Agreement No. 163 6(ccs)
SOFTWARE LICENSE AGREEMENT
2001 ("Execution Date"), by and between Hansen Information Technologies, This Sot are Tie Agree raeme to it on a a Eateria. corporation, located at 1745 Markston Road, Sacramento, California 95825 ("Vendor") and City of Santa Monica, a California municipal corporation ("City") is made with reference to the following:
RECITALS:
A. . City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.
B. City seeks to purchase a maintenance management information system for use by the City of Santa Monica's Utilities Division pursuant to the City's Request for Proposal ("RFP"), which is attached hereto as Exhibit 1 and incorporated herein by reference.
C. Vendor is a California corporation that markets and supports certain software applications licensed hereunder. In response to the City's RFP, Vendor submitted its Proposal in response to the RFP ("Proposal"), which is attached hereto as Exhibit 2 and incorporated herein by reference.
D. City and Vendor desire to enter into this Agreement upon the terms and conditions set forth below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:
SECTION 1. DEFINITIONS
The following definitions shall apply to the terms as they appear in this Agreement:
A. "Vendor" means and refers to Hansen Information Technologies, Inc.
B. "Licensed Company" or "City" means and refers to the City of Santa Monica.
C. "Software Product" or "Licensed Product" means and refers to the computer software and associated media and printed materials, and may include "online" or electronic documentation as listed in the Proposal attached hereto as Exhibit 2 and incorporated herein by reference.
1 D. "Server Software" means and refers to the Software Product to be used on a shared computer referred to as the "Server".
E. "Client Software" means and refers to the Software Product to be used on individual user workstations.
SECTION 2. LICENSE GRANT
In consideration of the City's promises contained in this Agreement, Vendor grants to City, and City accepts, subject to the terms and conditions set forth in this Agreement, a perpetual, non-exclusive and non-transferable license to use the Licensed Products indicated in the Proposal attached hereto as Exhibit 2. Specifically, City is licensed to (i) install and use the Server Software and (ii) install and use Client Software on the user workstations for the number of concurrent users listed in Exhibit 2. Vendor represents that it possesses all rights and interest in the Software Product to enter into this Agreement.
SECTION 3. LICENSE USE.
A. l City shall not copy the Licensed Products or allow their use by others without the written permission of Vendor except for City's production, backup, archival, and in-house disaster recovery purposes. City will reproduce and include the copyright, trade secret or other restrictive and proprietary legends from the original on all copies. All copies will be subject to the terms of this Agreement. The Licensed Products may be used only by City, and not for the benefit of any third party.
B. City shall not (i) reverse engineer any part of the Licensed Products; (ii) distribute, sell or otherwise transfer any part of the Licensed Products; and (iii) remove the patent, copyright, trade secret or other proprietary protection legends or notices which appear on or in the Licensed Products.
C. City shall not create any derivative work or product based on or derived from the Licensed Products or documentation or modify any Licensed Products or documentation without the prior written consent of Vendor. In the event of a breach of this provision (and without limiting Vendor's remedies) said modification, derivative work or product based on the Licensed Products or documentation is hereby deemed assigned to Vendor.
SECTION 4. SOFTWARE SERVICES.
A. Vendor shall provide software and services as outlined in the RFP, RFP response, and supplemental modifications attached hereto. Such services include project consulting and implementation, annual service and maintenance, on site training, GIS consulting, software set- up and installation, and data conversion analysis.
B. Vendor will determine and City shall review qualifications and approve or reasonably disapprove the key personnel to be assigned to perform the services under this 2 Agreement, an engagement letter, scope of work, exhibit or other written amendment. Vendor shall be required to provide additional functional and technical resources as required to provide the services required hereunder. In the event of any changes to the Vendor's staff, Vendor will notify the City immediately in writing. Vendor agrees that any replacement of any listed individuals will be made with individuals of comparable or higher experience, and that the composition of Vendor's employees or subcontractors assigned to this Agreement will be maintained in a manner that provides the same or higher level of services to the City. The City reserves the reasonable right to approve or disapprove any individuals proposed by Vendor to be included as part of Vendor's staff assigned to this Agreement. In the event of any additional staffing or personnel changes by Vendor, Vendor agrees to absorb all expenses and costs associated with such change and shall not charge the City with such expenses or costs under this Agreement.
C. lither party may request at any time the removal of any individual performin ervices if that party: (i) reasonably believes that individual is not qualified to perform th services or does not meet appropriate professional standards; and (ii) previously provided the other party with written notice of the problem and a reasonable opportunity to remedy the situation.
SECTION 5. INSTALLATION
Vendor will install the Licensed Product in accordance to the mutually agreed upon Project Schedule by both parties. Project Schedule to be determined in a project meeting or soon thereafter after kickoff meeting.
System acceptance will be complete after the system has been in successful full use for a consecutive period of one (1) calendar month without significant malfunction or error. Any significant failure (no workaround or fix) of the system or need for software correction for Software provided by Vendor during the acceptance period shall extend the acceptance period on a day by day basis until the correction is fully completed.
SECTION 6. LICENSE FEES AND SUPPORT SERVICES FEES
City shall pay to Vendor an amount not to exceed One Hundred Twenty Three Thousand One Hundred Seventy Dollars ($123,170) as set forth in Exhibit 2. #122,900. KTT.
A. License Fee. City shall pay Vendor a Software License Fee in the amount of Fifty Six Thousand Five Hundred Dollars ($56,500) as specified in Exhibit 2.
B. Payment Schedule for License Fees. The license fee shall be paid according to the following schedule:
Twenty percent (20%) @ the execution of the Agreement
Thirty percent (30%) @ successful software installation Thirty percent (30%) @ production use
Twenty percent (20%) holdback until system acceptance or sixty days after continuous production use at which time acceptance will be deemed, whichever is earlier.
# bl, 400. KrI
Services Component. The fees for the services component shall not exceed Sixty Six Thousand Six Hundred Seventy Dollars ($66,670) and shall be paid according to Exhibit 2. Services beyond those outlined below shall be at an additional cost to City.
Project Consulting and Implementation
Invoiced monthly for services provided
Hansen Service and Maintenance
Invoiced for the year for operating software
On Site Training
Invoiced monthly for services provided
GIS Consulting
Invoiced monthly for services provided
Software Setup and Installation
Invoiced monthly for services provided
Data Conversion Control Document
Invoiced at delivery of document
D. Out-of-Pocket Costs. Except as otherwise set forth in this Agreement, fees quoted for services do not include Vendor's reasonable cost of travel (air and cab fare, lodging, auto rental or local mileage, meals) and out-of-pocket costs for photocopying, overnight courier, long-distance telephone, which shall be invoiced at cost and reimbursed by the City. First class or business travel is not allowed. Vendor will make reasonable efforts to control its out of pocket expenses through measures including but not limited to booking air travel 21 days in advance, if possible. Transportation and expenses will require receipts for reimbursement.
Vendor will provide copies of receipts for airfare, hotels, rental cars and other individual expense items in excess of $20. Vendor will not be expected to provide receipts for meals (alcohol is not reimbursable), shipping/mailing costs, parking, reproduction, and other minor miscellaneous expenses under $20 incurred in the performance of this project. Compensation for expenses will be limited to City's per diem rates of $45 for meals.
SECTION 7. COPYRIGHT AND OTHER RESTRICTIONS
The Software Product is licensed, not sold and is not transferable. Title and copyrights in and to the Software Product, excluding City data (including any images, photographs, video, audio, and text incorporated into the Software Product), accompanying printed material, and any copies you are permitted to make herein are owned by Vendor and are protected by United States copyright laws and international treaty provisions.
4 SECTION 8. LIMITED WARRANTY
A. Vendor warrants the Software Product shall be free from defects in materials and workmanship for ninety (90) calendar days commencing from system acceptance of the Sofiware Product as set forth in Section 5, above. During this period, the Software Product is warranted to conform to the specifications as stated in the RFP and RFP response.
B. The Software Products shall continue to perform in accordance with Vendor's most current documentation, which may be modified from time to time, so long as the City remains a subscriber to the Maintenance Agreement between the parties.
C. There is no program code, other than as specified in Vendor's documentation, that will restrict the City's use of the Licensed Product upon payment in full.
D. If Vendor makes any modifications or enhancements to the Licensed Products, Vendor shall deliver to the Escrow Agent identified in the Escrow Agreement by and between the parties such modifications or enhancements, including, but not limited to, software language source codes, object libraries and supporting documentation for such modifications and enhancements, so long as the City is a subscriber to the Maintenance Agreement between the parties and party to an escrow agreement.
Any modification or enhancement of the Licensed Product shall satisfy the warranties and conditions set forth in this Section, so long as the City is a subscriber to the Maintenance Agreement between the parties.
YEAR 2000 CERTIFICATION: Vendor warrants that the Software Products shall be capable of performing all calculations, comparisons, sequencing, and other types of processing as they relate to calendar dates and date-related data before, during, and after the year 2000 without material error or degradation of performance.
G. EXCEPT AS SET FORTH ABOVE AND THIS AGREEMENT, VENDOR
DISCLAIMS ALL OTHER WARRANTIES, EITHER EXPRESSED OR IMPLIED,
INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE PROGRAM.
H. The Software Products will be free of any errors which severely effect the operation of the system or keep the system from production use.
This section shall survive the termination of this Agreement.
SECTION 9. RESPONSE TIME
The warranty period for each module shall extend for a period of ninety (90) days from date of production. The warranty also extends for any maintenance period as long as payments are kept current. During the warranty period, in the event that the City encounters an error 5 and/or malfunction whereby the Software does not conform to the description in the Proposed Users Manual, Vendor will respond in accordance with the following Priority Levels:
"A" Priority - A Level "A" Priority shall mean and refer to a software error that renders the entire system inoperable. Vendor shall assign resources within the first hour. Vendor shall continue to work on the problem until the problem is resolved. Average resolution time shall be no less than eight (8) hours.
"B" Priority - A Level "B" Priority shall mean and refer to the detection of a software error for a system module which seriously impairs system operations, but does not render it "down." Vendor shall assign resources within four hours and continue to work on the problem until the problem is resolved.
"'"' Priority - A Level "C" Priority shall mean and refer to a minor problem, but of sufficient severity to warrant correction before the next production software release or service pack. Generally completed within thirty (30) days.
"D" Priority - A Level "D" Priority shall mean and refer to minor problems that do not severely affect the operation of the system and generally will be incorporated in the next production of the software.
SECTION 10. CONTRACT DOCUMENTS
The City's request for proposal and Vendor's response are made a part of this Agreement.
SECTION 11. INSURANCE
Prior to commencing work, Vendor shall procure and maintain at Vendor's own cost and expense for the duration of the Agreement the following insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of work hereunder by Vendor, its agents, representatives, or employees.
A. Minimum Limits of Insurance
Commercial General Liability in the amount of $1,000,000 per occurrence for bodily injury, personal injury and property damage
Software Engineers Errors and Omissions Liability insurance in the amount of $1,000,000 per occurrence
Workers' Compensation and Employer's Liability insurance as required by the State of California and Employer's Liability in the amount of $1,000,000 per occurrence
6 B. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and reasonably approved by the City. At the reasonable option of the City, either: the insurer shall reduce or climinate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Vendor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
C. Other Insurance Provisions. The commercial general liability policy is to contain, or be endorsed to contain, the following provisions:
The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of Vendor; or automobiles owned, leased, hired or borrowed by Vendor. 2) For any claims related to this project, Vendor's insurance coverage shall be primary insurance as respects The City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by The City, its officers, officials, employees or volunteers shall be excess of Vendor's insurance and shall not contribute with it.
3) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.
The Workers' Compensation and Employer's Liability Policy is to be endorsed to contain the following provision: The insurer shall agree to waive all rights of subrogation against the City.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:6, unless otherwise acceptable to the City.
E. Verification of Coverage. Vendor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on other than the City's forms provided those endorsements conform to Entity requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to • require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.
SECTION 12. INDEMNIFICATION
A. During the period any portion of the Sofiware is in transit and prior to installation, Vendor shall have sole responsibility for all risk of loss or damage to the Software.
B. Vendor shall indemnify, defend and hold harmless City from and against any and all claims, damages, losses, expenses or liabilities, including, but not limited to, reasonable 7 attorneys' fees, arising out of or resulting from the following: (i) Vendor's performance of or failure to perform its obligations under this Agreement; (ii) arising from the willful misconduct or the negligent acts, errors or omissions of Vendor, its officers, agents, and employees in the performance of its services under this Agreement, including, but not limited to the installation of the Software and the training hereunder; and (ii) any patent, copyright and other infringement claim by any third party in connection with the Licensed Product.
C. Vendor further agrees that if City is prevented from using the Licensed Products) due to an actual or claimed infringement of any patent, copyright or other intellectual property right, then at Vendor's option, Vendor shall promptly ether:
procure for City, at Vendor's expense, the right to continue to use the Licensed Products);
replace or modify the Licensed Products), at Vendor's expense, so that the Licensed Products) become non-infringing; or
terminate the Agreement and return City's license fees for the infringing Licensed Products) in the event that neither (i) or (ii) are reasonably feasible.
SECTION 13. NOTICES
All notices, demands, requests or approvals to be given under this Agreement, shall be given in writing and shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided.
To City:
City of Santa Monica
1685 Main Street, Room 110
Santa Monica, CA 90401
Attn: Michael A. Carson, GIS Coordinator
To Hansen Information Technologies, Inc.:
Hansen Information Technologies, Inc.
1745 Markston Road
Sacramento, CA 95825
Attn: Kent Johnson, COO
8 SECTION 14. COSTS OF LITIGATION
If any legal action or proceeding is necessary to enforce any provision of this Agreement or for breach of this Agreement, the prevailing party shall be entitled to receive from the opposing party all costs and expenses and such amount as may be adjudged to be reasonable attorney's fees. The prevailing party's attorneys' fees shall be paid whether or not the action is prosecuted to judgment. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by the prevailing party as well as any attorneys' fees paid to outside attorneys in connection with the action.
SECTION 15. ASSIGNMENT
Vendor shall not assign, hypothecate or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City, which may be withheld at the City's sole discretion. Any attempt to do so without the City's consent shall be null and void, and ariy assignee, sublessee, hypothecatee or transferee shall acquire no right or interest by reason of such attempted assignment, sublease, hypothecation or transfer.
SECTION 16. NO LIABILITY FOR CONSEQUENTIAL DAMAGES
In no event will Vendor be liable for special, indirect, punitive, incidental or consequential damages, including but not limited to damages resulting from loss of data, costs for recreating data, costs of substitute equipment or programs, lost profits, loss of revenue, or business opportunities, resulting from the Software Product, either alone or in conjunction with other programs.
SECTION 17. GENERAL
This Agreement shall be governed by the laws of the State of California.
SECTION 18. RIGHTS UPON TERMINATION
A. If either party materially breaches this Agreement, the other party may give written notice of its desire to terminate and the specific grounds for termination and, if such default is capable of cure and the party in default fails to cure the default within thirty (30) days of the notice, the other party may terminate this Agreement. If such default is incapable of cure, the other party may terminate this Agreement immediately upon written notice of its desire to terminate.
B. Upon termination, the License to use the Licensed Products shall be immediately revoked and all Licensed Products, related documentation, Software Tools, and supporting materials will be returned to Vendor or destroyed.
9 SECTION 19. INTEGRATED AGREEMENT
This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modifications of this Agreement will be effective only by written execution signed by both City and Vendor and approved as to form by the City Attorney. This Agreement is the product of negotiation and compromise between the parties.
Accordingly, notwithstanding California Civil Code Section 1654, in the event of uncertainty, the language shall not be construed against the party causing the uncertainty.
SECTION 20. PERMITS AND LICENSES
Vendor, at its sole expense, shall obtain and maintain during the term of this Agreement, all required business and professional permits, licenses and certificates.
SECTION 21. COMPLIANCE WITH LAW
Vendor shall comply with all federal, state and local laws, including all ordinances, rules and regulations.
SECTION 22. NONDISCRIMINATION
In rendering services under this Agreement, Vendor shall not discriminate based upon race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and shall comply with the requirements of all federal, state and local law.
SECTION 23. DERIVATIVE WORKS AND TRADE SECRETS
City shall not create any derivative work or product based on or derived from the Software or documentation or modify any Software or documentation without the prior written consent of Vendor. In the event of a breach of this provision (and without limiting Vendor's remedies) said modification, derivative work or product based on the Software or documentation is hereby deemed assigned to Vendor. City agrees not to: (i) use any of the Software and related output except in accordance with the terms of this Agreement, (il) disclose any of the Software and related output to any other person, or (iii) allow any other person to inspect, use or copy any of the Software and related output. This section shall also protect and be applicable to these trade secrets even if they are modified or changed by the City.
SECTION 24. LIMITATION ON LIABILITY
Except as set forth above, the City agrees to limit its damages arising from or relating to this Agreement or the Software (regardless of the form of action or claim-e.g. contract, warranty, tort, malpractice, and/or otherwise) to the amount of fees set forth in Section 6, above. This limitation of liability, however, shall not apply to the obligations set forth in Section 12. 10 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written.
CITY OF SANTA MONICA
a municipal corporation
SUSAN E. McCARTHY
City Manager
APPROVED AS TO FORM:
1 Master
ARSHA JONES MOUTRIE
City Attorney
ATTEST:
Masterer Pleant Mai.
City Clerk
HANSEN INFORMATION
TECHNOLOGIES, INC.
Title: CO
11 Utilities Division
1212 5th Street, 3rd Floor
Santa Monica, CA 90401
5 City of Santa Monica Tel: 310-458-8224
Fax: 310-393-6697
City of Santa Monica
Request for Proposal
Maintenance Management System for Potable Water,
Wastewater, Stormwater, and Water Treatment Plant
T- 16 14'E/WPL XXXX
32* 12" DIP
5020/2052
0 1 24
2418 69.63 69.83
10173 1101 1111 1117
1051
1976 7-13 7-14
40 KOP 2299 1/2134
12.41 9* VCP 1223
40•
124,37
111.68
132
140
06/03/1999
Table of Contents
...3
City of Santa Monica Request for Proposal..
...3
Goals and objectives.
...3
General system requirements...
...4
Scope of service..
..7
Technical environment.
...8
Selection process
...8
Request for Proposals response format
..10
Submittal of Request for Proposals...
...11
Schedule of events...
..11
Information and inquiries
..12
Attachment A - Sample Contract
Attachment B - Insurance Requirements and Verification ..18 ..21
Attachment C - Non Discrimination Policies.
City of Santa Monica Request for Proposal
Goals and objectives
The City of Santa Monica is focusing on streamlining its municipal operations in an effort to improve the cost effectiveness and efficiencies of delivering governmental services. As part of this effort, performance based management practices demand implementation of an advanced Maintenance Management System (MMS) to support daily operations, while preserving the long term integrity of public works infrastructure, public safety, plan review, and public health.
This maintenance. management system will be used to support the established . Geographic Information System (GIS) database that is used to display various components of potable water, wastewater, stormwater, and water treatment plant Currently, the City of Santa Monica utilizes a number of manual record keeping systems to track service order and work order requests. Card files, paper records, maps, as-built drawings, and manufacturers O&M manuals are maintained without the benefit of central access. In many cases, handwritten field notes constitute the only means of recording municipal work activities. As a result, information is difficult to access, causing increased administrative and overhead costs.
The following Request for Proposal (RFP) requests interested firms to submit detailed proposals describing their experience in providing maintenance management systems, their ability to meet our system specifications, and a fixed cost associated with all software and professional services requested in this RFP.
General system requirements
The system must meet the following general system requirements:
1) Run on a SQL Server relational database management system (RDBMS). 2) Fully implement the Microsoft Windows graphical user interface (GUl) standard.
The City runs Windows 95, 98, and NT 4.0 operating systems. 3) Software must be ODBC compliant.
4) Fully comply with ANSI and SQL standards.
5) Run on a Novell client/server network system architecture, allowing the user to use any PC workstation connected to any server.
6) Have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide user and password protection. Multiple levels of user security must be available that provide for read-only access, read-write access, and update access. Database administration functions should provide the ability to selectively "lock" certain database tables/records.
3 7) Be capable of displaying only those modules and pull-down menus that the user is authorized to access, as defined by the database administrator. Based on an individual user's ID and password, pull-down menus must be custom displayed at the user's workstation. If changed, the user's pull-down menus must also change. This capability will be referred to as an Intelligent Menu system. 8) Allow the database administrator to restrict access to employee and contractor pay rates in the system, including all forms and reports. Users without access to the pay rates must be able to be given access to cost work orders, without the ability to view or enter pay rates for cost entries.
