Item 4F - MemoCITY OF
SOUTHLAKE
MEMORANDUM
December 5, 2023
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Subject: Item 4F: Approve the purchase of software support services and
annual maintenance from Data Transfer solutions, LLC in an amount
not to exceed $120,000.
Action
Requested: Approve the purchase of software support services and
annual maintenance from Data Transfer solutions, LLC in an
amount not to exceed $120,000.
Background
Information: The purpose of this item is to request funding for the
maintenance and hosting of the Public Works work order
management system and funding for implementation costs.
Financial
Considerations: Funding for this item is available in the fiscal year 2024 IT
Operating Budget and Public Works Water Utility Budget.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
B1 Achieving strong outcomes through continual
evaluation and pursuit of better practices that
improve core business operations.
B2 Collaborating with select partners to implement
service solutions
F2 Investing to provide & maintain high quality
public assets
Honorable Mayor and City Council
Page 2 of 2
Citizen Input/
Board Review: No requirement exists to review the purchase with citizens or
boards.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the proposal would be:
1. Do not approve proposal and continue operating
as normal, recognizing the potential impact it would
have to the City.
Supporting
Documents: Attachment A - Quote provided by DTS
Attachment B - Professional Services Agreement with DTS
Staff
Recommendation: Staff recommends approving item as proposed.
Attachment A
City of Southlake, TX
FY2O24 Remaining Implementation, Integration
and Support/Maintenance/Hosting Quote
November 10, 2023
Prepared for:
City of Southlake, TX
1400 Main Street
Southlake, Texas 76092
Prepared by:
Data Transfer Solutions, LLC
482 S. Keller Road, Suite 300
Orlando, FL 32810-6101
www.dtsgis.com
Hannah McKenzie
City of Southlake, TX
1400 Main Street
Southlake, Texas 76092
Re: Request for FY24 Budget Quote to Complete Project & Maintenance
Dear Ms. McKenzie:
Data Transfer Solutions, LLC (DTS) is pleased to provide details on your System
Maintenance and Hosting fees per the contract as well as roll-over dollars from FY23
and remaining implementation and integration services to FY24.
Our goal is to provide a wholistic approach to asset management and citizen
interaction. As stated in the document, we are supportive of your needs and can
leverage this budget to accomplish was is needed most.
Sincerely,
Lisa Schoenfelder
DATA TRANSFER SOLUTIONS, LLC
482 S. Keller Road, Suite 300
Orlando, FL 32810-6101
CRM and VUEWorks 2024
Integrations/Implementation/Support/
Maintenance/Hosting Fees
At the request of the City of Southlake, TX, Data Transfer Solutions, LLC has pulled
together this collective summary of the activities requiring rollover funds for FY2024.
This includes remaining implementation and integration work as well as annual CRM
and VUEWorks Support/Maintenance and Hosting fees. Please note that all of this has
been quoted before. This funding is needed to complete the requested deliverables.
Description of Support and Maintenance
The CRM portion covers Service Request module, CitizenVUE and WorkforceVUE for
Service Request management.
Departments identified:
• City Manager's Office
• Finance
• Municipal Court
• Utility Billing
• City Secretary's Office
• Marketing
• Library
• Human Resources
• Planning and Development
Services
• Building Inspections
• IT
• Economic Development
• Police Department
• Fire Department
• Community Services
The Public Works implementation of VUEWorks for Support/Maintenance and Hosting
which includes full VUEWorks asset management, work orders, service request and
facility modules.
Areas within the Public Works Department include:
• Water • Drainage
• Wastewater • Fleet
• Environmental • Facilities
• Transportation • Community Services (Parks)
• Streets
Per the contract from year 2024 to 2026, the annual maintenance/support and
hosting fees will be $57,000.00 annually. The contract anniversary is January 2411
and will all be invoiced on that date.
Quote
Services Invoice Method Total
VUEWorks Support & Maintenance Annual $22,000.00
VUEWorks Hosting Annual $30,000.00
CRM VUEWorks Support & Maintenance Annual $5,000.00
The highlighted annual renewal was not submitted for council approval and is
identified here as $5,000.00 for FY24 for the CRM VUEworks
Remaining services including Implementation and Integrations are defined below and
will require budget rollover to FY24.
Description of Service
The remaining implementation services include project management, quality
assurance, final go -live and one area implementation that was not completed by
September 30th. DTS is flexible to the area implemented and is open to a
substitution or different services, if required or desired.
The below items are all being requested for FY24 rebudgeting to complete the project
per the contracted scope. The quoted amounts are identified and only reflect what is
needed to meet the contractual scope.
quote
Services
Invoice Method Total
Implementation Services Community Services
LUMP Sur $10,000.00
(Parks) or another identified area of similar size and
effo rt
Project Management Services Remaining amount
Lump Sum
$7,200.00
from original $18,000.00
Quality Assurance Verification of all deliverables.
