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HomeMy WebLinkAbout2017-07-10-J01T PW Asset Management_ImplementationWaukee fir, P THE KEY TO GOODGVING AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: July 10, 2017 AGENDA ITEM: Consideration of approval of a resolution approving the Consulting Services Budgetary Estimate with Asynerlytics, LLC FORMAT: Resolution SYNOPSIS INCLUDING PRO & CON: Asynerlytics, LLC will be the company creating, configuring, and transferring public works assets into Infor asset management software. Upon completion of migration training for staff will also be provided. The implementation investment is estimating 168 hours to complete this work. FISCAL IMPACT INCLUDING COSTBENEFIT ANALYSIS: $21,000.00 COMMISSIONBOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the Resolution. ATTACHMENTS: I. Agreement PREPARED BY: Beth Richardson/Rudy Koester REVIEWED BY: John Gibson PUBLIC NOTICE INFORMATION — NAME OF PUBLICATION: DATE OF PUBLICATION: THE CITY OF WAUKEE, IOWA RESOLUTION 17- APPROVING CONSULTING SERVICES IMPLEMENTATION BUDGETARY ESTIMATE WITH ASYNERLYTICS, LLC IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, on June 5, 2017, the Waukee City Council approved a Subscription License and Services Agreement with Infor Public Sector, Inc., related to asset management software (Resolution #17-XXX); AND, WHEREAS, Asynerlytics, LLC, has submitted a consulting services implementation budgetary estimate to transfer Waukee Public Works asset information into the Infor Public Sector, Inc., software; AND, WHEREAS, the Waukee City Attorney has reviewed the proposed agreement and finds it satisfactory. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Consulting Services Implementation Budgetary Estimate with Asynerlytics, LLC, is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved the 10t" day of July, 2017. William F. Peard, Mayor Attest: Rebecca D. Schuett, City Clerk ROLL CALL VOTE AYE NAY ABSENT ABSTAIN Anna Bergman R. Charles Bottenberg Brian Harrison Shelly Hughes Larry R. Lyon Waukee THE KEY TO GOOD LIVING City of Waukee, IA EAM Implementation Estimate Budgetary Estimate for Consulting Services Bill Miller Principal Partner Asynerlytics, LLC May 9, 2017 Asynerlytics Budgetary Estimate 1. Purpose of the Budgetary Estimate The purpose of this Budgetary Estimate is to provide a `rough order of magnitude" estimate for input into your enterprise asset management project. The cost estimates provided in this document are based on an initial conversation on the project effort, to be performed by a mix of Asynerlytics consultants, and based solely on Asynerlytics time and materials (T&M) rates. The labor estimates are based on our current understanding of the project scope, including assumptions about how your organization will share in the project work. Many factors will affect the ultimate cost of the project, and we have documented what we believe are the most important ones. Therefore, not all assumptions are detailed in this estimate. Some unstated assumptions may have a significant impact on your required investment. Please understand that this Budgetary Estimate is not a contractual offer to perform implementation consulting services. It is a non -binding estimate based only on the high-level information and assumptions received to date, provided to help you understand the level of investment that might be required for a project like the one you are considering. Any engagement for Asynerlytics services requires that the parties sign a written work order and corresponding services agreement governing the terms and conditions of the engagement. We Welcome Your Feedback We welcome the opportunity to confirm the implementation assumptions with you, and obtain more information about your project. Informing us of these additional details will help us refine the estimates and assumptions to provide you with a more accurate proposal submission. Please contact Bill Miller at (515) 208-0669 or asvnerlvtics.11c@amail.com for further discussion. Asynerlytics Budgetary Estimate 2. Scope of Work This Budgetary Estimate assumes the following high-level Scope of Work: • Infor Enterprise Asset Management (EAM) SaaS Software & Mobility implementation • Setup & Configuration of the Infor EAM SaaS & Mobility software • Interviewing of key users to defined the work flows for all modules to be used by the organization • Creation and configuration of the User Groups • Creation of Named Users in the system, and associating them with the appropriate User Groups • Training of the Users that are set up in the system (assumes one webex session) • Client to perform Data Cleansing of all data prior to client placement into the Infor Upload Utility Tool Xlx Template • Uploading of all data into the TEST environment • User Acceptance Testing and sign -off by Client • Migration of configuration and upload of all data to the PROD environment • Go Live assistance • Interface to the City of Waukee GIS system using Infor GIS module The following activities are excluded from Asynerlytics assumed Scope of Work. The excluded activities are not intended to be an exhaustive list, but reflect examples of significant activities that can be added to the scope of this project at an additional cost: • Design, development, and testing of additional EAM modules and