9) Utilize lookup forms to generate custom queries to locate data. These are located on virtually every form in the system.
10) Have the ability to selectively download information into other software programs.
For example, download data to pipe network models. Compatibility to industry standard spreadsheets, database management, and ESRI's GIS graphic systems must also be provided.
11) Share a common data structure with ESRI's ArcView and Arcinfo GIS software.
Integration with this system must be accomplished without having to maintain multiple databases or without having to perform ASCIl conversions. 12) Include a comprehensive users manual documenting all operations of the Manuals must include sample reports, screen illustrations and instructions, and provide a step-by-step training aid to teach non-technical operations and administrative personnel to operate the software. 13) Provide a minimum of ninety (90) days of software support consisting of telephone support via an 800 toll free number. Ongoing software support. for subsequent years must also be available through a software maintenance agreement available on a set fee basis.
14) The vendor must be able to provide software engineering, custom programming, and database development support, if necessary.
15) The system must be able to enter all century dates. The system must be able to have automatic rollovers from the year 1999 to 2000. The system must be year. 2000 compliant, capable of performing all calculations, comparisons, sequencing, and other types of processing as they relate to calendar dates and date related data before and during performance.
16) The system must be able to integrate with Crystal Reports for user customizable reports.
Scope of service
The scope of service desired is as follows:
Relational Database Management System (RDBMS) - The selected vendor must provide Maintenance Management System. (MMS) adhering to an open architecture and an industry standard relational database management system (RDBMS) that is compliant with the American National Standards Institute (ANSI) and 4 Open Database Connéctivity (ODBC) standards. The vendor must be able to demonstrate its solution on the Microsoft SQL Server database system.
Graphical User Interface (GUI) - The City has standardized on Microsoft's Windows graphical user interface (GUI) to provide a standard, user-friendly, look-and-feel for entering data into a computer. Only those vendors providing 100% Microsoft Windows compliant application software will be considered as responsive to this RFP.
Development - Must include the ability for individual users to customize the system.
This must include the ability to modify menu widgets, customize tabs, and customize report output.
Online Help - Must include a hypertext based online help capability that automatically displays help dependent on the location of the end-user active cursor.
File Management - Must allow for a system Database Administrator (DBA) to easily manage the system, including the creation of individual user accounts.
Year 2000 Compliance - Must warrant that the licensed products shall be capable of performing all calculations, comparisons, sequencing, and other types of processing as they relate to calendar dates and date related data before and during performance.
Application software must be specifically available to manage the operation and capital resources for the following industries:
Potable Water - Must offer a comprehensive tool to manage potable water systems, including all water mains, network nodes, service connections, valves, hydrants, meters, backflow devices, pumps, storage units, reservoirs, treatment plants, pumping stations, other distribution and transmission related facilities, and all of the following:
• Valves - Record and track make, type, size, number of turns, record of inspection and maintenance, location, depth, and ability to generate work orders. • Mains - Record and track type, size, age, joint depths, whether cement lined or not, location, proposed date of replacement based on number of breaks, and water quality complaints.
Services (domestic and fire sprinklers) - Record and track service size, material location, address, meter size, date of installation, maintenance records, and generate work orders for enlargements and new installations. • Vaults - Inventory of vaults in the system, location, type of vault and cover, condition, maintenance records, etc.
Construction (water main replacement) - Record and track design, inspection and installation, labor, and material cost.
• Fire Hydrants - Record and track inventory, inspection, type, make, size of outlet and bury, location, maintenance, and pressure zone.
5 Fire Hydrant Flow Tests - Record and track flow tests conducted including static, residual, and pilot pressures, duration, and water loss quantity. Also track labor, equipment, and water loss.
Meters - Record and track make, size, type, serial numbers, maintenance history, Must interface with our existing billing and reading
system by linking to database records.
• Equipment Inventory - Record and track maintenance, age, replacement date, inspection, and cost per hour.
Back Flow Cross-Connection - Record inspections, notifications, and notice of violations, etc.
• Material Inventory - Record and track labor, material, and equipment data.
Wastewater - Must manage sanitary sewer systems, including force mains, parallel pipes, siphons, interceptor lines, manholes, service connections, meter, treatment plants, lift stations, other sewage treatment facilties, and all of the following:
Prioritize the maintenance of sewer lines, such as scheduling, emergency, and type of cleaning needed.
• Prioritize television work needed.
Issuance of work orders.
Emergency work orders via telephone calls, logging, and historical work orders.
Important that we have historical data on all mains, including cleaning times, personnel, equipment used, and comments.
Insertion of pertinent information, such as size, distance, type materials, depth, and condition of mains.
Historical information via televised lines using present and past tapes, including •
the ability to transfer FEMA video taped information to the system and link to database records.
• Lateral information as recorded by video tapes linked to GIS.
Manhole depths, material type, condition, and ability to prioritize them for repair.
Excavation repair information to be added when repairs are made to the mains. • Tree root, grease lines, sludge lines, and mains that have been lined must be able to be categorized by specific problem and prioritized for cleaning and rehabilitation.
• Ease of retrieving street names and addresses.
• A warning alert to signal problem lines or maintenance behind schedule. • Pull up list of logged calls to identify repeated calls or work orders.
When creating a new work order, the system should set it up so the user can start logging easily.
Stormwater - Must be specifically configured to service stormwater systems, including catch basins, drainage, natural flow channels, open channels, creeks, culverts, canals, pump stations, other related drainage assets, and all of the following:
• The same needs as the Wastewater list with the added ability to categorize and prioritize the catch basins for cleaning.
• Able to implement an aggressive maintenance plan to identify problem areas and to set up maintenance scheduling.
• Ability to track illicit connections to the storm drain system. • Ability to quantify and characterize waste material cleaned from catch basins.
Water Treatment Plant - Must offer a comprehensive tool to manage a water treatment plant, including all valves, meters, pumps, compressors, storage units, reservoirs, pumping stations, other distribution and transmission related facilities, and all of the following:
• Generate work orders for scheduled/unscheduled preventative/predictive maintenance.
• Forecast repairs and replacement parts needed.
• Keep track of pumps, motors, compressors, etc.
• Track labor, material, and equipment costs.
• Produce reports, charts, and graphs.
Technical environment
The software must conform to our technical computer standards described below.
Since our municipality desires an enterprise-wide client/server solution, additional hardware should be recommended to support the vendor's solution.
Specific standards for our technical environment:
Network and Server Standards - The City currently runs a Novell client/server computer network. The network server supports both local and wide area network users. As part of the organization's standard, a central computer will be added to house the vendor's relational database management system (RDBMS) with access by standard IBM compatible PCs through the Novell network.
Approximately one hundred (100) existing PC workstations will be connected to the system with approximately six (6) concurrent users of the maintenance management system. A concurrent user shall be defined as the number of users that will simultaneously be accessing the maintenance management system server. 7 Selection process
Request for Proposals will be reviewed by Water/Wastewater Systems Operations and ISD staff members. The City will compare, rate, and rank the submitted Proposals based on but not necessarily limited to the following criteria:
• Understanding of the project and responsiveness to project requirements, • Knowledge of and experience providing similar sized services for other cities, • Flexibility of the final product.
• Project costs.
Following the review, the City Council will approve the consultant contract.
Five (5) copies of the Proposal must be delivered to the Utilities Division of the City of Santa Monica by 4:00 p.m. PDT Friday, June 25th, 1999. The City will evaluate the Proposals and rank them from best to worst. The firm that ranks best. will be selected and awarded the Contract.
Request for Proposals response format
The following Request for Proposal response format is required and has been designed to facilitate comparison among RFP's submitted:
1. Cover Letter - Introduction
Provide a summary of your proposal and demonstrate your understanding of the project, including a general approach responding to the City's requirements. This should also include an introduction to your firm as well as the name of a contact
2. Qualifications and Experience
Provide a summary of your firm's qualifications and experience information. Include specifics regarding qualification and experience in similar projects. Demonstrate your products acceptance and industry expertise by providing valid references of similar sized customers using the products specified in this RFP. Customer references represent a valuable resource used to substantiate various claims made by a vendor's literature. References also provide valuable insight determining expected benefits, ongoing system support, and system upgrades. As part of your response, please provide a project profile for at least five (5) similar sized Maintenance Management System (MMS) installations closest to the City of Santa Monica, including project description, products (including version release consistent with vendor's response to software release history), contact name, agency, address, city, state, zip code, telephone, fax, e-mali, dollar amount of contract, and date of installation.
Also include the latest available database profile of each project, including at a minimum total number of completed work orders, total cost records, infrastructure size (i.e., miles of main, manholes, valves, hydrants, service connections), and condition assessment statistics.
8 Also include names and telephone numbers of contact persons of any previous clients, that have terminated your contract where your firm has provided similar services in the last ten (10) years.
3. Staffing
Please list the individuals that will participate on this project, including their staff classification and estimated percentage each will participate on the project. Please include a brief resume of each individual and proof thereof of various professional registrations, licenses, certifications, etceteras. Indicate whether the company has regional, division, or corporate headquarters in California, and their location(s).
4. Project Schedule
The vendor must provide a detailed work plan, including data conversion, milestone reviews, system installation, training, and on going customer support. Microsoft Project is required to illustrate the length of each major task. The project must provide a month by month planning schedule and include a listing of key activities, deliverables, and dates. The project timetable will be reviewed with the selected vendor, prior to beginning the project as part of contract negotiations.
5. Project Costs
The vendor must provide a detailed cost breakdown of the following categories:
1) Potable water module
2) Wastewater module
3) Stormwater module
4) Water treatment plant module
5) Work order module
• 6) Customer/call tracking module
7) Reporting module
8) Image display module
9) Inventory tracking module
10) Database software
11) System installation specifying all required and optional hardware including specifications such as number of CPU's, size of memory and disk, etc. 12) Data conversion
13) Training
14) Annual service and maintenance
9 15) Professional services
16) All other miscellaneous costs not listed above which may include fees or required/optional software modules.
The City reserves the right to select any or all of the components above. Cost may be prohibitive to proceed with a full system package.
The award of the Contract, if it be awarded, will be to the responsible bidder complying with the instructions contained in this Request for Proposal. The City, however, reserves the right to select the schedules under which the proposals are to be compared, to reject any and all proposals, and to waive any irregularity in proposals received.
The City shall have thirty (30) days after the opening of proposals within which to accept or reject the proposals.
Within fifteen (15) calendar days after award of Contract by the City Council, the proposer to whom the Contract is to be awarded will be notified of the award by telephone, facsimile, or mailgram. Shortly thereafter, a notice of award will be mailed, including the negotiated Contract for execution.
A copy of a sample contract is contained in Attachment A. The City Attorney may require some amendments to this form contract to fit the particulars of the project.
Please include any changes to this form contract that the firm believes to be necessary.
Submittal of Request for Proposals
Submit five (5) signed copies of your entire Proposal and one (1) electronic copy in Microsoft Word format in a sealed envelope. The envelope must be marked in the upper left hand corner with the name and address of the proposer. Proposals shall be sent to:
Maintenance Management System RFP
City of Santa Monica
Utilities Division
1212 5th Street, 3rd Floor
Santa Monica, CA 90401
Attention: Michael A. Carson
Senior GIS Analyst
Your Proposal must be submitted prior to 4:00 p.m. PDT Friday, June 25th, 1999. A proposal will not be accepted after the date and time designated above. It is the sole responsibility of the proposer to see that his proposal is delivered and received in proper time. Any proposal received after said designated date and time shall be returned to the proposer unopened.
By submitting a response to this Request for Proposal, proposer waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this Request for Proposal. The City reserves the right to select any number of qualified finalists. in addition, the City reserves the right to issue written notice to all participating vendors 10 of any changes in the proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary. Acceptance of any proposal submitted pursuant to this Request for Proposal shall not constitute any implied intent to enter into a Contract for execution. The City reserves the right to reject any and all proposals. The vendor selected will be under contract to the City of Santa Monica.
Schedule of events
The following time line outlines key dates for the RFP:
RFP sent out June 3, 1999
Proposals due June 25, 1999
Contract awarded August 16, 1999
Information and inquiries
For further information, please contact the following City of Santa Monica staff member:
Michael A. Carson
Senior GIS Analyst
Tel: 310-458-8231
Fax: 310-393-6697
Email: [email protected]
11 Attachment A - Sample Contract
AGREEMENT
THIS AGREEMENT, entered into this day of - 1999, by and between the CITY OF SANTA MONICA, a municipal corporation ("City"), and _ ("Consultant"), is made with reference to the following:
The City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.
City and Consultant desire to enter an agreement for
("Project"), upon the following terms and conditions:
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:
1. TERM.
The term of this Agreement shall commence on the _ _ day of 1999 and shall terminate upon the completion of services required by this Agreement, unless terminated earlier as set forth herein.
2. SERVICES TO BE PERFORMED BY CONSULTANT.
A. Consultant shall provide the services set forth in the Request for Proposal ("RFP"), which is attached hereto and incorporated by this reference.
B. If Consultant is delayed in the progress of the work for an aggregate period of more than three months by an act of nature or by an act or failure to act by the City of Santa Monica, acting through its designated representative as specified in Section 3B, or by an act or failure to act by any Los Angeles County, State of California, or Federal agency, or by changes ordered in the work, by unanticipated adverse weather conditions, or by delay authorized by the City pending resolution of any legal action, then the scope and schedule of performance of Consultant's services and the rates and amounts of compensation set forth in this Agreement shall be equitably adjusted.
3. SERVICES TO BE PERFORMED BY CITY.
The City shall perform the following services:
A. Make available to Consultant any currently existing documents, drawings, and other data or information pertinent to the Project.
B. Designate a Project representațive authorized to act on behalf of City.
C. Promptly examine and render findings on all documents submitted for staff review by Consultant.
12 4. COMPENSATION.
Consultant shall be compensated for services performed pursuant to this Agreement in the amount and on the schedule set forth in the RFP, which is attached and incorporated herein by reference. Consultant shall submit an invoice monthly to the City for the services it provides.
5. NOTICES.
All notices, demands, requests, or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:
To City: City of Santa Monica
Utilities Division
1212 5th Street, 3rd Floor
Santa Monica, CA 90401
Attention:
To Consultant
6. INDEPENDENT PARTIES.
Both parties to this Agreement will be acting in an independent capacity and not as agents, employees, partners, or joint venturers of one another. Neither the City no ts officers or employees shall have any control over the conduct of Consultant or an! of Consultant's agents, employees, or subcontractors, except as otherwise provided herein.
7. INTEGRATED CONTRACT.
This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modifications of this Agreement will be effective only by written execution signed by both City and Consultant.
8. INSURANCE.
Prior to commencing work, Consultant shall procure, maintain and pay for insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work or services hereunder by Consultant its agents, representatives, employees or subconsultants for the duration of this Agreement. The insurance requirements are set forth in Attachment B, Insurance Requirements and Verifications, which is attached and incorporated by this reference. 13 9. COST OF LITIGATION.
If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of an alleged breach of any provision of this Agreement, the prevailing party shall be entitled to receive from the losing party all costs, disbursements, and expenses and such an amount as a court may adjudge to be reasonable attorney's fees.
10. DEFENSE, INDEMNIFICATION AND HOLD HARMLESS.
The Consultant shall defend, indemnify, and hold harmless City, its City Council, • boards and commissions, officers, agents, and employees (collectively hereafter the "City") from and against any or all loss, damages, liability, claims, suits, costs, expenses, and judgments, whatsoever, including reasonable attorneys' fees, arising from negligent or willful acts, errors or omissions of Consultant or its officers, agents, employees or subconsultants, in the performance of services, activities or work conducted pursuant to this Agreement.
Consultant shall defend, indemnify, and hold harmless City, from and against any and all claims and losses whatsoever, including reasonable attorney's fees occurring or resulting to any and all persons, firms, or corporations employed or contracted by the Consultant or its subconsultants in connection with Consultant's services under this Agreement.
11. PROHIBITION AGAINST TRANSFERS.
Consultant shall not assign, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City's consent shall be null and void, and any assignee, sublessee, hypothecatee or transferee shall acquire no right or interest by reason of an attempted assignment, hypothecation or transfer.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant or of any general partner or joint venturer or syndicate member of Consultant, if a partnership or joint venture or syndicate or cotenancy exists, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50% or more of the voting power of the corporation.
12. PERMITS AND LICENSES.
Consultant, at its sole expense, shall obtain and maintain during the term of this Agreement, all required business and professional permits, licenses and certificates.
13. WAIVER.
A waiver by either party to this Agreement of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any. subsequent breach of the same or any other term, covenant, or condition whether of the same or a different character.
14 14. TERMINATION.
In the event Consultant fails or refuses to perform any of the provisions of this Agreement, and if a default is not cured within a period of five (5) days after receipt by Consultant of City's written notice of default specifying the nature of the default and the steps necessary to cure the default, City may immediately terminate this Agreement by written notice.
City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving ten (10) days written notice to Consultant. Upon termination of this Agreement, City shall pay to Consultant compensation earned and unpaid up to the effective date of termination.
15. COMPLIANCE WITH LAW.
Consultant shall comply with all laws, State or Federal, and all ordinances, rules and regulations enacted or issued by City. If any ordinances, rules or regulations enacted or issued by the City after the effective date of this Agreement significantly impact Consultant's performance of its obligations under this Agreement, equitable adjustment may be made to the time of performance, the compensation, or both, as appropriate.
16. DISCRIMINATION.
Consultant shall not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and shall comply with the requirements of City, State and Federal law as set forth in Attachment C, Non Discrimination Policies, which is attached and incorporated by this reference.
17. NUISANCE
Consultant shall not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of services under this Agreement.
18. RECORDS.
Consultant shall maintain complete and accurate records with respect to costs, expenses, receipts and other information required by City for any services provided where compensation is on the basis of hourly rates, subconsultant costs, and/or other direct costs.
Consultant shall maintain records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Representatives of City or its designees shall be allowed free access to such books and records, and shall have the right to examine, audit, and make transcripts therefrom as necessary, and to inspect all work, data, documents, proceedings and activities related to this Agreement. These records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained for a period of three (3) years after receipt of final payment. 15 If City's audit discloses an error of five percent (5%) or more in information reported by Consultant and City's audit is correct, Consultant shall pay the cost of City's audit computed on the basis of four (4) times the direct payroll of the audit staff completing the audit and audit report.
19. REPORTS.
Each and every final report, work-product, map, record and other document reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement and delivered to the City shall be the exclusive property of City, including the originals of all notes, memoranda, sketches, letters and documents developed and received by Consultant.
Consultant shall furnish reports concerning the status of services required under this Agreement at City's request. No report, work product, map, record or other document given to or prepared or assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior written approval by City. The provisions of this Section shall apply to all materials developed by subconsultants pursuant to this Agreement unless otherwise authorized in writing by City prior to execution of any agreement with said subconsultants.
20. STANDARD OF CARE.
Consultant agrees that all services performed hereunder, including services performed by any subconsultant, shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members of Consultant's profession currently practicing in the same locality under similar conditions.
21. SUBCONSULTANTS.
Requests for subconsultants shall be submitted in writing, describing the scope of work to be subcontracted, the name of the proposed subconsultant, and the total price or hourly rates used in preparing an estimated cost for the subconsultant's services. The City may issue approval of the subconsultant in the form of a Work Order.
Consultant shall be responsible for the quality of all subconsultant work performed pursuant to this Agreement. Consultant may terminate the services of any subconsultant and hire a new subconsultant, subject to the prior written approval of the City which shall not be unreasonably withheld or delayed. Every subcontract or agreement of any kind entered into between Consultant and subconsultant (or between any subconsultant and others) shall contain the following provision:
This agreement is consistent with the specified terms and conditions of the Agreement entered into between the City of Santa Monica and on
1999 (hereinafter referred to as the "Agreement") including, but not limited to:
Section 2, Services to be performed by Consultant; Section 4, Compensation; and Section 8, Insurance.
16 22. GOVERNING LAW.
This Agreement shall be construed in accordance with and governed by the laws of the State of California.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written.