Lump Sum
$3,000.00
Final Go -Live Final environment review and
Lump Sum
$3,000.00
completion
FY23 Integrations Original $65,000.00 with
Lump Sum
$44.750.00
remaining to be rolled over
FY24 Integrations Current identified integrations or
Lump Sum
$70,000.00
service to expand current configuration or equivalent
services identified to be completed in 2024
Total Services for FY24 Rollover
$137,950
All services are estimated to be completed prior to the end of FY24. It is important to
note, Data Transfer Solutions, LLC relies upon timely receipt of data requests,
decision -making, and access to staff in order to meet this schedule. Delays beyond
the control of Data Transfer Solutions shall result in schedule and/or fee adjustments.
This proposal is valid through December 30, 2023.
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+ Attachment B
dLJ MAKERS
SNC •LAVALIN
Member of the SNC-Lavalin Group
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement"), effective this day of October 2021,_is by
and between DATA TRANSFER SOLUTIONS, LLC, having offices at 3680 Avalon Park East Blvd, Suite
200, Orlando, FL 32828 ("DTS"), and City of Southlake, TX, having offices at 1400 Main Street, Southlake,
TX 76092 ("Client"). Hereinafter, DTS and Client shall be collectively referred to as the "Parties" or
individually referred to as a "Party."
1.1 DTS shall provide to Client the requested professional services as described herein at Attachment
A.
1.2 In performing its work under this Agreement, DTS shall perform its services to the standard of care
of a reasonable professional that is performing the same or similar work, at the same time and
locality and under the same or similar conditions faced by DTS (Standard of Care).
1.3 DTS' services shall be performed as expeditiously as is consistent with professional skill and care
and the orderly progress of the project.
1.4 It is understood and agreed that DTS' services under this Agreement do not include participation
in or support for any litigation. Should such services be required, a Supplemental Agreement may
be negotiated between the Client and DTS describing the services desired and providing a basis
for compensation to DTS.
1.5 If any change proposed by the Client to the requested professional services described in
Attachment A causes an increase or decrease in the cost and/or time required for performance of
this Agreement, DTS shall notify the Client and the change will be reduced to writing mutually
agreed to by both parties and will modify this Agreement accordingly.
ARTICLE 2 — COMPENSATION
2.1 The compensation to be paid to DTS for providing the requested services shall be (if additional
pages are necessary, they are identified as Attachment B): Check the applicable box below.
❑ "Time & Materials" identified in Attachment B. Time - Actual or averaged labor rate fully
burdened with overhead and profit. Material - travel, materials or equipment, printing and
reproduction costs, and survey supplies.
❑x A "Fixed Price" (Lump Sum) amount of $668,000 paid in accordance with Attachment B.
❑ "Unit Rates"/"Unit Prices" identified in Attachment B.
(Unit Rate/Price includes the cost of fully loaded labor, expenses, equipment, inclusive of profit.)
❑ Other - Identified in Attachment B
2.2 If DTS' Services under this Agreement are delayed, suspended, or interrupted for reasons beyond
DTS' control, DTS' compensation and schedule shall be equitably adjusted at the time of
performance.
2.3 RETAINER (Check box below if applicable)
❑ Client shall pay a retainer to DTS for the Services described herein in the amount of $ Click or
tap here to enter text. This fee shall be payable in advance upon contract signing. This retainer is
non-refundable. DTS shall bill first to the retainer. Upon depletion of the retainer, Client shall pay
additional fees, if any, upon presentment of an invoice as provided for herein.
Client Professional Service Agreement
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S1.r C • LAVALIN Member of the SNC-Lavalin Group
2.4 Client hereby acknowledges that DTS cannot warrant that any cost estimates provided by DTS will
not vary from actual costs incurred by the Client
2.5 It is understood and agreed that DTS' services under this Agreement are limited to those described
in Article 1 hereof (and Attachment A) and do not include participation in or control over the
operation of any aspect of the project. Compensation under this Agreement does not include any
amount for participating in or controlling any such operation.
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3.1 DTS shall submit invoices to the Client for work accomplished during each month, unless
otherwise required by the scope/compensation for this Agreement. For services provided on a
Fixed Price basis, the amount of each monthly invoice shall be determined on the "percentage of
completion method" whereby DTS will estimate the percentage of the total work (provided on a
Fixed Price basis) accomplished during the invoicing period. Invoices may include, separately
listed, any charges for services for which time charges and/or unit costs may apply. Such invoices
shall also include, separately listed, any charges for Professional Associates and reimbursable
costs. Such invoices shall be submitted by DTS as soon as practicable after the end of the calendar
month in which the work was accomplished. The Client agrees that the monthly invoice from DTS
is correct, conclusive, and binding on the Client unless the Client within fourteen (14) working days
from the date of receipt of such invoice, notifies DTS in writing of alleged inaccuracies,
discrepancies, errors in the invoice, or the need for additional backup. Where the method of
payment is based on a time and materials, unit rates/unit price, or other hourly based
compensation, time segment for charging of work shall be based on actual time charged.
3.2 The Client, as owner or authorized agent for the owner, hereby agrees that payment as provided
herein will be made for said work within 30 days from the date the invoice for same is mailed to the
Client at the address set out herein or is otherwise delivered, and, in default of such payment,
hereby agrees to pay all costs of collection, including reasonable attorney's fees, regardless of
whether legal action is initiated. The Client hereby acknowledges that undisputed, unpaid invoices
shall accrue interest at the maximum rate allowed by law after they have been outstanding for
more than 30 days. DTS reserves the right to suspend all services on the Client's project without
notice if an undisputed invoice remains unpaid 45 days after date of invoice. This suspension shall
remain in effect until allunpaid invoices are paid in full, and DTS shall not have any liability to Client
for delays or damages caused by Client's untimely or unpaid payments.
