R09-041
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1 RESOLUTION NO. R09-0Y I
2
3 A RESOLUTION OF THE CITY COMMISSION OF
4 THE CITY OF BOYNTON BEACH, FLORIDA,
5 APPROVING AND AUTHORIZING THE CITY
6 MANAGER TO EXECUTE AMENDMENT NO 1. TO
7 TASK ORDER NO. U08-I IN THE AMOUNT OF
8 $24,280.00 WITH GHD CONSULTING TO ASSIST THE
9 UTILITIES DEPARTMENT TO INTEGRATE
10 EXISTING LEGACY, PROPOSED SYSTEMS IN
11 DEVELOPING ITS ASSET MANAGEMENT
12 PROGRAM; AND PROVIDING AN EFFECTIVE DATE.
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15 WHEREAS, an Asset Management Program is an integrated collection of
16 information systems, advanced operating management techniques and best available
17 technologies that will be required to effectively maintain and renew the Utilities
18 infrastructure; and
19 WHEREAS, The program will enable the Utilities to balance the use and
20 exploitation of the infrastructure with renewal and replacement efforts; and
21 WHEREAS, the City Commission of the City of Boynton Beach upon
22 recommendation of staff, deems it to be in the best interest of the citizens of the City of
23 Boynton Beach to authorize execution of Task Order U08-1 in the amount of $23,760.00
24 with GHD Consulting.
25 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
26 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
27 Section I. The foregoing "Whereas" clauses are hereby ratified and confirmed as
28 being true and correct and are hereby made a specific part of this Resolution upon adoption
29 hereof.
30 Section 2. The City Commission of the City of Boynton Beach, Florida does
S:\CAIRESOlAgreementsITask - Change OrderslAmendmenl1 to GHD UOB-1 AMP doc
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1 hereby approve and authorize the City Manager to execute Amendment No.1 to Task Order
2 U08-1 in the amount of $24,280.00 with GHD Consulting for assistance in integrating
3 existing legacy, proposed, and new systems in developing its Asset Management Program, a
4 copy of which is attached hereto as Exhibit "A".
5 Section 3. This Resolution shall become effective immediately upon passage.
61 trA.
PASSED AND ADOPTED this 3- day of March, 2009.
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8 CITY OF BOYNTON BEACH, FLORIDA
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23 Commissioner - Marlene Ross
24 ATTEST:
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I-- --I ROq-041
m CLIENTS PEOPLE PERFORMANCE
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February 11, 2009
City of Boynton Beach Our ref: 86/11091/261
124 E. Woolbright Road Your ref:
Boynton Beach, FL 33435
Attn: Kofi Boateng, Director of Utilities
Dear Kofi
Utilities Department - Asset Management Program
Task Order 2 - Asset Management Systems Integration Part 1
Introduction
Boynton Beach's Utility Department [Department] requires the generation of an asset management program
improvement roadmap towards achieving the vision of the Department as a world class utility.
In an effort to build the capacity of the Department's staff to apply the principles and practices of asset
management Task Order 1 has been successfully completed, with the results of the gap analysis against
asset management best practices and a recommended strategic work plan contained in a Technical
Memorandum for Task Order 1.
The report on Task Order 1 includes a proposed next step, which is to develop a systems integration
roadmap that enables maintaining the existing functionality of the SunGard system while incorporating new
functionality contained in the Mintek system.
This Task Order 2 proposal has been developed to meet the requirements of the Department for this next
step.
Scope of Services
Task 1: Map Required Functionality
Consultant will work with Department staff to determine what processes require interaction between the
SunGard and Mintek systems. The Department will gather and transmit in a timely manner to Consultant all
materials it deems relevant to these processes. In addition to any documentation, interviews will be
conducted with key personnel to fully understand all levels at which the two systems need to interface.
Included in this task will be a review of the effectiveness of the two systems by analyzing the implementation
and utilization of each system. The analysis of the implementation will focus on the way in which each
system is available to a business unit - the level and extent of the implementation; while, the analysis of the
utilization will focus on the way in which each system is actually being used by a business unit in terms of the
quantity, quality and consistency of the data and information.
GHD Consulting Inc. SUite 215M 222 South Churcll Street Charlotte North Carolina 28202 USA
T 1 7043424910 F 1 7043424911 E dtmail@g~ld Us. corn W wwwUhd us COrTI
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Task 2: Compare Required Functionality with Current Functionality
Consultant will work with Department staff to determine what interfaces currently exist between the SunGard
and Mintek systems, as well as who provides those interfaces. Using data gathered in Task 1, Consultant
will develop a comparison chart between required functionality and current functionality in order to succinctly
show:
. Required, existing functionalities with interface provider (SunGard, Mintek or a third party)
. Required, non-existing functionalities
. Optional functionalities - either already provided or not provided
Consultant will then facilitate the prioritization of the required, non-existing functionalities in preparation for
meetings with vendors.