CITY OF SANTA MONICA, CONSULTANT
A Municipal Corporation
By By
JOHN JALILI, CITY MANAGER
Date:
APPROVED AS TO FORM:
MARSHA JONES MOUTRIE, CITY ATTORNEY
ATTEST:
MARIA M. STEWART, CITY CLERK
Attachment B - Insurance Requirements and Verification
A. Minimum Limits of Insurance.
Consultant shall maintain limits of no less than:
(1) Comprehensive General Liability:
One Million Dollars ($1,000,000), combined single limit per occurrence for bodily injury and property damage. Consultant shall indicate whether coverage provided is on a "claims made" or "occurrence" basis. (2) Comprehensive Vehicle Liability Insurance:
One Million Dollars ($1,000,000), combined single limit per accident for bodily injury or property damage. The following coverages shall be included:
(a) Owned Vehicle.
(b) Hired Vehicle.
(c) Non-owned-Vehicle.
(3) Workers' Compensation and Employer's Liability:
Workers' Compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of One Million Dollars ($1,000,000) per accident.
B. Deductibles and Self-Insured Retentions.
Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, the insurer shall reduce or eliminate deductibles (limited to general and vehicle liability insurance only) or self-insured retentions as respects City, its officials, employees and volunteers or the Consultant shall acmitation, and defense expensesent of losses, related investigation, daim C. Other Insurance Provisions.
(1) General Liability and Vehicle Liability Coverages Only:
(a) The City of Santa Monica, members of its City Council, boards and commissions, officers, agents, employees and volunteers are to be overed as insured as respects: liability arising out of activities erformed by or on behalf of the Consultant; premises owned, leased, c used by the Consultant; and premises on which Consultant is performing services on behalf of the City. The coverage shall contain no special limitations on the scope of protection afforded to the City, members of its City Council, boards and commissions, officers, agents, employees and volunteers.
18 (b) The Consultant's insurance coverage shall be primary insurance as respects the City of Santa Monica, members of its City Council, boards and commissions, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by the City, its officials, and employees, shall be in excess of Consultant's insurance and shall not contribute with it.
(c) Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of Santa. Monica, members of its City Council, boards and commissions, officers, agents, employees and volunteers.
(d) Coverage shall state that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability.
(2) Workers' Compensation and Employer's Liability Coverages.
The insurer shall agree to waive all rights of subrogation against the City of Santa Monica,. members of its City Council, boards and commissions, officers, agents, employees and volunteers for losses arising from work performed by Consultant for the City
(3) All Coverages.
(a) Each insurance policy required by this Agreement shall be endorsed to state that coverage shall not be suspended, voided, canceled, or reduced in coverage limits except after thirty (30) days prior written notice has been given to the City at the following address:
City of Santa Monica.
Utilities Division
1212 5th Street, 3rd Floor
Santa Monica, CA 90401
Attention:
(b) If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the failure shall be deemed a material breach of this Agreement. City, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from the breach. Alternatively, City may purchase the required insurance (but nas no special obligation to do so), and without further notice to Consultant, City may deduct from sums due to Consultant any premium costs advanced by City for the insurance.
D. Acceptability of Insurers.
Insurance is to be placed with insurers rated A:6 or better by A.M. Best's rating service.
•19
E. Verification of Coverage.
Consultant shall furnish City with certificates of insurance affecting coverage required by this Agreement. The certificates for each policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates are to be on forms provided by City and are to be received and approved by City before work commences. Copies of the Certificate of Insurance and endorsement forms acceptable to City are attached.
F. Subconsultants.
Consultant shall include each of its subconsultants as insureds under the policies of insurance required herein (where applicable) or, alternatively, shall provide to City certificates of insurance evidencing satisfactory compliance by each subconsultant with the insurance requirements stated herein.
20 Attachment C - Non Discrimination Policies
A. Discrimination.
Discrimination in the provision of services may include, but not be limited to the following:
(a) Denying any person any service, or benefit or the availability of a facility. (b) Providing any service, or benefit to any person which is not equivalent, or. in a non-equivalent manner or at a non-equivalent time, from that provided to others.
(c) Subjecting any persons to segregation or separate treatment in any manner related to the receipt of any service.
(d) Restricting any person in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any service or benefit. (e) Treating any person differently from others in determining admission, enrollment, quota, eligibility, membership, or any other requirement or condition which persons must meet in order to be provided any service or (1) Consultant shall take affirmative action to ensure that intended beneficiaries of this Agreement are provided services without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability.
(2) Consultant shall further establish and maintain written procedures under . which any person applying for or receiving services hereunder, may seek resolution from Consultant of a complaint with respect to any alleged discrimination in the provision of services by Consultant's personnel.
At any time any person applies for services under this Agreement, he or she shall be advised by Consultant of these procedures. A copy of these procedures shall be posted by Consultant in a conspicuous place, available and open to the public, in each of Consultant's facilities where services are provided hereunder.
B. Non-discrimination in Employment.
(1) Consultant certifies and agrees that it will not discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability in accordance with the requirements of City, State or Federal law.
Consultant shall take affirmative action to ensure that qualified applicants are employed, and that employees are treated during employment, without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability, in accordance with the requirements of City, State and Federal law. Such shall include, but not be limited to, the following:
21 (a) Employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation.
(b) Selection for training, including apprenticeship.
(2) Consultant agrees to post in conspicuous places in each of Consultant's facilities providing services hereunder, available and open to employees and applicants for employment, notices setting forth the provisions of this non- discrimination policy.
(3) Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability, in accordance with the requirements of City, State or Federal law. (4) Consultant shall send to each labor union or representative coworkers with which it has a collective bargaining agreement or other contract or understanding a notice advising the labor union or workers' representative of Consultant's commitments under this non-discrimination policy. (5) Consultant certifies and agrees that it will deal with its subconsultants, bidders, or vendors without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability, in accordance with the requirements of City, State and Federal law. (6) In accordance with applicable State and Federal law, Consultant shall allow duly authorized representatives of the County, State, and Federal government access to its employment records during regular business hours in order to verify compliance with this non-discrimination policy. Consultant shall provide other information and records as the representatives may require in order to verify compliance with this non-discrimination policy. (7) If City finds that any of the provisions of this non-discrimination policy have been violated, the same shall constitute a material breach of agreement upon which City may determine to cancel, terminate, or suspend this Agreement.
While City reserves the right to determine independently that this non- discrimination policy has been violated, in addition, a determination by the California Fair Employment and Housing Commission or the Federal Equal Employment Opportunity Commission that Consultant has violated State or Federal non-discrimination laws shall constitute a finding by City that Consultant has violated the provisions of this non-discrimination policy. (8) The parties agree that in the event Consultant violates any of the non- discrimination policies set forth herein, City shall be entitled, at its option, to the sum of five hundred dollars ($500) pursuant to Civil Code Section 1671 as liquidated damages in lieu of canceling, terminating or suspending this Agreement.
(9) Consultant hereby agrees that it will comply with Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), all requirements imposed by applicable Federal Regulations, and all guidelines and interpretations issued pursuant 22 thereto, to the end that no qualified disabled person. shall, on the basis of disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity of the Consultant receiving Federal Financial Assistance.
Hansen Information Tectrologies, Inc.
City of Santa Monica, CA
Hansen Version 7.5 for Plant, Sewer, Storm, Water & Customer Service Windows NT/SQL Server
SOFTWARE COST: Quantity: Unit Price: Costs:
Hansen's Version 7.5 for Water 4,000 $12,000
Hansen's Version 7.5 for Sewer 3 4,000 $12,000
Hansen's Version 7.5 for Storm 3 4,000 $12,000
Hansen's Version 7.5 for Plant/Fleet 3 2,500 $7,500
Hansen's Version 7.5 for Customer Service 1,000 $4,000
Hansen's Version 7.5 Arcview (5 pack) 7,500 $7,500
Hansen's Reporting Crystal Reports Module 1 1,500 $1,500 Hansen's Image Display Enterprise N/C $0
Hansen's Basic Inventory Tracking System Enterprise N/C Gross Software Costs: $56,500
PROFESSIONAL SERVICES COSTS:
Project Consulting and Implementation* 15 1,500 $22,500 Hansen Service and Maintenance (Annual) $9,900
On Site Training (Per training day) 1,500 $18,000
GIS Consulting (per day) 4 1,500 $6,000
Software Set-up & Installation $5,000
Data Conversion Analysis (per source)* 1 5,000 $5,000
Out of Pocket Expenses Actuals to be billed as incurred TOTAL PROFESSIONAL SERVICES COSTS: $66,400
Total Cost: $122,900
*Project Consulting and Implementation is based on time and should not be considered on-site.
On-site visits are mutually determined by the Project Consultant and client. *Data Conversion Analysis (Per Each Data Source) Will Determine Any Additional Conversion Costs if Necessary Based Upon Data Submitted.
Products and Services
Not Included in Quotation
Hansen's Custom Tab Editor 10,000
Hansen's Custom Menu Editor 5,000
Hansen's Advanced Inventory 15,000
Hansen's OLE Container 7,500
Hansen's Asset Valuation 15,000
GIS Desktop Mapping (5 seat minimum) 7,500
Hansen's Geographic Information Systems Integration Tools Based on GIS Integration Needs Hansen Authorized Signature Stefanie Marquen
September 13, 2000: Price Quote by Bob Grissom
Unless accompanied by an authorized signature above this quote is for budgetary purposes only.
If signed, this quotation is valid for 90 days.
AR ponse to a Request For P. posals from the
City of
Santa Monico
Ocean Uncoin
Santa
Monica Culver City
Slauson Ave.
120)
Colorado Ingiewood
Lincoln Bivd., Westchester
Manchester Ave.
City * Contury
Blvd.
Hall LAX
Oceon Ave. El Segundo JImperial
Maintenance Management
System for Potable Water,
CITY OF SANTA MONICA Wastewater, Stormwater, and
Water Treatment Plant
June 25th, 1999 HANSEN
INFORMATION TECHNOLOGIES
June 25, 1999
Michael A. Carson
City of Santa Monica
Utilities Division
1212 5"h Street, 3rd Floor
Santa Monica, CA 90401
Dear Mr. Carson:
Hansen Information Technologies Inc. is pleased to submit this proposal in response to an RFP for a Maintenance Management System for the City of Santa Monica. As you will see, we have a solution which we feel meets your City's needs perfectly. Hansen's Version 7 provides an Asset Management System which provides all of the functionality you need to streamline maintenance, cut costs and improve efficiency.
With the many challenges and mandates city organizations face today, you need a partner that will have a positive impact on streamlining your business practices. With Hansen you have the capability to vastly improve your position in a changing environment. V7 remains open database compliant, so the software can link to other systems such as GIS, IVR, etc. Hansen products were created for city and county govemments specifically, so you can be confident V7 speaks your business language and can be tailored to your specific needs. In other words, V7 Asset Management products are developed to be controlled by the user, and will follow your unique processes, routing, approval hierarchy and city conditions.
The entire V7 software suite solution is Year 2000 compliant and built on a client/server platform, using industry standard programming methodologies. Our solutions have been proven, and are constantly being improved in order to meet the demands of our vast client population. Hansen never stops developing and taking advantage of new technology, and that is evident with more than 25% of revenue dedicated to product research and development.
I am the Account Manager for the City of Santa Monica, and will be the designated contact for this proposal and implementation. If you have any questions, please feel free to call me at 800-821- 9316 x 3531. Thank you for your interest in our products and services.
Sincerely,
Michael Vaughn
Regional Account Manager
Table of Contents
Executive Summary.. . 1-1
Executive Summary 1-1
Reasons to Buy Hansen's Version 7.. .. 1-2
Qualifications & Experience... 2-1
Asset Management: The Enterprise Wide Approach. 2-1
Installation. 2-2
Preventive Maintenance. 2-4
Unscheduled Maintenance.. 2-6
Evaluation and Acquisition ...2-11
Common Features.. ..2-14
Hansen's Water Module. ...2-15
Hansen's Sewer Module. 2-19
Hansen's Stormwater Module ...2-25
Hansen's Plant Module ...2-29
Hansen's Customer Service Module .. ...2-33
Hansen's Reporting Module. ...2-35
Hansen's Image Display. ...2-37
Hardware Specifications ..2-39
Graphical User Interface (GUI) ...2-39
Hardware / Software Details. .. 2-40
Operations Support. ...2-43
Manuals and Documentation ...2-44
Sample Service and Maintenance Agreement ...2-46
Company Background & Staffing ...3-1
Hansen Information Technologies. 3-1
Company History.. 3-2
Commitment to Research & Development 3-3
Product History. 3-4
Personnel Overview.. 3-5
Staff Resumes 3-6
Bob Benstead 3-7
Steve Davis.. 3-8
Christy Silveira ..3-9
The Hansen Training Team .. 3-10
Qualifications & Experience .. 4-1
Implementation Plan 4-1
Highlights.. 4-5
Scope of Work 4-7
Risks. ..4-13
Page
Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 1 City of Longview, Washington June 7, 1999
Infrastructure Management System Table of Contents
Cost. ..5-1
Software Descriptions. ..5-3
Professional Services & Fees. 5-5
Products and Services Not Included in Quotation .. 5-6
System Requirements ..... . 6-1
Hansen Responses to System Requirements. 6-1
This document is the intellectual property of Hansen Information Technologies Inc. and contains commercial trade secrets which are confidential and exempt from disclosure to the public under the Freedom of Information Act (5) USC 522(b)(4). Unlawful disclosure thereof is a violation of the Trade Secret Act 18 USC 1905. Copyright C 1999. Hansen Information Technologies Inc. All Rights Reserved.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies City of Longview, Washington June 7, 1999
Infrastructure Management System Table of Contents
Page
Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies
1. 2. Executive Summary
Executive Summary
Executive Hansen Information Technologies Inc. proposes its Version 7 Suite of Summary products to the City of Santa Monica.
This enterprise-wide solution meets your need to integrate separate functions into a single solution to improve efficiency, provide "one-stop" customer service and justify expenditures. Our off-the-shelf Version 7 proposal includes the following modules and functionalities:
• Water Module
• Sewer Module
• Stormwater Module
• Plant/Fleet Module
• Customer Service Module
• Crystal Reports Module
All of the above products are fully integrated and provide a centralized data • source for common or restricted viewing.
Hansen's built-in Version 7 search engine (Look Up) allows quick development of on-screen, ad-hoc reports. Also available is the highly acclaimed Crystal Reports for in-depth reporting to give managers the information they need to plan, check and develop their operations.
We offer a Microsoft Windows graphical user interface (GUI) based on the Microsoft Component Object Model standard, providing for a true object- oriented, 32 bit application. Hansen's Version 7 represents a scalable application that offers consistent and controlled user access to Hansen's utility data model housed in an Open Database Connectivity (ODBC), Structured Query Language (SQL)-compliant database. Meeting all these industry standards provides an underlying system foundation which does not require specialized technical staff beyond those who would normally manage a Local Area Network (LAN) or Wide Area Network (WAN) utilizing a client's existing hardware platform. The standards also allow field-to-office integration for mobile users and allow
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-1 City of Santa Monica, California June 25, 1999
Maintenance Management System Executive Summary
Executive Summary, Continued
Executive seamless integration with a number of third-party applications, including Summary, accounting, human resource, GIS, hydraulic modeling, interactive voice Continued response, SCADA and access to the Internet.
Hansen also offers the professional services you need to make this project a success. Proper installation, conversion and training are vital to successful software implementation. Our trained professionals understand the City of Santa Monica's needs because they have been working in the government ector and related private sectors both as Hansen employees and as managers.
Ve recognize that successful implementation is the goal. Achieving that goal Reasons to Buy Hansen's Version 7
Industry Hansen is a market leader in offering state-of-the-art work management Market Leader solutions for the public works industry. Hansen's technical and functional understanding of the City of Santa Monica's business is second to none.
Because we understand the maintenance management business, we do not need to spend lengthy development cycles to reengineer industry standaro requirements. Rather than offering a "generic" approach to work management, in which one equipment data model fits all, Hansen's modular approach offers asset-specific work standards and practices that have made Hansen a leader in the municipal and utility market.
100% Object- Hansen's Version 7 represents a true object-oriented client/server solution.
Oriented Representing the only product on the market that is in full compliance with Client/Server Microsoft's Component Object Model (COM), Hansen's Version 7 represents Architecture a state-of-the-art solution. Many people may be familiar with Microsoft's Object Linking and Embedding (OLE) capabilities. Representing a subset of Microsoft's Component Object Model, Hansen's Version 7 allows all direct access to standard Microsoft hardware drivers, menu systems, internal network calls and other functions for full use as part of Hansen's Version 7.
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Maintenance Management System Executive Summary
Reasons to Buy Hansen's Version 7, Continued
"Thin Client" Poor software performance can often be tied to the amount of random access memory (RAM) or system overhead required by the application on each client's PC. Applications that use third-party forms-based development packages, like Centura's SQL Windows or Sybase's PowerBuilder, must allocate a large amount of system RAM for each client's PC to run the application. By contrast, Hansen's "thin client" architecture ensures that each object in Hansen's Version 7 is kept to a minimum, providing the smallest memory "footprint" possible. What this means is the ability to keep standard office programs open for desktop and GIS applications.
Customizable Hansen does not expect the City of Santa Monica to conform to a generic Menus and business model. Instead, Hansen can use its optional Custom WorkBench Forms - products -- Custom Menu Editor and Custom Tab Editor - to conform to the Hansen's City's vision and adoption of emerging industry best practices. These Version 7 products allow direct access to Hansen's distributed object architecture while Workbench
preserving the City's ability to accept future industry-driven Hansen upgrades and software releases. Using Hansen's WorkBench means sustainable migration paths for City of Santa Monica and the ability to integrate other applications, all within Hansen's Version 7.
Open Database Hansen's Version 7 does not require custom versions of its program to Architecture operate with different industry standard relational databases. Unlike the competition, Hansen's Version 7 architecture enables it to operate "out-of- the-box" with any SQL-compliant relational database, including Oracle, Informix, Sybase, SQL Server and Microsoft's Access relational database management systems (RDBMS). Today, Hansen's Version 7 operates on any platform, without the need to maintain separate versions for each vendor's database engine.
Integration Hansen offers a complete library of products that seamlessly integrate a with GIS variety of GIS products with the Version 7 relational database. Our GIS business partners include Bentley, Intergraph, AutoDesk and ESRI.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-3 City of Santa Monica, California June 25, 1999
Maintenance Management System Executive Summary
Reasons to Buy Hansen's Version 7, Continued
Field to Office. Hansen's FIELDWORKS offers the ultimate in data collection and reporting, Solutions in the same Version 7 environment as the host system, to field staff on portable personal computers. From inspections for complaints and permits, to work orders and condition assessments of assets, FIELDWORKS can provide one time data collection for any employee in the organization.
Opportunity At Hansen our clients are presented with the best of both worlds. The ability to not only bring forward excellent ideas for the improvement of our software functionality but also to benefit from enhancements being implemented as a result of other clients. Our Version 7 software is the culmination of a vast number of improvements and functional modules over our Version 6 platform.
Firm Hansen Information Technologies Inc. offers solid worldwide maintenance Qualifications management industry references. With our firm financial foundation, highly- qualified personnel and commitment to infrastructure industries, we will put our experience to work in providing a comprehensive software solution for the City of Santa Monica. Established in 1983, Hansen Information Technologies Inc. has remained a privately held company not subject to stock market volatility or investor demands.
Maintenance Hansen's Version 7 provides the means to quickly access information Tracking concerning work orders on any asset at any point in its life cycle, from permit and construction to rehabilitation or replacement. Hansen designed its system to automate the process of recording work histories, full activity-based costs for all resources, work order scheduling, field inspections, scheduled and unscheduled maintenance, preventive maintenance and integration with inventory control and timesheet record keeping.
Management Utilizing Crystal Reports, Hansen's Reporting Module offers an extremely Reports useful management tool. The Reporting Module offers access to all the information in the database and the ability to structure reports in the format of your choosing. Many clients wish to display reports on their PC workstation before printing. The Reporting Module (Crystal Reports) provides both standard and ad hoc access to Version 7's relational data model and the ability to quickly and easily develop reports on-the-fly.
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City of Santa Monica, California June 25, 1999
Maintenance Management System Executive Summary
Reasons to Buy Hansen's Version 7, Continued
Project Hansen will commit a highly qualified project team to assist City of Santa Management Monica with implementing its new system and required integration and data and System conversions in the timeframe required.
Integration
Data Hansen recognizes the need to convert previously available manual or Conversion electronic data when you migrate to our system. Hansen has built some of the Services largest infrastructure industry databases and understands the demands for deploying enterprise-wide client/server applications that must be available to third-party applications. Based on similar work, Hansen will work with you to develop a Data Conversion Standards Document that articulates those standards.
Installation Hansen maintains a staff of professionals to conduct installation services at Services your site. These installation specialists will ensure your system is up and running according to the implementation schedule.