ARTICLE 4 — DOCUMENTS
4.1 All original sketches, tracings, drawings, computations, details, design calculations, and other
documents and plans that result from DTS' services under this Agreement are and remain the
property of DTS as instruments of service. Where such documents are required to be filed with
governmental agencies, DTS will furnish copies to the Client upon request. Reuse or modification
by the Client is prohibited. Any unapproved use or modification by Client or Client's clients shall be
at Client's sole risk without liability or legal exposure to DTS unless approved in writing by DTS
prior to such reuse.
ARTICLE 5 — NO WARRANTY
5.1 DTS makes no warranties, expressed or implied, or arising by operation of the law or course of
performance, custom, usage in the trade or profession, including without limitation the implied
warranties of merchantability and fitness for a particular purpose.
Client Professional Service Agreement
DTS-005, Revision 4, 03/2019
RS OF
d LJ Vt EWorks.
SNC • LAVALIN Member of the SNC-Lavalin Group
ARTICLE 6 — LIMIT OF LIABILITY
6.1 The limit of liability of ether party to the other for any cause or combination of causes shall be, in
totalamount, limited to the fees paid under this Agreement.
ARTICLE 7 — MUTUAL WAIVER OF CONSEQUENTIAL DAMAGES
7.1 NOTWITHSTANDING ANYTHING TO THE CONTRARY, ON BEHALF OF THEMSELVES,
THEIR GOVERNING OFFICERS AND EMPLOYEES, THE PARTIES WAIVE ALL CLAIMS
AGAINST EACH OTHER FOR INDIRECT OR CONSEQUENTIAL LOSSES OR DAMAGES, AND
PUNITIVE DAMAGES, WHETHER ARISING IN CONTRACT, WARRANTY, TORT,
NEGLIGENCE, STRICT LIABILITY, OR OTHERWISE, INCLUDING BUT NOT LIMITED TO
LOSSES OF PROFITS, USE, EXCESS CONSTRUCTION COSTS, ALTERNATIVE MEANS OR
METHODS, OR LOSSES OF FUNDING.
ARTICLE 8 — CONSTRUCTION SERVICES
8.1 If, under this Agreement, professional services are provided during the construction phase of the
project, DTS shall not be responsible for or have control over means, methods, techniques,
sequences, or procedures, or for safety precautions and programs in connection with the work.
8.2 DTS does not guarantee and shall have no liability for the failure of contractors performing
construction work to comply with any construction schedules or any plans or specifications or to
perform the work to contract prices or to achieve anticipated construction costs.
ARTICLE 9 — INSURANCE
9.1 DTS shall at all times carry Workers' Compensation insurance as required by statute, commercial
general liability insurance including bodily injury and property damage; automobile liability
coverage; and professional liability coverage. Insurance certificates will be provided to the Client
upon request.
9.2 Client agrees to require that DTS be named as an additional insured on insurance coverages
provided by contractors on the project.
ARTICLE 10—ASSIGNMENT
10.1 Neither the Client nor DTS will assign or transfer its interest in this Agreement without the written
consent of the other, which shall not be unreasonably withheld.
11.1 In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics
may vary significantly between successive test points and sample intervals and at locations other
than where observations, exploration, and investigations have been made. Because of the inherent
uncertainties in subsurface evaluations, changed or unanticipated underground conditions may
occur that could affect total cost and/or execution of projects. These conditions and cost/execution
effects are not the responsibility of DTS.
ARTICLE 12 — CLIENT -FURNISHED DATA
12.1 CLIENT will provide to DTS all data in CLIENT's possession relating to DTS' Services. DTS will
reasonably rely upon the accuracy, timeliness, and completeness of the information provided by
CLIENT.
Client Professional Service Agreement
DTS-005, Revision 4, 03/2019
RS OF
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S1.r C • LAVALI N Member of the W-Lavalin Group
13.1 CLIENT will make its facilities accessible to DTS as required for DTS' performance of its services
and will provide labor and safety equipment as required by DTS for such access. CLIENT will
perform, at no cost to DTS, such tests of equipment, machinery, pipelines, and other components
of CLIENT's facilities as may be required in connection with DTS' services.
ARTICLE 14 — NO THIRD -PARTY BENEFICIARIES
14.1 Nothing contained in this Agreement shall create a contractual relationship with, or a cause of
action in favor of, any third party. It is expressly understood and agreed that the enforcement of
these items and conditions shall be reserved to Owner and DTS. Nothing contained in this
Agreement shall give or allow any claim or right of action whatsoever by any third person. It is the
express intent of Owner and DTS that any such person or entity, other than Owner and DTS,
receiving services or benefits under this Agreement shall be deemed an incidental beneficiary.
