HomeMy WebLinkAbout143-19 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 143-19
File Number: 2019-0331
RFP 18-18 LUCITY, INC.:
A RESOLUTION TO AWARD RFP 18-18 AND AUTHORIZE A CONTRACT WITH LUCITY, INC.
FOR ASSET MANAGEMENT AND WORK ORDER SOFTWARE IN THE INITIAL AMOUNT OF
$290,960.00, TO APPROVE THE PURCHASE OF FIVE YEARS OF ANNUAL SOFTWARE
MAINTENANCE IN THE TOTAL AMOUNT OF $135,000.00, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF $29,096.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a contract with Lucity, Inc, for asset management and work order software in the initial amount
of $290,960.00, approves the purchase of five years of annual software maintenance in the total amount
of $135,000.00, and further approves a project contingency in the amount of $29,096.00.
PASSED and APPROVED on 6/18/2019
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City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
/ Text File
-- File Number: 2019-0331
Agenda Date: 6/18/2019 Version: 1 Status: Agenda Ready
In Control: City Council Meeting
Agenda Number: A. 3
RFP 18-18 LUCITY, INC.:
File Type: Resolution
A RESOLUTION TO AWARD RFP 18-18 AND AUTHORIZE A CONTRACT WITH LUCITY, INC.
FOR ASSET MANAGEMENT AND WORK ORDER SOFTWARE IN THE INITIAL AMOUNT OF
$290,960.00, TO APPROVE THE PURCHASE OF FIVE YEARS OF ANNUAL SOFTWARE
MAINTENANCE IN THE TOTAL AMOUNT OF $135,000.00, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF $29,096.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
contract with Lucity, Inc, for asset management and work order software in the initial amount of $290,960.00,
approves the purchase of five years of annual software maintenance in the total amount of $135,000.00, and
further approves a project contingency in the amount of $29,096.00.
City of Fayetteville, Arkansas Paye 1 Printed on 6/17/2019
Keith Macedo
Submitted By
City of Fayetteville Staff Review Form
2019-0331
Legistar File ID
6/18/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
5/21/2019 INFORMATION TECHNOLOGY (170)
Submitted Date Division / Department
Action Recommendation:
Resolution awarding RFP 18-18 and approving an agreement with Lucity Inc. to purchase Lucity's asset
management and work order software in the amount of in the amount of $290,960.00, approve funding
for five (5) years of annual software maintenance in the amount of $135,000.00, and approve a 10%
contingency in the amount of $29,096.00.
Budget Impact:
4470.170.8170.x Sales Tax Capital
Account Number Fund
13008.7100-7500 ERP Upgrade/Replacement- Lucity
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? NA
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 1,011,535.00
$ 425,590.30
585,944.70
$ 320,056.00
$ 265,888.70
V20180321
Purchase Order Number: Previous Ordinance or Resolution 137-18
Change Order Number:
Original Contract Number
Comments:
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JUNE 18, 2019
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL MEMO
FROM: Keith Macedo, Director of Information Technology
DATE: May 29, 2019
SUBJECT: Resolution awarding RFP 18-18 and approving an agreement with Lucity, Inc. to
purchase Lucity's Enterprise Asset Management software in the amount of
$290,960.00, approve funding for five (5) years of annual software maintenance
in the amount of $135,000.00, and approve a 10% contingency in the amount of
$29,096.00.
RECOMMENDATION:
Resolution awarding RFP 18-18 and approving an agreement with Lucity Inc. to purchase
Lucity's asset management and work order software in the amount of $290,960.00, approve
funding for five (5) years of annual software maintenance in the amount of $135,000.00, and
approve a 10% contingency in the amount of $29,096.00.
BACKGROUND:
The City purchased asset management and work order software from Hansen Technology, Inc.
in January of 2002 and have been using the software since 2003 within Transportation, Parks
Maintenance, Recycling and Trash, Water and Sewer, and Facilities Management. The City has
not upgraded Hansen in the past 6 years due to the cost upgrading to Hansen's current version
and the amount of staff hours required to implement an upgrade. City staff is requesting new
software to assist with the streamlining of internal staff and external customer processes to
improve the overall efficiency of our infrastructure asset management and related work order
maintenance.
DISCUSSION:
In the fall of 2018, the Information Technology (IT) division organized a group of key staff
members to develop a request for proposal for a new asset management and work order
software application. The City's Purchasing division posted RFP 18-18 on November 16, 2018
and closed the RFP on December 20, 2018 with 12 vendors submitting proposals. An RFP
committee was convened with City staff from Accounting, Facilities Management, IT, GIS,
Purchasing, Water and Sewer, and Transportation and Council Member Sarah Bunch. The RFP
committee met on January 17, 2019 to review the submittals and selected 3 vendors to present
onsite demonstrations. Tyler Technologies, CarteGraph, and Lucity provided onsite
demonstrations on February 27 and provided follow-up remote meetings on March 12 to review
functionality and ease of use. After each demonstration the group discussed each software
application's functionality and usability based on the following criteria: automation of work flow,
mobile device capability for field workers, GIS integration, asset management, flexibility to adapt
to changing business processes, a vendor that could provide consulting services related to best
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
practices, and a robust website portal to improve how customers submit work requests related
to City infrastructure.
The RFP committee selected Lucity as the best vendor to provide a new asset management
and work order system. IT staff then reached out to four Lucity municipal customers from
Kansas, Texas, and Virginia to discuss their experience with Lucity. The four customers
provided very positive comments regarding Lucity's software, support, and implementation.
Staff is confident that Lucity will provide significantly enhanced functionality which will provide
greater efficiency in the management of City infrastructure and work order management for City
staff in the Transportation, Parks Maintenance, Recycling and Trash, Water and Sewer, and
Facilities Management departments. In addition to improving staff efficiency, Lucity provides a
public portal and mobile application integration to allow the public to submit work requests and
track progress.
BUDGET/STAFF IMPACT:
In June of 2018 City Council approved the purchase of EnerGov Development Services
software and approved a budget adjustment to consolidate the remaining ERP CIP funds and
the CIP funds allocated to replace Hansen. The new consolidated CIP project would provide
funding to replace the Development Services related software and the asset management and
work order related software. The current ERP CIP project has $425,590.30 available to fund the
purchase of Lucity. Annual software maintenance will be funded from the IT operating budget.
The combined annual software maintenance of both EnerGov and Lucity will be an approximate
$7,000.00 increase over existing Hansen annual software maintenance.
Attachments: Staff Review Form, Staff Review Memo, Lucity agreement
A
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COMPANY
Solutions Agreement
This Lucity Solutions Agreement (the "Agreement"), effective as of the latest date shown on the signature block
below (the "Effective Date"), is entered into between Lucity, Inc., a Kansas Corporation with its principal place of
business in Overland Park, KS ("Lucity") and the City of Fayetteville ("Customer"), together with Lucity, the
"Parties", and each, a"Party".
WHEREAS, Lucity licenses and gives access to certain software applications ("Solutions") to its customers and
also provides maintenance, support, migration,installation and other professional services; and
WHEREAS, Customer desires to license and/or gain access to certain Solutions and receive professional services
described herein, and Lucity desires to grant and provide Customer license and access to such offerings as well as
to support them with professional services, subject to the terms and conditions set forth in this Agreement.
NOW,THEREFORE, in consideration of the mutual covenants,terms,and conditions set forth herein, and for other
good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged,by the signatures
of their duly authorized representative below, the Parties intending to be legally bound, agree to all of the following
provisions and exhibits of this Agreement:
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2. Term.
2.1. Initial Term. The Initial Term of this Agreement commences as of the Effective Date and will continue in
effect for five (5) years from such date unless terminated earlier pursuant to any of the Agreement's
express provisions(the"Initial Term").
2.2. Renewal Term. This Agreement will automatically renew for additional successive one (1) year terms
unless earlier terminated pursuant to any of the Agreement's provisions (a "Renewal Term" and,
collectively,with the Initial Term, the"Term").
2.3. Non-Renewal. Either party may elect to end renewal of the contract by issuing a notice of non-renewal,
in writing, to the other party 60 days prior to the expiration of the current contract term.
3. Fees. In consideration of the rights and services granted by Lucity to Customer under this Agreement,Customer
shall make payments to Lucity pursuant to the amounts and payment terms outlined in Exhibit 1 (the"Project
Cost Summary").
4. Definitions. Capitalized terms not otherwise defined in this Agreement have the meanings set forth below:
4.1. "Action" means any claim, action,cause of action, demand, lawsuit,arbitration, inquiry, audit, notice of
violation, proceeding, litigation, citation, summons, subpoena, or investigation of any nature, civil,
criminal, administrative, regulatory or other,whether at law, in equity, or otherwise.
4.2. "Affiliate" of a Person means any other Person that directly or indirectly, through one or more
intermediaries,controls, is controlled by, or is under common control with, such Person.
4.3. "Authorized User" means Customer's employees, consultants, contractors, and agents who are
authorized by Customer to access and use the Solutions under the rights granted to Customer pursuant
to this Agreement, and for whom access to the Solutions has been purchased.
4.4. "Baseline" means the version of a Lucity Solution updated to the particular time in question through
Lucity's warranty services and maintenance, but without any other modification whatsoever.
4.5. "Component System" means any one of the Solutions identified in Exhibit 1, including all copies of
Source Code, Object Code and all related specifications, Documentation, technical information, and all
corrections, modifications, additions, development work, improvements and enhancements to and all
Intellectual Property Rights for such Component System.
4.6. "Customer Data"means information, data, and content, in any form or medium,collected,downloaded,
or otherwise received,directly or indirectly from Customer,an Authorized User or end-users by or through
the Solutions, provided the data is not personally identifiable and not identifiable to Customer.
4.7. "Custom Modification"means a change that Lucity has made at Customer's request to any Component
System in accordance with a Lucity-generated specification, but without any other changes whatsoever
by any Person.
4.8. "Customer Systems"means the Customer's information technology infrastructure, including computers,
software, hardware, databases, electronic systems (including database management systems), and
networks,whether operated by Customer or through the use of third-party services.
4.9. "Defect" means a material deviation between the Baseline Lucity Solution and its Documentation, for
which Defect Customer has given Lucity enough information to enable Lucity to replicate the deviation
on a computer configuration that is both comparable to the Customer Systems and that is under Lucity's
control. Further, with regard to each Custom Modification, Defect means a material deviation between
the Custom Modification and the Lucity-generated specification and documentation for such Custom
Modification, and for which Defect Customer has given Lucity enough information to enable Lucity to
replicate the deviation on a computer configuration that is both comparable to the Customer Systems and
that is under Lucity's control.
4.10. "Documentation"means any manuals,instructions,or other documents or materials that Lucity provides
or makes available to Customer in any form or medium and which describe the functionality,components,
features, or requirements of the Solutions, including any aspect of the installation, configuration,
integration, operation, use, support,or maintenance thereof.
4.11. "Enhancements" means general release (as opposed to custom) changes to a Baseline Component
System or Custom Modification which increase the functionality of the Baseline Component System or
Custom Modification in question.
4.12. "Harmful Code" means any software, hardware, device or other technology, including any virus,worm,
malware, or other malicious computer code, the purpose or effect of which is to (a)permit unauthorized
access to,or to destroy,disrupt,disable,distort,or otherwise harm or impede any(i)computer, software,
firmware, hardware, system, or network; or(ii)any application or function of any of the foregoing or the
security, integrity, confidentiality, or use of any data Processed thereby; or(b) prevent Customer or any
Authorized User from accessing or using the Solutions as intended by this Agreement.
4.13. "Intellectual Property Rights" means any and all registered and unregistered rights granted, applied
for, or otherwise now or hereafter in existence under or related to any patent,copyright,trademark,trade
secret, database protection, or other intellectual property rights laws, and all similar or equivalent rights
or forms of protection, in any part of the world.
4.14. "Maintenance" means optimization, error correction, modifications, and updates to Lucity Systems to
correct any known Defects and improve performance. Maintenance will be provided for each Component
System,the hours and details of which are described in Exhibit 2("Support Standards").
4.15. "New Releases"means new editions of a Baseline Component System or Custom Modification.
4.16. "Person"means an individual,corporation, partnership,joint venture, limited liability entity,governmental
authority, unincorporated organization,trust, association, or other entity.
4.17. "Personal Information" means any information that does or can identify a specific individual or by or
from which a specific individual may be identified, contacted, or located. Personal Information includes
all "nonpublic personal information" as defined under the Gramm-Leach-Bliley Act, "protected health
information" as defined under the Health and Insurance Portability and Accountability Act of 1996,
"Personal Data" as defined in the EU General Data Protection Regulation (GDPR 2018), "Personal
Information" as defined under the Children's Online Privacy Protection Act of 1998, and all rules and
regulations issued under any of the foregoing.
4.18. "Professional Services" means installation, implementation, development work, training or consulting
services including custom modification programming, support relating to custom modifications, on-site
support services, assistance with data transfers, system restarts and reinstallations provided by Lucity.
4.19. "Representatives" means, with respect to a party, that party's employees, officers, directors, agents,
subcontractors, and legal advisors.
4.20. "Lucity Personnel" means all individuals involved in the performance of Support Services and
Professional Services as employees, agents, Subcontractors or independent contractors of Lucity.
4.21. "Lucity Solution(s)" means the Component Systems, Documentation, Custom Modifications,
development work, Lucity Systems and any and all other information, data, documents, materials, works,
and other content, devices, methods, processes, hardware, software, technologies and inventions,
including any deliverables, technical or functional descriptions, requirements, plans, or reports, provided
or used by Lucity or any Subcontractor in connection with Professional Services or Support Services
rendered under this Agreement.
