project Manager $75.85 $219.97 12 $2,640 12 $2,640
Janeane Giarrusso Project Management Support $76.10 $220.69 12 $2,648 12 $2,648
Robyn Frelich GIS Technologist $43.75 $126.88 182 $23,092 182 $23,092
Jennifer Jacobs Senior GIS Technologist $80.59 $233.71 26 $6,076 26 $6,076
Loren Roberts Cartegraph Technologist $56.99 $165.27 52 $8,594 52 I $8,594
Chris Sanchez Senior Cartegraph Technologist $87.66 $254.21 26 $6,609 26 $6,609
LABOR SUBTOTALS 310 $49,660 310 $49,660
Jacobs Expenses $340 $340
EXPENSE SUBTOTALS $340 $340
TASK SUBTOTALS 310 $50,000 310 $50,000
PROPOSED FEE $50,000
Notes:
1. If Jacobs proposed to use any staff not listed above,Jacobs will request approval of new staff and their associated billing rates
to prior to the new staff working on the project.
2. This amendment budget assumes all work is performed virtually. At the direction of CCUA, labor hours can be used as expenses.
:CAI
l,� Jacobs
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Supplemental Agreement No. 5 — Enterprise Asset
Management Program Services
The Supplemental Agreement No. 5 scope of work presented herein will be performed in accordance
with the terms and conditions set forth in the Civil and Environmental Engineering Services RFQ 18/19
No. 3 Agreement executed on May 28, 2019.This scope gives no rights or benefits to anyone other than
Clay County Utility Authority (CCUA) and Jacobs Engineering Group Inc. (Jacobs) and has no third-party
beneficiaries.
Purpose and Scope of Work
Enterprise Asset Management(EAM) systems are becoming increasingly important in capital intensive
industries such as utilities because they offer the ability to increase asset life and improve capital and
O&M decision making. CCUA utilizes Cartegraph as an asset management and operations workflow tool
but it is in the nascent stage of product usage for this powerful tool.
The purpose of this scope of work is to provide consulting services to support CCUA's staff in
accelerating this EAM program to meet strategic and operational objectives.Target assets include major
operational equipment and assets at CCUA's water,wastewater, and reclaimed facilities, inclusive of
wellfields and pump stations.
to Task 1 — Project Management
The Jacobs Team will manage this project in alignment with Jacobs project management standards.
Jacobs will facilitate a bi-weekly meeting with identified CCUA staff(Steering Committee Team)to
update the team on project status, issues, budget and schedule.
Deliverables:
• Bi-Weekly Project Status Updates
• Project Action Item List
Task 2— Identify Strategic Framework
As part of a 2-hour meeting,the Jacobs Team will facilitate discussion with identified CCUA staff to
review:
1. CCUA Organizational Strategic Goals
2. CCUA AM Objectives
3. CCUA functions performed by each Department to support the AM Objectives
4. Develop Tag Line to support the overall AM Program
Following the meeting, the Jacobs Team will summarize the results of the workshop presentation and
discussion into a single Strategic Framework and submit to CCUA for review and comment before
making final.
Deliverables:
• Meeting Summary
1
• Strategic Framework Diagram—DRAFT and FINAL
Task 3— Identify KPIs
The Jacobs team will set up the Strategic Diagram into a spreadsheet-based Performance Management
Model to support aligning leading and lagging key performance indicators (KPIs) and decision-making
metrics to the CCUA Strategic Goals and AM Objectives.The purpose of the Performance Management
Model is to identify those KPIs that can be established in the Cartegraph system to support CCUA with
tracking performance towards Strategic Goals and AM Objectives.