ARTICLE 15 — SUSPENSION. TERMINATION, OR ABANDONMENT
15.1 In the event the Scope of Services described in Attachment A, or the services of DTS called for
under this Agreement, is/are suspended, canceled, terminated or abandoned by the Client, DTS
shall be given fifteen (15) days prior written notice of such action and shall be compensated for the
professional services provided up to the later of (1) the date of termination notice, or (2) date of
final project closeout, notice of suspension, termination, cancellation or abandonment in
accordance with the provisions of this Agreement for all work performed up to such date of
suspension, termination, cancellation or abandonment, including reimbursable expenses. Either
party to this agreement shall also have the right to terminate for convenience upon giving fifteen
(15) days prior written notice to the other party, and DTS shall be compensated for the
professional services provided up to the later of
(1) the date of termination notice, or (2) date of final project closeout, including reimbursable
expenses.
15.2 If Client seeks to terminate the Agreement for cause, DTS shall be given an opportunity to develop
a plan to cure any declared default within fifteen (15) calendar days from the date of written
notification.
DTS may terminate this Agreement for cause by giving Client fifteen (15) days written
notice of the cause and fifteen (15) days in which to cure the cause or breach. DTS shall
be compensated for all work performed up to the date of termination.
ARTICLE 16 — WAIVER
16.1 Any failure by either party to require strict compliance with any provision of this contract shall not be
construed as a waiver of such provision, and the party may subsequently require strict
compliance at any time, notwithstanding any prior failure to do so.
ARTICLE 17 — NOTICES
17.1 All notices, certifications or acknowledgments given under this Agreement shall be in writing and
delivered personally or sent by registered mail, reputable overnight courier service, telegram, fax
or other confirmed electronic means. Such notices shall be effective upon receipt by the
addressee.
Notices to DTS shall be sent to:
3680 Avalon Park East Blvd, Suite 200
Orlando, FL
32828
Attention: Donna Huey, President
Client Professional Service Agreement
DTS-005, Revision 4, 03/2019
RS OF
d LJ Vt EWorks.
SNC • LAVALI N Member of the SNC-Lavalin Group
Notices to Client shall be sent to:
Attention:
18.1 Unless otherwise specifically provided in this Agreement, DTS shall not be responsible for or have
control over the discovery, presence, handling, removal, transport or disposal of hazardous waste,
materials or substances in any form on the project site.
ARTICLE 19 — DISPUTE RESOLUTION
19.1 If a dispute arises out of or related to this Agreement or the breach thereof, the parties will attempt
to settle the matter between themselves. If no agreement can be reached the parties agree to use
mediation with a mutually agreed upon mediator before resorting to a judicial forum. The cost of a
third -party mediator will be shared equally by the parties. In the event of litigation, the prevailing
party will be entitled to reimbursement of all reasonable costs of litigation, not including costs of
mediation, and attorneys' fees. The parties mutually agree that a similar dispute resolution clause
will be contained in all other contracts executed by Client concerning or related to this contract
and all subcontracts executed by DTS.
ARTICLE 20 — GOVERNING LAW
20.1 This Agreement shall be governed by and construed according to the laws of the State where the
situs of the work is located. For avoidance of doubt, the work shall be performed in the State of
Texas, in the County of Tarrant, and the laws of the State of Texas shall govern, without regard to
any state's conflict of laws provisions. The parties agree that the exclusive appropriate forum for
any litigation or any other dispute as referenced under Section 19.1 shall be in the courts located
in Tarrant County, Texas.
21.1 DTS grants Client a paid -up, non -transferable, non-exclusive license to make or have made copies
of any copyrightable materials delivered under this Agreement and specifically marked by DTS as
"Reproduction Authorized.".
22.1 With the sole exception of specifically marked reproducible materials subject to the Limited
Copyright License herein, all worldwide right, title and interest in and to any and all Intellectual
Property conceived, invented, authored or otherwise made by or pursuant to this Agreement shall
remain the sole and exclusive property of DTS, its successors and assigns unless licensed or
assigned by DTS pursuant to a separate written instrument. The term "Intellectual Property" shall
be construed broadly to include all forms of intellectual property including without limitation all:
inventions, discoveries, designs, plans, improvements, trademarks, service marks and copyrights
in drawings, computer programs, architectural works, and in all other original works of authorship.
ARTICLE 23 — FORCE MAJEURE
23.1 The parties hereunder shall not be responsible for delays or failures in performance resulting from
acts beyond their reasonable control. Such acts shall include, but not be limited to, acts of God,
Client Professional Service Agreement
DTS-005, Revision 4, 03/2019
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SNC • L.AVALIN
strikes, acts of war, epidemics, Government regulations superimposed after the fact, fire,
communication line failures, power failures, earthquakes, acts of terrorism, or other disasters.
Time of performance and compensation to DTS shall be adjusted appropriately for any such
event.
24.1 PURSUANT TO FLORIDA STATUTES, SECTION 558.0035, AN INDIVIDUAL EMPLOYEE OR
AGENT OF ATKINS MAY NOT BE HELD INDIVIDUALLY LIABLE FOR NEGLIGENCE.
24.2 The parties agree that nothing in this contract shall be construed to waive any immunity or
defense of Client, including but not limited to sovereign and governmental immunities.