4.22. "Lucity Systems" means the information technology infrastructure used by or on behalf of Lucity to
deliver Solutions, including all computers, software, hardware, databases, electronic systems (including
database management systems), and networks, whether operated directly by Lucity or through the use
of third -party services.
4.23. "Support Services" means Maintenance, Enhancements, implementation of New Releases, and
general support efforts to respond to incidents reported by Customer in accordance with the detailed
Support Standards outlined in Exhibit 2.
4.24. "Third -Party Materials" means materials and information, in any form or medium, including any software,
documents, data, content, specifications, products, related services, equipment, or components of or
relating to the Solutions that are not proprietary to Lucity.
5. License, Access & Services.
5,1. License Grant. Subject to and conditioned on the payment of Fees and compliance with all other terms
and conditions of this Agreement, Lucity hereby grants to Customer a non-exclusive, non-sublicenseable,
and non -transferable license to the current version of the Lucity Solution(s) outlined in Exhibit 1 at the
time of this Agreement's execution.
5.2. Access and Scope of Use. Subject to and conditioned on Customer and their Authorized Users'
compliance with the terms and conditions of this Agreement, Lucity hereby grants Customer a non-
exclusive, non -transferable right to access and use the Solutions, solely by Authorized Users. Such use
is limited to Customer's internal use. Lucity shall deliver to Customer the initial copies of the Lucity
Solution(s) outlined in Exhibit 1 by (a) electronic delivery, by posting it on Lucity's network for
downloading, or similar suitable electronic file transfer method, or (b) physical shipment, such as on a
disc or other suitable media transfer method. Physical shipment is on FOB-Lucity's shipping point, and
electronic delivery is deemed effective at the time Lucity provides Customer with access to download the
Solutions. The date of such delivery shall be referred to as the "Delivery Date."
5.3. Documentation License. Lucity hereby grants to Customer a non-exclusive, non-sublicenseable, non-
transferable license to use the Documentation during the Term solely for Customer's internal business
purposes in connection with its use of the Solutions.
5.4. Service and System Control. Except as otherwise expressly provided in this Agreement:
5.4.1. Lucity has and will retain sole control over the operation, provision, maintenance, and
management of the Solutions; and
5.4.2. Customer has and will retain sole control over the operation, maintenance, and management of,
and all access to and use of, the Customer Systems, and sole responsibility for access to and
use of the Solutions by any Person by or through the Customer Systems or other means
controlled by Customer or any Authorized User, including any reports or results obtained from
any use of the Solutions, and conclusions, decisions, or actions based on such use.
5.5. Limitations. Customer must provide Lucity with such facilities, equipment and support as are reasonably
necessary for Lucity to perform its obligations under this Agreement, including, if required by Lucity,
remote access to the Customer Systems. Lucity is not responsible or liable for any delay or failure of
performance caused in whole or in part by any Customer delay or Customer's failure to perform any
obligations under this Agreement.
5.6. Exceptions. Lucity has no obligation to provide Support Services relating to any Defect with the Solutions
that, in whole or in part, arise out of or result from any of the following:
5.6.1. software, or media on which provided, that is modified or damaged by Customer or third party;
5.6.2. any operation or use of, or other activity relating to, the Solutions other than as specified in the
Documentation, including any incorporation, or combination, operation or use of the Solutions in
or with, any technology (software, hardware, firmware, system, or network) or service not
specified for Customer's use in the Documentation;
5.6.3. any negligence, abuse, misapplication, or misuse of the Lucity Solution other than by Lucity
personnel, including any Customer use of the Lucity Solution other than as specified in the
Documentation or expressly authorized in writing by Lucity;
5.6.4. any Customer's failure to promptly install any New Releases that Lucity has previously made
available to Customer;
5.6.5. the operation of, or access to, Customer's or a third party's system, materials or network;
5.6.7. any beta software, software that Lucity makes available for testing or demonstration purposes
temporary software modules, or software for which Lucity does not receive a fee;
5.6.8. any breach of or noncompliance with any provision of this Agreement by Customer or any of its
Representatives or any Force Majeure Event (including abnormal physical or electrical stress).
5.7. Reservation of Rights. Except for the specified rights outlined in this Section, nothing in this Agreement
grants any right, title, or interest in or to any Intellectual Property Rights in or relating to the Support
Services, Professional Services, Solutions, or Third -Party Materials, whether expressly, by implication,
estoppel, or otherwise. All right, title, and interest in the Solutions, and the Third -Party Materials are and
will remain with Lucity and the respective rights holders.
5.8. Changes. Lucity reserves the right, in its sole discretion, to make any changes to the Support Services
and Solutions that it deems necessary or useful to: (a) maintain or enhance the quality or delivery of
Lucity's services to its customers, the competitive strength of or market for Lucity's services, or the
Support Services' cost efficiency or performance; or (b) to comply with applicable law. Without limiting
the foregoing, either party may, at any time during the Term, request in writing changes to particular
Support Services, Professional Services or their product suite of Solutions. The parties shall evaluate
and, if agreed, implement all such requested changes. No requested changes will be effective unless and
until memorialized in either a Lucity issued Add -On Quote signed by the Customer, or a written change
order or amendment to this agreement signed by both parties.
5.9. Subcontractors. Lucity may from time to time in its discretion engage third parties to perform Professional
Services or Support Services (each, a "Subcontractor").
5.10. Security Measures. The Lucity Solution may contain technological measures designed to prevent
unauthorized or illegal use of the Lucity Solution. Customer acknowledges and agrees that: (a) Lucity
may use these and other lawful measures to verify compliance with the terms of this Agreement and
enforce Lucity's rights, including all Intellectual Property Rights, in and to the Lucity Solution; (b) Lucity
may deny any individual access to and/or use of the Lucity Solution if Lucity, in its reasonable discretion,
believes that person's use of the Lucity Solution would violate any provision of this Agreement, regardless
of whether Customer designated that person as an Authorized User; and (c) Lucity may collect, maintain,
process, use and disclose technical, diagnostic and related non -identifiable data gathered periodically
which may lead to improvements in the performance and security of the Solutions.
6. Use Restrictions. Customer shall not, and shall not permit any other Person to, access or use the Solutions
except as expressly permitted by this Agreement. For purposes of clarity and without limiting the generality of
the foregoing, Customer shall not, except as this Agreement expressly permits:
6.1. copy, modify, or create derivative works or improvements of the Solutions, or rent, lease, lend, sell,
sublicense, assign, distribute, publish, transfer, or otherwise make available any Solutions to any Person,
including on or in connection with the internet or any time-sharing, service bureau, software as a service,
cloud, or other technology or service;
6.2. reverse engineer, disassemble, decompile, decode, adapt, or otherwise attempt to derive or gain access
to the source code of the Solutions, in whole or in part;
6.3. bypass or breach any security device or protection used by Solutions or access or use the Solutions other
than by an Authorized User through the use of his or her own then valid access;
6.4. input, upload, transmit, or otherwise provide to or through the Lucity Systems, any information or materials
that are unlawful or injurious, or contain, transmit, or activate any Harmful Code;
6.5. damage, destroy, disrupt, disable, impair, interfere with, or otherwise impede or harm in any manner the
Lucity Systems, or Lucity's provision of services to any third party, in whole or in part;
6.6. remove, delete, alter, or obscure any trademarks, Specifications, Documentation, warranties, or
disclaimers, or any copyright, trademark, patent, or other intellectual property or proprietary rights notices
from any Documentation or Solutions, including any copy thereof;
6.7. access or use the Solutions in any manner or for any purpose that infringes, misappropriates, or otherwise
violates any Intellectual Property Right or other right of any third party, or that violates any applicable law;
6.8. access or use the Solutions for purposes of competitive analysis of the Solutions, the development,
provision, or use of a competing software service or product or any other purpose that is to Lucity's
authorization granted under this Section.
7. Customer Obligations.
7.1. Customer Systems and Cooperation. Customer shall at all times during the Term: (a) set up, maintain,
and operate in good repair all Customer Systems on or through which the Solutions are accessed or
used; (b) provide Lucity Personnel with such access to Customer's premises and Customer Systems as
is necessary for Lucity to perform the Support Services in accordance with the Support Standards and
Specifications; and (c) provide all cooperation as Lucity may reasonably request to enable Lucity to
exercise its rights and perform its obligations under and in connection with this Agreement.
7.2. Effect of Customer Failure or Delay. Lucity is not responsible or liable for any delay or failure of
performance caused in whole or in part by Customer's delay in performing, or failure to perform, any of
its obligations under this Agreement.
7.3. Corrective Action and Notice. If Customer becomes aware of any actual or threatened activity prohibited
by Section 6, Customer shall, and shall cause its Authorized Users to, immediately: (a) take all reasonable
and lawful measures within their respective control that are necessary to stop the activity or threatened
activity and to mitigate its effects (including, where applicable, by discontinuing and preventing any
unauthorized access to the Solutions and permanently erasing from their systems and destroying any
data to which any of them gained unauthorized access); and (b) notify Lucity of any such actual or
threatened activity.
8. Professional Services.
8.1. Compliance with Customer Policies. While Lucity Personnel are performing services at Customer's site,
Lucity will ensure that such personnel comply with Customer's reasonable security procedures and site
policies that are generally applicable to Customer's other suppliers providing similar services and that
have been provided to Lucity in writing or in advance. Customer shall promptly reimburse Lucity for any
out-of-pocket costs incurred in complying with such procedures and policies.
8.2. Contributed Material. In the process of Lucity's performing Professional Services, Customer may, from
time to time, provide Lucity with designs, plans, or specifications, improvements, works or other material
for inclusion in, or making modifications to, the Solutions, the Documentation or any other deliverables
("Contributed Material"). Customer grants to Lucity a nonexclusive, irrevocable, perpetual, transferable
right, without the payment of any royalties or other compensation of any kind and without the right of
attribution, for Lucity, Lucity's Affiliates and Lucity's licensees to make, use, sell and create derivative
works of the Contributed Material.
9. Confidentiality.
9.1. Confidential Information. "Confidential Information" means information in any form or medium (whether
oral, written, electronic, or other) that the Disclosing Party considers confidential or proprietary, including
information consisting of or relating to the Disclosing Party's technology, trade secrets, know-how,
business operations, plans, strategies, customers, and pricing, and information with respect to which the
Disclosing Party has contractual or other confidentiality obligations. Without limiting the foregoing,
Confidential Information of Lucity includes the Solutions, all software provided with the Solutions, and
algorithms, methods, techniques and processes revealed by the Source Code of the Solutions and any
software provided with the Solutions. In connection with this Agreement each party (as the "Disclosing
Party") may disclose or make available Confidential Information to the other party (as the "Receiving
Party").
9.2. Exclusions, Confidential Information does not include information that: (a) was rightfully known to the
Receiving Party without restriction on use or disclosure prior to being disclosed or made available to the
Receiving Party in connection with this Agreement; (b) was or becomes generally known by the public
other than by the Receiving Party or any of its Representatives' noncompliance with this Agreement; (c)
was or is received by the Receiving Party on a non -confidential basis from a third party that was or is
independently developed by the Receiving Party without reference or use of any Confidential Information.
9.3. Protection of Confidential Information. As a condition to being provided with any disclosure of or access
to Confidential Information, the Receiving Party shall:
9.3.1. not access or use Confidential Information other than as necessary to exercise its rights or
perform its obligations under and in accordance with this Agreement;
9.3.2. not disclose or permit access to Confidential Information other than to its Representatives who:
(i) need to know such Confidential Information for purposes of the Receiving Party's exercise of
been informed of the confidential nature of the Confidential Information and the Receiving Party's
obligations under this Section; and (iii) are bound by written confidentiality or restricted use
obligations at least as protective of the Confidential Information as the terms in this Section;
9.3.3. safeguard the Confidential Information from unauthorized use, access, or disclosure using at
least the degree of care it uses to protect its sensitive information and in no event less than a
reasonable degree of care;
9.3.4. ensure its Representatives' compliance with, and be responsible and liable for any of its
Representatives' non-compliance with, the terms of this Section.
9.4. Compelled Disclosures. If the either Party or any of its Representatives is compelled by applicable law to
disclose any Confidential Information then, to the extent permitted by law, that Party shall: (a) promptly,
and prior to such disclosure, notify the other Party in writing of such requirement so that they can seek a
protective order or other remedy or waive its rights under this section; and (b) provide reasonable
assistance to the Disclosing Party in opposing such disclosure or seeking a protective order or other
limitations on disclosure. If the Disclosing Party waives compliance or, after providing the notice and
assistance required under this Section, the Receiving Party remains required by law to disclose any
Confidential Information, the Receiving Party shall disclose only that portion of the Confidential
Information that the Receiving Party is legally required to disclose.
9.5. Trade Secrets. Notwithstanding any other provisions of this Agreement-, the Receiving Party's obligations
under this Section with respect to any Confidential Information that constitutes a trade secret under any
applicable law will continue until such time, if ever, as such Confidential Information ceases to qualify for
trade secret protection under one or more such applicable laws other than as a result of any act or
omission of the Receiving Party or any of its Representatives.
10. Security.
10.1. Lucity will implement commercially reasonable administrative, technical and physical safeguards
designed to ensure the security and confidentiality of Customer Data, protect against any anticipated
threats or hazards to the security or integrity of Customer Data, and protect. against unauthorized access
or use of Customer Data. Lucity will review and test such safeguards on no less than an annual basis.