Training Understanding is the key to any successful management system. We recognize the need to quickly and efficiently train employees on Version 7.
Our training staff has developed a program to train all levels of functional users identified by the City. Typically this training is held at an on-site location in familiar surroundings for employees.
Product Hansen's Annual Service and Maintenance Agreement offers complete Support support for all of our products, including comprehensive documentation and on-line help. Hansen's Version 6 release included over 24 separate releases, all available at no charge to actively supported customers. Hansen's Version 7 customers with active maintenance agreements will also receive all software upgrades (within the same version) at no additional charge.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-5
2. Qualifications & Experience
Asset Management: The Enterprise Wide Approach
Overview Hansen designed Version 7 to mirror the life cycle of infrastructure assets.
The life cycle of an asset has five stages:
Acquisition Installation
Preventive
Evaluation
Maintenance
Unscheduled
Maintenance
Hansen's Version 7 supports each of these phases. Version 7, together with the Customer Service, Work Order, and Reporting modules, gives managers a powerful tool for enterprise-wide decision making. Version 7 tracks the trends and cost benefits for specific assets and compiles data into a single relational database. Managers can then create reports to aid in making critical decisions. Asset management is a key aspect of the enterprise-wide approach of Hansen's Version 7.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-1 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Installation
Easy Entry The key to making the entry of new asset information as easy as possible is to standardize while allowing for maximum detail with free form comments for instance. The Hansen Version 7 system excels in the flexibility of allowing user defined standardized rules, definitions, and descriptions while providing asset specific forms with the level of detail that any user should appreciate.
The following are standard tools throughout all Hansen Version 7 modules.
Popup Menu To aid in the entry of a new asset, Hansen's Popup Menu provides user defined standardized data in an easy to access format. To pull up a popup menu with data specific to that field, a user can simply tab into a field and press [Enter].
Main ID #
Address
Address Popup
Reload With
MAIN
HANSEN CITY
Search Stule
Match
Address Citu State ZP
100 MAIN ST HANSEN CITY CA 95821-
100 MAIN IST HANSEN CITY CA 95825-
109 MAIN IST (HANSEN CITY ICA 95821-
200 MAIN IST HANSEN CITY ICA 95821•
209 MAIN ST HANSEN CITY ICA 95821-
300 MAIN ST HANSEN CITY ICA 95821-
301 MAIN ST HANSEN CITY CA (95821-
302 MAIN ST HANSEN CITY CA i35821-
309 MAIN ST HANSEN CITY (95821-
400 MAIN ST HANSEN CITY CA 95821-
400 MAIN IST ]HANSEN CITY CA 95821-3400
401 MAIN IST HANSEN CITY CA 95821-
1 o/ 61
One of the most damaging results of inaccurate data entry has been the entry of addresses, for instance, with a variety of spellings and formats. Hansen's Popup Menu's ensure your database will be clean throughout.
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Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-2
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Installation, Continued
Popup Types What is often not found in competitor's software is the Date and Calculator popup menus, making entry of your new asset even more efficient.
Pinatal
Date & Time Problem
Work Order #
Initiated By Priority
Asset
Nov La Li 1999 Project
Addrost Calculator
Sun Mon Tue Wed Thu fil Budget #
Initiated 7
Started
Scheduled 8: 10 11 12 13
15 15 17 18 19 20 Completed
Due
22 23 24 25 26 27 28 Comp By 7. 0.000
Initiated By 29 30
Hours BS
Project
Work Dider O 1. 2 fosp
Budgel #
Time D/10:45
For example, to enter today's date in any field, a user can simply tab into the field and press [Enter] twice; once to pull up the Date Popup (shown above) and again to enter the default date of today. Likewise, the Calculator Popup can be used to enter any numeric values.
Add a When all information is finally entered on the given asset, the user can simply Record click the Add button to add it to the database.
Update a If the record has been modified, the user can click the Update button to Record complete the record.
Security Levels Finally, to limit the accidental entry of data by an unauthorized user, access restrictions can be limited for given users to inquire, add, update, or delete data. These restrictions can be specified down to the form level.
Standard Tools Using these tools and features, your users can use any of Hansen's Enterprise- wide solutions for your agency with a minimum of extra training.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-3 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Preventive Maintenance
Proactive Progressive engineers, mayors, and managers recognize the benetits of Preventive Preventive Maintenance for budgeting and resource management. Preventive Maintenance Maintenance consists of scheduled maintenance, unscheduled activities, and condition inspections. Most managers know that preventive maintenance is far cheaper than unscheduled maintenance. Version 7 maximizes the benefits of preventive maintenance by steering resources to those areas most in need.
Hansen's approach follows management principles that save time and money.
Adding To assign scheduled maintenance, the same tools described above are used as Preventive with any Version 7 system. As in the Unit Scheduled Maintenance window Maintenance below; popup windows and the basic Add Button are used to enter new PM's Schedules with a variety of scheduling options and flexibility for special instructions. • Unit Scheduled Maintenance
4 09
Asset SEG Street Segment ARDEN 0010
Address
Activity SWEEPA STREET SWEEPING - ARTERIAL
Reschedule By -Options -Time Scheduling
• Hold Unit
Prority
Vl Weekdays Interval
Assign To 174
I Weekends Next Scheduled 05/01/1999
Holidays Last Completed
Authorization AS
End of Month
Project 105
Budget Number M1F11
Maint Type Work Order Status C
Source
Cycle From 05/01 To 10/31
1 Unit Schedule Special Instructions
Industry Hansen has developed industry specific software since 1983. With this kind Specific Detail of industry experience, we have addressed specific needs in every aspect of our software. For instance, because actual maintenance times can vary, preventive maintenance can be rescheduled by a scheduled or by a completion date. A variety of scheduling options are also available including user defined values such as the scheduling unit of a day, week, or month.
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Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-4
ty of Santa Monica, Californ June 25, 1999
aintenance Management Syste Qualifications & Experience Preventive Maintenance, Continued
Reports Finally, a variety of reports can be generated for easy review at a later time such as the detailed work order report below.
Henson Information Technologius
17/7 1*.
(91 Manson Information Technologies
1916 Hanson Intormation Technalogles
We
Hansen Information Technolagles
Wo
Re Sewer Main Work Order
(816)821-0083 Fox (816)821-6520
Qui Wr
Report Date 11/25/1998 10:59 All Submited By Pager
Work Order # 1005 Activity STOP SEWER MAIN STOPPAGE
Wr 026.0012
SMH To SND 025-0011
Address
HANSEN CITY CA 95821-
Qualitier 16 FEET WIEST OF CENTEALINE.
ELK HEIGHTS SUB DIVISIOTI - Distries 38N DISTRICT 38N
Sutrams MAP GUADRANT 1 Locallon •
Map * M1-456A
SAN Dismate: 10.00 Design Plow 240.00
Pipe Type CONCAETE (LOCK JOINT) Haphi p.00 Friction Facior Pipo Shose CIRC CIRCULAR Length 23.00 Stope 0.02714
Dir From Jos NERTHEAST Ups Depth 20 HE Ups Invort Eloy 358,00 SW Don Depths 0.88 Dirt Invert Eur 30900
Joint type RUBBER GASKETED COUPLING Joint Length Grad Water Lov 23.00 Service Stalus IN SERVICE Complex
X Boor: Siree: Segmont
Porcel
coord Dalt fastalled 01/01/1996 As BoIn 345A
38 36 CORP Incoming Mains
Surface Cover ASPH ASPHALT
ASso Comments
Assel commenta io malins SM- SID 025-0011. Test to sent these commons aguer a the was enter hardcopy. 42HJ2т80 B) 3111 DON Irillated Date 11:01/5996 Schoduled 01/01/100937:05 3100. JODY ELLINWOOD Sarvico * 1005 Que
whoritalio
Budgot x 1001-76 SEWER MAINTENANCE AG
Mall Typo UM UNSCHEDULEO MAINTANENCE
Priority CRITICAL
Problem STOP STOPPAGE
Project CIPAG 1096 CAPITAL IAPAOVEMENT PROST Out of Service CC Source REG RESIDENT Potentiot Sorvide Request
Work Order Commenti
I glas
Spot inep UM Description Comments
Teres me spot inspections for this work order
Completed Work Drden
Want tord Aclbily... Detoription Complelod Cemp By Result 5012 STOP. SEWER MAIN STOPPAGE OG/30/1998 0.00
2322 HYDRO CLEAN 02/08/1509 GOOD CORPLET :00.00
2374 1246_ INSP 11 10.00/1997 0.00
1985 STOP SEWER MAIN STOPPAGE 0101/1590 3102 HEAV PAHT 34567.00 1970 STOP SEWER MAIN STOPPAGE 01/01/1996 3102 HEAV PART 34367.00 1928 STOP SEWER MARI STOPPAGE 1 00V0 3102 HEAV 1 PART 34507.00 Page
Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-5 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Unscheduled Maintenance
Easing the Unscheduled maintenance is an unfortunate aspect of infrastructure Process management. As assets pass through their life cycle, they require unexpected work and repair. Management has to allocate parts, tools, and crews for handling these sudden needs. When unscheduled maintenance situations arise, Version 7 eases the often difficult task of matching available resources with immediate demands. Version 7 tracks needs past their required maintenance. With Hansen's Version 7 at your disposal, dealing with unscheduled maintenance is much casier.
Caller Log Unscheduled maintenance can be initiated from a variety of sources as in Hansen's Customer Service module below. In this example, a caller reports a signal on flash mode that is causing a traffic backup.
• Caller Log
D
Service # 1028 Problem AFISH Priority Area # of Calls 1 Address Duration of Call 01:17
Responsibility 06
Location EASTBOUND ROUTE 8 AT INTERSECTION OF Inspector ROUTE 32
Due 01/06/1999 21:04
Caller reports that the signal on eastbound route 8 at the intersection:
of route 32 is on flash mode, causing a one mile backup on route Initial Caller Calls Info Problem Comments Seach
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Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-6
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Maintenance Management System Qualifications & Experience Unscheduled Maintenance, Continued
Industry The city's customer service representative can provide the irate caller with Specific immediate feedback including problem specific information. As shown below, Feedback the average time required to inspect the problem displays automatically.
I Caller Log
18 B
Service It 1028 Problem AFISH -Priority Area IGS It of Calls 1 Address Duration of Call 01:17
Responsibility 06
Location EASTBOUND ROUTE 3 AT INTERSECTION OF Inspector ROUTE
Due 01/06/1999 21:04
Taken By 2475 -Avg Inspection Duration Resource Pool
Call Date 01/06/1999|17:04 Days
Sub-area Hours
Minutes 20
Parcel
District I Customer Contact Requested
Asset:
Initial Caller. Calls Unfo Problem Lomments
Response Hansen designed the Customer Service Module with windows specifically for Flexibility Caller Log, Service Request Inspection, and Service Request Dispatch. - Version 7
PM Customer Part Window
Caller Log
Service Request Dispatch
Service Recuest Inspection
Problem Definition
Version 7 provides the opportunity for the manager to decide to bypass sending out an inspector and simply dispatch a service request. If the problem warrants immediate action involving work crews and equipment, the manager can bypass both the service request and service inspection and immediately dispatch a work order.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-7 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Unscheduled Maintenance, Continued
Service Request To dispatch a service request, the manager can pull up the logged call by Dispatch simply searching by any of the criteria below such as problem type, area description, or call log time period. Then the service request can be assigned by selecting and entering any given employee number on the lower right and finally, clicking Assign To.
• Service Request Dispatch
Service # Problem AFISH Responsibility [ Inspector District Address
Area Sub-area Sort By
Sery # Ascend
Location
Search Style
Match
Date To
Service # Problem Problem Dale Responsibility Inspector 1026, AFLSH 11/11/1998 114:15
1028 AFLSH 01206/1999 017:04 106
* Assign To
Unassigned Assigned
Any given employee can then select the Assigned tab and search in a similar manner to determine individual assignments.
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Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-8
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Unscheduled Maintenance, Continued
Direct Work To generate a work order directly, Hansen's Work Order template can be Order pulled up and completed based on the known asset.
Generation
Work Order
Work Order # Activity PVRI PAVEMENT ROUGHNESS INSPECTION Asset SEG Street Segment CARLSON CA7
Address WO Type
Initiated 11/18/1999 15:40 Source Authorization
Scheduled 11/19/1999 15:40 Maint Type Assigned To
Due Problem Crew
Initiated By Priority
Project Service # Al Out of Service
Budget # l Potential Service Request
Started Result From Reference 00
Completed Condition To Reference
Comp By Quantity 0.000
Hours 0.00 Data Group
Work Order Comments Costs Standard Spot nsp
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 29 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Unscheduled Maintenance, Continued
Associated Job When the asset is identified in the Work Order template below, every needed Tools tool for the job with their associated costs are automatically displayed. These tools and their individual tabs include the following:
• Contractor
• Equipment
• Extra Item
• Labor
• Material
• Tool
• Vehicle
Work Order
Work Order # Activity PVRI PAVEMENT ROUGHNESS INSPECTION Asset SEG Street Segment CARISON CA7
Address WO Type GP
SRC Charge Date Type Item Description Quantity
11/18/1998 16:24 Vehicle ST002 SERVICE TRUCK 5.00
11/18/1998 (16:25 Equipment 001-44 MACROPAVER 8.00
11/18/1998 16:27 Equipment (GRITREM GRIT REMOVAL 8.00
Total 197.00
Contractor Equipment Extra Item Labor Material Too Vehicle Summary Work Order Comments Costs Standard (Spot insp
Hansen Meets Thus, with Hansen's Customer Service and Work Order Modules, any kind of Your Need unscheduled maintenance your agency performs can be handled with ease.
Data specific to your asset will provide an informed solution to your every need.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-10
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Evaluation and Acquisition
Evaluation and Hansen's Version 7 asset valuation capability allows management to evaluate Acquisition the benefits of rehabilitating an asset versus acquiring a new one. The ability to evaluate financial viability of infrastructure assets gives management a valuable tool for money allocation and budget planning.
Hansen's Hansen's lookup tool provides a unique and powerful means for identitying Lookup and evaluating assets. Each lookup form is unique to the given asset type you Tool are evaluating. In the following example, inspection ratings, unique to your roadway assets, prove a valuable searching tool in determining assets in need of major repair or replacement.
Lookup A superintendent may want to compile a list of the roadways that are in the Example best condition based on recent inspections. Your criteria can be as specific as the pavement type or the area in which they are located. In the example below, all roadway assets with flexible pavement and a surface condition rating between 9.0 and 90.0, are sorted by surface condition index:
se Pavement Surface Condition Inspection Lookup
21052
Inspection It Pay Type FLEX
Roadway From 0.00 To 0.00
Asset
Work Order # Crew Sort Bu
SCI
Activity Crew Leader
Started To Area Search Stule
To Exact
Completed Sub-area
Comp By District
Project SCI 9.0000 To 10.0000
Asset Type From ID Tope TolD # From ISCI Work Order #
AW: HIGHWAY 50 0.00 1:00 91343 1621-
ROADWAY 7 0.00 2.00 9.4460 1626
RW HIGHWAY 50 0.00 0.00 9.5460 1518
HIGHWAY 50 0.00 0.62 9.6560 1636
ROADWAY 7 7.23 10.00 8.6685 1629
RW HIGHWAY 50 107.23 110.00 9.6786
RW ROADWAY 7 2.00 3.56 9.6789 1627
AW HIGHWAY 50 102.00 103.56 9,6789
To 10
Note: The surface condition rating is calculated from user defined formulas.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-11 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Evaluation and Acquisition, Continued
Greater Detail For greater detail of the condition of each section of roadway, the highlighted asset can be selected and pulled up in the Pavement Surface Condition Inspection window.
* Pavement Surface Condition Inspection
1203] Work Order # 162% Observation Legend I&
Inspection #
Asset SIRW Roadway ROADWAY 7 From
04/18/199721:06 Project Öbservation: Color
Started
BLOCK
Completed 04/18/1997 22:06 Crew
DIST
Comp By Crew Leader EDGE
Екріге Weather FATIG
LONG
-Schematic: PATCH
Length 2.00 Width 0.00 Date Installed Legend
RAVEL
RUT
TRANS
Inspection Data Observations Summary Comments
Itemized Detail The Readings tab can be selected for even greater detail on each pavement defect. The detail includes from and to distances for the defect, defect type, severity and measured quantity.
a Pavement Surface Condition Inspection
Inspection # 1203 Work Order # 1626 Activity DFAULT
Arset RW Roadway ROADWAY 7 Fion 0.00 To 2.00
From W 5iP:01 Observation Descoption Degree/Sev No maga G.00: 2.00|00 00 RAVEL RAVELING LOW Loaded
0,00 200|00 TED LONG LONGITUDINAL CRACKING MEB
0.00 1.00 00 00 BLOCK BLOCK CRACKING MED
Inseit
By Modiy
Remove
Length
2.00 Width
0.00 SCI
9. 4460
Inspection Data Observations Summasy
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Maintenance Management System Qualifications & Experience Evaluation and Acquisition, Continued
Image Display For each observation in a Pavement Surface Condition Inspection, an image may be stored to document the observed defect. Once entered, the images tab can be selected to preview all images for a given inspection.
Pavement Surface Condition Inspection
@ Pavement Surface Condition Inspection Observation
Observation Location
B Distance 0.00 To 1.00 SUOM MI / Width 0.00
Measured From
Side Position Offset 0.00 Pavement Type FLEX
-Observation
Code BLOCK BLOCK CRACKING
Degree/Severity MED MEDIUM SEVERITY
50002] P-AR Index 4.4500
Measurement
image
Image DEFECTS BLOCK-M. BMP
Resolved
Comments
Medium Severity Block Cracking, 50% area
Observation Image Processing
Reports Finally, Hansen's Version 7 Reporting Module allows management to compile data, view histories, and generate reports rarely seen before computerized database management.
Conclusion In short, Hansen's understanding of asset management has led to the development of Hansen's Version 7, the most complete asset management tool available on the market.
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-13 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Common Features
User-friendly All Hansen modules are organized in this easy to follow format highlighted System below. The power of Hansen is evident in its simplicity and user-friendly design which minimizes training time and adaptability for all of your users.
Required Flelds Look-Ups Popups
Fields which must be filled in before the Hansen's Lookup tool allows you to search in many of the fields within Version 7, you record can be added have a thicker border. the records in your database by more than can just hit enter to see a list of valid ten user-defined filters. entries.
Calendar Ex Company/Contractor
Simply hitting the [Enter) key in a field which
requires a date takes you to the Calendar. GAMEO
ID Name Company Type
Date
Address
Doc DE 1998
Sun Mon Tue Wed Thu
City. State
Phone # Fax
13 14
Eff Date Escrow # MAll Systems
Exp Date Escrow Min Bal 0.00 o select individual
systems turh off the
State Tax Escrow Max Bal 0.00 'All Systems' check
Fed Tax Escrow Balance 0.00
Pay Rate 0.00 Last Bal Adjust
Calculator
The Calculator pops up when you're in a Last Transaction numeric field and either hit (Enter) or right-
click. DBA
Name
Contractor Licenses Contacts Contractor License Insurance Comments Tabs Context Sensitive Help
We've put all of the information you need in Clicking on these buttons provides instant one place. Each of these tabs accesses information about the form you're using. additional information about this record.
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City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Water Module
What It Is Hansen's Version 7 Water Module was designed specifically to help you handle the unique challenges of maintaining a potable water network. These include isolation of mains, flushing and valve exercise programs, commercial meter maintenance schedules, and residential meter changeouts. The Water Module gives you the ability to record and track inspection results, work histories, job costing information, and more. The Water Module also takes hydraulic modeling into account, allowing you to enter the results of pressure and flow testing.
Water Main Below is a Water Main Inventory screen available with Version 7.
Inventory
Waler Main Inventory
1901.