DTS agrees that nothing under this agreement shall create individual liability for any
individual employee, agent, or officer of Client to DTS arising under or related to this
Agreement.
25.1 In cases where the scope of services requires DTS to submit, on behalf of the Client, a permit
application and/or approval by a third party to this contract, DTS does not make any warranties,
guarantees or representations as to the success of our effort on behalf of the Client. Payment for
services rendered by DTS is not contingent upon the successful acquisition of these permits. DTS
shall not be responsible for Regulatory Agency delays.
26.1 In the event any term or provision of this Agreement or applicable contract document is held invalid,
void or otherwise unenforceable, the remainder of the Agreement or contract document shall not
be affected, impaired or invalidated. Each remaining term and provision of the Agreement or
contract document shall be valid and enforceable to the fullest extent permitted by law.
27.1 Record drawings, if required, will be prepared, in part, on the basis of information compiled and
furnished by others, and may not always represent the exact location, type of various components,
or exact manner in which the Project was finally constructed. DTS is not responsible for any errors
or omissions in the information from others that is incorporated into the record drawings.
28.1 This Agreement and the Attachments incorporated by reference contain the entire understanding
between the Parties, superseding all prior or contemporaneous communications, agreements, and
understandings between the Parties with respect to the subject matter hereof. This Agreement
may not be modified in any manner except by written amendment executed by both Parties.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed by their duly authorized
representatives as of the day and year first above written.
DATA TRANS R SO UT ,
BY:
NAME: Donna Huey
CITY OF SOUTHLAKE, TX
BY:
NAME:
TITLE: President 4 TITLE:
DATE: �7 �I DATE:
6
Client Professional Service Agreement
DTS-005, Revision 4, 03/2019
ATTACHMENT A
CITY OF SOUTHLAKE, TEXAS
PREPARED BY: DATA TRANSFER SOLUTIONS, LLC
FOR EAMS SOLUTION FOR PUBLIC WORKS
REFERENCE: RFP# 2-03-20
PROPOSED SCOPE OF SERVICES
The following proposed Scope of Services is a primarily remote consultation, configuration and
training services designed to provide a configured VUEWorks system and train City staff to ensure
successful use of VUEWorks in meeting the City of Southlake Public Work's strategic and
operational needs and goals for EAM.
To set the stage for the following tasks and activities, the following definitions apply:
In -Scope Items
1. DTS shall provide a Development, Test and Production license of VUEWorks for the City
in a single tenant hosted environment. DTS shall provide scripted updates related to
software releases and builds as part of normal maintenance, hosting and support
agreement. This includes ELA licensing for 25 concurrent users.
2. Software installation and configuration activities for the listed Public Works departments
in the identified years per the project schedule. (Year 1: Water, Wastewater,
Environmental, Transportation, and Streets & Drainage Departments; Year 2: Fleet,
Facilities, and Community Services (Parks) Departments)
3. Modules included in implementation configuration. Service Request with two form
development, Work Order Management with two form development per department,
Facility configuration with two facility templates per department.
4. Project consultation and implementation activities, including remote meetings as defined
in the project schedule.
5. Instructor led training consisting of remote meetings as defined in the project schedule,
including initial project team training and department/division go -live training using
standard training materials.
6. Optional and contracted separately is the System Interface Plan to define each system
and approach for interfacing VUEWorks with Munis-Utility Billing-Bi-Directional-Real-
Time, Munis-Purchasing-Bi-Directional-Real-Time, Munis-HCM-One Way -Daily. EnerGov-
Permitting-Bi-Directional-Real-Time, EJ Ward -One Way -Daily, SCADA — Wonderware -
One Way -Real -Time.
7. Project Management services to be billed out in % complete.
The Scope of Work shall be used to implement VUEWorks in a phased approach. Each phase
shall follow a similar process and workflow. Each area of focus shall include a mix of one or more
of the following service categories:
0 Project Management
• Project and Training Documentation
• Work Management Configuration
• Advanced Asset Management Configuration
• Training
To balance cost against adequate service hours, DTS anticipates most services be conducted
remotely occurring throughout the life of the implementation project.
The recommended phases for the implementation are as follows:
• Phase 1: Project Kickoff and Enterprise Software Installation
• Phase 2: Project Planning Documentation
o Project Plan
o System Interface Plan
o Testing and Quality Assurance Plan
o Training Plan
• Phase 3: Data, Document and Process Review and Data Conversion Plan
• Phase 4: (Phased per Department)
o Discovery and Design with review
o Configuration
o Testing including User Acceptance Testing Plan
o Training
o Production Configuration and Roll -Out
• Phase 5: Project Closeout
Year 1
The following lists the departments and divisions and asset types that have been identified as
part of implementation services for Year 1:
Water, Wastewater, Environmental, Transportation, and Streets & Drainage Departments
The implementation services shall focus on the implementation of the following VUEWorks
application modules for the Southlake Public Works' defined departments:
Service Request, Work Order, MobileVUE, Facility, FacilityVUE, Resource Manager (Personnel,
Equipment, and Inventory), Condition, Risk, Valuation, Projects, Budget Forecasting. Not every
module will be applicable to an asset type or Department. DTS will work with the City to determine
which modules are applicable to each Department.