10.2. Customer shall maintain, in connection with the operation or use of the Solutions, adequate technical and
procedural access controls and system security requirements and devices, necessary for data privacy,
confidentiality, integrity, authorization, authentication and non -repudiation and virus detection and
eradication.
10.3. To the extent that Authorized Users are permitted to have access to the Solutions, Customer shall
maintain agreements with such Authorized Users that adequately protect the confidentiality and
Intellectual Property Rights of Lucity in the Solutions and Documentation, and disclaim any liability or
responsibility of Lucity with respect to such Authorized Users.
11. Personal Data. If Lucity processes or otherwise has access to any personal data or personal information on
Customer's behalf when performing Lucity's obligations under this Agreement, then:
11.1. Customer shall be the data controller (where "data controller" means an entity which alone or jointly with
others determines purposes for which and the manner in which any personal data are, or are to be,
processed) and Lucity shall be a data processor (where "data processor' means an entity which
processes the data only on behalf of the data controller and not for any purposes of its own);
11.2. Customer shall ensure that it has obtained all necessary consents and it is entitled to transfer the relevant
personal data or personal information to Lucity so that Lucity may lawfully use, process and transfer the
personal data and personal information in accordance with this Agreement on Customer's behalf, which
may include Lucity processing and transferring the relevant personal data or personal information outside
the country where Customer and the Authorized Users are located in order for Lucity to provide the
Solutions and perform its other obligations under this Agreement; and
11.3. Lucity shall process personal data and information only in accordance with lawful and reasonable
instructions given by Customer and as set out in and in accordance with the terms of this Agreement; and
11.4. each party shall take appropriate technical and organizational measures against unauthorized or unlawful
processing of the personal data and personal information oris accidental loss, destruction or amage so
that, having regard to the state of technological development and the cost of implementing any measures,
the measures taken ensure a level of security appropriate to the harm that might result from such
unauthorized or unlawful processing or accidental loss, destruction or damage in relation to the personal
data and personal information and the nature of the personal data and personal information being
protected. If necessary, the parties will cooperate to document these measures taken.
12. Representations and Warranties.
12.1. Software Warranty. Lucity warrants to Customer that for a period of twelve (12) months from the Execution
Date, the Solutions (as delivered to Customer by Lucity and when properly used for the purpose and in
the manner specifically authorized by this Agreement), will perform as described in the Documentation in
all material respects, including being free from any viruses or Harmful Code.
12.2. Professional Services Representation and Warranty. Lucity represents, warrants, and covenants to
Customer that during the Term, Lucity will perform Professional Services using personnel of required
skill, experience, and qualifications and in a professional and workmanlike manner in accordance with
generally recognized industry standards for similar services and will devote adequate resources to meet
its obligations under this Agreement. If Customer reasonably believes that any Professional Services
were performed in violation of this warranty, it will notify Lucity within thirty (30) days of service
performance describing the issue, together with adequate supporting documentation and data. Upon
receipt of such notice, Lucity's obligation will be to re -perform the particular Professional Services affected
as soon as commercially reasonable at no additional charge.
12.3. Support Services Representation and Warranty. Lucity represents, warrants, and covenants to Customer
that during the Term, Lucity will perform the Support Services using personnel of required skill,
experience, and qualifications and in a professional and workmanlike manner in accordance with both
generally recognized industry standards for similar services, and the specific guidance for support found
in Exhibit 2, and will devote adequate resources to meet its obligations under this Agreement. If Customer
reasonably believes that any Support Services failed to meet this warranty, they will follow their preferred
escalation path outlined in the Support Standards below, including receipt of service credit.
12.4. DISCLAIMER OF WARRANTIES. EXCEPT FOR THE EXPRESS LIMITED WARRANTIES SET FORTH
ABOVE, LUCITY MAKES NO WARRANTIES WHATSOEVER, EXPRESSED OR IMPLIED, WITH
REGARD TO THE SOLUTIONS, PROFESSIONAL SERVICES, SUPPORT SERVICES, AND/OR ANY
OTHER MATTER RELATING TO THIS AGREEMENT, AND THAT LUCITY DISCLAIMS ALL
WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHER, INCLUDING ALL
WARRANTIES ARISING FROM COURSE OF DEALING, USAGE OR TRADE PRACTICE, AND
SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, TITLE, AND NON -INFRINGEMENT. FURTHER, LUCITY EXPRESSLY
DOES NOT WARRANT THAT A LUCITY SOLUTION, ANY CUSTOM MODIFICATION OR ANY
IMPROVEMENTS WILL BE USABLE BY CUSTOMER IF THE LUCITY SOLUTION OR CUSTOM
MODIFICATION HAS BEEN MODIFIED BY ANYONE OTHER THAN LUCITY PERSONNEL, OR WILL
BE ERROR FREE, WILL OPERATE WITHOUT INTERRUPTION OR WILL BE COMPATIBLE WITH
ANY HARDWARE OR SOFTWARE TO THE EXTENT EXPRESSLY SET FORTH IN THE
DOCUMENTATION. ALL THIRD -PARTY MATERIALS ARE PROVIDED "AS -IS" AND ANY
REPRESENTATION OR WARANTY OF OR CONCERNING ANY OF THEM IS STRICTLY BETWEEN
CUSTOMER AND THE THIRD -PARTY OWNER. THIS AGREEMENT DOES NOT AMEND, OR
MODIFY LUCITY'S WARRANTIES UNDER ANY AGREEMENT OR ANY CONDITIONS,
LIMITATIONS, OR RESTRICTIONS THEREOF.
13. Notices. All notices and other communications required or permitted under this Agreement must be in writing
and will be deemed given when delivered personally, sent by United States registered or certified mail, return
receipt requested; transmitted by facsimile or email confirmed by United States first class mail, or sent by
overnight courier. Notices must be sent to a Party at its address shown below, or to such other place as the
Party may subsequently designate for its receipt of notices in writing by the other Party.
If to Lucity: Lucity
1000 Business Center Dr.
Lake Mary, FL.
Phone: 407-304-3235 email: contracts@centralsquare.com
Attention: Senior Counsel / Contracts Department
If to Customer: City of Fayetteville
113 W. Mountain
Fayetteville, AR 72701
Phone: 479-575-8320 email: kmacedo@fayetteville-ar.gov
Attention: Keith Macedo
14. Force Majeure.
14.1. No Breach or Default. Neither Party will be liable to the other for any failure or delay in fulfilling or
performing any term of this Agreement (except for any payment obligation) when and to the extent such
failure or delay is caused by any circumstances beyond such Party's reasonable control (a "Force
Majeure Event"), including Acts of God, flood, fire, earthquake, explosion, war, terrorism, invasion,
national or regional emergency, riot or other civil -unrest, labor disruption, acts and omissions of third
parties, governmental and judicial action (including embargoes, export or import restrictions) not the fault
of the Party failing or delaying in performance.
14.2. Affected Party Obligations. In the event of any failure or delay caused by a Force Majeure Event, the
affected Party shall give prompt written notice to the other Party stating the period of time the occurrence
is expected to continue and use commercially reasonable efforts to end the failure or delay and minimize
the effects of such Force Majeure Event.
15. Mutual Indemnification.
15.1. Lucity Indemnification. Lucity shall indemnify, defend, and hold harmless Customer and Customer's
officers, elected officials, directors, employees, agents, successors, and assigns from and against any
and all losses incurred by or resulting from any Action by a third party (other than an Affiliate of Customer)
that Customer's use of the Solutions in accordance with this Agreement infringes or misappropriates such
third party's US Intellectual Property Rights, US patents, copyrights, or trade secrets. The foregoing
obligation does not apply to the extent that the alleged infringement arises from:
15.1.1. Third -Party Materials or Customer Data;
15.1.2. access to or use of the Solutions in combination with any hardware, system, software, network,
or other materials or service not provided by Lucity or specified for Customer's use in the
Documentation;
15.1.3. modification of the Solutions other than: by or on behalf of Lucity or with Lucity's written approval
in accordance with Lucity's written specification;
15.1.4. failure to timely implement any modifications, upgrades, replacements, or enhancements made
available to Customer by or on behalf of Lucity; or
15.1.5. act, omission, or other matter described in Section 15.2 below, whether or not the same results
in any Action against or losses by any Lucity Indemnitee.
15.1.6. Gross negligence or more culpable act or omission (including recklessness or willful misconduct)
by Customer, any Authorized User, or any third party on behalf of Customer or any Authorized
User, in connection with this Agreement.
15.1.7.
15.2. Procedure. Each party shall promptly notify the other party in writing of any Action for which such
party believes it is entitled to be indemnified. The party seeking indemnification shall cooperate
with the other party at that party's sole cost and expense. The indemnitor shall promptly assume
control of the defense and shall employ counsel of its choice that is reasonably acceptable to the
indemnitee to handle and defend the same.
15.3. Sole Remedy. THIS SECTION SETS FORTH CUSTOMER'S SOLE REMEDIES AND LUCITY'S SOLE
LIABILITY AND OBLIGATION FOR ANY ACTUAL, THREATENED, OR ALLEGED CLAIMS THAT THE
SERVICES AND SOLUTIONS OR ANY SUBJECT MATTER OF THIS AGREEMENT INFRINGES,
MISAPPROPRIATES, OR OTHERWISE VIOLATES ANY INTELLECTUAL PROPERTY RIGHTS OF
ANY THIRD PARTY.
16. Termination. This Agreement may be terminated:
16.1. For cause by either Party, effective on written notice to the other Party, if the other Party materially
breaches this Agreement and: (i) is incapable of cure; or (ii) being capable of cure, remains uncured thirty
(30) days after the non -breaching Party provides the breaching Party with written notice of such breach.
16.2. For lack of payment by written notice to Customer, if Customer's failure to pay amounts due under this
Agreement has continued more than ninety (90) days after delivery of written notice of non-payment.
17. Effect of Termination or Expiration. On the expiration or earlier termination of this Agreement:
17.1. all rights, licenses, and authorizations granted to Customer hereunder will immediately terminate and
Customer shall immediately cease all use of and other activities with respect to Lucity's Confidential
Information relating to the Solutions, and within thirty (30) days deliver to Lucity, or at Lucity's request
destroy and erase Lucity's Confidential Information from all systems Customer directly or indirectly
controls; and
17.2. all licenses, access or subscription fees, services rendered but unpaid, and any amounts due by
Customer to Lucity of any kind are immediately payable and due no later than thirty (30) days after the
effective date of the termination or expiration, including anything that accrues within those thirty days.
17.3. The provisions set forth in the following sections, and any other right or obligation of the parties in this
Agreement that, by its nature (including but not limited to: Use Restrictions, Confidential Information,
Warranty Disclaimers, Indemnification & Limitations of Liability), should survive termination or expiration
of this Agreement, will survive any expiration or termination of this Agreement.
17.4. Return of Customer Data, If Customer requests in writing at least 30 days prior to the effective date of
expiration or earlier termination of this Agreement, Lucity shall within 60 days following such expiration
or termination, deliver to Customer in Lucity's standard format the then most recent version of Customer
Data maintained by Lucity, provided that Customer has at that time paid all Fees then outstanding and
any amounts payable after or as a result of such expiration or termination.
17.5. Deconversion. In the event of (i) expiration or earlier termination of this Agreement, or (ii) Customer no
longer purchasing certain Solutions (including those indicated to be Third -Party Materials), if Customer
requests assistance in the transfer of Customer Data to a different vendor's applications
("Deconversion"), Lucity will provide reasonable assistance. Lucity and Customer will negotiate in good
faith to establish the relative roles and responsibilities of Lucity and Customer in effecting Deconversion,
as well as the appropriate date for completion. Lucity shall be entitled to receive compensation for any
additional consultation, software and documentation required for Deconversion on a time and materials
basis at Lucity's then standard rates.
18. Assignment. Customer shall not assign or otherwise transfer any of its rights, or delegate or otherwise transfer
any of its obligations or performance, under this Agreement, in each case whether voluntarily, involuntarily, by
operation of law, or otherwise, without Lucity's prior written consent, which consent Lucity may give or withhold
in its sole discretion. For purposes of the preceding sentence, and without limiting its generality, any merger,
consolidation, or reorganization involving Customer (regardless of whether Customer is a surviving or
disappearing entity) will be deemed to be a transfer of rights, obligations, or performance under this Agreement
for which Lucity's prior written consent is required. No delegation or other transfer will relieve Customer of any
of its obligations or performance under this Agreement. Any purported assignment, delegation or transfer in
violation of this Section is void. This Agreement is binding upon and inures to the benefit of the Parties and their
respective permitted successors and assigns.
19. No Waiver. A Party's failure to enforce its rights with respect to any single or continuing breach of this
Agreement will not act as a waiver of the right of that Party to later enforce any such rights or to enforce any
other or any subsequent breach.
20. Jurisdiction and Governing Law. This Agreement and any dispute or claim arising, directly or indirectly, out
of or in connection with it or its subject matter or formation (including non -contractual disputes or claims) is
governed by, and shall be construed and enforced in accordance with, the laws of the State of Arkansas
excluding choice of law. Each party irrevocably (i) agrees that a Circuit Court in Washington County, Arkansas
or the United States District Court for the Western District of Arkansas shall have exclusive jurisdiction to settle
any dispute, controversy or claim arising, directly or indirectly, out of or in connection with this Agreement, or
the breach, termination or validity thereof (including non -contractual disputes or claims) and that such court
shall be the proper venue therefor; (ii) waives the right to trial by jury, (iii) consents to service of process by first
class certified mail, return receipt requested, postage prepaid, to the address at which the party is to receive
notice and (iv) agrees that the prevailing party shall be entitled to recover its reasonable attorney's fees, court
costs and other legal expenses from the other party.