Main ID HY 025-0005H To HY 025-0006H
500 MAIN ST
Address
HANSEN CITY CA 95821-
Qualifier
Area 025 Sub-area CIEN District LOc Map # M456A
Main Line Type CONN Pipe Type USP Frost Depth 0.00
Diameter 8.00 Pipe Schedule Soil Type SAG
Length 50.00 Pipe Gauge G Dir From Endpt1 N
Joint Type 01 Friction Factor 0. 000 Dir From Endpt2
Joint Length 0.00 Corrosion Factor 0.000 Manufacturer PPO Pipe Class Depth 1.00 Locator Wire
Structural Associaled Alecled Comments Main)
Continued on next page
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Maintenance Management System Qualifications & Experience Hansen's Water Module, Continued
Water Asset The Water Module allows you to establish a complete inventory of your Inventory sanitary water assets as those shown below:
a Hansen Information Technologies - Version 7
File Asset Permit Review Inspection Work Order PM Customer Assessment Biling Bart Building
Complex
Electric
Gas
Industrial Waste
Plant
Rail
Roadway
Sewer
Storm
Street
Water Water Backflow Preventer
Water Hydrant
Asset Grouping
Water Main
Asset Valuation Water Meter
Water Miscellaneous
Asset Analysis Water Node
water Pump
Water Service Line
Water Storage Unit
Water Treatment Plant
Water Valve
water well
Note: Above is the main Version 7 screen with all Hansen modules. An added eature of Hansen's Version 7 product is that your users will see only the menu an ubmenu names specific to their needs and to the modules purchased Continued on next page
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Maintenance Management System Qualifications & Experience Hansen's Water Module, Continued
Asset Type The Water Module includes a different form for each of these assets. Each Windows form contains detailed information for that asset type, as well as colored tabs allowing you to access still more information. The following graphics illustrate these features.
Water Storage Unit Inventory
0. Storage ID HSU-10 Description
Address 100 MAIN ST
HANSEN CITY CA| 95821-
Qualifier
Area Sub-area Loc Map #
Storage Type GLS Capacity 555.00 GAL Manufacturer
Diameter 100.00 Water Level 50.00 Service Status
Height 50. 00 Ground Elev 2.00 Pressure Zone BET
Thickness 2.00 Overflow Elev 3.00
Depth 20. 00
Structural Associated Comments Maint
Asset Specific As you can see, we designed the Water Module with the ability to store and Windows track information about each asset.
Water Well Inventory
Well ID 025-WL-100
Address 100 MAIN IST
HANSEN CITY CA 95821-
Qualifier
Area 025 Sub-area GLEN Loc 07 Map # M445A
Well Type FW Casing Type PERFOR -Pump Test Data
Well Depth 293.00 Casing Depth 10.00 Std Water Level 23.00 Air Line Casing Diameter 0.00 Pumpino Time 5000.00
Screen Type Casing Mfg Drawdown 250.00
Flow 200.00
Screen From
Screen To
Structural Associated: Comments Maint
Continued on next page
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Maintenance Management System Qualifications & Experience Hansen's Water Module, Continued
Common Some attributes are common to all of the assets in the Water Module. For Attributes example, every asset has an ID number and several fields for the asset's description and geographic location. These include:
Tracked Information Grouping Attribute
Location • Address
• Qualifier
• Area
• Sub-area
• Location
Map number
Specific There are also attributes specific to each asset. For instance, the Water Attributes Module can store specific information for each water hydrant including the following:
Tracked Information Groupings Attribute
Structural • Height
• Paint Color
Size of Outlets
: Barrel Size
Feeder Type
• Serial #
Associated • Date Installed
• Street Segment
Pressure Zone
• Service Status
• Ownership
• Valve ID
Conclusion Hansen's Water Module stores detailed information about the connections between all of your water network's assets. So if you look up a water main, you can quickly view all of the hydrants, service connections, shut-off valves, storage units, and other water mains attached to it.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-18
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Sewer Module
Introduction Hansen designed its Sewer Module with a thorough understanding of gravity fed and force-main sanitary sewer systems. Sewer connectivity is crucial, so Hansen's Version 7 Sewer Module includes our Downstream/Upstream Network Browser as a standard feature. Hansen's Network Browser traces sewer networks, identifying areas affected by breaks and stoppages.
Sewer Asset Version 7 provides specific asset tracking screens for each of the sewer assets Screen Shot below:
•l Hansen Information Technologies - Version 7
File Asset Permit Review Inspection Work Order PM Customer Agsessment Biling Pat Bulding
Complex
Electric
Gas
Industrial Waste
Plant
Rail
Roadway
Sewer Sewer Backflow Preventer
Storm Sewer Lift Station
Street Sewer Main
Water Sewer Manhole
Sewer Meter
Asset Grouping
Sewer Miscellaneous
Asset Valuation Sewer Node
Sewer Service Line
Asset Analysis Sewer Treatment Plant
Sewer Valve
Sewer Downstream Network
Sewer Upstream Network
Note: Above is the main Version 7 screen with all Hansen modules. An added feature of Hansen's Version 7 product is that your users will see only the menu and submenu names specific to their needs and to the modules purchased.
Continued on next page
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-19 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Sewer Module, Continued
Sewer Network Below is an example of Sewer Upstream Network Browser available in Browser Hansen's Version 7.
Sewer Upstream Network Browser
20590
Starting Node ID FAC JUTP
Upstream Node Type SMH
Unit ID 025-0015
MLS-1
L025-0010 Address
100 MAIN ST
19025-0077 CA 95821-
#025-0012 HANSEN CITY
I 025-0013 Qualifier
L(D025-0014
C©025 0015
6025-0040 025
Area
025-0041
Unit Type
20U25-005
- 025-0061
I-Đ025-0020
LE025-0030
MH Inspection
From Node/LoNode Main / Service Conns
8 of 14
Tracking And Hansen's Version 7 Sewer Module tracks Sanitary Sewage Overflow Rating (S.S.O.'s). Network administrators now have a powerful tool for recording and tracking EPA violation information and generating specific reports. The Sewer Module makes Overflow and Condition rating information available to managers at the touch of a button.
Network Hansen's Version 7 aids administrators in developing block layouts of their Layout networked system. With a detailed network layout, system administrators gain an upper hand on area analysis.
Continued on next page
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City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Sewer Module, Continued
Forms Hansen designed the Sewer Module with specific forms for each of the following assets:
• Mainlines
• Manholes
• Nodes
• Service Lines
• Lift Stations
• Backflow Preventers
Detail of Forms While the forms include common information such as address, asset ID # and area, each form also has a set of unique fields to accommodate all relevant attributes of a particular sanitary sewer asset. For example, when developing a detailed inventory of a Lift Station, the following are some of the fields available for collecting data:
• Lift Station Type
Serial #
Model #
Wet Well Volume
• Wet Well Elevation
• Overflow Elevation
• # ofPumps
Pump Capacity
Pump Discharge Size
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-21 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Sewer Module, Continued
Screen Shot Below is a screen shot of Hansen's Sewer Main Inventory Screen. a Sewer Main Inventory
Main ID SHH MH-01243-B031 To L SMH MH-01244-C042 #
Address 2213| ALPINE VIEW (DR
SACRAMENTO CA
ON LEFT SIDE OF ALPINE VIEW . DR NEAR S SW CORNER OF MARTIN LUTHER UY Qualifier
Area AREA1 ] Sub-area (SU81] District DIS3] Loc ST Map # BO31 Main Line Type MNLNT2 Pipe Type CONC Ups Depth 11.25
Pipe Shape CIRC Joint Type JOINT3 Dwn Depth 11.14
Diameter 8.00 Joint Length 4.12 Ups Invert Elev 1.35
3.00 Design Flow 20.38 Dwn Invert Elev 1.15
Height
Length 85.00 Friction Factor 0.023 Dir From Ups
Slope 0.08524 Dir From Dwn
Structural Associated Service Conns Comments Maint
Historic The ability to view historic information from the asset screen gives managers Information information to make better decisions without having to exit the native sewer inventory screen. In Hansen's Version 7, sanitary sewer inventories directly link to specific work orders, inspections, and activities.
Continued on next page
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Maintenance Management System Qualifications & Experience Hansen's Sewer Module, Continued
Inspections Hansen's Version 7 lets infrastructure personnel know the condition of their assets and the surrounding features that may impact alternative repair, replacement, and renewal decisions. Hansen understands that generic asset inspection forms-those designed to capture date, time, and actions taken--no longer fulfill the needs to rank and prioritize asset repairs; much more infrastructure-specific information needs to be considered today, including the following:
Condition Assessments
: Condition Ratings
• Detailed Asset Inspection Information
• Digital Images (AVI, MOV, etc.)
• GPS Locations
• Graphical Information
• Hydraulic Information
• Multi-Year Histories
• Structural Information
• Tabular Information
• Updates/Changes to Atlas Maps
Screen Shot This Sewer Main TV Inspection screen illustrates Version 7's powerful capabilities for collecting, maintaining, and displaying all pertinent inspection information.
Infrastructure Management System
Aoset Inspection Work Order PM Customer Parte Development Window Sewer Main TV Inspection
2EA0MX04124
Inspection # 1063 Work Order # 1473 Activity [SKIT.
Main ID SMH| 014-021 01A-020A Length 265.00
Started 03/01/1996 103:58 Crow Leader 100 Reverse Reverse Setup Prior History Completed Uperator 011 I Sketch
Comp By Weather GOOD •Media
Flow Depth 90 Format VHS] Modia #8089
Project
Pipe Det Index 7978 To 9967
Crew
-Schematic
Crack I Joint Lateral If Root Debris, nflow Infiltration: Structural Alanment Unknown a Structural: O Roct 0 Inflow/infiltration: 0 Ovetall O :01A-021 01A-0204
Inspection Data Roadina Image s Comments T
Naviaator
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Maintenance Management System •Qualifications & Experience Hansen's Sewer Module, Continued
Inspection Hansen's Version 7 is the solution to a growing infrastructure management Information need for field information, scheduling, and analysis of detailed asset- specific information. Version 7 combines our object-oriented Microsoft Windows programming expertise and public works utility knowledge to provide user-friendly, customizable asset evaluation and condition rating methodologies. Hansen continues to lead the client/server infrastructure management industry with our ability to provide powerful tools that support the inspection of complex, inter-related physical infrastructure assets.
Inspection Hansen's Version 7 allows users to store, track, and maintain inspection Types information for the following inspection types:
• Manhole Inspections
• Smoke Testing
• Dye Flood Tests
• Mainline TV Inspections
• . Mainline Rating
• Structural Rating
• Inflow/Infiltration Rating
• Work Order Condition Ratings and Weightings
Conclusion Hansen's inspection capabilities allow users to track labor, material, and equipment costing and store the information in the database. Results link into Hansen's expert decision support features to help infrastructure personnel by making recommendations regarding industry accepted repairs, replacements, and renewals. The ability to access and display multi-year inspection results further helps identify critical trends that may impact important design and construction considerations. Finally, results integrate directly with powerful hydraulic and static modeling packages to perform important "what if' analyses.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-24
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Stormwater Module
Storm Versus Hansen realizes that stormwater systems ultimately empty back into the Sewer natural environment without the benefit of treatment facilities. This difference between stormwater and sanitary sewer systems led to the development of Hansen's Version 7 Stormwater Module.
What It Is The Stormwater Module consolidates National Pollutant Discharge Elimination System (NPDES) information into a single relational database for instant access and display. By having all NPDES information in one location, managers can reduce possible stormwater pollution of streams, lakes, rivers and estuaries.
What It Does We specifically designed the Stormwater Module to address federal legislation for managing stormwater systems in the United States. Hansen's Version 7 Stormwater Module assists management in prioritizing catchbasin cleaning and repair, performing erosion control, and controlling maintenance and construction costs. Hansen's Version 7 Stormwater Module tracks Combined Sewage Overflow (C.S.O:'s). Managers can now easily track and record EPA violation information and generate specific reports for evaluation.
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Maintenance Management System Qualifications & Experience Hansen's Stormwater Module, Continued
Storm Asset Hansen designed the Stormwater Module with specific form windows for Groups each of the Storm submenus below.
1 Hansen Information Technologies - Version 7
Elle Asset Permit Review Inspection Work Order PM Customer Assessment Biling Eart Building
Complex
Electric
Gas
Industrial Waste
Plant
Rail
Hoadway
Sewer
Storm Storm Backflow Preventer
Street Storm Channe
Water Storm inlet
Storm Lift Station
Asset Grouping Storm Main
Assel Valuation P Storm Manhole
Storm Meter
Asset Analysis Storm Miscellaneous
Storm Node
Storm Service Line
Storm Valve
Storm Downstream Network
Storm Upstream Network
Note: Above is the main Version 7 screen with all Hansen modules. An added feature of Hansen's Version 7 product is that your users will see only the menu and submenu names specific to their needs and to the modules purchased.
Continued on next page
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City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Stormwater Module, Continued
Asset Form Each asset grouping submenu opens a standard form with common and Windows unique fields relevant to that asset. Below is an example of the Storm Main Inventory Form.
car Storm Main Inventory
Main ID STV SM001-100 1o ISTHT SM001-102
Address 8363 128TH ST V3W 461
SURREY BC
Qualifier
Area A-001 Sub-area AUX1 District 2E Loc TEST Map #l
Main Line Type CONN Pipe Type CON Ups Depth 0.00
Pipe Shape CIRC Joint Type 01 Dwn Depth 0.00
Diameter 0.00 Joint Length 0.00 Ups Invert Elev 0.00
0.00 0.00 Dwn Invert Elev 0.00
Height Design Flow
Length 0.00 Friction Factor 0.000 Dir From Ups
Slope 0.00000 Dir From Den SE
Structural Associated Service Conns Inlets Comments Maint Common Some of the same attributes are included as common information such as Attributes asset ID, address, and several fields to describe the location for the Stormwater Module.
Stormwater Each form also has a set of unique fields to accommodate all relevant Specific attributes of a particular stormwater asset. These asset forms include some of Features the following fields available for collecting data:
Asset Fields
Storm Backflow Preventer • Backflow Type
• Serial #
• Model #
• Backflow Size
• Manufacturer
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-27 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Stormwater Module, Continued
Features (continued)
Asset Field
Storm Channel • Channel Type
Channel Shape
Easement Width
LF Bank Material
• Ups Depth
•Storm Valve Valve Type
: Invert Elevation
• Rim Elevation
• Valve Size
• Valve Status
Conclusion The Stormwater Module includes a different asset form which list various fields specific to that item and any other item attached to it. The particular features store the most accurate account of information for managing, reporting and tracking the asset. A storm valve can be investigated to check the maintenance schedule, find a serial # for a certain type of pipe or look up the exact location and locate which nodes are attached to that valve. The detailed information in Hansen's Version 7 Stormwater Module reflects our understanding of the intracacies involved in managing a stormwater system.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-28
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Plant Module
What it is Hansen's Version 7 Plant Module was specifically designed to handle the needs of plant and facility managers. Hansen's Plant Module supports maintenance and repair activities associated with facility and equipment assets.
What is Hansen's Version 7 Plant Module allows you to consolidate the following Tracked into a single database for quick access and display:
• treatment facilities
• pumping stations
• buildings
• HVAC
• equipment history information
Asset With the Plant Module, you can create a complete asset inventory, broken Groupings down into the asset types below:
E Hansen Information Technologies - Version 7
File Asset Permit Review Inspection Wrk Order PM Customer Assessment Biling Pait Building
Complex
Electric
Gas
Industrial Waste
Plant Equipment
Rail Facilty
Roadway Fluid Storage Unit
Sewer Plant Miscellaneous
Stom Vehicle
Street
Plant Network Browser
Water
Asset Grouping
Asset Valuation
Asset Analysis
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Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-29 City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Plant Module, Continued
Asset Each of the assets above may have a variety of specific attributes associated Attributes with them. Hansen provides a standard set of these attributes for each asset.
Your municipality may find Hansen's standard set of attributes to match those you already use. You may also find additional attributes to be useful in the future. Some of these attributes include the following:
Asset Attribute
Equipment • Equipment Type
• Model #
• Manufacturer
• Avg Monthly Usage
Facility • Facility Type
• Date Built
• Parcel
• Street Segment
Vehicle • Manufacturer
• Vehicle ID#
• License
• Model Year
Sample Screen A standard Plant Module form appears as the Facility Inventory screen below. ge Facility Inventory 2a ×
4 Facility ID FAC001 M All Sustems
Description WATER SERVICE FACILITY To select individual systems turn off the 'All
Address 302 TRICKY DR Systems check box.
SACRAMENTO CA 95822-
Qualifier
Area SOUTHSAC Sub-area District Loc Map #
Facilily Type As Built
Date Built Complex
Service Status Parcel
Street Segment RICKY 002
X Coord
Y Coord
Z Coord
Associated Ecuipment Unit: Vehide: Comments Maint
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Maintenance Management System Qualifications & Experience Hansen's Plant Module, Continued
Equipment Each asset (facility, equipment, etc.) would have the associated attributes Units Tab shown above as well as tabs for additional associated elements. These elements appear interlinked on these tabs such as the equipment and vehicles within each facility. Thus, each facility may have an associated list of equipment as shown on the tab below:
* Facility Inventory
X|0 4 D
Facility ID - FAC001 MAll Systems
WATER SERVICE FACILITY To select individual
Description
sustems tum off the 'All
Address 302 RICKY DR Systems' check box.
SACRAMENTO CA 95822-
Qualifier
Area SOUTHSAC Sub-area District Loc Map #
Equipment ID Eq Type Description
34-20301 008 SUMP PUMP #1
34-20391 D06 ICENTRIFUGAL PUMP #1
34-20789 WATER PUMP 1A
34-20791 WATER PUMP 1B
34-20797 WATER PUMP 1C
34-20801 WATER PUMP 1D
34-30899 FILTRATION SYSTEM-SOLIDS
Associated Equipment Units Vehicles Comments Maint/
Vehicles Tab The Vehicles tab lists any vehicles associated with this specific facility:
Facility Inventory
Facility ID FACO01 MAll Systems
WATER SERVICE FACILITY To select individual
Description
systems tur off the 'All
Address 302 TRICKY DR Systems' check box.
SACRAMENTO CA 95822-
Qualifier
brea (SOUTHSAC Sub-area District Loc Map #
Vehicle ID Vehicle Type Description
5T002 SERVICE TRUCK
ST003 SERVICE TRUCK
ST004 SERVICE TRUCK
ST005 (COMC COMPACT CAR
ST009 IVAN 8 SEATER VAN
ST010 (FLUSH FLUSHING TRUCK
ST011 TV TY TRUCK
Associated Equipment Units Vehicles Comments Maint
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Maintenance Management System Qualifications & Experience Hansen's Plant Module, Continued
Maintenance The Maintenance tab lists any scheduled Maintenance, any maintenance Tab history, and any associated parts for maintenance within that facility.
Facility Inventory
Facility ID FAC001 V All Systems
WATER SERVICE FACILITY o select individual
Description
sustems turn off the Al
Address 302฿ TRICKY DR Systems check box.
SACRAMENTO 95822-
Qualifier
Area SOUTHSAC Sub-area District Loc Map #
Activity Resched ByWO Status Unit Interval Next Scheduled Last Completed. Puority As CKFILL Scheduled W 18:11/17/1998 08:52
PAINTI Completed ICI M 2411/A124199908-52
TAR Completed 12 09/09/1999 08:52
TINSP Completed C M 24/11/17/1999 08:52
Schedules History Associaled Pats
Associated Eguipment Unis/ Vehicles / Comments Maint
Facility The Plant Module maintains historic records for all overhauls and preventive Maintenance maintenance, and the costs associated with those activities. You can schedule preventive maintenance activities for electrical and mechanical equipment units either by time usage or elapsed days, weeks or months. It allows you to generate work orders, maintaining a list of tasks associated with each activity as well as references to maintenance manuals. You can track many different preventive maintenance types, and even integrate with industry-standard Supervisory Control And Data Acquisition (SCADA) vendors to automatically generate work orders.
Part Inventory The Plant Module also gives you the ability to schedule part ordering to Management eliminate delays and reduced inventories. The Plant Module gives you the ability to list parts and equipment in several different ways, and it comes with several standard reports designed to assist you.
Conclusion Finally, Hansen's Version 7 Plant Module empowers your facility management from the everyday maintenance and repair to the complex analysis of maintenance scheduling, histories, and part ordering with a variety of tools and reporting options.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-32
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Customer Service Module
Overview Hansen designed its Version 7 Customer Service Module to help manage incoming calls and complaints from customers and citizens experiencing utility service problems. Hansen understands that customer service personnel receive complaints about topics ranging from potholes to high utility bills and missed garbage pickups. Hansen's Customer Service Module accommodates recording and tracking of these problems from initial contact to resolution, improving customer satisfaction, service response times, and resource Call Log Hansen's Customer Service Module gives personnel a powerful tool for Consolidation consolidating several service calls into a single work order request. Hansen's Customer Service Module helps eliminate unnecessary duplication of work orders (resulting from several calls) by allowing personnel to cross reference service calls by address, area, problem, and a number of other fields.