Training for all implemented departments on configured VUEWorks modules.
E
Year 2
Continued VUEWorks implementation in Year 2 with Fleet, Facilities, and Community Services
(Parks) departments.
The implementation services shall focus on the implementation of the following VUEWorks
application modules for the Southlake Public Works' defined departments:
Service Request, Work Order, MobileVUE, Facility, FacilityVUE, Resource Manager (Personnel,
Equipment, and Inventory), Condition, Risk, Valuation, Projects, Budget Forecasting. Not every
module will be applicable to an asset type or Department. DTS will work with the City to determine
which modules are applicable to each Department.
Training for all implemented departments on configured VUEWorks modules.
Pending Southlake Public Works funding, the below list of integrations will be contracted and
scoped separately. Implementation would be considered in Year 2.
System
Module -Direction - Frequency
Munis
Utility Billing-Bi-Directional-Real-Time
Munis
Purchasing-Bi-Directional-Real-Time
Munis
HCM-One Way -Daily
EnerGov
Permitting-Bi-Directional-Real-Time
EJ Ward
One Way -Daily
SCADA - Wonderware
One Way -Real -Time
Out -of -Scope Items
1. Data migration, data cleansing, normalization, manipulation, editing, unless defined as
part of the Data Conversion Plan.
2. GIS data server configuration or network configuration on the City's IT infrastructure.
3. Software customizations.
Phase 1 — Project Kickoff and Enterprise Software Installation
The project kickoff meeting will occur remotely with the City. The kickoff meeting is where the
project goals and objectives are laid out to the project team, team members and support personnel
who will be involved in the process. The implementation tasks, goals, draft schedule will be
shared with the project team.
All team members will be made aware of when their support will be needed throughout the
process, so they can plan for their involvement ahead of major and minor deadlines. This
transparency is crucial to the success of the project and to mitigate any risks related to the
inevitable change experienced by these team members.
Each project also begins with the installation of the VUEWorks software in the target environment.
Installation sets up the framework from which all configuration activities occur. It is critical that the
software is installed in this initial phase, so that all future phases can be configured as the project
moves forward. This installation shall begin immediately following contract signing and will be
billed at that time.
As part of the installation process, VUEWorks will integrate with the City's enterprise GIS.
VUEWorks consumes GIS services through the REST endpoint. The City will be provided with
GIS integration requirements documentation in advance.
Phase 2 — Project Planning Documentation
Upon the assemblage of a Project Team, an initial Project Plan will be developed and provided to
the City by the DTS Project Manager; this will be the cornerstone for the project. The Project Plan
will lay out the project timeline and will be used as the basis for the agenda for bi-weekly project
status reports and meetings coordinated by the DTS Project Manager. The Project Plan also
includes formal communication paths between and within the City's organization and define
change and issue procedures.
Two other documents will be prepared as part of the planning phase; Testing and Quality
Assurance Plan and the Training Plan. Given that training, testing, and overall quality is ongoing
throughout the project, it is important that the process and procedures are defined early. The
Testing and Quality Assurance Plan and the Training Plan will be living documents, updated as
needed throughout the project. The Testing and Quality Assurance Plan will set the stage for
overall project quality and testing processes. The Draft Training Plan will define the training
approach, attendees and their training needs, number of sessions, anticipated schedule desired
by the City.
As part of this phase, DTS shall provide the following deliverables:
1. Project Management Plan and Updated Schedule
2. Testing and Quality Assurance Plan
3. Training Plan
Phase 3 — Data, Document and Process Review
The data, document, and process review is a key part of understanding where the City is today
and where they need to go to meet the objectives. This involves an assessment of existing data
and process and review of functional requirements. Tasks for this phase include, but are not
limited to:
• Review existing asset systems operational features and database structure for asset data.
• Review of asset types and fields that exist in GIS feature classes.
• Review of the functional requirements by department/division and asset type.
• Review existing work management processes, data, and forms by division/department.
• Review existing personnel, equipment, and inventory data and processes.
• Review existing condition assessment, risk and asset project data and processes.
• Provide the City system administrator(s) with an overview of the VUEWorks data views
and configuration options. This initial one -day remote training will provide system
administrators with upfront knowledge to assist in the decision making and design of the
system.
• Identification of the asset classes, types, and hierarchy that will be configured in the
VUEWorks modules.
• Identification of forms and dropdown field data that will be configured.
• Identification of work management assignment and workflow, including mobile field use.
• Define data structure and templates required for VUEWorks modules.
• The City will review the configuration design and work plan with the Contractor for
approval.
With the team's understanding of the existing data, functional requirements, and a draft
configuration design of the VUEWorks modules, the Data Conversion Plan can be put together.
DTS will prepare a Data Conversion Plan that outlines the data conversion method (linking or
import), existing data sources and fields, data modifications (if any) and future VUEWorks data
location. The plan will also include the specific migration steps required to migrate the data,
including constraints and responsibilities.