21. Severability. If any provision of this Agreement is illegal or unenforceable, it will be deemed stricken from the
A reement and the remaining provisions of the Agreement will remain in full force and effect.
22. LIMITATIONS OF LIABILITY.
22.1. LIMITED LIABILITY OF LUCITY. LUCITY'S LIABILITY IN CONNECTION WITH THE SERVICES,
IMPROVEMENTS OR ANY OTHER MATTER RELATING TO THIS AGREEMENT WILL NOT EXCEED
TWO TIMES (X2) THE TOTAL CONTRACT VALUE (TCV), MEASURED BY TOTAL AMOUNTS
CUSTOMER IS SCHEDULED TO PAY UNDER THE INITIAL TERM IN ANY EVENT, LUCITY SHALL
NOT BE LIABLE FOR ANY LOSSES RESULTING FROM THE CRIMINAL ACTS OF THIRD PARTIES.
22.2. EXCLUSION OF DAMAGES. REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN
FAILS OF ITS ESSENTIAL PURPOSE OR OTHERWISE, IN NO EVENT WILL LUCITY, LUCITY
PERSONNEL, SUBCONTRACTORS OR SUPPLIERS BE LIABLE UNDER OR IN CONNECTION
WITH THIS AGREEMENT FOR ANY BUSINESS, REVENUE, PROFIT, GOODWILL, OR
REPUTATION, (II) BUSINESS INTERRUPTION, INCREASED COSTS, OR DIMINUTION IN VALUE,
OR SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER BASED ON BREACH
OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR OTHERWISE; AND
WHETHER OR NOT LUCITY, LUCITY PERSONNEL, SUBCONTRACTORS OR SUPPLIERS HAVE
BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSSES OR DAMAGES OR SUCH LOSSES OR
DAMAGES WERE OTHERWISE FORESEEABLE.
22.3. BASIS OF THE BARGAIN. CUSTOMER ACKNOWLEDGES THAT LUCITY HAS SET ITS FEES AND
ENTERED INTO THIS AGREEMENT IN RELIANCE UPON THE LIMITATIONS OF LIABILITY AND
THE DISCLAIMERS OF WARRANTIES AND DAMAGES SET FORTH IN THIS AGREEMENT, AND
THAT THE SAME FORM AN ESSENTIAL BASIS OF THE BARGAIN BETWEEN THE PARTIES.
23. Third -Party Materials. Customer is hereby advised that Lucity provides front-line support services for third
parties, but these third parties assumes all responsibility for and liability in connection with the Third -Party
Materials. Lucity is not authorized to make any representations or warranties that are binding upon the third
party or to engage in any other acts that are binding upon the third party, excepting specifically that Lucity is
authorized to represent the fees for the Third -Party Materials as the same is provided for in the Agreement and
to accept payment of such amounts from Customer on behalf of the third party for as long as such third party
authorizes Lucity to do so. As a condition precedent to installing or accessing any Third -Party Materials,
Customer may be required to execute a click -through, shrink-wrap EULA or similar agreement provided by the
Third -Party Materials provider.
24. Entire Agreement; Amendment and Modification. This Agreement contains the entire understanding of the
parties with respect to its subject matter, and supersedes and extinguishes all prior oral and written
communications between the parties about its subject matter. Any purchase order, agreement, or other
ordering document issued by Customer at any time for any reason, will not modify or affect this Agreement nor
have any other legal effect notwithstanding the inclusion of any additional or different terms or conditions in any
such ordering document and shall serve only the purpose of identifying the products or services ordered. No
modification of this Agreement will be effective unless it is in writing, is signed by each Party, and expressly
provides that it amends this Agreement. Notwithstanding any language to the contrary herein, numbered Add -
On Quotes on Lucity letterhead issued by authorized Lucity representatives and signed by Customer shall
constitute an amendment to this Agreement.
25. No Third -Party Beneficiaries. This Agreement is for the sole benefit of the Parties and their respective
successors and permitted assigns and nothing herein, express or implied, is intended to or shall confer on any
other person any legal or equitable right, benefit, or remedy of any nature under or by reason of this Agreement.
26. Counterparts. This Agreement may be executed in counterparts, each of which is deemed an original, but all
of which together are deemed to be one and the same agreement. A signed copy of this Agreement delivered
by facsimile, e-mail, or other means of electronic transmission is deemed to have the same legal effect as
delivery of an original signed copy of this Agreement.
27. Cooperative Purchases. This Contract may be used by other government agencies. Lucity has agreed to
offer similar services to other agencies under the same terms and conditions as stated herein except that
the compensation may be negotiated between Lucity and other agencies based on the specific revenue
expectations, agency reimbursed costs, and other agency requirements. The Customer will in no way
whatsoever incur any liability in relation to specifications, delivery, payment, or any other aspect of
purchases by such agencies.
28. Incorporated Exhibits to this Agreement:
Exhibit 1 — Schedule of Costs and Invoicing
Exhibit 2 - Maintenance & Support Standar
Exhibit 3 — Travel Guidelines
Exhibit 4 — Insurance Requirements
Exhibit 5 — Scope of Services
Exhibit 6 — Schedule of Software
EXHIBIT 1
Schedule of Costs and Invoicing
The following tables summarize costs and invoicing for the software licenses and services to be
provided by Lucity to the City of Fayetteville for the Project.
Software License Fees
(reference Exhibit "B")
Services Costs
(reference Exhibit "D")
Constant Connection Program Fees
(reference Exhibit "C)
Constant Connection Program Fees -
Renewals
$125,000.00 One hundred percent (100%)
will be invoiced upon
installation of software by
Lucity
$165,960.00 Invoiced monthly based on
project progress (i.e.
completion of each task)
$0.00 No fees invoiced for `INITIAL
SUPPORTTERM " (twelve (12)
months following agreement
$25,000.00 Year 2 fee invoiced sixty (60)
days prior to Year 1 expiration
date
Access to Lucity Constant Connection Program resources and services in subsequent years (after the
term of the contract) is renewable annually for the software programs by mutual agreement and is
subject to an inflationary increase not to exceed two and one-half percent (2.5%) each year.
Prices are in U.S dollars. Taxes (if applicable) are not included.
EXHIBIT 2
Support Standards
PART 1 - Premises Based Solutions
1. Support Hours: Hours During Which Lucity's Telephone Support Will be Available to Customer in Connection with the Provision of
Maintenance: Unless otherwise noted in the Order as to Support Type, support hours are Monday through Friday, 8:00 A.M. to 5:00
P.M. Customer's Local Time within the continental United States, excluding holidays ("5x9"). The Lucity Support Center can be
reached 24/7, and is supported by Zen Desk, a web -based customer service software and support ticket system.
II. Targeted Response Times.
"Notification" means a communication to Lucity's help desk by means of: (i) Lucity's web helpline; (ii) the placement of a telephone
call; or (iii) the sending of an e-mail, in each case, in accordance with Lucity's then -current policies and procedures for submitting such
communications.
111. Support Terms.
Beginning on the Execution Date and continuing for twelve (12) months thereafter ("Initial Support Term"), Lucity shall provide the
ongoing Support Services described herein for the corresponding Fees outlined in Exhibit 1. Upon expiration ofthe Initial Support Term,
ongoing Support Services shall automatically renew, with customer paying for additional annual support periods, each a ("Renewal
Support Term"). This renewal will continue until termination of this Agreement.
Details about support levels of service can be found here:
https://lucity.zendesk.com/hc/en-us/articles/205096764
Details about version support policy can be found here:
https://Iucity.zendesk.com/hc/en-us/articles/202489370-Version-Support-Details
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EXHIBIT 3
Travel Expense Guidelines
Lucity will adhere to the following guidelines when incurring travel expenses
All arrangements for travel are to be made through the Lucity Corporate Travel Agent unless other
arrangements have been made with the Customer and are documented in writing.
AIR TRAVEL — Lucity will use the least expensive class of service available with a minimum of seven (7) day,
maximum of i i y (30)ay, advance purchase. Upon request, Lucity shall provide the travel itinerary as e
receipt for reimbursement of the airfare and any fees. Fees not listed on the itinerary will require a receipt for
reimbursement.
Trips fewer than 250 miles round are considered local. Unless a flight has been otherwise approved by the
Customer, Customer will reimburse the current IRS approved mileage rate for all local trips.
LODGING — Lucity will use the most reasonable accommodations possible, dependent on the city. All food
items, movies, and phone/internet charges are not reimbursable.
RENTAL CAR — Compact or Intermediate cars will be required unless there are three or more Lucity employees
sharing the car in which case the use of a full size car is authorized. Gas is reimbursable however, pre -paid gas
purchases will not be authorized and all rental cars are to be returned with a full tank of gas. Upon request,
receipts for car rental and gas purchases will be submitted to Customer. Lucity shall decline all rental car
insurance offered by the car rental agency as staff members will be covered under the Lucity auto insurance
policy. Fines for traffic violations are not reimbursable expenses.
OTHER TRANSPORTATION — Lucity staff members are expected to use the most economical means for
traveling to and from the airport (Airport bus, hotel shuttle service). Airport taxi or mileage for the employee's
personal vehicle (per IRS mileage guidelines) are reimbursable if necessary. Upon request, receipt(s) for the
taxi will be submitted to Customer. Proof of mileage may be required and may be documented by a readily
available electronic mapping service. The mileage rate will be the then -current IRS mileage guideline rate
(subject to change with any change in IRS guidelines).
OTHER BUSINESS EXPENSES — Parking at the airport is reimbursable. Tolls to and from the airport and while
traveling at the Customer site are reimbursable. Tipping on cab fare exceeding 15% is not reimbursable. Porter
tips are reimbursable, not exceeding $1.00 per bag. Laundry is reimbursable when travel includes a weekend
day or Company Holiday and the hotel stay is four nights or more. Laundry charges must be incurred during the
trip and the limit is one shirt and one pair of pants/skirt per day. With the exception of tips, receipts shall be
provided to Customer upon request for all of the aforementioned items.
MEALS — Standard per Diem. Subject to change due to cost of living.
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EXHIBIT 4
Minimum Insurance Requirements
Lucity shall maintain the following insurance coverage:
• Workers' Compensation, statutory limits, and Employer's Liability with limits no less than $1,000,000.
• Commercial General Liability insurance, covering bodily injury and property damage liability, products &
completed operations, with minimum limits $1,000,000 each occurrence for bodily injury and property
____.damage,-.$ZQQQ,OOO-generaLaggregate
• Business Auto Liability insurance, covering any vehicle used by vendor in performance of work for Lucity
or around Lucity's premises. Limits no less than $1,000,000 each accident.
• Cyber Liability Insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000
aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by
Vendor in this agreement and shall include claims involving infringement of intellectual property, infringement
of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction
of electronic information, release of private information, alteration of electronic information, extortion and
network security. The policy shall provide coverage for breach response costs as well as regulatory fines and
penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
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EXHIBIT 5
Scope of Services
F ANE IM P ENIi`NTA1')0N
Effort
C St
! tt iJn-s1t< HOUr s
'Work PI =n Task
Trip.� rnoty Tctat
> 6qr
Exlie <s s r
7r taf
1 PROJECT MANAGEMENT
2 321 178 210 $
30,700.00
$ 2,500.00
$
33,200.00
IA—INMATIO
n 2
300.00.
o
1.B PROGRESS
0 0 96 96 $
14,400.00
$ -
$
14,400.00
1.0 CONTINGENCY
2 32 80 112 $
16,000.00
$ 2,500.00
$
18,500.00
2 INS TALLATION &KICKOFF
1 16 14 30 $
6,120.00
$ 1,250.00
$
7,370.00
2.A IT/GIS AUDIT
0 0 6 6 $
1,080.00
$ -
$
1,080.00
2.B INSTALLATION
0 01 4 4 5
720.00
$ -
$
720.00
2.0 KICKOFF MEETING
1 16 4 20 $
4,320.00
$ 1,250.00
$
5,570.00
3 SYSTEM CONFIGURATION
8 128 312 440 $
79,100.00
$ 10,000.00
$
89,100.00
3.A DISCOVERY
2 32 16 48 $
9,600.00
$ 2,500.00
$
12,100.00
3.13 FUNCTIONAL GROUPS
6 96 80 176 $
33,600.00
$ 7,500.00
$
41,100.00
3.0 GIS
0 0 60 601 $
9,000.00
$ -
$
9,000.00
3.1) DATA CONVERSION
01 0 120 120 $
18,000.00
$ -
$
18,000.00
3.E INTEGRATION
01 01 36 36 $
5,400.00
$ -
$
5,400.00
3.17 CIVIC ENGAGEMENT CONFIG
lump sum $
3,500.00
$ -
$
3,500.00
4TRAINING
5 80 104 184 $
30,040.00
$ 6,250.00
$
36,290.00
4.A ADMINISTRATION
0 0 24 24-$
3,240.00
$ -
$
3,240.00
4.13 PRODUCTION
5 80 80 160 $
26,800.00
$ 6,250.00
$
33,050.00
Notes & Assumptions:
• Implementation for Water
Distribution, Sewer Collections, Streets, Traffic, Storm, Parks, Facilities,
Airport and Solid Waste.