Task 3: Consult with SunGard and Mintek
With the functionality chart created in Task 2, Consultant will facilitate meetings with the Department and
representatives from SunGard and Mintek (separately and/or jointly). These meetings will focus on
determining:
. If any previously unknown solutions already exist within SunGard or Mintek
. Which vendor is best equipped and/or willing to provide interfaces
. The feasibility of developing and providing system interfaces
. The cost associated with any interface development
During this process the Consultant will develop a scoring sheet to record and illustrate the interfacing
capabilities of each vendor in reference to each required functionality.
Task 4: Develop Systems Integration Roadmap
Upon completion of consultations with SunGard and Mintek, Consultant will present recommendations in the
form of an implementation roadmap. The roadmap will take into account all information gathered on the
interfacing capabilities of SunGard and Mintek, and will outline how to move forward with interfacing the
required functionality of the two systems.
Task 5: Develop Asset Management Program Roadmap
Using the gap analysis findings from Task Order 1 and the systems integration results from Tasks 1 - 4,
Consultant will develop an Asset Management Program Roadmap for the Utilities Department. This
roadmap will structure all recommendations for the Department in the form of a staged program of tasks,
prioritized based, primarily, upon the gap analysis findings. The roadmap will incorporate the Systems
Integration Roadmap as a subset.
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Task 6: Workshop on the Roadmap at Boynton Beach
Consultant will present a draft of the Asset Management Program Roadmap to the Department in Boynton
Beach in a facilitated workshop.
The objective of the workshop is to work through the structure of the recommendations to validate the way
that they have been grouped together in tasks, and to work through the timing of the tasks to confirm or
modify the way that they have been prioritized and the overall length of the program.
Following the workshop a final roadmap will be developed and forwarded to the Department.
Contract Reference
Consultant Agreement between the City of Boynton Beach and GHD Consulting Inc., dated January 14,
2008.
Additional Services
Anything that may be needed and can or may be assigned by an amendment/change to the Task Order.
Obligations of the City
Tasks 1, 2, and 6 will require Department staff be made available. It is optional for Department staff
participation in Task 3.
Compensation
To reduce administrative costs, this project is priced as a lump sum professional services project with
invoices rendered monthly.
Consultant's professional fees for conducting the full scope of services outlined herein are $26,280.00; a
detailed table of labor costs and expenses is contained below.
In addition, Consultant's estimated out of pocket expenses, largely for travel (three trips to Boynton Beach
for Wayne Francisco and Joe North for a total of 10 days on-site), are estimated at approximately $5,000.
All travel expenses will be billed at cost with receipts provided.
Table 1 Professional Fees by Task with Expenses
Task labor Hours labor Cost Expenses 1 Total
1 40 $5,840.00 N/A 2 $5,840.00
2 16 $2,480.00 N/A 2 $2,480.00
3 32 $4,960.00 $2,000.00 $6,960.00
4 32 $4,240.00 N/A $4,240.00
5 10 $1,280.00 N/A $1,280.00
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Task labor Hours labor Cost Expenses 1 Total
6 16 $2,480.00 $1,000.00 $3,480.00
Totals 146 $21,280.00 $3,000.00 $24,280.00
1 Expense amounts are estimated only - actual costs will be billed at cost, by the consultant, with receipts.
2 Expenses for tasks 1 and 2 (estimated: $2,000) will be billed to Task Order 1 to utilize the expenses budget (balance: $2,044.59).
Table 2 Professional Fees by labor Classification
Staff Classification labor Rate labor Hours Total
Wayne Francisco Project Director $200/hour 58 $11,600.00
Joe North Project Manager $11 O/hour 88 $9,680.00
Totals 146 $21,280.00
Schedule
Consultant is to begin work on this assignment within three weeks upon receipt of notice to proceed.
The Department's Project Manager and Consultant's Project Manager will mutually select the on-site work
dates.
Execution of this scope is expected to be completed within 45 calendar days from commencement of work,
subject to availability of information systems vendors.
86/11091/261 4
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APPROVED BY:
CITY OF BOYNTON BEACH, FLORIDA
By: ,;i~civ~ + ,(>: 5
Kurt Bressner
City Manager
Dated this cp~ JtlV'~
day of , 2009
SUBMITTED BY:
GHD Consulting Inc.
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By: ,-----.
Service Group Manager
Dated this ! g1t-- day of Jet.-... 7009
86/11091/261 5
CITY CLERK'S OFFICE
MEMORANDUM
TO: Kofi Boateng, Director
Utilities
FROM: Janet Prainito
City Clerk
DATE: March 9, 2009
RE: R09-041 Asset Management Program Task Order 2 - Asset
management System Integration Part 1
Attached for your handling are two (2) fully executed agreements mentioned above and
a copy of the Resolution. Since the documents have been fully executed, I have
retained an original for Central File.
Please contact me if there are any questions. Thank you.
~Yn, p~
Attachments
cc: Central File
S:ICCIWPIAFTER COMMISSIONIDepartmenlal Transmittals\20081Kofi Boateng R09-D41.doc