Sample Screen Below is an example of Hansen's Version 7 Customer Service Module's Caller Log screen:
si Caller Log
Service # 1590 Problem BWM Priority Area # of Calls
Address 1580 HARDEN Duration of Call 04:04
SACRAMENTO CA 95825- Responsibility CITY
Inspector 0415
Location
Due
Last. First. MI HANSEN CHUCK Title MR
Address 1745 MARKSTON ROAD
City. State, ZIP SACRAMENTO CA 95825-
(916)921-0883 x -
Day Phone Evening Phone
Reference #
Into Caler Comments)
Initial Caller Cal Into Problem Comments/ Search/
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Maintenance Management System Qualifications & Experience Hansen's Customer Service Module, Continued
Flexibility Hansen's Customer Service Module is a flexible system that fits the varied needs of infrastructure management and offers more than one way to handle a service request. For example, when a customer calls regarding a recurring problem, the manager may decide to bypass sending out an investigator and simply dispatch a service request. If the problem warrants immediate action service request and service inspection and immediately dispatch a work order. fit their needs.
Specific Data Hansen designed the Customer Service Module with windows specifically for Fields Service Request Dispatch, Service Request Inspection, and Caller Log. These windows collectively accommodate all of the data relating to customer service, including the following:
• #of Calls
• Date
• Problem
• Location
• Responsibility
• Duration of Call
• Service
• Inspected By
• Address
Conclusion Hansen is especially familiar with the customer service needs specific to municipalities as well as the advantages to keeping the same look and feel as the other Hansen modules your users work with daily. With these advantages as well as with the direct linkage between Hansen modules, your municipality can realize your greatest potential ultimately through increased response time and improved service quality.
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Maintenance Management System Qualifications & Experience Hansen's Reporting Module
Introduction Hansen's systems include reports to assist supervisors and field employees.
Most of these reports offer a range of selection options to facilitate various management styles. While these standard reports will meet all of your basic reporting needs, they are not customized specifically to your daily needs. If you want to create additional "custom" reports, we suggest that you purchase Hansen's Reporting Module.
What is it? Hansen's Reporting Module is an ad hoc reporting module using the off-the- shelf Crystal Reports software combined with full Crystal Reports training and Help Desk support. For your unique reporting requirements, training and phone support from professionals familiar with the Hansen software will add the greatest value for your specific needs.
Custom Using this module, you can easily create a complete library of custom reports, Reports allowing you to access and display any information in your database. Note the example below. We have already established all of the necessary relational cross-indexes, so you won't need intensive knowledge of database management to use the module. The Reporting Module can develop reports; graphs and charts on a real-time basis, while users at other workstations enter data into Hansen's database.
ADDRESS COST REPORT
Fouth Quarter, 1997
OMPONENT COST:
3Y PERCENTAG
6.197 - 7.3% HY
13211
9% MH
~ 25.8%
SM
SS
1111
WM
28EE
- 11.1%
WS
HY MH SM SS VM VS
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Maintenance Management System Qualifications & Experience Hansen's Reporting Module, Continued
Features Hansen's Reporting Module also provides dynamic and multi-level sorting on any selected column in either ascending or descending order. You have complete control over each column in your report, including positioning, font type and size. You can insert headers and footers into your reports. The module will perform calculations on selected columns including average, count, sum, maximum, minimum, number of rows, standard deviation, and variance. You can determine the length and width of the page, as well as the location of page breaks. You can direct the output of a report you want to run to a computer screen, a printer or a user-specified output file. Best of all, you can save custom report formats and queries to use again later.
Selection The Reporting Module allows you to select query options from one or more Criteria database tables. Using Microsoft Windows, you can specify selection criteria using many different selection conditions. These include equal to, greater than, less than, greater than or equal to, less than or equal to, not equal to, is/is not null and is/is not like. Additional conditions you can specify include logical expressions (i.e., "and/or" conditions) and arithmetic functions.
Conclusion In short, using the industry standard Crystal Reports in conjunction with the Hansen Version 7 system will give the your municipality the most flexibility and maximum value to all reporting needs.
Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 2-36
City of Santa Monica, California June 25, 1999
Maintenance Management System Qualifications & Experience Hansen's Image Display
Introduction Hansen's Image Processing for Version 7 represents your single point of integrating digital images to your asset management system. Not long ago, people who wanted to integrate photographs, video tapes, and scanned drawings had to first scan or capture their images using someone else's software product and then have to enter Hansen independently to load and link the image to be accessible by Hansen. Now, all that has changed! Hansen's Image Today, using Hansen's Image Display for Version 7, customers can control Display their hardware scanners all from within Hansen. By integrating the latest in Microsoft Windows object-oriented functionality, Hansen's software engineering team has made a one-stop productivity tool to capture, link, store, catalog, retrieve and display all standard images, cither still or full-motion video.
Features Key features of Hansen's Image Display for Version 7, includes that ability to:
• access popular third-party hardware scanners.
• capture and store black & white, color and video images in all available file formats (See Below).
• edit hue, saturation and balance.
• create image catalogs.
• display image thumbnails.
Hansen Information Technologies - Version 7 LaLI
File Asset Inspection Pavement Management Work Order PM Customer Parts Project Safety Development Strategy Window
Street Segment Inventory
Steel ID BARRACKST BARRACK STREET Segment ID 0G10
From: RIVERSIDEDR RIVERSIDE DRIVE Low Addr
ESPLANADE, THE ESPLANADE Hi Addr
Qualifier FROM CENTRE LIN Image Processing
Areal PERTH Sub-
From Reference 0.00
Capture
Classification IGLA
Suilace Type ACC Movie. Frame
Surface Width 20 - Control
Surface Depth 220 00
one diral Making: 1 Lanes
Navigator
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Maintenance Management System lualifications & Experienc Hansen's Image Display, Continued
File Formats Key file formats include the following:
• ASCII • GEM • KFX • PNG
• ATT • GIF** PNM
• AVI Group IV and • MAC PPM
III Fax
• BMP GX2 • MO:DCA PSD
• BRK • ICO • MOV RLE
• CALS • IGF • MSP • SUN
• CIF IFF • NCR • TGA
• CLP • IMG • PBM TIFF
• CUT • IMT PCD • WMF*
• DCX • OCA • PCX • WPG**
DiB JFIF • PGMR • XBM
• EPS* JPEG PICT* XPM
* Bitmap only. XWD
** Non-LZW compressed.
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Maintenance Management System Qualifications & Experience Hardware Specifications
Introduction The following are Hansen's recommended hardware specifications.
Computer Minimum Recommended
Workstations 486/66 MHz., 16 MB of Pentium processor, 32 MB of RAM, SVGA 800x600, 500 RAM, 1GB hard drive space.
MB hard drive space.
Server Pentium Il with 64 MB of There is no upper limit to the RAM plus roughly 4 MB per "recommended server
concurrent user (i.e. for specification." The better the eight users, the server PC server, the faster users will be should have 96 MB of able to interact with the
RAM). database.
Graphical User Interface (GUI)
Introduction Hansen's software solutions use the Microsoft Windows Graphical User Interface (GUI) standard and are fully compatible with Windows NT and Windows 95/98. Windows provides a standard, user-friendly look and feel for computer users.
Compatibility Hansen's Version 7 is 100% Microsoft Windows compliant, assuring its compatibility and ability to exchange data with other native Windows applications like Microsoft Word, Excel for Windows, WordPerfect for Windows, Lotus 1-2-3 for Windows, and QuattroPro for Windows. This allows users to employ existing Windows-based programs in conjunction with Version 7. In the Windows working environment, users can move quickly and easily from icon to icon and application to application, saving valuable time and money.
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Maintenance Management System Qualifications & Experience Graphical User Interface (GUI), Continued
The Windows Microsoft Windows has become the de facto standard for desktop computing, Standard and municipal governments are adopting Microsoft Windows in record numbers for word processing, spreadsheet, and e-mail applications. Hansen integrates Microsoft Windows GUI technology for land management, GIS, and infrastructure management systems. With over 100 million Microsoft Windows installations, municipal governments receive the highest quality tested products with easy future migration to cutting edge technologies.
Hardware / Software Details
Application Hansen has extensive experience integrating and interfacing with third party Integration applications. The cost of creating an interface control document (or technical interface work plan) is applied to the actual interface procedure.
API's A key aspect of Hansen's customization features is the ability to offer its end ers ongoing product enhancements throughout the entire lite cycle ( ersion 7.X and bevond. In the past, customizations would rend changes in the software source code. No such problem exists with Hansen's Using Version 7's advanced Distributed Object Architecture, developed within Microsoft's Component Object Model (COM), Hansen users get the best of both worlds: the ability to customize their Hansen application while safeguarding their software investment by allowing subsequent upgrades to be readily distributed and updated within the application.
Network The following information will provide general network requirements:
Descriptions
Network Protocol
• TCP/IP (Oracle approved vendor)
• or SPX/IPX
• or Named Pipes
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Maintenance Management System Qualifications & Experience Hardware / Software Details, Continued
Client/Field Hansen's Version 7 software is compatible on any IBM compatible client Hardware platform.
Compatibility
Server Hansen's Version 7 software is compatible with the following Operating Operating Systems:
Systems
• Microsoft Windows NT v3.51 or above
• Novell Netware v3.12 or above
• Unix based system supporting latest Oracle version
Hansen cannot predict how long these systems will be supported. However, Hansen has an excellent track record for support as well as keeping current with a reasonable level of current technology.
Database / Version 7 (V7) has been tested and is compatible with Oracle, Microsoft System Access, and SQL Server: V7 is also running in conjunction with a number of Integration other ODBC-compliant databases, such as Informix and Sybase.
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Maintenance Management System Qualifications & Experience Hardware / Software Details, Continued
Secure-Custom This feature keeps unauthorized people from using the system. It also keeps Views authorized users limited to specific screens, menus, and reports within the system. Users only see menu items they are authorized to see and have no knowledge of screens or reports unavailable to them. These screens illustrate this capability:
El Hansen Information Technologies - Version 2 [1 Hansen Information Technologies - Version 7 File Asset Inspeclion Work Order PM Cu File Asset Permit Review Inspection Work Order PM Permit Review
Logout Logout
Resouice: esource
Cade Definitions ode Delinition
Change Password Change Password
Preferences Preferences
Menu Edilor Menu Editor
DBA Utilities Connected Users
Connected Users Send Message
Send Message Read Messages
Read Messages Exit
Access Control Group Access
User Manager
Exit
Scalability As with other customization features that are integrated in Hansen's Version 7 system, all changes such as the secure menu views above, are made within the Hansen Version 7 Distributed Object Architecture. This allows upgrades to be readily distributed and updated within the application. Thus, your system can grow with you as you change and modify it.
Upgrade Policy In addition to new version releases, all Hansen products receive standard upgrades between version releases as needed. These upgrades are released roughly once every quarter at no extra cost and require minimal knowledge to install.
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Maintenance Management System Qualifications & Experience Operations Support
Introduction Hansen Information Technologies provides for toll free telephone support through our Customer Help Desk as well as application software service via telephone/modem and onsite support in accordance with Hansen's Service and Maintenance Agreement (SMA - included on the following pages).
Availability Hansen Information Technologies' Tampa office handles technical support calls as well as Hansen's Sacramento office, thereby providing assistance to our customers 12 hours per day, Monday through Friday.
Response Time Hansen's Help Desk personnel are trained to recognize the relative urgency of service calls and respond accordingly. Regardless of the type of problem, Hansen personnel will work with the client and do all they can to resolve any difficulty encountered.
• 65% of all calls are picked up within 2 to 3 minutes.
Of the remaining 35% (which go to voice mail and are checked once per hour),
• the most severe problem will be responded to within 1 hour. • the least severe problems are responded to within 4 hours.
Additional Hansen Information Technologies also furnishes support, including updates Support and enhancements (as appropriate and as they become available in accordance with the SMA) either electronically or on disk. To receive support electronically, clients must have a modem operating on its own (rather than through a switchboard) and a properly licensed, loaded, and operational edition of CarbonCopy. CarbonCopy is "remote terminal control" software that will enable Hansen to transmit any system changes via computer. In addition, Hansen can transmit maintenance/upgrades electronically through the Internet, if desired.
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Maintenance Management System Qualifications & Experience Manuals and Documentation
Introduction Comprehensive documentation is provided with all of Hansen's products for all levels of functional users. In addition to a data element dictionary for each system purchased, documentation includes:
Version 7 This guide introduces basic computer hardware and software terminology. It Fundamentals provides detailed description of Version 7 terminology in order for the client to begin using the system as quickly as possible. This guide also discusses basic resource setup including address, contact, employee, and timesheet records. User customization tools are also discussed.
Database This guide includes database administrator information including data Administrators security, user management, licensing, and database maintenance. This guide Guide also discusses database customization tools such as WorkBench and Menu Editor.
Hansen's This guide describes the functionality of all data fields, tabs, and forms in the Version 7 sewer module for quick reference. Concepts specific to the sewer system are Sewer System discussed in detail. This guide also includes a broader discussion of the Reference functionality of the sewer system within Version 7.
Guide
Hansen's This guide describes the functionality of all data fields, tabs, and forms in the Version 7 storm module for quick reference. Concepts specific to the storm system are Storm System discussed in detail. This guide also includes a broader discussion of the Reference functionality of the storm system within Version 7.
Guide
Hansen's This guide describes the functionality of all data fields, tabs, and forms in the Version 7 street module for quick reference. Concepts specific to the street system are Street System discussed in detail. This guide also includes a broader discussion of the Reference functionality of the sewer system within Version 7.
Guide
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Maintenance Management System Qualifications & Experience Manuals and Documentation, Continued
Hansen's This guide describes the functionality of all data fields, tabs, and forms in the Version 7 customer service module for quick reference. Concepts specific to the Customer customer service system are discussed in detail. This guide also includes a Service System broader discussion of the functionality of the customer service system within Reference Version 7.
Guide
Hansen's This guide describes the functionality of all data fields, tabs, and forms Version 7 Work related to work management in the above modules. Specific focus is on work Management orders, preventive maintenance and asset grouping. Concepts specific t Reference work order processing are discussed in detail. This guide also includes Guide broader discussion of the functionality of the work management system within Version 7.
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Maintenance Management System Qualifications & Experience Sample Service and Maintenance Agreement
Introduction Subject to all terms of this Service and Maintenance Agreement (SMA), Hansen Information Technologies (hereinafter referred to as "HIT"), and (hereinafter referred to as "CUSTOMER"), bearing
customer number _ agree as follows:
1. PRODUCT - This AGREEMENT applies to the following products) and nodule(s) licensed to the CUSTOMER by HIT as agreed to in separate End Jser's Software License Agreement (including additional software purchases under that Agreement):
Products:
2. PRICE - CUSTOMER agrees to pay to HIT in advance, an annual fee of $ for services and maintenance provided in accordance with this AGREEMENT.
TERM - This AGREEMENT will commence _ and
will continue in force through The CUSTOMER
will have the option to renew this AGREEMENT at the rates and terms in effect on the renewal date.
4. SERVICES - HIT will provide services to the CUSTOMER during the term of this AGREEMENT:
The CUSTOMER will receive, when available, updates applicable to the CUSTOMER'S specific version of HIT application software :
within the same operating environment.
The CUSTOMER will be able to utilize Toll-Free Technical phone support through the Help Desk for technical issues relating to the installation and use of the licensed software.
c) Distribution of updates to the CUSTOMER'S HIT application software to resolve any malfunctions or logic problems which have been identified and corrected in the application software.
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Maintenance Management System Qualifications & Experience Sample Service and Maintenance Agreement, Continued
5. SERVICES NOT COVERED - HIT will not provide the following services to the CUSTOMER during the term of this AGREEMENT:
HIT cannot support application software which is running on outdated operating systems. Distribution of updates and enhancements, telephone support, and functional corrections will only be made available for current operating systems. The CUSTOMER is responsible for maintaining compliance with the "industry standard" version of the relevant operating system.
HIT cannot be responsible for loss of data due to lack of sufficient backup files. The CUSTOMER is responsible for following standard backup procedures to insure data integrity.
c) Custom programming or the development of specialized routines not associated with 4(a), 4(b) and 4(c) are not covered under the SMA.
d) Data conversions are not covered under the SMA.
6. ADDITIONAL SERVICES - Services outside the scope of those described in 4(a), 4(b), and 4(c) above will be provided on a Time and Materials basis.
The current established hourly rate is $100.00.
CUSTOMER: HANSEN INFORMATION TECHNOLOGIES:
By: By:_
Date: Date:
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3. Company Background & Staffing
Hansen Information Technologies
Introduction The following provides information about Hansen Information Technologies and our proposed product:
Main Office Hansen Information Technologies Inc.
1745 Markston Road
Sacramento, California 95825
US & Canada - (800) 821-9316
Local - (916) 921-0883
Fax - (916) 921-6620
Email: [email protected]
Other Hansen Information Technologies is privately held and incorporated in the Locations and State of California. Hansen's international headquarters, located in Ownership Sacramento, California, employs over 120 professionals who design software and provide coordination for training and technical support. Customer service offices located in California and Florida support Hansen's customers throughout their business day and after-hours. Other offices, located in Fort Smith, AR, New York City, NY, Tampa, FL, Virginia Beach, VA, Washington, D.C., Wilmington, DE, and Mississauga (Toronto) Ontario provide regional support to Hansen customers.
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Maintenance Management System Company Background & Staffing Company History
Introduction The following information will provide a history of Hansen Information Technologies Inc.
Company Founded in 1983, Hansen has been providing integrated Sewer, Storm, Water, History Street & Pavement, Water, Plant, Permit & Land, Billing, and Park applications for IBM-compatible PCs for more than 15 years. We have supported every product we have developed.
Milestones
Significant milestones since the founding of Hansen include the tollowing:
1998 Selected by New Castle County, DE to provide a Billing System. The New York City Department of Environmental Protection went live with its Automated Customer Service System. 1997 Selected by Melbourne Water Corporation (Australia) to provide an Advanced Asset Management System. Selected by the New York City Department of Environmental Protection to provide an Automated Customer Service System. Selected by the Region of Peel, City of Mississauga, and City of Brampton to provide an Infrastructure Management System. 1996 Released Version 7. Selected for numerous PERMITS projects, including the City of Tumwater, Washington; Cumru Township, Pennsylvania; and the City of Rocky Mount, North Carolina.
Incorporates the Canadian office, named Hansen Information Technologies-Canada Inc., to better serve Canadian clients.
1995 Selected for numerous AM/FM-GIS projects, including City of Austin, Texas, Bexar Metropolitan Water District, Texas, Aurora Water Department, Colorado, Portland Water Board, Maine, and Montgomery Water Works and Sanitary Sewer Board, Alabama. 1994 Released 6.5 for Permits. Contracts awarded with the City of Tulsa, OK, Louisville MSD, Sacramento County, Indian River and Burnaby, Canada. Selected by the Association of Local Governments of New Zealand for countrywide implementation. Hansen installations surpass 1,000 sites
1993 Awarded contracts with Sierra Pacific Power Co., Sacramento Municipal Utility District and the City and County of Honolulu. Surpasses 850 installations.
1992 Changed corporate name to Hansen Information Technologies. Begins implementation of industry's first Office-to-Vehicle Geographic Information System at Salt Lake City Public Utilities to manage water distribution, wastewater collection, treatment plants and pumping stations. Selected for major projects in Dallas, Chicago, St. Louis, and Sacramento County. Hansen installations surpass 650 sites. 1991 Became Microsoft Strategic Developer for Windows Release 3.1 for Hansen's Client/Server ORACLE Windows Version 6.0. Selected by Atlanta Water Bureau for major water distribution conversion project and systems integration contract.
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Maintenance Management System Company Background & Staffing Company History, Continued
1990 Selected by Southern California Gas Company to develop a paperless work management system using ORACLE's RDBMS and hand-held computers. Hansen installations surpass 500 sites. 1989 Selected by the City of Houston Wasteload Control Division to perform data conversion services and to provide office-based and field-based management system for EPA mandated physical inspection project. Becomes ORACLE Strategic Developer.
1987 Selected to provide data conversion services for the City of Indianapolis Public Works Department Infrastructure Mapping and Geographic Information System (IMAGIS) AM/FM project. Hansen installations surpass 200 sites.
1983 Founded as Hansen Software, Inc. by Robert and Charles Hansen.
Commitment to Research & Development
Introduction Hansen is proud of its commitment to Research and Development and track record of product development as described below.