Also Includes Inventory Control/Warehouse.
• Implementation of Pavement
Analysis (IMS data) not included.
• Data conversion of the Hansen 7 data for Water, Sewer and Solid
Waste is
an estimate at this time. No
data conversion included
for Parks, Facilities or Airport,
• Integration to include Fueling
Import, Payroll Export and Laserfiche integration
scope.
• Expenses are an estimate and will be billed at actual.
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5.1 IMPLEMENTATION SCHEDULE
Lucity anticipates that the City's implementation will generally progress according to the schedule
below.
5.1.1 PROPOSED SCHEDULE
Task
Month
1 ;. 2; 3 4 5 6 8 9 10 -11 12
PROJECT MANAGEMENT
INITIATION
PROGRESS
INSTALLATION & KICKOFF
IT/GIS AUDIT
INSTALLATION
KICKOFF MEETING
SYSTEM CONFIGURATION
DISCOVERY
FUNCTIONAL GROUPS
GIS
DATA CONVERSION
INTEGRATION
TRAINING
ADMINISTRATION
PRODUCTION
5.2 PROJECT MANAGEMENT
Following is an outline of our proposed Implementation Work Plan. This approach and methodology
have proven successful over many years for Lucity clients similar to the City with regard to size,
organization, needs, and asset management scope. This Work Plan assumes an on -premises
deployment of the System.
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5.2.1 INITIATION
A meeting will take place as soon as possible after issuance of the Notice to Proceed to introduce key
Project Team members and initiate project activities. An outline of the expected agenda for the
Initiation Meeting follows.
• Project Team — Review roles, responsibilities, and personnel assignments; and identify primary
contacts and exchange *contact information.
« Software —Verify licensing details.
• Project Plan — Set dates for IT/GIS Audit, Installation, and Kickoff tasks — our
recommendation is for the IT/GIS Audit to be completed as soon as possible, and Installation to
e completed prior to , Kickoff.
Participation in the Initiation Meeting should include the following Project Team members:
Lucity
• Project Manager
• Account Manager
• IT Specialist
— 5.2.2 PROGRESS
City
• Project Manager
• System Administrator
• Project Sponsor
An outline of the project management activities expected throughout the project follows:
• Meetings & Workshops— convene bi-weekly (i.e. twice per month) Project Progress meetings
to review Project Plan completion status and provide agendas and "Trip Report" documents.
• Project Plan — provide updates as needed based on approved revisions to scope and/or
schedule.
«
Invoicing— Prepare billing summaries and submit invoices to the City for approval and
payment processing.
Participation in project management activities should include the following Project Team members:
Lucity
• Project Manager
• Project Administrator
City
« Project Manager
Mavenlink is a web -based collaborative project management system we utilize, and which key Project
Team members (including the City's Project Manager) can access.
5.3 INSTALLATION
— 6.3.1 IT/GIS AUDIT
A meeting will take place as soon as possible after Initiation for us to provide guidance to the City's IT
and GIS Subject Matter Experts (SMEs) pertaining to LucityAMTM enterprise architecture, existing
GIS database structure, and security designs. An outline of the expected agenda for the IT/GIS Audit
Meeting follows:
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• Software — Review "Hardware and Software Recommendations", "System Design and
Tuning", and "IT & GIS Questionnaires" documents — Questionnaire to be completed by the
City; discuss the Installation task and related activities; and identify needed actions prior to
LucityAM installation.
— Our assumption is the City will provide needed hardware and supporting software and
confirm basic operation of hardware prior to installation of LucityAM.
— System Design and Tuning is intended to provide an understanding of LucityAM as it
pertains to the City's enterprise infrastructure and security policies, and the expected
maximum number of concurrent users.
preparedness, and capabilities for installing and managing LucityAM and leveraging GIS
integration.
• Access — Discuss providing the System Implementer and Solutions Trainer remote access
(VPN) into the installed LucityAM system to facilitate completion of implementation tasks.
• Project Plan —Confirm dates for Installation and Kickoff tasks.
• Action Items — Complete IT & GIS Questionnaires; provide the LucityAM install design and
system architecture diagram and executed VPN access forms (if required).
Participants in the IT/GIS Audit Meeting should include the following Project Team members:
Lucity
City
+ IT Specialist • Project Manager
• System Administrator
• SMEs (IT and GIS)
— 5.3.2 INSTALLATION
The IT Specialist will assist the System Administrator with downloading the LucityAM Installation
Components (current version with latest service pack) from the Lucity Support Center web site, and
following instructions provided in the Install Manual.
Our assumption is the System Administrator will complete related Installation activities, including:
• Establishing multiple environments for testing/training, production, and backup/recovery.
• Perform system -level testing (to ensure satisfactory performance) and performance tuning
actions (if necessary).
— 5.3.3 KICKOFF
A Kickoff Meeting will be held to transfer knowledge between Project Team members, gather
information, and set the stage for subsequent Implementation Work Plan tasks. An outline of the
expected agenda for the Kickoff Meeting follows.
• LucityAM Software Demonstration —Present functional overview including typical user
workflows for inspections, work orders, etc. and "out of the box" capabilities including
reporting (standard templates and ad hoc), GIS integration, and data interfaces.
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Functional Groups — Identify each Group's place (Department, Division, etc.) within the
organizational structure of the City; confirm with each Group Administrator those persons
assigned to serve as Group SMEs for Configuration task; examine (at a preliminary, high-level)
current basic business processes of each Group with associated data, reporting, and integration
requirements; and review with each Group their Work Flow Setup spreadsheet with default
data — spreadsheet to be completed by the City.
• GIS and IT —Discuss completed Installation task and related activities and identify needed
actions prior to initiation of Configuration — GTS task.
« Access — Verify System Implementer has remote access into installed LucityAM.
Project Team members throughout project; review schedule and discuss how LucityAM will
"go -live"; identify any needed revisions to Project Plan based on knowledge gained from the
Kickoff Meeting sessions; and set date for Configuration — Discovery task.
« Action Items — Complete Work Flow Setup spreadsheets — these spreadsheets are used to
record data required to define Categories, Problems, Causes, Tasks, and Resources (Employees,
Crews, Equipment, Materials, Fluids, Contractors) for Functional Groups with LucityAM Work
— Work Administrator.
Participants in the Kickoff Meeting sessions should include the following Project Team members:.
Lucity
City
• Project Manager * Project Manager
• Account Manager * System Administrator
• Functional Group Administrators
GIS and IT SMEs
• Project Sponsor
5,4 CONFIGURATION
— 5.4.1 DISCOVERY
A Discovery Workshop will be completed — this workshop will consist of a series of sessions that
focus on refining the default LucityAM configuration to support the specific operational needs of the
distinct Functional Groups. An outline of the expected Discovery Workshop activities follows.
* Functional Groups
— Examine details (what, who, how, and why) of business processes of each Group, and
identify potential revisions to improve results and best leverage the capabilities of
LucityAM.
— Review with each Group their completed Work Flow Setup spreadsheet and identify any
additional data revisions for initial LucityAM configuration.
— Discuss available data from sources other than GIS to be incorporated (i.e. "loaded") into
LucityAM (this data should be gathered by the City).
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Identify any supplemental reporting and/or integration needs to be addressed with the
LucityAM implementation.
At a preliminary, high-level, identify requirements and preferences for dashboards, data
forms/views, and user groups/roles for each Group.
• CIS
— Outline overall GIS strategy for the LucityAM deployment.
Project Plan
— Identify any needed revisions to Project Plan based on knowledge gained from Discovery
activities.
— Set the date for Configuration — Functional Groups task.
• Action Items
- Apply initial configuration to the installed LucityAM software based on revised Work
Flow Setup data and revised user dashboards, data forms/views, maps, and groups/roles.
Deliver data from sources other than GIS to System Implementer for evaluation.
— Evaluate options for supplemental reporting and/or integration and identify next steps.
Participants in the Configuration — Discovery workshop activities should include:
Lucity
• Project Manager
• System Implementer
— 5.4.2 FUNCTIONAL GROUPS
City
• Project Manager
• System Administrator
• Functional Group Administrators
o GIS SME
Finalizing the LucityAM configuration will be an iterative process. The System Implementer will first
meet with each Functional Group to review the initial configuration and identify needed refinements.
With subsequent refinements, additional meetings will be convened to review the latest LucityAM
configuration — which will include GIS integration, loaded data, custom reporting (if required), and
custom integration (if required) as these become available. The process will continue until the
LucityAM operational needs of the Groups are met.
The System Implementer will also use LucityAM Security to define security setup for System users.
This effort will:
• Import users into LucityAM using the Import tool, and associate users to Windows Login
accounts.
• Set controls for user access and assign group/role permissions for various LucityAM functions
(to be expanded and refined during Configuration.)
Participants in the Configuration — Functional Group Meetings task should include:
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City
• System Implementer • System Administrator
• Functional Group Administrator
SMEs — Groups
5.4.2.1 CUSTOM REPORTS
Although we expect the LucityAM reporting capabilities (standard templates and ad hoc) will meet
most of the City's needs, some supplemental custom reports will likely be desired/required. The
number and nature of such custom reports will be defined from the Configuration activities.
Custom reports can be designed, developed,, and incorporated into LucityAM by the City or a third -
party. Alternatively, we can delivcr custom report templates (using Crystal Reports) through negotiated
additional services.
— 5.4.3 GIS INTEGRATION
The System Implementer will work with the System Administrator and GIS SME to configure and test
the bi-directional LucityAM/GIS integration. Following are descriptions of our standard deployment
scenarios, however, if you would like to use a different scenario, Lucity will evaluate it on a case-by-
case basis.
5.4.3.1 LUCITYAM ON -PREMISE TO ARCGIS ON -PREMISE
Configuration of this integration involves the following activities:
a GIS to LucityAM Integration
— Use the Lucity Administration tool to create a geodatabase connection string to serve as
the primary link between ArcMap and LucityAM.
— Use Geodatabase Configuration tool in ArcCatalog to link feature classes to LucityAM.
— Use Lucity Editor ArcMap extension to load attributes of linked feature classes into
LucityAM database tables.
• LucityAM to GIS Integration
— Use ArcServer to publish map services containing linked feature classes with Feature
Access capabilities enabled (i.e. feature services) — feature services to serve as the primary
link between LucityAM and geodatabase.
— Use Administration tool to add feature services to geodatabase connection string.
• Lucity Spatia! Generator Configuration
— Use Administration tool to enable the Lucity Spatial Indexer process and set maximum
number of days to process spatial history of information related to work order and service
request locations (addresses, coordinates) and related assets.
— Use Administration tool to setup URL for Geocoding Service for processing locations.
— Use Administration tool to set up Edit Map Service URL for processing assets.
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• GIS Map Setup
• Use Administration tool to create maps (by layering map services) for LucityAM GIS Web
and LucityAM Mobile.
5.4.3.2 LUCITY ON -PREMISE TO ARCGIS ONLINE DEPLOYMENT
Configuration of this integration involves the following activities:
• GIS to LucityAM Integration
— Use Administration tool to serve as the primary link between ArcGIS Online and
LucityAM.
— Use GIS Config tool in Lucity Administration Tools to link features to LucityAM.
— Use GIS Scheduled Tasks to load attributes of linked features into LucityAM database
tables.
• LucityAM to GIS Integration
— Client will use ArcGIS Pro to publish hosted services — feature services to serve as the
primary link between LucityAM and ArcGIS Online hosted feature services.
— Use Administration tool to add Hosted Features to Lucity database tables.
• Lucity GIS Web to LucityAM Integration (also applies to integration of third -party mapping
applications to LucityAM)
— Use GIS Config tool to set up "GIS Task" to check ArcGIS Online feature services at
scheduled time intervals and push updates to LucityAM.
• Lucity Spatial Generator Configuration
— Use Administration tool to enable the Lucity Spatial Indexer process and set maximum
number of days to process spatial history of information related to work order and service
request locations (addresses, coordinates) and related assets.
— Use Administration tool to set up URL for Geocoding Service for processing locations.
— Use Administration tool to set up Hosted Service URL for processing assets.
• GIS Map Setup
— Use Administration tool to create maps (by layering map services) for LucityAM Mobile
and ArcGIS Online WebMaps for LucityAM GIS Web.
Use Map Setup and GIS Views in Administration tool and LucityAM Web to assign maps
to user groups/roles.
5.4.3.3 LUCITY HOSTED TO ARCGIS ON -PREMISE OR SAAS TO ARCGIS ONLINE DEPLOYMENT
Configuration of either the Lucity Hosted to ArcGIS On -Premise OR SAAS to ArcGIS Online
Deployment integration each involve the following activities:
+ GIS to LucityAM Integration
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— Use Administration tool to link ArcGIS Server, Portal, or AGOL feature services, layers,
and fields to LucityAM.
• LucityAM to GIS Integration
— Use Administration tool to link ArcGIS Server, Portal, or AGOL feature services, layers,
and fields to LucityAM.
• Lucity GIS Web to LucityAM Integration (also applies to integration of Collector for ArcGIS
and other third -party mapping applications to LucityAM)
— Use Administration tool to set up "GIS Task" to check feature services at scheduled time
intervals and push anv-updates to LucitvAM.
• Lucity Spatial Generator Configuration
— Use Administration tool to enable the Lucity Spatial Indexer process and set the maximum
number of days to process spatial history of information related to work order and service
request locations (addresses, coordinates) and related assets.