The Jacobs Team will facilitate a 1-hour meeting with representatives from each of the asset work
groups to present the framework Performance Management Model concept and then facilitate 1-hour
working sessions with each to obtain existing KPIs and reporting needs.The candidate asset work groups
up to five include:
• Water Treatment Plants
• Wastewater Plants and Reclaimed Water System
• Distribution and Collections
The Jacobs Team will summarize the results of the individual meetings into the Performance
Management Model and suggest additional KPIs where appropriate. The Jacobs Team will then
facilitate a second round of 2-hour working sessions with each work group to obtain input on the added
metrics.
The Jacobs Team will provide the draft Performance Management Model to identified CCUA staff for
to review before making it final.
Deliverables:
• Performance Management Model—DRAFT and FINAL
Task 4—Optimize Business Processes
The Jacobs Team will prepare a Business Process Workshop Schedule and work with an identified CCUA
staff to schedule the series of 2-hour sessions with identified staff. This scope of work assumes there will
be five business process topics discussed (listed below)with up to five unique work groups who oversee
management and maintenance of the assets. Standardization across the work groups will be sought
where appropriate. Candidate business process topics include:
1. Planning and Scheduling work
2. Work Execution (responding to Service Requests from customers as well as completing
Inspections and Preventive Maintenance and Corrective Maintenance Work Orders)
3. Asset Onboarding
4. Inventory Management
5. Asset Risk Management(identification of whether an asset is to be repaired or replaced)
The Jacobs Team will facilitate 2-hour sessions with each work group to discuss the identified business
processes As part of these workshops, the Jacobs Team will facilitate discussion on the As-Is Business
Process, document issues or"pain points," solicit input from participating staff on improvement ideas.
The Jacobs Team will then document a "To-Be" business process and facilitate a second round of 2-hour
meetings with each work group to obtain feedback on the documented To-Be processes. The Jacobs
Team will then update each business process diagram, develop the supporting text version of those
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processes, and compile the documentation into a single business process workbook for each work
group.The documentation of each business process will reflect workflow, desired Cartegraph
functionality, data input, and data needs by reflecting the KPIs identified in Task 3.
The Jacobs Team will then draft a high-level end user and change management strategy to support
CCUA with training all affected staff in the organization on the To-Be Business Processes.
As part of this Task,the Jacobs Team will work identified CCUA staff to train them on business process
documentation and optimization.
Deliverables:
• Business Process Workbooks that include Visio-based business process diagrams reflecting
optimal business processes, data needs, and Cartegraph functionality needs and supporting
Word text documentation
• High-Level Change Management/Training Strategy—DRAFT and FINAL
Task 5— Perform Assessment of Cartegraph/GIS Configuration
The Jacobs Team will use the results from the previous tasks to assess the existing configuration of
Cartegraph, supporting GIS and the data contained therein. The purpose of this assessment to identify
how Cartegraph and GIS are currently set up to support CCUA with achieving Strategic Goals and AM
Objectives. The Jacobs Team will request data exports from the Cartegraph and GIS systems to support
the assessment and facilitate up to three 2-hour meetings with identified CCUA staff.The Jacobs Team
will then prepare a summary Assessment Report that reflects improvement needs or"gaps" in
to functionality and data.The Jacobs Team will review the Draft Assessment Report with identified CCUA
staff as part of a 1-hour meeting. The Jacobs Team will then update the Assessment Report to final.
Deliverables:
• Assessment Report- DRAFT and FINAL
Task 6—Identify Cartegraph/GIS Usage Optimization Road Map
Using the results of Task 5,the Jacobs Team will identify and summarize the Cartegraph and GIS
improvement needs and facilitate a 2-hour session with identified CCUA staff to review and prioritize
the needs. Using the results,the Jacobs Team will prepare a draft Optimization Road Map with CCUA
owners and submit for review.The Jacobs Team will then update the Draft Optimization Road Map to a
final version.
Deliverables:
• Optimization Road Map—DRAFT and FINAL
Task 7— Road Map Implementation Support(if needed and authorized by CCUA)
The Jacobs Team will provide up to 20 hours of additional support as needed and requested by CCUA.