functionality • Post -production support, such as additional training or data manipulation • Organizational change management Asynerlytics Budgetary Estimate 3. Primary Agreements This Budgetary Estimate assumes the following: • Asynerlytics Deployment Methodology will guide the project • Asynerlytics will provide City of Waukee an Infor )(Ix data upload utility spreadsheet, to use for the Data Cleansing prior to the start of the implementation • Asynerlytics will upload the Master Data List into the TEST environment, and again into the PROD environment after User Acceptance Testing is complete • To save time, the initial Master Data List will be uploaded remotely into the TEST & PROD environment • Asynerlytics developer's will establish and setup all security groups and structure their security rights based on job requirement. This will be accomplished using the standard security and configuration tools in the EAM system • The total duration of the project could span a 2 to 4 month period and is dependent upon team members schedule availability • The vast majority of the work can be performed remotely, and will not require the continuous attendance of the project team • The implementation will be performed offsite and consists primarily of knowledge transfer to the developers so there's only a minimal need to be onsite • This EAM implementation will only be performed at the City of Waukee facility location • Train -the -Trainer training is estimated to take 1-2 days • End User Training is estimated to take 1-2 days • The project managers need to attend End User Training, but they will receive additional training with regard to maintaining their system after the implementation • Interface to the City of Waukee GIS system using Infor GIS module • Unless specifically included in the contract or work order, this project will produce no deliverables other than those defined in the Scope — Section 3 above • Scope change management and document review will be performed using Asynerlytics standard Change Order processes Asynerlytics Budgetary Estimate • This project implementation will service the City of Waukee organization, and they will go into production all at one time • City of Waukee will provide Asynerlytics access to the end users and project manager team members, as needed, to aid in our successful implementation of the software • City of Waukee decisions and feedback will be given to Asynerlytics promptly • Testing and other tasks assigned to the City of Waukee project management team will be accomplished promptly and within standard timeframes 4. Your Obligations This Budgetary Estimate assumes that, in support, and for the duration of these services, you will be responsible for the following: • Provide a project manager to lead your staff's effort, and to provide a point of contact for Asynerlytics associates • Assign a project Executive Sponsor, and forma Project Management Team on which both Asynerlytics and you will participate • Provide Asynerlytics with access to functional, technical, and business resources and office space and equipment as may be needed or required 5. Estimated Labor and Budget Asynerlytics Consulting estimates that a typical project as described in this Budgetary Estimate would require the following level of Asynerlytics Consulting Assistance: Estimated Implementation Investment: (168hrs) $21,000.00 USD Note: State Sales Tax none applicable if customer has Tax Exempt Status or system development is performed in states where service work is not taxable under state tax codes, otherwise state sales tax may apply and will be added into total quoted. Asynerlytics Budgetary Estimate This Budgetary Estimate does not include travel expenses, taxes, or mobility costs. Clients should expect at least a 15%-20% increase in the total project cost, for travel expenses if required in place of remote dial -in access in the event onsite participation is required for a project of this size and scope. The project labor is estimated on a time and materials basis, payment is not conditioned upon submission of a specific Deliverable, and fees for services are invoiced bi-monthly. Budgetary Estimates can vary based on the actual activities that need to be performed in the scope of work. To assure the most accurate estimate, we look forward to your inputs and would be happy to provide a formal Statement of Work (SOW) based on your feedback. Although the SOW represents Asynerlytics best estimate, it is possible that additional requirements could be discovered once the work has started which will cause the project to exceed the estimate. In this event, a Change Order will be initiated by the Asynerlytics Project Manager. ACCEPTANCE AND APPROVAL OF STATEMENT OF WORK Approver Name: Title: Signature: Date: PO or Contract Number: The material contained in this budgetary estimate represents proprietary and conftdenti al information pertaining to Asynerlytics methods and services. By accepting this information. the Client hereby agrees that the information in this estimate shall not be disclosed outside of the Client, and shall not be duplicated, used, or disclosed for any purpose other than to evaluate this estimate. The Asynarlytics consulting services budgetary estimate contained herein is separate from any Infor's program licensing bid. Asynerlytics Budgetary Estimate