— Use Administration tool to set up URL for Geocoding Service for processing locations.
— Use the Administration tool to set up Edit Map Service URL for processing assets.
• GIS Map Setup
— Use the Administration tool to create maps (by layering map services) for LucityAM GIS
Web and LucityAM Mobile.
— Use Map Setup in Administration tool to assign maps to user groups/roles.
GIS data available at the time of GIS configuration task efforts will be loaded into LucityAM, and
necessary training will be provided to the City to load additional GIS data that may become available
later.
The "Import & Update" tool inherent with the LucityAM software is used for loading data into
LucityAM from ODBC, OLE, ASCII -delimited text, and XML sources. Data from sources other than
GIS and Work Flow Setup gathered by the City and delivered to the System Implementer for loading
should (if possible) be in compatible formats.
We will evaluate delivered data for suitability for loading, determine requirements for any necessary
conversion of source data, and provide expected effort and associated costs for us to complete the work
through negotiated additional services.
The System Implementer will provide the System Administrator training in use of the Import &
Update tool to:
• Establish appropriate data mapping between source tables and individual LucityAM tables and
complete the import processes. With this training, the City may determine that loading of data
from other sources is an effort that can be completed by the System Administrator.
• Set up interfaces with external data collection systems (e.g. CCTV, SCADA, fueling) to
routinely incorporate new data (e.g. inspections, readings) into LucityAM.
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5.5 INTEGRATION
We have a long history of successfully providing pre -configured and customized LucityAM
interfaces/integration for our clients and partners. Such "integrations" involve a number of different
approaches, methods and technologies. As such, we will develop a standard approach based on your
individual needs.
Our approach is to address integrations on a case-by-case basis, and therefore we do not develop and
deliver "off-the-shelf' LucityAM integrations (with the exception of Esri ArcGIS.)
We typically do not propose specific scope of works for turn -key delivery of full integrations as part of
an initial LucityAM-based System implementation. Instead, we recommend development of
information. These documents are used then to prepare detailed scopes and associated cost estimates to
develop, test, and implement designed integrations based on clients' defined requirements.
Development of Integration Design Documents for the City will generally follow the general process
outlined below:
1. Document Workflows and Data Requirements — Through a combination of on-site and
remote meetings, the City will share the requirements they envision for the system integrations.
The City will communicate and document required integration needs and, upon examination,
the Project Team will provide recommendations for process improvements. Through an
iterative process, a final requirements document will be developed.
2. Identify and Determine the Availability of Third -Party Integration Tools — We understand
that software systems evolve, and vendors are continuing to develop easier ways to share and
exchange data and processes with other systems. As such efforts to examine the availability of
APIs, import tools, and other data sharing functions supported by the City's back office
solutions will be completed. We anticipate this being a joint effort with the City as they may
have existing experience using these tools. This is also an opportunity to engage directly with
the third -party vendors for inclusion on any subsequent scope requirements.
3. Develop Integration Design Document — A design document will be prepared which would
outline the integration requirements and the anticipated scope of work to execute the design.
The scope of work would address the effort, schedule and responsibilities of the parties
involved (Lucity and the City, at a minimum).
The cost estimates provided in this proposal should be considered as budgetary amounts — refinements
can be expected based on results of the integrations design process.
5.7 TESTING
The System Implementer will work with the System Administrator to develop an Acceptance Test Plan
to verify the configured LucityAM meets the stated functional requirements. This Plan will include
user test scripts covering the various LucityAM functions.
Our assumption is the System Implementer will be responsible for functional and integration testing,
and the System Administrator will perform acceptance testing, per the Test Plan. During the testing
phase, we will:
• Collaborate with the System Administrator to maintain a log of issues, configuration problems,
and software malfunctions identified during testing.
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• Resolve all such issues, problems and malfunctions to the City's satisfaction.
• Prove through test procedures installed and configured LucityAM is functionally viable with all
loaded data, reporting, and integration in place.
• Demonstrate acceptance criteria items have been addressed and certify LucityAM is ready for
go -live transition from testing/development environment to production environment.
5.8 TRAINING
We will provide a Training Plan detailing session descriptions and durations, methods and materials
for each Functional Group, and the overall schedule. An outline of the expected Training activities
I"olilews
— 5.8.1 ADMINISTRATION
• Installation and Maintenance — Complete procedures as outlined in Install Manual for initial
LucityAM installation and future software upgrades; review available software documentation;
review technical support and software maintenance services and resources provided through
Lucity Constant Connection Program; and discuss current backup and recovery practices for
the City's data, and reviewing suggested practices specific to LucityAM
Security — Complete procedures as outlined in Lucity Security for adding new users, and
defining user group and individual permissions for LucityAM access and use
• Configuration — Use tools, parameters and settings available with LucityAM products to refine
System configuration
• Documents — Complete procedures for establishing links between LucityAM records and
externally managed electronic documents
• Integration — Use LucityAM products for completing processes for configuring and refining
the GIS integration
• Reporting — Add custom reports
* Data Import/Export — Import data using Import & Update tool, and export data using
LucityAM reporting capabilities
The goal of the Training — Administration task is for the System Administrator to be reasonably self-
sufficient in refining, expanding and sustaining the implemented LucityAM software.
— 5.8.2 PRODUCTION
Following is a list of topics that will be addressed during Production Training sessions.
GENERAL TOPICS
Dashcomd Using assigned "home" pages with personalized real-time LucityAM content.
_Filter
Creating queries to produce specific record sets
Locate
Quickly finding a specific record within the current "filter"
Show in Map
Opening assigned GIS maps and zooming to assets and locations (customer addresses,
work sites, etc.)
Document Control
Linking electronic documents (images videos, as -built drawings, O&M manuals, website
links, etc.) to records
Subset Manager
Loading filtered data from one application into other applications
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Browse
Creating and exporting ad-hoc reports
Reports
Using assigned report templates
Help
Using the online, context -sensitive Help
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Service Requests
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Receiving/creating, routing, and completing service requests and reconciling work
orders in response to service requests
Templates
Establishing work order templates from -templates and PM schedules
Work Orders
Creating, assigning, routing, and completing work orders from templates and PM
schedules
Billing
Performing in-house and external billing of work order costs
Interpreting asset lifecycle costs
linkCdSJC_rtr_o_nic documents
GIS Location
Using GIS to locate customers and work locations
Reporting
Producing operational, management, and regulatory reports
ASSET MANAGEMENT TOPICS
Attributes
Collecting and maintaining asset attributes
Asset Relationships
Establishing appropriate relationshi s between assets
Assessment
Assessing the condition and tracking the operating status of assets
Lifecycle
Interpreting asset lifecycle costs
Linked Documents
Viewing linked electronic documents
GIS Location
Using GIS to locate assets and display condition assessment data
Data Integration
Validating and transferring data from external systems CCTV, SCADA, etc.)
Reporting
Producing operational, management, and regulatory reports
The goal of the Training — Production task is for users being enabled with the knowledge, skills and
confidence to follow proper business processes and successfully complete their specific operational
workflows with LucityAM.
Participants in the Production Training should include:
Lucity City
• Solutions Trainer • Functional Group Administrators
• Group Users
The Production Training is typically completed over 3 trips — Initial, Launch (3-4 weeks later), and
Follow-up (3-4 weeks later). Production Training sessions are 4 hours in duration and should be
limited to a maximum of 10 users. Remote time for Production Training may include web
conferencing sessions for specialized topics (e.g. GIS), and recorded webinars for broader topics of
interest for a larger number of users.
— 5.8.3 CHECK-UP
The Training — Check -Up task is an optional fourth trip to train Functional Group Users, made two
months after completion of the Training — Production task. This trip will include open sessions for
individual users or small groups to meet with the Solutions Trainer to discuss questions/issues that
surfaced over their two months of LucityAM production experience. The Project Manager and
Functional Group Administrators will prepare the agenda for the Check-up Training trip.
Participants in the Check-up Training should include:
Lucity
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• Solutions Trainer • Functional Group Administrators
• Group Users
— 5.8.4 TUNE-UP
The optional Tune-up task is an on-site trip by the Solutions Trainer, made 6-12 months after
completion of the Training — Check -Up task. As with the Check -Up Training, the Project Manager and
Functional Group Administrators will prepare the agenda for the trip. Activities could once again focus
on specific training issues or could address expansion of the implemented LucityAM to meet evolving
needs or additional Functional Groups.
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EXHIBIT 6
Schedule of Software
For the Project Lucity agrees to furnish licenses of the various LucityTM software programs listed in the
table below, and grant the City of Fayetteville such licenses to use these programs for the fees as
indicated, in consideration of the mutual covenants and obligations expressed in the Solutions
Aweeme t,
L cilyAM Products
LiCensin
Quantity
Stasis
Extended
Work
1
Site
$ 125,000.00
Assets
Mobile
GIS Desktop/pro
GIS Web
Citizen Portal
REST APIs
TOTALI
S 12 5,000.00
Notes
• The applicable licensing model is "Named Products".
• The total amount of license fees is a one-time cost for a perpetual licensing term.
• Cost for the Constant Connection Program for technical support and software maintenance is
additional.
• The number of "Seat" licenses determines the maximum number of concurrent users. There are
no use or installation restrictions with a "Site" license.
• Prices are in U.S dollars. Taxes (if applicable) are not included.
City of Fayetteville
20 December 2018
Enterprise Asset
Management Software
RFP 18-18
•
J ` " 10561 Barkley, Ste. 100
Overland Park, KS 66212
clarity through connections lucify.com 1413.341.3105
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
PROPOSAL CONTENTS
1.0 Executive Summary ...............................
2.0 Key Requirements & Pricing Estimate..
3.0 Customer References .............................
4.0 Personnel Assigned ................................
5.0 Implementation Methodology ................
................................................... i
...................................................1
...................................................6
...................................................7
...................................................9
Table of Contents i
20 December 2018
10561 Barkley, Suiie ICC Overrar3^ =irk, KS U5,212 wwwL-cityffx),T)
City of Fayetteville — Purchasing Division
11.3 W. Mountain
Room 306
Fayetteville, AR 72701
Re: RFP 18-18, Enterprise Asset Management Software
To the members of the Selection Committee:
I am pleased to submit this proposal on behalf of Lucity, Inc. We believe the LucityAMTM software
products and Lucity services proposed herein will enable the City of Fayetteville to streamline your work
order process, improve operational efficiencies, and strategically re-engage all business units with robust
mobile and reporting capabilities in a turn -key EAM. For over 30 years we have offered modular, GIS -
based work order management solutions by providing a configurable software solution which is
implemented based on your optimized workflows and best practices. Our software began as a solution for
managing wastewater assets for public sector clients, and we continue to improve our solutions by
working closely with our clients to meet their ever-changing management and compliance needs.
Since 1996, we have shared a close, foundational relationship with Esri, and are proud to offer software
that integrates tightly with Esri ArcGIS maps on both our desktop and mobile platforms. Across the
United States, our clients have benefitted from our mobile applications, citizen engagement capabilities,
and integrated solutions.
Lucity acknowledges receipt of the following addenda:
Addendum 1, 11/28/2018 Addendum 2, 12/4/2018 Addendum 3, 12/7/2018
Andrea Fowles will be Lucity's primary point of contact with the City for this proposal. If you have any
questions or concerns about our proposal, she can be reached by phone at 913-732-5806 (office) or via
email atafowles(�i;lucitv.com.
Sincerely,
LUCITY, INC.
Do al4Ei5on,
President & CEO
cc: Jim Graham, Executive Vice President & COO
Joel Knight, Vice President — Business Development
Chris Crupi, Director — Sales & Accounts
Andrea Fowles, Account Executive
CITY OF
FAY'ETTE ILL
ARKANSAS
City of Fayetteville, Arkansas
Purchasing Division - Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
REQUEST FOR PROPOSAL: RFP 18-18, Enterprise Asset Management (EAM) Software
DEADLINE: Thursday December 20, 2018 before 2:00:00 PM, local time
PRE -PROPOSAL TELECONFERENCE: Friday November 30, 2018 at 10:00 AM, local time
RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Les McGaugh, Imcgaugh@favetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: 11.16.18 and 11.30.18
REQUEST FOR PROPOSAL
RFP 18-18, Enterprise Asset Management (EAM) Software
No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and
name as well as the name and address of the firm.
All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents
attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so
may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts
with state, local, or federal laws, ordinances, or policies.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein,
and in strict accordance with the specifications and general conditions of submitting, all of which are made a part of this
offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Agent.
Name of Firm: Lucity, Inc.
Contact Person: Andrea Fowles
E -Mail: afowles@Iucity.com
Title: Account Executive
Phone: 913-732-5806
Business Address: 10561 Barkley St. Suite 100
City:
Overland Park State: KS
Signature:' ,a�,e,�y�� ,:_, Date:
Signed: Donald E. Pinkston, Jr.
President & CEO - Binding Authority
1111113
66212
20 December 2018
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
SECTION 1.0 EXECUTIVE SUMMARY
The City of Fayetteville needs the support of a knowledgeable EAM software provider who has
experience implementing solutions that cater to the unique needs of your individual departments
while standardizing asset inventory, reporting, and management in a single, accessible software
platform. For over 30 years, Lucity has made it our mission to provide our clients with solutions
that continue to meet their needs for many years following initial implementation, providing us
with the experience and knowledge necessary to successfully configure a solution that meets
your needs.