As part of this phase, DTS shall provide the following deliverables:
1. System Administrator Training
2. Configuration Design and Work Plan
3. Data Conversion Plan
Phase 4 — Configuration, Interfaces, Training, and Roll -Out (by Department)
DTS plans to take a phased approach to the VUEWorks software configuration, interfaces, and
training by Department/Division. DTS will work with the City's Project Manager to group
Departments/Divisions as appropriate in order to streamline the training and roll -out process. This
phase is focused on establishing the VUEWorks system based on the Configuration Design and
Work Plan, and Data Conversion Plan developed in prior phases.
As part of the configuration for each Department/Division, DTS will configure up to 5 user roles,
2 GIS Search Pages, 2 Service Request forms and Work Order forms per department and up to
5 custom reports. DTS expects that data will be provided in the required formats and will import
data up to 2 times within the test environment. Part of the training will revolve around configuring
roles and forms, creating reports, and data imports.
DTS will work directly with City Department/Division staff to gather data in the required formats,
review the system's configuration, obtaining City input and feedback throughout the process. DTS
expects City staff engagement and follow up on action items in a timely manner in order to
maintain the configuration schedule. DTS will prepare the UserAcceptance Testing Plan and City
staff will log into the Test environment and validate the data and configuration. City feedback will
be assessed and prioritized. DTS will make adjustments and finalize the configuration within the
Test environment.
5
DTS will work with the City to finalize the training details including specific curriculum, location,
and attendee list and update the Training Plan with each Department/Division training session.
Training will be conducted by DTS and standard training material, including report view definitions,
will be provided in electronic format to users. Templates can be provided to the City if the City
desires to customize training material. Training typically consists of initial user training and remote
follow-on sessions; however, the best approach will be discussed with the City in order to balance
cost versus effectiveness and documented in the Training Plan.
DTS will establish the production environment based on the Test environment. This will also
consist of establishing system interfaces, final data loads and user import. The DTS project team
will provide roll -out support for the City during the first 2-3 weeks of productive use. Roll -out
support typically includes a weekly pre-set call in time for system administrators to ask questions
or discuss issues that users have reported during the week. The VUEWorks Support team will
continue to provide support to administrators beyond the initial roll -out period. DTS will introduce
the City to the Support Manager and train City administrators on the support ticketing process. All
users will have access to the VUEWorks Customer Support Portal to access the knowledge base,
past webinars, and community forum.
As part of this phase, DTS shall provide the following deliverables:
1. VUEWorks module configuration in Test environment
2. User Acceptance Testing Plan
3. Training for Administrators and Users
4. Standard Training Material
5. VUEWorks configuration in Production environment
6. Roll -out support calls
7. Access to the VUEWorks Customer Support Portal
Phase 5 — Project Closeout
DTS will provide closing documentation that will include sign -off on all completed tasks,
outstanding tasks and transition to VUEWorks Customer Care Support.
As part of this phase, DTS shall provide the following deliverables:
1. 10 Day Post Implementation Support
2. Registration into Customer Care for future Learning -Networking Opportunities
3. Project information form completed and reviewed with Dev/Support team
4. Transition and Training on Portal and Support Tickets to VUEWorks Customer Care
5. Lessons Learned Session with Close Out Documentation
PROJECT SCHEDULE (To Be Determined)
DTS will provide the initial project schedule. During Phase 1 and 2 the Project Plan will be finalized
for movement into Phase 3. The Project Plan will continue to be a living document for Phase 5
as the team works through Phase 3 and the discovery of current systems and integration
complexities as well as different department configuration needs. This approach is to develop the
Enterprise perspective and standardization where appropriate before moving into department
configuration.
Phase 4 and 5 will be a series of iterations with different departments and the plan maintains the
flexibility to work multiple departments simultaneous. This is dependent upon Southlake Public
Works and DTS resource availability and capacity.
Task Name Duration Start
VUEWorks EAM for Public Works 1304 days? Mon 1/3/22
Finish
Thu 3/2/23
Year 1- Implementation Phase
370 days
Fri 10/1/21
Thu 3/2/23
Project Initiation
53 days
Mon 1/3/22
Wed 3/16/22
Planning Phase
24 days
Thu 3/17/22
Tue 4/19/22
Department Discovery Meeting
10 days
Thu 3/17/22
Wed 3/30/22
Data Migration
10 days
Thu 3/31/22
Wed 4/13/22
Training
13 days
Thu 3/31/22
Mon 4/18/22
Core Team Check -In. Review plan and
revise schedule, as needed.