Task 8— Business Process Mapping Training (if needed and authorized by CCUA)
Jacobs will perform business process mapping training up to 24 hours of time at CCUA. Business
process mapping training will be led by a subject matter expert and include the development of a CCUA
Training Manual and on-the-job training sessions with identified staff.
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Assumptions
This scope of services includes the following assumptions:
• Jacobs will reasonably rely upon the accuracy, and completeness of the information/data
provided by the CCUA or other third parties without independent verification
Payment for Services
Compensation for the scope of services described above will be on a lump sum basis for a fee of
$106,237 shown in Table 1 and detailed in Attachment A.
Table 1. Estimated Lump Sum Fee
Enterprise Asset Management Program Services
Task Description Labor Cost Expense Cost
Task 1—Project Management $15,930
Task 2—Identify Strategic Framework $10,514
Task 3—Identify KPIs $18,762
Task 4—Optimize Business Processes $25,187
Task 5—Perform Assessment of Cartegraph/GIS Configuration $14,211
Task 6—Identify Cartegraph/GIS Usage Optimization Road Map $11,243
CO Task 7—Road Map Implementation Support(if needed and authorized by CCUA) $4,040
Task 8—Business Process Mapping Training(if needed and authorized by CCUA) $5,297 $1,000
Labor Total $105,183
Expenses Total $1,000
Total Lump Sum Fee Amount $106,183
Schedule
The scope and fee for this project are based on completing of the Tasks 1 through 6 within six
(6) months from the NTP. Work extending beyond six (6) months from the NTP may require
additional fee. The project scopes and cost estimates are based on a typical work schedule and
assume that no extraordinary efforts will be made to complete the work in an accelerated
manner.
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Attachment A-Lump Sum Fee for Enterprise Asset Management Services
Task 5-Perform Task 6-Identify Task 7-
Task 1- Task 2- Task 4- Task 8-
Base Billing Rate Task 3- Assessment of Cartegraph/GIS Road Map
Name Role Project Identify Strategic Optimize Business Business Process Totals
Rate (Base Rate x 2.9) Identify KPIs Cartegraph and GIS Improvement Road Implementation
Management Framework Processes Mapping Training
Configuration Map Support
2.9 Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee
Larry Gunn Project Manager $75.85 $219.97 40 $8,799 $0 $0 $0 $0 $0 $0 $0 40 $8,799
Janeane Giarrusso Senior AM Technologist $76.10 $220.69 10 $2,207 20 $4,414 30 $6,621 65 $14,345 15 $3,310 10 $2,207 5 $1,103 24 $5,297 179 $39,504
Jaime Decker Senior AM Technologist $75.94 $220.23 10 $2,202 15 $3,303 30 $6,607 20 $4,405 20 $4,405 20 $4,405 5 $1,101 $0 120 $26,428
Daniel Broxson AM Technologist $64.29 $186.44 10 $1,864 15 $2,797 20 $3,729 20 $3,729 30 $5,593 20 $3,729 5 $932 $0 120 $22,373
Chris Reichart AM Technologist $62.27 $180.58 $0 $0 10 $1,806 15 $2,709 5 $903 5 $903 5 $903 $0 40 $7,223
Sherry Malloy Project Assistant $29.56 $85.72 10 $857 $0 $0 $0 $0 $0 $0 $0 10 $857
LABOR SUBTOTALS 80 $15,930 50 $10,514 90 $18,762 120 $25,187 70 $14,211 55 $11,243 20 $4,040 24 $5,297 509 $105,183
Jacobs Expenses $1,000 $1,000
EXPENSE SUBTOTALS $0 $0 $0 $0 $0 $0 $0 $1,000 $1,000
TASK SUBTOTALS 80 $15,930 50 $10,514 90 $18,762 120 $25,187 70 $14,211 55 I $11,243 20 $4,040 24 $6,297 509 $106,183
PROPOSED FEE $106,183
to