We recognize that the City has a significant financial investment in its current system, physical
assets, and capital projects. Currently, the City utilizes an asset management system to manage
your transportation; airports; parks and rec; water; wastewater; facilities; and solid waste
systems. The main objectives of the new EAMS project are to:
Increase the effectiveness and strategically re-engage all business units with a
comprehensive EAMS solution.
Streamline the work order process to improve staff efficiency including support for
mobile devices utilized in the field as well as a Citizen Portal for reporting of
complaints/maintenance issues from citizens.
Integrate with existing GIS and Financial enterprise software.
In order to meet these objectives, Lucity has assembled a team whose approach will meet the
City's objectives through:
• Thorough understanding of asset management principles
• Software experience and integration capabilities
• Knowledge of municipal business practices
• Experience implementing configured software solutions
• Project management skills
1.1 LUCITYAM OVERVIEW
LucityAM is a comprehensive suite of Commercial
Off -The -Shelf (COTS) software solutions for public
works agencies that can enable you to meet your
demands for effective management of assets, timely
responses to customer requests and work orders,
preventive maintenance, best practices, and
regulatory compliance.
The LucityAM suite of solutions is comprised of a
collection of integrated applications called modules.
Modules provide you with a focused view of the
assets in a particular part of your system. Assets
associated with Modules can be interconnected to
ducat'
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Section 1.0 Executive Summary I i
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
provide you with a complete overview of your system. The basis of the LucityAM software is
the "Work" module, which is implemented meet your department's individual needs. The Work
module can be integrated with any of the following modules, providing additional capabilities
designed to help you effectively manage your entire system:
• Sewer & Storm
• Transportation
• Water
• Trees/Parks
• Fleet
• Facilities
• Solid Waste
• Inventory
Assets captured within these individual models are integrated with the Work module, providing
you with a comprehensive asset management system. After reviewing the City's needs, we
recommend implementation of the following solutions:
LucityAM"
Product
AMSFunction
Work
Work Order Management
Preventive Maintenance
Inventory Management
Capital Project Management
Assets
Asset Information and Inspections
GIS Desktop/Pro
GIS Integration
GIS Web
REST APIs
Third -Party Software Integrations
Citizen Portal
Citizen Engagement
Inherent
Capabilities
Reporting
Import & Update
1.2 A TURN -KEY SOLUTION CONFIGURED TO MEET YOUR NEEDS
LucityAM is designed to work for your teams right out of the gate; however, our iterative
implementation process is designed to identify business processes and workflows which drive
the configuration of your LucityAM solution.
During configuration, your Lucity System Implementer will lead a series of Discovery
Workshops with identified Functional Groups (departments, divisions, etc.) that are designed to
examine the what, who, how, and why of each group's business processes. During these
workshops, many departments identify process improvements that improve solution utilization
by leveraging the capabilities of LucityAM. This process -driven implementation has proven
successful because it allows your staff to continue executing existing workflows while providing
input based on their department's individual needs.
Throughout the process, project and cost milestones will be tracked through Mavenlink, our
collaborative project management platform that gives you access to status updates and notes
through an online platform that is accessible 24/7.
lucity Section 1.0 Executive Summary I ii
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
SECTION 2.0 KEY REQUIREMENTS & PRICING ESTIMATES
2.1 LUCITYAM FUNCTIONALITY OVERVIEW
2.1.1 SERVICE/WORK REQUESTS
A service/work request ("Request") within LucityAM Work — Requests is a Problem at a
Location (asset, street address or general location, x/y coordinates) characterized by an assigned
Status and Category. Information that may be associated with a Request includes:
• Customer (individual submitting the Request) with contact, account and parcel
information
• Problem, Cause
• Priority, Follow-up Date
• Department, Supervisor
• Affected Asset(s)
Work orders can be created from a Request, and all pertinent information carried forward and
automatically populated into the appropriate Work Order data fields. Requests can also be
"linked" to other Requests, and linked to Work Orders with the same Problem, same Asset(s),
same Problem and Asset(s), same street block, or any incomplete Work Order.
Advanced features of LucityAM Requests include:
Scripts: Lists of pre -defined questions keyed to the specific Problem which allows users
creating Requests to document useful information for resolution efforts.
Notifications: Automated messages sent to the Customer (via email) and/or assigned
Supervisor (via email, text, pop-up, and/or printed report) with information regarding the
Request's Status.
Tracking: Logs of a Request's "history" automatically created with such user -selectable
items including when (date/time stamp) and by whom the Request was created, the
Request's Status and/or Priority was changed, and the Request's Follow-up Date was
changed.
2.1.1.1 CITIZEN PORTAL
LucityAM Citizen Portal is used by agencies to expose customized forms to their internal and
external customers via the Internet for submitting service requests. Additionally, the LucityAM
REST APIs have been used by other third -parties to deliver integrated citizen engagement Web
and Mobile applications to Lucity clients.
2.1.2 WORK MANAGEMENT
A "Work Order" within LucityAM Work — Work Orders is a Task (or multiple Tasks) with
assigned Status and Category. Information that may be associated with a Work Order includes:
Linked Request information
Problem, Cause, Reason
Department, Division, Supervisor, Lead Worker, assigned Crew
Judy Section 2.0 Key Requirements & Pricing Estimates 1 1
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
Priority, Assigned Date and Time, and Start/End Dates and Times
One or more work Locations (street addresses, general locations, x/y coordinates)
Affected Asset(s)
Information that may be associated with each Task includes:
• Supervisor, Crew
• Start/End Dates and Times
• Status
• Resource (Employee, Contractor, Equipment, Materials, Fluids) information with units of
measure and unit costs.
Costs for each Task, and overall for the Work Order, are calculated from the Task and Resource
information. At the Task level, estimated costs can be included for later comparisons to actual
costs.
Advanced features of LucityAM Work Orders include:
• Task -specific checklists and event logs.
• Routing for reviews/approvals based on desired workflows.
• Billing costs to appropriate responsible parties.
• Relating a Work Order to preventive maintenance (PM) schedule(s), follow-on Task(s)
and/or other Work Order(s).
• Requisitioning needed parts/material and creating Purchase Orders.
2.1.3 PREVENTIVE MAINTENANCE
The PM/Work Template module of LucityAM Work Administrator is used to set up when and
how often PM Work Orders are generated. Fixed or floating schedules can be applied:
A fixed schedule means the PM Work Order is generated according to a defined "Next
Start Date". This date marks the desired beginning of a PM schedule (a Work Order will
be generated on this date), and subsequent Work Order generation is made based on a
selected time lapse (such as weekly or monthly).
A floating schedule means the PM Work Order is generated according to a defined "Last
End Date". This date marks the actual end of a PM schedule (a Work Order was
completed on this date), and subsequent Work Order generation is made based on a
selected time lapse. Floating schedules can also be defined based on meter readings (hour
meter, odometer or other for equipment or fleet assets).
"Exclusion Days" can be defined allowing individual days (e.g. weekends and holidays) or date
ranges (e.g. seasons) to be excluded from a particular PM schedule. "Days Ahead" values can be
applied to a "Scheduled PM" so that a Work Order can be generated days ahead of when the
work is to be initiated (to allow sufficient time for planning). Similarly, "Meters Ahead" values
can be applied to meter readings -based Scheduled PMs.
2.1.4 INVENTORY CONTROL
LucityAM Work — Inventory Control is used to manage and control inventory (materials and
parts, or "Parts"), and includes the following modules:
r Liy Section 2.0 Key Requirements & Pricing Estimates 12
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
• Warehouses: Locations (warehouses, yards, trucks, etc.) at which Parts are stored.
• Parts: Quantities on hand at various Warehouses, quantities on order, ordering
information (including manufacturer and vendor), and hazard codes (as appropriate).
• Transactions: Transfers of Parts between Warehouses, adjustments to inventoried
quantities, stock counts, and receipts into inventory.
• Purchase Orders: Purchase information for Parts.
• Setup: For configuring LucityAM Inventory Control per an agency's preferences for
Parts numbering.
A user can choose the Warehouse(s) from which the Part(s) used on a Work Order will be pulled
from, the quantity will be automatically reduced at that Warehouse accordingly, and the proper
unit cost (FIFO, LIFO, Average Costing, and Fixed Cost methods are supported) for the Part will
be automatically used for the Work Order.
The LucityAM Mobile Barcoding component of LucityAM Work is designed for use with
mobile devices (Android and iOS) to manage Parts transactions in LucityAM Inventory Control.
2.1.5 ASSET MANAGEMENT
LucityAM Assets includes solutions for managing a wide variety of assets, with each solution
comprised of:
• Inventory components used for managing detailed information related to:
— What the asset is (type, function, etc.)
— The asset's physical attributes (construction/installation/purchase information,
dimensions, capacities, specifications, warranties, etc.)
— The asset's relationship(s) to other assets (network connectivity, dependencies, etc.)
— The asset's location (street address, general location, x/y coordinates)
• Inspection components used for managing information related to the asset's condition
and value (structural integrity, maintenance needs, performance, criticality, depreciation,
etc.)
With an integrated LucityAM-based system the Request history, Work Order history and PM
schedule(s) associated with an asset will be automatically logged for that asset's Inventory
record.
Lucity Analytics is a built-in solution that utilizes LucityAM data to support decision-making
that empowers strategizing various ways to reach your goals regarding budget and service.
2.1.6 GIS INTEGRATION
LucityAM offers tight integration with the Esri ArcGIS platform (including ArcGIS Pro, ArcGIS
Enterprise, and ArcGIS Online). This "out of the box" integration adds the value of map -based
user interfaces and spatial analyses to LucityAM customer service, work management, and asset
management capabilities.
A partial listing of the capabilities of LucityAM GIS Desktop and LucityAM GIS Web follows:
• From LucityAM use the "Show in Map" feature to open a GIS map, and zoom to the
selected feature(s) (asset, address, Request or Work Order location, etc.)
'Ilucify Section 2.0 Key Requirements & Pricing Estimates 13
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
• From GIS:
— Add/edit features
— View features and their relationships
— Create records for Requests, Work Orders, PM activities, and asset inspections
— View/attach documents
— Search for customers and zoom to their locations
— View work frequency (i.e. how often work occurred at locations on the map)
— Create "Subsets" of features for loading into LucityAM
2.1.7 MOBILE
Mobile options currently available with LucityAM are:
• Use of LucityAM Mobile with Android and iOS tablets and smartphones for customer
service, work management, and asset management capabilities with integrated GIS.
• Use of the personalized LucityAM Web applications with connected Windows PC
devices (i.e. laptops and tablets.
2.1.8 INTERFACES & INTEGRATION
The LucityAM Import & Update tool inherent with the software is designed to populate
LucityAM Assets solutions with data (readings, inspection results, etc.) from external systems
including CCTV (Sewer and Storm), SCADA (Equipment), and fueling (Fleet).
LucityAM REST (Web services) APIs are available to our clients and third -party vendors for
development of custom LucityAM interfaces/integration. This API supports a variety of
LucityAM functions including:
• "Gets" for Requests, Work Orders, PMs and image/document links
• "Creates" for Requests, Work Orders and PMs
• "Edits" for Requests and Work Orders
• "Adds" for new image/document links
2.2 COMPANY BACKGROUND
Lucity, Inc. was established as an independent corporation in July 2000, then doing business as
"GBA Master Series, Inc." Lucity, Inc. began after a corporate rebranding effort completed in
2011. Our sole line of business is providing commercial, off-the-shelf EAM software
(LucityAMTM products) to US public -sector agencies.
Our software development experience dates to the mid-1980s, during which time we were a
division within a consulting engineering firm. At the time the software solutions were used by
the firm's engineers to aid the delivery of the infrastructure asset management services they
provided to their public sector clients. By the mid-1990s, we had developed an extensive suite of
software products and began operating as an autonomous software vendor for agencies
nationwide.
We are an Esri Gold -tier Business Partner with ArcGIS Online Specialty designation. Through
this partnership, we closely collaborate with Esri to ensure our mutual clients realize maximum
benefit through the tight integration of LucityAM and ArcGIS products.
- hilly Section 2.0 Key Requirements & Pricing Estimates 14
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
2.2.1 PERSONNEL
Lucity is a turnkey vendor responsible for developing, selling, implementing, supporting, and
maintaining the LucityAM software. The breakdown of our personnel by function follows:
2.2.2 CLIENT BASE
The LucityAM client community is comprised of approximately 300 public sector agencies
(municipalities, counties, and service districts) located throughout the United States (42 states
and 2 territories) and Canada (3 provinces).
`gar ;r Section 2.0 Key Requirements & Pricing Estimates 1 5
LUCITY, INC. PERSONNEL
SEGMENT
Qty BREAKDOWN
Technology
24 Development 18 Quality Assurance
6
Operations
37 Client Services 28 Business Development
9
Corporate
4 Executive 2 Administration
_
2
2.2.2 CLIENT BASE
The LucityAM client community is comprised of approximately 300 public sector agencies
(municipalities, counties, and service districts) located throughout the United States (42 states
and 2 territories) and Canada (3 provinces).
`gar ;r Section 2.0 Key Requirements & Pricing Estimates 1 5
Attachment A — Key Requirements & Pricing Estimates
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 14 of 23
City of Fayetteville
Enterprise Asset Management
Company Qualifications and Information
1.
Vendor Company / Contact Information
■
Company Name and Address
Lucity, Inc.
10561 Barkley, Suite 100
Overland Park, KS 66212
•
Contact Person: Name and Title
Andrea Fowles, Account Executive
■
Phone, Email, Website
(913) 732-5806, afowles@lucity.com,
www.lucity.com
2.