Implementation Phase
1 day
Tue 4/19/22
Tue 4/19/22
227 days
Wed 4/20/22
Thu 3/2/23
Configuration
194 days
Wed 4/20/22
Mon 1/26/23
Water/Wastewater Configuration 50 days
City to provide work management
Wed 4/20/22
Tue 6/28/22
information for Service Request and Work Order 1 day Wed 4/20/22 Wed 4/20/22
configuration _
City to provide Inventory, Equipment
and Personnel for Resource Manager 1 day Thu 4/28/22 Thu 4/28/22
configuration i
City to provide condition information for
day
Fri 5/6/22
Fri 5/6/22
asset management configuration
25 days
Thu 4/21/22
Wed 5/25/22
Configuration
DTS to complete configuration
25 days
Thu 4/21/22
Wed 5/25/22
Meeting to demo progress and
1 day
Thu 5/5/22
Thu 5/5/22
address any questions
1 day
Thu 5/19/22
Meeting to demo progress and
Thu 5/19/22
address any questions
Data Imports
10 days
Thu 5/26/22
Wed 6/8/22
City to provide import data
1 day
Thu 5/26/22
hu 5/26/22
7 days
DTS to configure system and run
Fri 5/27/22
Mon 6/6/22
imports
2 days
Tue 6/7/22
JWed 6/8/22
City to complete data validation
Testing
DTS leads testing preparation
walkthrough with testers
14 days
Thu 6/9/22
Tue 6/28/22
1 day
Thu 6/9/22
Thu 6/9/22
City to complete UAT Testing
5 days
Fri 6/10/22
Thu 6/16/22
DTS to review and respond to testing
feedback
3 days
Fri 6/17/22
Wed 6/22/22
Tue 6/21/22
Tue 6/28/22
DTS to finalize the configuration and
obtain sign off
5 days
Environmental Configuration
50 days
Thu 6/9/22
Wed 8/17/22
Transportation Configuration
50 days
Fri 7/29/22
Thu 10/6/22
Streets & Drainage Configuration
50 days
Mon 9/19/22
Fri 11/25/22
Training and Production Deployment
11 days
Tue 1/17/23
Tue 1/31/23
Transition
23 days
ue 1/31/23
hu 3/2/23
ATTACHMENT B
FEE SCHEDULE
Cost ($) - To deliver all
requirements ("Critical" and
Description of Completion
"Desired") Attachment D -
Cost Line Item
Execution of Invoices for
Functional and Technical
Payment
Requirements inclusive of
RFP Section 2.04 - Scope of
Services
Year 1 Invoice Schedule
Software License Costs
Upon Contract Execution
$ 75,000.00
Hosting Costs
Upon Contract Execution
$ 30,000.00
Requirements Engineering and
Completion of Phase 3
$ 3,000.00
Discovery
System Implementation Design
Completion of Phase 2
$ 3,000.00
Software Installation (Test
Completion of Phase 1
$ 3,000.00
Environment)
Implementation and Configuration:
Water
Phase 5: City/ DTS Formal
$ 9,000.00
Acceptance
Wastewater
Phase 5: City/ DTS Formal
$ 10,000.00
Acceptance
Environmental
Phase 5: City/ DTS Formal
Acceptance
$ 9,000.00
Transportation
Phase 5: City/ DTS Formal
$ 10,000.00
Acceptance
Streets
Phase 5: City/ DTS Formal
$ 10,000.00
Acceptance
Drainage
Phase 5: City/ DTS Formal
$ 8,000.00
Acceptance
Advanced Asset Configuration
Phase 5: City/ DTS Formal
$ 14,000.00
Acceptance
Testing & User Acceptance
Percentage Complete per
$ 2,000.00
Department
Training
Percent Complete
$ 8,000.00
Go -Live
Final Go -Live
$ 3,000.00
Project Management
Percent Complete
$ 15,000.00
Quality Assurance/Quality Control
Percent Complete
$ 3,000.00
Year 1 Implementation Total
$ 110,000.00
Year 1 Support & Maintenance
30 days after first
department go -live
$ 20,000.00
Year 1 Total
$ 240,000.00
Year 2 Invoice Schedule
Year 2 VUEWorks Enterprise
Licenses ELA 10 additional
$ 10,000.00
concurrent
Requirements Engineering and
Completion of Phase 3
$ 3,000.00
Discovery
System Implementation Design
Completion of Phase 2
$ 3,000.00
Software Installation (Test
Completion of Phase 1
$ 3,000.00
Environment)
Implementation and Configuration:
Fleet
Phase 5: City/ DTS Formal
$ 11,000.00
Acceptance
Facilities
Phase 5: City/ DTS Formal
$ 15,000.00
Acceptance
Community Services (Parks)
Phase 5: City/ DTS FormalAcceptance
$ 10,000.00
Testing & User Acceptance
Percentage Complete per
$ 3,000.00
Department
Training
Percent Complete
$ 8,000.00
Go -Live
Final Go -Live
$ 3,000.00
Project Management
Percent Complete
$ 8,000.00
Quality Assurance/Quality Control
Percent Complete
$ 3,000.00
Year 2 Implementation Total
$ 80,000.00
Year 2 Support & Maintenance
Anniversary Date
$ 22,000.00
Year 2 Hosting
Anniversary Date
$ 30,000.00
Year 2
Year 2 Optional Integration
$ 135,000.00
Recurring Maintenance Costs:
Maintenance Schedule:
Execution of Invoice
Cost Per Year ($)
Year 3 Support & Maintenance
Anniversary Date
$ 22,000.00
Year 3 Hosting
Anniversary Date
$ 30,000.00
Year 4 Support & Maintenance
Anniversary Date
$ 22,000.00
Year 4 Hosting
Anniversary Date
$ 30,000.00
Year 5 Support & Maintenance
Anniversary Date
$ 22,000.00
Year 5 Hosting
Anniversary Date
$ 30,000.00
5 year total
Anniversary Date
$ 668,000.00
IN