Commitment to Hansen Information Technologies reinvests 25 percent of its revenue into R&D researching and developing better products, helping to ensure our role as the front-runner in our field. These products include our enterprise-wide Version 7 product, with its many modules, as well as Version 7 for Land Management, already installed in several sites.
Also, because we recognize that the client/server environment provides many benefits that other configurations do not, we focus our efforts exclusively on client/server applications.
Hansen's consistent and sustained commitment to research and development can be best illustrated by its product release history, as shown in the following product history chart.
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Maintenance Management System Company Background & Staffing Product History
Product The following is Hansen Information Technologies' product release history.
Release History
Version Release Date Major Enhancements & New Features
1.0 August 1983 Water, Sewer, and Plant Work Order
Management, including Activity-Based
Costing. Available on PCs only based on prior
developed IBM mainframe
2.0 February 1985 Preventive Maintenance, Scheduling and Pop- up Windows for User Navigation. PC LAN
Version introduced
3.0 July 1986 Expanded Costing, User-Defined Tables and FieldWORKS mobile computing solutions for
portable laptops.
4.0 March 1987 GIS integration with Intergraph MicroStation.
5.0 August 1989 Expanded Costing, User-Defined Tables and FieldWORKS mobile computing solutions for
portable laptops and pen computers.
6.0 November 1991 Client/server Microsoft Windows graphical user interface and ORACLE relational database
management system (RDBMS). Backflow
prevention, hydrant inspection, image display.
This release had twenty-seven (27) separate
releases in its Version 6.X series.
7.0 August 1996 Object-Oriented client/server. Advanced Asset Components, including Asset Valuation,
Custom WorkBench, OLE Container, Image
Catalog, etc.
Product In addition to new version releases as listed above, all Hansen products Upgrades receive standard upgrades between version releases as needed. These upgrades are released roughly once every quarter at no extra cost for those clients with an active service and maintenance agreement.
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Maintenance Management System Company Background & Staffing Personnel Overview
Introduction A breakdown of Hansen personnel will help in understanding our strengths and the allocation of those strengths.
Personnel The following is a description of the number of Hansen personnel and their respective activities.
Personnel Function Responsibilities
21 Software Microsoft Windows application design,
Development database development, AM/FM/GIS
integration, multimedia (i.e., image, data,
software upgrades and custom
programming services.
55 Technical Services Data conversion services, image
processing, scanning, digitizing services,
file conversion, facility identification,
asset numbering, facility cross-
referencing, network definition.
Administrates large implementation
projects, including client modifications,
systems design, and overall project
management.
29 Customer Support User training, user manuals, toll free support from Orlando and Sacramento
office locations, Regional User's Group
Meetings, Annual User's Conference.
28 Sales & Marketing Direct sales, customer proposals, product exhibits & seminars and professional
schools. Publishes quarterly Network
newsletter.
7 Administration Financial reporting and general office support.
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Maintenance Management System Company Background & Staffing Staff Resumes
• Introduction The following are resumes of Hansen personnel most likely to work on this project:
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Maintenance Management System Company Background & Staffing Bob Benstead
Title Project Manager/Consultant
Responsibilities Responsibilities primarily include project management, business analysis, and product demonstrations. Other duties include sales and product support, system specification analysis, and project implementation for permits and planning.
Experience Project Manager - Hansen Information Technologies, Sacramento, CA. • DeKalb, Salt Lake County, Tumwater, Montgomery County.
Owner - Antares Development; Sacramento area land development and building; 1991 to 1997.
• Responsible for working with cities and counties on large scale projects during application and approval process. Coordinated entitlement process (subdivisions, variances, rezoning, etc.). Presented projects during city council and county supervisor approval process and coordinated Public Works reviews, bonding, and approvals.
• Land entitlement, subdivision development, offsite/onsite development, building, and inspections.
Project Manager - Oakleaf Development; Sacramento, CA; 1980-1991. • Responsible for working with cities and counties on all subdivision and commercial development; managed land entitlement process, offsite and onsite development, coordinated engineers and architects on plan development, managed onsite superintendents, and coordinated utility infrastructure construction.
• Projects included:
• Commercial: convalescent hospital, apartments, office complexes, business parsingle family subdivisions, planned unit developments, and condominiums ranging from $2.5 - $8.9 million.
Education B. S. in Microbiology, University of Nebraska.
California State University courses:
• Business management
• Computer Hardware Systems
• Environmental Law
U.C. Davis courses:
m Systems Analysis
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Maintenance Management System Company Background & Staffing Steve Davis
Title Product Manager at Hansen, Water and Sewer Products Responsibilities • Responsible for evolution of Hansen's Water and Sewer Products to insure that they meet client needs, anticipate industry trends, and continue market leadership.
• Responsible for project management: coordination of installation, data conversion, and training for Hansen's software products.
Experience Over 23 years of private and public sector experience in the implementation, maintenance, and infrastructure management projects throughout North America. Industry experience from both an Agency and Consultant perspective, ensuring support and success of long term projects through client training and system acceptance at all levels. The following are Steve Davis's skills and experiences:
• Project Management & Consulting - Implemented TQM concepts and managed a change in the business culture to increase customer focus, empower employees, and improve business processes. Performed business and operational reviews to streamline and improve industry practices.
Managed several utility automations, including implementing LAN and dial-up technology, several new customer information and operating systems, and billing and financial systems.
• Utility Management - Extensive experience in all aspects of water and sewer utility management to include treatment and system operations, capital management, business development, infrastructure management, customer service, billing, regulatory compliance, and business planning. • Engineering - Engineering and management responsibilities have included a variety of design, construction management, and project management challenges in a wide spectrum of water and wastewater projects. Used creative and innovative problem solving to keep projects on schedule, to maintain operational capacity during construction, and to achieve optimal results with limited resources. Registered Professional Engineer in Ohio and California. Taught lower division engineering courses for seven semesters at California State University, Sacramento.
Education • Bachelor of Science, United States Military Academy • Master of Business Administration, Ohio State University Page Proprietary and Confidential, Copyright © 1999, Hansen Information Technologies 3-8
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Maintenance Management System Company Background & Staffing Christy Silveira
Title Project Manager; at Hansen since 1997
Responsibilities Manage software implementation projects.
Experience Christy is a Project Manager for Hansen Information Technologies. She has experience working for government agencies and is familiar with the needs and duties of government employees, specifically those involving cost accounting, accounts payable and accounts receivable. Prior to joining Hansen, Christy was a project coordinator for a high-tech manufacturing company, where she worked as Account Manager for a large computer manufacturer, overseeing product procurement, assembly and distribution in order to assure on-time delivery of high quality goods. Christy's experience working for government agencies and government suppliers gives her an understanding of issues facing agencies from both sides. • Project Manager for Hansen's first Tax Assessment and Billing system, including custom tabs for New Castle County, Delaware. Includes direct interaction with the county on design, beta testing, data conversion, and implementation phases as well as Crystal Report design. This includes interfaces with a CAMA system, Cashier for Windows, and county accounting systems
• Project Manager for the installation and implementation of Hansen's Version 7 for Pleasant Prairie, Wisconsin. This project included installation of the Water, Sewer, Storm, Street and Plant modules of Version 7, as well as address conversion.
Education B.S. in Computer Science; California State University, Sacramento.
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Maintenance Management System Company Background & Staffing The Hansen Training Team
Introduction Hansen's training department consists of a staff of several qualified individuals, all with unique backgrounds and knowledge of Hansen's products. The training department is primarily responsible for establishing course outlines, working with municipalities and engineering firms on both a training and consulting basis, and aiding the Help Desk with technical problems. Currently, the training department consists of the skilled individuals listed below.
Michael Blair Michael joined Hansen in June 1998 as a Systems Trainer/Consultant.
Michal's responsibilities include performing on-site client training courses and product demonstrations. He will be focusing on the CORE Hansen courses.
Stephanie Davis Stephanie joined Hansen in June 1996 as Atlantic Technical Marketing Representative. Stephanie has a B.A. in Geography from Villanova University, Pennsylvania, and has extensive experience working with government agencies and GIS products.
Rick Fenemore Rick joined Hansen, Canada in February 1998 with a background of six years as a Computer Trainer and Consultant, and National Sales and Operations Management for the Canadian division of Eljer Plumbingware. He has a B.A. in Psychology/Economics from the University of Toronto.
Mark Herndon Mark joined Hansen in April 1998 as a Systems Trainer/Consultant. Mark's responsibilities include performing on-site client training courses and product demonstrations. His areas of expertise with Hansen products are in the Version 7 Tax Assessment, Billing, and Permits modules.
Virginia Ruiz Virginia joined Hansen in August 1995 as a Systems Trainer/Consultant.
Virginia is qualified to train users on all components of Hansen Version 7.
She came to Hansen with 12 years of extensive experience in Information Systems within the Health Care industry including customer service. Her fluency in Spanish is a valued asset as Hansen expands to Latin American countries. She has a degree in Hotel Management from American River College.
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Maintenance Management System Company Background & Staffing The Hansen Training Team, Continued
Rick Wilson Rick joined Hansen in November 1994. His duties include conducting on-site training workshops and product demonstrations. He received his vocational certificate in Computer Science and Computer Information Systems from Rancho Santiago College.
Amy Winters Amy joined Hansen in December 1997 after working as Director of Training for TLC Consultants, Inc., in Bdgewater, Florida. With extensive training education, Amy has trained anywhere from 4 to 700 (New York City's Customer Service and Work Orders modules) Hansen software users.
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4. Schedule
Implementation Plan
Introduction As with any project, considerable thought must be directed toward implementation. The strategy for Santa Monica is fairly direct. There are four major systems to bring up, one of which should be a combination of sewer. and stormwater. Each implementation will dovetail into a three-month integration period.
Generally, implementations are successful when they are completed within a three to six month period. More rapid implementations overly tax the users and slower implementations provide no "excitement" to keep enthusiasm moving. The proposed three-month schedule fits the projected workload and potential parameters.
Strategies The first goal is to establish implementation framework. Much of that already has been done by Santa Monica. Hansen recommends a project steering committee of key stakeholders - usually the department managers - be created to oversee the project. This team will hear monthly progress reports, resolve issues, determine changes in scope, and serve as an oversight committee. They also will sign off on training and installation lists, and ensure their presence and endorsement carries down to all project levels.
Working with the Santa Monica Project Manager will be an implementation team. This team, which should include the information services department, has members from the critical areas. One team member from water, sewer, stormwater, plant and customer service is a workable number. These persons would assist with the data conversion process, determine the installation sequences, work with users in a pre- and post-implementation support process, and assist with system and data testing. Their key role is communications with the Santa Monica Project Manager, the Hansen Project Manager and the system users. These persons will be expected to devote between 15 and 100 percent of their time during the implementation. While it is understood they have normal job functions, implementation of this project is to be their top priority when possible.
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Maintenance Management System Schedule
Implementation Plan, Continued
Responsibilities This team will have the following functions and responsibilities:
• Provide project input and data review
• Test data and systems
• Approve table codes, screen formats, calculations, formulas, work flows • Solicit assistance and support from others
Serve as project advocates
• Communicate with all levels of management and employees, and report back to the team
• Conduct frequent briefings to the team, project stakeholders and agency management
• Approve training requests
• Review installation requests and schedules
• Approve final installations (hardware)
• Test interfaces
• Assist with final project approval
Requirements would include:
• PCs for each team member
• Server access
• Internet access
• Development/implementation instance of database
• Test instance of database
• Production instance on database
• Access to legacy systems
• Input from users to assist implementation team
• IT support on an ad-hoc basis
• Use of MS Access to check data
• Installation of Crystal Reports
Training In addition, it is strongly suggested a training coordinator be used during 10 Coordinator percent of the training phase of this project. In most implementations, training requires an extensive amount of support, whether it be reminding employees of their class dates to changing schedules to accommodate emergency assignments. This person would work for the Santa Monica Project Manager and perform a critical role during the latter phase of the implementation. We have indicated 12 days of training on the implementation.
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Maintenance Management System Schedule
Implementation Plan, Continued
Workflow Business process reviews must be undertaken to understand the workflow.
This provides Santa Monica a chance to have its implementation team work together, and also provide substantial input into how the final system will operate. For example, relationships must be created on who gives approvals, who enters work orders, who runs reports, when reports will be run, who updates data and who generates new information from the system. While simple to watch, these procedures must be outlined early. Also, the exceptions to the rules must be outlined along with the processes that will make them work properly with the integrated system.
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Maintenance Management System Schedule
Implementation Plan, Continued
Phases Critical to implementation is the time chart. A finalized GANTT chart should be created early in the project. This determines deadlines, indicates where changes must be made, and gives each party their schedule and determines their priorities for the project. On-site meetings should be held on a frequent basis, at least monthly, and with as complete an agenda as possible.
The project has several phases:
Phase 1 - Project Initiation including business process review. This includes developing a final time chart and resource needs. The project team will work together to develop these items and also communicate with the project stakeholders.
Phase 2 - Database review and beginning of data conversion. The critical product is the data conversion document.
Phase 3 - Interface review and basic designs. This is where we review the interface (GIS) requirements, determine possible procedures and indicate the projected costs. Interfaces can then be developed for implementation as a final step in the project.
Phase 4 - System installation and training. This means bringing up the systems in the following suggested order:
• Sewer/Stormwater - Because of the expected data, this will be the easiest, but most critical system to bring up. The major codes will be part of this implementation along with data which generally is not as complex as that required for water or plant systems. Stores inventories and personnel data will be required for this implementation as well.
• Water - With sewer/stormwater on line, it is natural that water would follow. Generally, service lines, meters and the water reticulation system are included. Because this data is more complex, it takes longer to convert. • Plant - The treatment facilities are next to implement. Because a majority of core data is already converted, they are much less difficult to implement at this time.
• Customer Service - Because all field information, addresses and data already is being updated in the system, customer service may be brought on line at this time.
• GIS - The standard V7-AV modules will be installed and tested.
Phase 5 - Final approval. This is the final phase. Although field computing was discussed along with a GIS, these have not been included as part of the project.
It would be appropriate to consider them at this time.
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Maintenance Management System Schedule
Highlights
Project Kick- The implementation of Hansen's Version 7 would include a number of Off Meeting interrelated tasks requiring proper coordination and flexible decision making on the part of the new owners of the system. In order to establish a proper kick-off to the project, Hansen proposes a partnering session to better acquaint key members of the Hansen project staff and Santa Monica personnel. Conducted off-site, the purpose of the Kick-Off Meeting is to establish team priorities, Communi- Communication it makes the difference between successful and cations unsuccessful projects. More importantly it prevents unrealistic expectations and dissatisfied users. The best way to ensure that the lines of communication remain open is to plan frequent meetings on both formal and informal bases.
Monthly Status At a minimum, monthly meetings will be scheduled to address planned agenda Meetings items, open issues, upcoming activities, main project events, milestones, and documentation of key deliverables.
Throughout the project, issues are raised. While it is the intent to resolve most issues during the project kick-off and subsequent meetings, it is possible that issues and changes of scope must be addressed.
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Maintenance Management System Schedule
Highlights, Continued
Data The data conversion and its acceptance is critical for implementation of the Conversion new system. The data from existing systems must be analyzed and 'mapped' to data stored in the Hansen data model. Work must commence immediately to extract the data from the various databases, verify its integrity, convert or re-format it where necessary, and prepare programs to load that data into the new database.
While Hansen will perform the major part of this work, the implementation team is involved with the identification of required data and the mapping of this information to the new database.
The strategy for data conversion is as follows:
• Data mapping exercise will be done as part of initial phase. • Data is extracted from the existing system by Santa Monica (or in some cases, by contractors employed with particular expertise) • Data is given to Santa Monica representatives for verification (to check that the data is valid, and correct or remove any records which are incorrect)
• Data is returned to Hansen, for formatting and loading of data into the Hansen database (this may require some manual work, or the development of programs to convert the data into the required formats) • Data is loaded into the production database by Hansen. • Data in the production database is reviewed by Santa Monica and accepted.
The deployment schedule indicates dates by which Santa Monica must review the existing data and return it to Hansen for formatting and loading into the Hansen database. Failure to meet these dates will result in the delay of all subsequent activities and ultimately the system delivery date.
The objective is to obtain and convert relevant data into the new system for Santa Monica. This data must be converted with 99.95 percent accuracy and provide the basic information needed to implement the system.
Users should become comfortable enough with the process that they support the project and buy-in with the data, methodology and concepts created as part of the project.
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Maintenance Management System Schedule
Scope of Work
Introduction The following list is an overview of the scope of the project:
• Review data currently being collected within Santa Monica's data management system
• Review the data in relationship to work flow and business necessities • Determine the data's relevancy and criticality
• Base decisions on relevance and criticality
• Assist with designing the data conversion document
• Provide guidance for additional or future data collection • Create bonding with project stakeholders
• Create trust in data which has been maintained and stored in the new system • Outside project scope:
• Business process modification
• Communications to external customers
• Data collection
• Data cleansing
• Data conversion
• Data quality testing
Issues Hansen's methodology logs issues with their risks, mitigation factors and Management eventual resolution. Issues are logged and resolved as completely and rapidly as allowable given the constraints created by the project.
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Maintenance Management System Schedule
Scope of Work, Continued
Modifications In implementation of a project, cases arise where changes in scope may ecome advisable. In software, this is a particularly important issue becaus users tend to increase their expectations of the software as the projec progresses. Without positive management, a software project can never be completed, and costs will spiral. Therefore, rigid change control, called modifications, is required during an implementation.
Generally, the projects of this nature involve modification requests during installation of equipment (i.e., changes in models, features, response time, memory and disk due to new products coming onto the market after the original order) and with data conversion. Often data conversion reveals problems with the initial database and either additional cleansing is required to provide an acceptable product, or additional data must be captured.
The strategy is to follow the methodology below for managing modifications, and then turn the decision over to the project steering committee and sponsors for approval. No changes in functionality, cost or deliverables may be made without steering committee and sponsor approval. Minor modifications, such as table and data field locations, are considered to be within the authorization of the implementation team. These may be reported to the steering committee on a need-to-know basis. All requests for modifications will be tracked, analyzed and resolved prior to final acceptance.
The methodology for managing modifications is as follows:
• Request change - This will involve the person asking for the modification to file a written request with the project manager detailing the requested modification, the reasons for it, the possible costs, and who will be affected.
Stakeholders in the modification will be contacted by the team for input. • Log change - The Modification request is logged, numbered and filed for review. A due date for a decision is assigned at this time. Sometimes, critical modifications may be given top priority status. • Assess impact - What will the modification do to the overall impact? What will it cost? Will it cause a delay or require a change in the project schedule? Who will benefit? Who might be adversely affected? • Decide action - If minor, the implementation team will approve. If requiring a change in the deliverables, schedule, costs or functionality, the request will be referred to the project steering committee for endorsement.
The sponsor may also be required to approve or deny.
• Implement action - The appropriate parties will be authorized to proceed and amendments to the contract or other documents will be prepared for endorsement.
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Maintenance Management System Schedule
Scope of Work, Continued
System QA/QC. Hansen strongly believes that a total and systematic approach to quality assurance and quality control is essential to the success of this project.
Hansen's strategy towards QA/QC for the Version 7 project will be as follows:
• Establish a comprehensive QA/QC Plan to cover the processes, deliverables and equipment associated with Version 7, using appropriate guidelines • Obtain and maintain management support for the QA/QC program • Distribute QA/QC standards, policies, procedures to all infrastructure management system project team members.
The information below outlines the acceptance test plan for the project, and addresses the work within the project scope necessary to achieve business acceptance of the system.
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Maintenance Management System Schedule
Scope of Work, Continued
Acceptance The objective of the acceptance for the project is to ensure that the Hansen Testing software, populated with Santa Monica's data, meets the agreed acceptance criteria so that Santa Monica is satisfied that improvements to the management of corporate assets can be realized.
Because the selected soflware is a package solution, the acceptance testing is not focused on the functionality of the package; this was in essence accepted by Santa Monica's purchase of the product. In this case, the acceptance testing concentrates on the implementation of that product in the Santa Monica environment, with Santa Monica's data
To this end, the scope of the acceptance testing includes:
• the full functionality of the sofiware as demonstrated and accepted by Santa Monica matches the functionality of the software delivered to Santa Monica
• ensuring that the integrity and context of the data loaded into the new system has been maintained
• testing that setups made to the package for Santa Monica meet requirements as specified in the response to proposal
• ensuring that any 'work-arounds' or modifications necessitated by the software's implementation in Santa Monica's environment are reasonable • ensuring that the training delivered to Santa Monica staff has furnished them with sufficient knowledge and skill to use the system to perform their work
• briefly testing that the functionality accepted at the time of purchase is available to Santa Monica after implementation (this is not a full functional test - merely a confirmation that it works)
The strategy adopted by the implementation team is as follows:
• Santa Monica staff work with the project team after the loading of data to ensure that data acceptance is achieved
• separate testing is done at each site following the training to complete the other tests (as specified in the scope)
• acceptance is signed off by the Manager of each business group, after testing is completed at each site in that group, before being formally agreed by the Steering Committee
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Maintenance Management System Schedule
Scope of Work, Continued
Training Training is designed to begin during the actual data loading process. Although we do not train with the production database, parts of it may be of assistance to show "hands-on" relationships with the data. In addition, the data inspectors will need basic skills to adequately inspect and test their data for the production system. Hansen believes that a person who is trained on software, should begin using that software immediately. For that reason, we plan to have no more than a 10-day lapse between training and work group implementations.
Santa Monica would be expected to supply a training facility and give Hansen's installation access to it to install training databases and software.
Deliverables When deployment is complete, Santa Monica will be in possession of the following deliverables:
• Hansen Version 7 for Water, Sewer, Storm, Plant and Customer Service, with on-line help.
• One set of user manuals
• Other manuals as appropriate for administration and operation of the system • Crystal Reporting modules as ordered
• Interfaces
• Additional user, training or operations manuals may be purchased from Hansen.
Technical The minimum specification for support of the software on user work stations Configuration is a Pentium processor, 32 MB RAM, and at least 80 MB free hard disk pace. The project team will work with information services to ensure that al nachines on which the client software will be installed meet thi specification.
Version 7 requires no additional peripheral devices; users can continue with their current printers, etc. They will need ODBC drivers which are generally supplied by Microsoft.
Security It is Santa Monica's responsibility to ensure the physical security of the Novell server which holds the Hansen database. This includes security to the facility where the machine is located, and access security to the server itself Backup of the server environment, off-site storage of backups, regular testing of backups and restores, and disaster recovery is also the responsibility of Continued on next page
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Maintenance Management System Schedule
Scope of Work, Continued
Notification / Participants will be notified during training sessions when the system will be Briefings in production at their particular sites. Electronic mail may be used as the mechanism to notify all users when the system 'goes live' at their site.
Handover The official 'handover' of the system from the Version 7 Project team to Santa Monica will occur in two stages:
• the project implementation team accepts the system, and then • the project steering committee officially accepts the system on behalf of Santa Monica.
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Maintenance Management System Schedule
Risks
Risks & This project holds several risks. However, mitigation methods will reduce Mitigation these exposures to acceptable levels. The following chart displays the Methods associated risks and their respective mitigation methods.
Risk Chance Consequence Mitigation Method
Politics between users M Will delay project, Appointment of steering will require numerous expand scope, increase committee
scope changes, delays complexity and Scope change controls in production, jeopardize outcome Issues management
difficulties with project Communications to all
support stakeholders
Changes in key staff M Can delay project, lose Use implementation team during implementation expertise and approach.
momentum, increase Share information and keep
chance for errors extensive records.
Data will not populate M Data will not be Use custom tabs fields, or system will available Use data conversion document not accept data Test results on small
conversion first
Transitions are abrupt User distrust of new Involve users early from one system to system, service delays Communications another Scheduled implementation
Train no more than 2 weeks
before users obtain system.
Train key users first.
Training will be M Improper use of system Implement use of training inadequate and Errors in operations coordinator:
employees will fail to Customize training schedule
attend Monitor attendees
Provide make-up courses
Poor quality data L-M Poor quality and orphan Review of data at all steps in affects system data causes operational the data conversion process to credibility and errors, delays identify and correct problems acceptance deployment before loading. Testing data
after loading into the system.
Data conversion and data
capture people are in
continuous communications.
Expect several trips on-site for
this procedure.
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Maintenance Management System Schedule
Risks, Continued
Risk Chance Consequence Mitigation Method
Santa Monica fails to L Data is incorrect, slows Appropriate resources made verify quality / integrity data conversion available to ensure data is of existing data by checked and problems are
scheduled date. addressed.
Delay in resolving M Delays project Use issues methodology to log questions by Santa issues, dates, report weekly on
Monica or Hansen. issue status
Technology is new and L Delays project, Review of technology in early not understood jeopardizes system phase.
Team member steals L Copyright and other Require confidentiality confidential litigation ensues agreements, check documents information and media frequently
Damage by catastrophe L/M Data lost, project Duplicate copies of media, delayed data kept off-site, escrow
agreements
Computer virus M Delays project, corrupts Authority uses latest virus destroys system or data detection and cleansing
installations technologies. Sterile floppies
are used, Hansen verifies
software before shipping.
Hardware is not L Delays project Order hardware early, allow delivered on time or cushion for testing and
ready for installation commission
Availability of network L Hardware is not ready Santa Monica provides and technical support is for software installation, technical expertise to low due to other network is inadequate or implementation team. On-site commitments by Santa. cannot handle load assessment by Hansen as part Monica or Hansen of kick-off.
Have 3"d-party backup
Applications are not L Project delays System is modular. Provide delivered in accordance adequate development time for
with time schedule interfaces. Add staff and
resources if needed to keep on
track, or obtain change from
Santa Monica
Application fails to M Upset users, poor Review specifications and meet expectations. utilization agree upon deliverables at onsite demonstration and
during contract development.
Train implementation team
Manage scope changes.
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Maintenance Management System Schedule
Assumptions and The following is assumed:
Constraints
• There will be adequately trained staff provided by Santa Monica • The computer resources will be adequate for the installation • The city has a 5-day work week
• At least 80 percent of those assigned to work on the project will have experience in this endeavor
• Equipment will meet delivery schedules
• A training coordinator will be supplied by Santa Monica Additional Additional assumptions are:
Assumptions
• Space will be provided for two Hansen employees, along with telephone, fax, Internet and computers
• No strikes or other production interruptions will occur • Issues will be resolved in a timely manner
• Information supplied in the Request for Proposals is correct • No outside consultants, except for hardware and other sofiware vendors will be required.
• The scope will not appreciably change
Disaster It is expected that Santa Monica will include the new system in its disaster Recovery recovery program. The Hansen project manager or Hansen technical team will provide information regarding particular requirements.
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Water, Sewer, Stormwater and Plant Implementation
Month 1 Month 2 Month 3
Task Name Duration Start W10. |
; System Implementation 53 days Wed 9/1/99
Project kick-off o days Wed 9/1/99
o days! Mon 11/8/99 • 11/8
Project complete O days Tue 11/18/99 → 11/16
Data conversion 43 days Wed 9/1/99
Submit sample data 2 days Wed 9/1/99 ElE-Santa Monica
Prepare Data Conversion Doc 10 days Fri 9/3/99
Approve Data Converson Doc 5 days Fri 9/17/99 i Santa Monica Extract data 3 days Fri 9/24/99
Convert data 20 days i Wed 9/29/99 la Hansen
= Instail conversion 2 days Wed 10/27/99 Ls Hansen
Test conversion (GA) 1 day Fri 10/29/99
Commission conversion o days Fri 10/29/99 → 10/29
Software 31 days Fri 9/17/99
Certify Server 2 days! Fri 9/17/99 _hanson
Create tabs if necessary 5 days! Tue-9/21/99 2 Hansen
Install software on server, cents 3 days! Wed 10/27/99 Las Hansen Test instailations 2 days Wed 10/27/99
Commission software 1 day: Fri 10/29199
H-H
Rolled Up Progress Project Summary Rolled Up Split
Project: newton Task Milestone Rolled Up Tosk
Date: Wed 6/23/99 Summary Rolled Up Milestone External Tasks Split Progress
For demonstration purposes only, actual schedule will vary Page 1 Santa Monica
Water, Sewer, Stormwater and Plant Implementation
Month 3
#HHHF Month 1 W12
W10
Task Name Duration Start W2..
Training 55 days Wed 9/1/99
Determine trainees 3 days Wed 9/1/99 Santa Monica
Determine curriculum 3 days Mon 9/6/99 Santa Monica/Hansen Select training site 10 days Thu 919/99 a santa monica
Wed 10/27199 | l Hansen/Santa Monica
Install machines/software 3 days
3 days Thu 9/23139 assy santa Monica
Notify supervisors
Notify trainees 3 days Tue 9128/39 i Santa Monica
BAo 11/4199 Hansen
Train on-site 12 days
GIS (Optional) 15 days Mon 11/1/99
Create GIS linkages in data 10 days Mon 11M139
HHH a Hansen
Installation of GIS Interface 2 days Mcn 11/15/99
Wed 11/17/99 Evoint
Testing of GIS interface 1 day
Training for GIS intertaces 2 days i Thu 11/18/99
Project Summary Rolled Up Split
Rolled Up Task Roiled Up Progress
Task Milestone
Project: newton Split .
Date: Wed 6/23/99 Rolled Up Milestone External Tasks
Summary
109.803
For demenstration purposes only, actual schedule will vary
5. Cost
Hansen Version 7 for Plant, Sewer, Storm, Water & Customer Service Windows NT/SQL Server
Quantity: Unit Price: Costs:
SOFTWARE COST:
Hansen's Version 7 for Water 3 4,000 $12,000
Hansen's Version 7 for Sewer 3 4,000 $12,000
Hansen's Version 7 for Storm 4,000 $12,000
Hansen's Version 7 for Plant/Fleet 2,500 $7,500
Hansen's Version 7 for Customer Service 4 1,000 $4,000.
Hansen's Reporting Crystal Reports Module 1 1,500 $1,500 Hansen's Image Display Enterprise N/C $0
Hansen's Basic Inventory Tracking System Enterprise N/C $0 SOFTWARE COSTS: $49,000
PROFESSIONAL SERVICES COSTS:
Project Consulting and Implementation* 15 1,500 $22,500 Hansen Service and Maintenance (Annual) $8,820
On Site Training (Per training day) 12 1,200 $14,400
Software Set-up & Installation $5,000
Data Conversion Control Document $5,000
Out of Pocket Expenses to be billed as Incurred
PROFESSIONAL SERVICES COSTS: $55,720
TOTAL COSTS: $104,720
Notes:
*Project Consulting and Implementation is based on time and should not be considered on-site. On-site visits are mutually determined by the Project Consultant and client.
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Maintenance Management System Cost
Products and Services
Not Included in Quotation
Hansen's Custom Tab Editor 10,000|
Hansen's Custom Menu Editor 5,000
Hansen's Advanced Inventory
Hansen's OLE Container
Hansen's Asset Valuation
GIS Desktop Mapping (5 seat minimum) 7,500
Hansen's Geographic Information Systems Integration Tools Based on GIS Integration
Needs
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Maintenance Management System Cost
Software Descriptions
Hansen's Represents Hansen's ODBC 2.0 compliant SQL relational database Version 7 management system (RDBMS). Includes Hansen-developed and supported database tables, data definition language (DDL), and data definitions to support storage and retrieval of data. Requires ORACLE's Version 7.0 for Windows NT or UNIX for configuration and installation. The Client component of the system resides on each PC.
Water Hansen's Version 7 Water product provides functionality to identify the primary assets of any water distribution utility, including valves, hydrants, mains, meters, service connections, and various connectors of whatever type.
It also provides for generating work orders for preventive maintenance, unscheduled work orders; issuing, tracking and costing parts from any number of warehouses, tracking employee costs.
Sewer Hansen's Version 7 Sewer product provides functionality to identify the primary assets of any sewer collections utility, including manholes, mainlines, lift stations sewer nodes, service lines and a graphical sewer network browser.
It also provides for generating work orders for preventive maintenance, unscheduled work orders; issuing, tracking and costing parts from any number of warehouses, tracking employee costs.
Storm Hansen's Version 7: Storm module product provides functionality to identify the primary assets of any storm collections utility, including manholes, catch basins storm inlets, storm mains and storm channels. It also provides for generating work orders for preventive maintenance, unscheduled work orders; issuing, tracking and costing parts from any number of warehouses, tracking employee costs.
Plant/Fleet Hansen's Version 7 Plant product allows user to track facilities, vehicles, equipment, and fluid storage unit inventories. It also provides for generating work orders for preventive maintenance, unscheduled work orders; issuing, tracking and costing parts from any number of warehouses, tracking employee costs.
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Maintenance Management System Cost
Software Descriptions, Continued
Customer Hansen's Version 7 Customer Service product functionality includes Service capabilities to record customer problem calls, dispatch to field personnel, record field inspections and their costs, and, if purchased with one of the asset management modules, provides the link between the customer call and the work in the field. With this tool, problem resolution is tracked along with the total cost from the call to the work performed.
Hansen's Represents Hansen's standard and ad hoc reporting module using the off-the- Windows shelf Crystal Reports software combined with full Crystal Reports training and Reporting Help Desk support. Clients have found that Version 7 includes the majority of Module the reports they need. However, for your unique reporting requirements, training and phone support from professionals familiar with the Hansen software will add the greatest value.
A valuable feature of this system is the icon-based Executive Information System, capable of creating user-defined reports and storing these reports as stand-alone executable icons that may be distributed without re-licensing to any PC client workstation connected to Hansen's RDBMS Version 7 system.
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Maintenance Management System Cost
Professional Services & Fees
Project Represents management costs for administering all aspects of the project, Management including scheduling of professional services, project quality and control, invoicing, telecommunication and delivery expenses. This includes a combination of on and off site management services.
Hansen's Represents support costs for Hansen's products, including toll-free customer Annual Service support calls from 8:00 a.m. Eastern Time.to 5:00 p.m. Pacific Time. Also and includes free product updates within the current series.
Maintenance
Onsite Training Represents professional service fee to conduct training on site. Workshops include entry level to advanced courses on all aspects of Hansen's software.
Software Represents professional service fee for Hansen's project staff to initialize the Setup & client's RDBMS with Hansen's Version 7 Tables. Also represents professional Installation service fee for installing Hansen's Server and Client products on the client's hardware. Installation is only provided by a certified representative of Hansen.
Data Represents the cost to create a Data Conversion Control document, which will Conversion be agreed upon by both Hansen and the client. This document will identify the Control type(s) and amount of data along with the Hansen tables and fields which will Document be used to store the converted data. The Data Conversion Control Document serves as the definition of the data conversion project scope, method and cost.
Out-of-Pocket Represents direct charges associated with the project implementation, Expenses including but not limited to shipping, travel, hotel accommodations, computer time, etc.
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Maintenance Management System Cost
Products and Services Not Included in Quotation
Custom Tab Represents a module within Hansen's Advanced Components For Version 7 Editor that allows users to add custom tabs as new forms, including multiple data types and formats. In addition, new data tables and fields can be added to the existing data dictionary in multiple supported field types. The new tab is not disturbed by future upgrades to the software. Requires Hansen's Custom Menu Editor.
Custom Menu Represents a module within Hansen's Advanced Components For Version 7 Editor that allows users to add new menu items and to group disparate program menu items to suit individual user preferences and incorporate other applications into the Version 7 desktop.
Advanced Represents a module within Hansen's Advanced Components for Version 7 . Inventory that allows users to reserve parts, track scrap inventory, calculate LIFO and FIFO costing, and inventory spare parts at multiple locations in multiple quantity types, at the same warehouse location.
OLE Container Represents a module within Hansen's Advanced Components For Version 7 that allows users to link and store third party enabled object linking and embedding (OLE) applications within Version 7.
Asset Valuation Represents a module within Hansen's Advanced Components For Version 7 that allows users to track the ongoing valuation of all fixed assets inventoried within Hansen's Version 7. Allows users to establish beginning valuations, track warranty information, annual and accumulated depreciation, link life- cycle costs, perform re-valuations, link revenues to identified assets, and monitor asset disposals. Allows municipalities to develop a comprehensive asset valuation for their city on an ongoing basis. [NOTE: This feature replaces traditional fund accounting for fixed assets and allows assets to be uniquely identified and linked to their overall condition] GIS Implemen- Represents costs to provide or develop interfaces between Hansen's software tation and the customer's GIS platform. (Requires System Interface Control Document)
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6. System Requirements
Hansen Responses to System Requirements
Introduction The following are Hansen's responses to the System Requirements for the City of Santa Monica:
1) Run on a SQL Server relational database management system (RDBMS).
Hansen's Version 7 (V7) runs on an SQL RDBMS. See section two for further information.
2) Fully implement the Microsoft Windows graphical user interface (GUI) standard. The City runs Windows 95, 98, and NT 4.0 operating systems.
Hansen's V7 uses a GUI interface and runs on Microsoft Windows 95, 98, and NT4.0 Operating Systems. See section two for further information.
3) Software must be ODBC compliant.
All of Hansen's modules are ODBC. See section two for further information.
4) Fully comply with ANSI and SQL standards.
All of Hansen's modules comply with ANSI and SQL standards. See section two for further information.
5) Run on a Novell client/server network system architecture, allowing the user to use any PC workstation connected to any server.
All of Hansen's modules run on a Novell Network. See section two for further information on networks, and for information regarding minimum and recommended levels for PC workstations.
6) Have database administration capabilities that will allow the system access, and update access. Database administration functions should provide the ability to selectively "lock" certain database tables/records.
System access is fully user-defined. See section two for further information.
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Maintenance Management System System Requirements
Hansen Responses to System Requirements, Continued
Responses, 7) Be capable of displaying only those modules and pull-down menus that the continued user is authorized to access, as defined by the database administrator. Based on an individual user's ID and password, pull-down menus must be custom displayed at the user's workstation. If changed, the user's pull-down menus must also change. This capability will be referred to as an Intelligent Menu system.
Hansen's V7 offers this security feature. See section two for a description and screen example of this feature.
8) Allow the database administrator to restrict access to employee and contractor pay rates in the system, including all forms and reports. Users without access to the pay rates must be able to be given access to cost work orders, without the ability to view or enter pay rates for cost entries.
The City can setup the system so that each employee would only be able to see their own rate, yet full labor costs will be applied to work orders. 9) Utilize lookup forms to generate custom queries to locate data. These are located on virtually every form in the system.
Hansen's V7 is designed with lookup fields, which are used to locate specific data or to generate ad hoe reports.
10) Have the ability to selectively download information into other software programs. For example, download data to pipe network models.
Compatibility to industry standard spreadsheets, database management, and ESRI's GIS graphic systems must also be provided.
Hansen excels at interfacing to other software programs. V7 is an ODBC product and Hansen has extensive experience with interfacing to ESRI's GIS products, as well as many other types of systems.
11) Share a common data structure with ESRI's Arc View and ArcInfo GIS software. Integration with this system must be accomplished without having to maintain multiple databases or without having to perform ASCI conversions.
Hansen has extensive experience interfacing to ESRI's GIS products, which operate seamlessly, without conversions or duplicate databases.
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Maintenance Management System System Requirements
Hansen Responses to System Requirements, Continued
Responses, 12) Include a comprehensive users manual documenting all operations of the continued software. Manuals must include sample reports, screen illustrations and instructions, and provide a step-by-step training aid to teach non-technical operations and administrative personnel to operate the software.
See section 4 for further information about our documentation. Also included with the proposal is a copy of our training catalog, with course descriptions. Copies of documentation can be viewed during the software demonstration.
13) Provide a minimum of ninety (90) days of software support consisting of telephone support via an 800 toll free number. Ongoing software support for subsequent years must also be available through a software maintenance agreement available on a set fee basis.
The first year's Service and Maintenance is included with this quote. See section two for further information.
14) The vendor must be able to provide software engineering, custom programming, and database development support, if necessary.
Hansen provides these services, but with V7 we have eliminated the need for custom programming. Through setup and custom tools (Custom Menu Editor and Custom Tab Editor), the client maintains maximum flexibility with their system, and can make most changes/enhancements without assistance.
15) The system must be able to enter all century dates. The system must be able to have automatic rollovers from the year 1999 to 2000. The system must be year 2000 compliant, capable of performing all calculations, comparisons, sequencing, and other types of processing as they relate to calendar dates and date related data before and during performance.
Since August 1996, when Hansen Information Technologies released Version 7 of its suite of software applications, all Version 7 applications have been Y2k compliant. This means that all Version 7 applications are now hard coded with four-digit numbers representing the year in a date.
Therefore, Hansen's Version 7 software will register the year 2000 as "2000" and will not be affected by any Y2k compliance problems.
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Maintenance Management System System Requirements
Hansen Responses to System Requirements, Continued
Responses, 16) The system must be able to integrate with Crystal Reports for user continued customizable reports.
Crystal Reports is included with this quote, and integrates fully with Hansen's V7 software.
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