Company Information
■
Year Founded; Private vs. Public
Lucity is a private corporation, founded in 2000
as GBA Master Series and rebranded as Lucity in
2011.
■
Revenue and Income: Current and Prior Year
2018 Revenue: $9,503,081
2017 Revenue: $8,458,654
Lucity does not publicly disclose its income
statements; however, we hold significant cash
reserves, have no debt, and are consistently
profitable from year to year.
■
Nearest regional office to the City of Fayetteville, AR
Our office is located in Overland Park, KS, a
suburb of Kansas City, KS.
3. Vendor Employee Counts for the Proposed Solution
■
Total
68
■
Product Development
24
■
Support: Implementation and Help Desk
30
■
Sales
9
■
Administration
5
4.
Proposed Solution
■
Name of Proposed Solution
LucityAMT^'
Inventory and management of assets, life cycle
■ Core Competency of Proposed Solution
analysis, work order and preventive
maintenance tracking, and compliance
monitoring.
■
Target Industry Focus
Cities, Municipalities, and Public Works
Agencies.
■
Brief Solution History/Genealogy
Lucity began as a software division within a
consulting engineering firm, tasked with
developing asset management software for
water clients. It has since grown into a robust
asset management solution.
5.
Number of Customers on Proposed Solution
■
Total
306
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 14 of 23
■
Total customers within United States
303
■
Total US Cities of Similar Size and Scope to Fayetteville
Among Lucity municipal clients, 64 have
populations between 50,000 and 125,000
(representative of Fayetteville's size).
■
Provide a complete list of City customers
Please see Appendix B
6.
Implementation Model
■
Direct, Implementation Partner, Value Added Reseller
Direct.
■
Typical Implementation Duration for Core Functionality (6,
Typical duration is 12-18 months but is heavily
12, 18 Months...)
dependent on solution and timely completion of
implementation tasks City is responsible for.
■
Support Model —VAR, Direct, Hours, etc.
Direct. Support hours are Monday -Friday 7AM —
7PM CST. 24/7 at Lucity.com
7.
Software as a Service (SaaS) / Application Hosting Option
WWI
■
Brief description of SaaS/ Application Hosting models
LucityCloud deployment option is a fully -
available.
managed LucityAM environment hosted within a
single Virtual Private Cloud on AWS. LucityAM
includes system provisioning, applying 1 upgrade
per year, backups of data and documents,
system restoration, and availability &
performance monitoring.
■
Describe your policy towards data ownership and
All information stored in the customer's
transferability from your SaaS/Hosted solution to your on-
database, as well as any uploaded documents,
premises solution or to a 3rd party.
are the property of the customer. Should the
customer choose to discontinue the use of
Lucity, Lucity can provide a backup of all data to
the customer.
■
Location of Hosting site(s), mirrored sites. Are these your
LucityAM environment is hosted within Amazon
sites or 3rd party? If 3'd party, who is the organization?
Web Services (AWS) and resides within a single
Virtual Private Cloud (VPC) on AWS. AWS uses
Regions and Availability zones (AZs); each region
contains multiple AZs connected by high speed
links with at least 3 AZs within a customer's
region.
8.
Version Releases
•
Current version and release date for your Proposed
LucityAM 2018x2 was released on August 17,
Solution
2018.
■
Anticipated date and version number for next release
LucityAM 2019 will be released in February
2019.
■
Version proposed for implementation
LucityAM 2019.
■
Number of prior versions supported
Full version support is provided for up to 18
months, with troubleshooting support only for
up to 5 years.
•
Describe major and minor release schedules
LucityAM updates: February and August
Patches and bug fixes are released on
independent schedules along with LucityAM
Mobile updates.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 15 of 23
City of Fayetteville
Enterprise Asset Management
Pricing Estimates
2. Pricing Estimates, On -Premises
1. Software Licensing — On Premises — Include concurrent user
$125,000.00 one-time fee
/ per user /per site pricing model details. Differentiate
between modules that are included or separated into
Site licenses (no usage restrictions) for all
additional expense. Assume 50 concurrent or 135 named
LucityAM products — Work, Assets, Mobile, GIS
users (for true 'enterprise' solution).
Desktop, GIS Web, Citizen Portal, and REST APIs.
2. Portal Licensing (if applicable) — Discuss pricing for citizen
Included in fee for Item #1.
request portal.
3. Implementation —Training, travel expenses, installation,
$125,960.00
integration, etc.
4. Data Conversion
$18,000.00 (Hansen 7 data conversion estimate)
5. Annual Maintenance, 5 Years
Year One
$0.00
Year Two
$25,000.00
Year Three
$25,625.00
Year Four
$26,265.63
Year Five
$26,922.37
6. Total Year One (purchase, implementation, and
$268,960.00
maintenance:
7. Total Five Years (purchase, implementation, and
$372,773.00
maintenance:
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 18 of 23
Pricing Estimates, Hosted/ Software -as -a -Service"'
1. Software Licensing — Other than or in addition to annual
subscription.
$75,000.00 annual subscription fee
Unlimited Named Users (no usage restrictions)
for all LucityAM products — Work, Assets,
Mobile, GIS Pro, GIS Web, Citizen Portal, and
REST APIs.
2. Portal Licensing (if applicable) — Discuss pricing for citizen
request portal.
Included in fee for Item #1.
3. Implementation—Training, travel expenses, installation,
data conversion, integration, etc.
$143,960.00
4. Annual Subscription, 5 Years
Year One
$75,000.00
Year Two
$75,000.00
Year Three
$75,000.00
Year Four
$78,750.00
Year Five
$78,750.00
S. Total Year One:
$218,960.00
6. Total Five Years:
$526,460.00
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 19 of 23
City of Fayetteville
Enterprise Asset Management
Key Requirements
Functional Requirements
Key Areas of Functionality
Response - Rating and Comment
R
1. GIS
Y
LucityAM Gis Desktop, GIS Web and Mobile
products. Lucity is an Esri Gold business
partner.
R
2. Asset Management
Y
LucityAM Asset product (detailed asset
inventory for Water, Wastewater, Facilities,
Parks, Transportation, Solid Waste, etc.).
R
3. Citizen Request (Service)
Y
LucityAM Work and Citizen Portal products.
R
4. Work Management
Y
LucityAM Work product.
R
5. Inventory Management
Y
Inventory Control solution is included
within the LucityAM Work product.
1
6. Capital Projects
Y
LucityAM Asset and Work products.
LucityAM Assets include a Projects module
o track CIP and other projects, sub projects
and their related tasks and work orders.
R
7. Reporting
Y
LucityAM provides a Report Library with
standard report templates that utilize
rystal Reports runtimes. No separate
Crystal Report licensing is required to run
hese reports, however, a standard license
f Crystal would be required to edit and/or
add new report templates to the Report
Library. Ad-hoc reporting within the
LucityAM software is also available and
other 3`d party reporting products (such as
SQL Server Reporting Services (SSRS)) may
also be utilized if desired.
R
8. Mobile device support for field crews
Y
Lucity Mobile for Android and/or i0S tablets
and/or phones, Lucity Web available via
supported browsers (Chrome, Firefox,
Safari) on mobile devices.
R
Technology and General Functionality
R
9. Specify if proposing on -premises, single tenant
Y
cloud, or multi -tenant cloud deployment model.
Proposing an on -premise deployment of the
LucityAM software.
R
10. If proposing on -premises deployment, support
Y
Microsoft technologies, e.g. MS SQL and Active
SQL Server and Active Directory are
Directory, etc.
supported.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 20 of 23
R
11. If proposing on -premises deployment, support
Y
virtual server environment utilizing VMWare.
A virtual VMWare environment is
supported.
R
12. Indicate if browser -based or web -enabled. Explain if
Y
this applies to entire application or only specific
LucityAM is primarily a web -based
areas of functionality.
application and the Web products would be
utilized by end users. Lucity does also
provide a desktop product, but this would
only be used by the System Administrator(s)
or some administrative level functions
(such as defining and assigning security
roles). Lucity Mobile is written natively for
both iOS (iPhones/iPads) and Android
(Smartphones/tablets).
R
13. List single sign -on technologies supported (e.g. MS
Y
Active Directory, LDAP, SAML, etc.).
Single sign -on is supported using MS Active
Directory, LDAP for an on -premise
deployment.
R
14. Role -based security.
Y
Security is role -based.
R
15. Indicate if software can utilize AD groups for
Y
managing security roles.
AD groups can be used to manage security
roles.
R
16. Field -level security for roles or individuals.
Y
Field -level security is available.
R
17. Briefly describe remote access capabilities and
Y
supported technologies, if applicable.
LucityAM Mobile is available for Android
and i0S and may be configured to work
with either VPN or a DMZ. Lucity Web may
also be used as a mobile solution if desired
using a Windows based laptop or tablet.
R
18. List mobile platforms and devices supported.
Y
Lucity Mobile via native application for iOS
(iPhones/iPads) and Android
(Smartphones/tablets). Lucity Web via
supported browsers (Chrome, Firefox and
Safari) on mobile devices.
R
19. Role -based and user -definable menus, fields and
Y
screens.
Menus, fields and screens are configurable.
R
20. Establish required fields on data entry screens.
Y
Required fields may be defined on each
view/ orm.
R
21. Searchable system user help.
Y
Help file is searchable.
1
22. Context sensitive system help.
Y
Context sensitive help is available.
R
23. Audit trail with date, time, user stamp and historical
Y
values.
'Last Modified By' and 'Las Modified Date'
fields are provided. Additional optional
racking items may also be configured for
Work Requests and Work Orders.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 21 of 23
R
24. Ability to attach documents throughout system. List
Y
supported document types
Document attachment available for any
record type. All file types are supported,
excluded file types can be defined at an
administrative level.
R
25. Describe how and where attachments are stored.
Y
Documents are stored in a client -defined
Document Server. Files can be uploaded
and attached using Lucity Document
Management.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 22 of 23
City of Fayetteville
Enterprise Asset Management
Key Requirements
1
26. Can you integrate with Laserfiche to access
Y
attachments within the proposed solution?
An integration could be developed for this
purpose. Lucity also offers an external
Document Link too which could potentially
be used.
R
27. Comments/notes fields on asset records.
Y
Comments can be embedded or linked to
any record type.
1
28. All fields are reportable throughout the system,
Y
including user -defined fields.
All fields may be reported on.
R
29. Customer definable rule-based workflow throughout
Y
the system.
Workflow processes are configurable.
R
30. Store and forward (disconnected) mode.
Y
Disconnected mode is available with Lucity
Mobile. This is a fully disconnected mode.
R
31. Briefly describe interface/integration tools and
Y
methodologies. (E.g. Application Program Interfaces,
Lucity offers REST APIs for integration to
Web Services, Service Oriented Architecture,
3'd party applications. Lucity also provides
Proprietary Middleware Tools, etc.).
an Import/Update utility for the purpose of
loading data from other sources.
32. Possible key systems for interfacing/integrating:
PLEASE INDICATE IF FUNCTIONALITY
WITHIN YOUR SYSTEM COULD
REPLACE ANY OF THE FOLLOWING.
R
a. ESRI (GIS)
Y
Lucity is an Esri Gold business partner and
offers out-of-the-box products that
integrate with the Esri suite of solutions.
b. EnerGov (Community Development)
Y
An interface scope would need to be
developed in order to determine level of
effort and related costs.
R
c. NovaTime (Time Keeping)
Y
The Lucity Import and Update tool could
be used to import employee data and
related rates into Lucity. A custom export
could also be developed for the purpose of
allowing for the ability to import labor
hours into NovaTime.
N
d. Fuel Master (Fuel Management)
Y
The Lucity Import & Update utility could be
used to import fueling readings into the
Lucity fueling module.
N
e. Laserfiche 10.3 (Document Management)
Y
An integration could be developed for this
purpose. Lucity also offers an external
Document Link too which could potentially
be used.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 23 of 23
N
f. Tyler New World ERP 2018.1 (Financials)
Y
An interface scope would need to be
developed in order to determine level of
effort and related costs.
R
g. Tyler New World ERP 2018.1 (Utility
Y
Management)
An interface scope would need to be
developed in order to determine level of
effort and related costs. An integration for
another Lucity client is currently in
development, related to New World
Services Orders creating Work Requests in
Lucity.
N
h. Tyler New World ERP 2018.1 (HR/Payroll)
Y
An interface scope would need to be
developed in order to determine level of
effort and related costs. The Lucity Import
& Update utility may also be used.
R
i. Microsoft Office 365, including Exchange
Y
Reports may be exported int6 various
formats including Word and Excel. Data
may also be imported/exported in Excel
and CSV. Notifications and reports may be
sent via email.
I
j. IMS (Pavement Management)
Y
IMS and Lucity have dozens of mutual
clients and the data collected by IMS may
be imported into the Lucity Pavement
Analysis module.
R
GIS
33. Briefly describe integration with ESRI ArcGIS server.
3
Sr1 t 111 x:
R
Y
The Lucity GIS Web and Mobile products
can consume map services from ArcGIS
Server, AGOL and/or Portal. Lucity also
utilizes features services to track and
manage edits between GIS and Lucity.
I
34. Configurable options for geodatabase interface, e.g.
Y
system of record.
GIS assets and related attributes may be
configured to link with Lucity. Asset
attributes may reside in GIS, Lucity, or both
depending on the City's preference. For
non -spatial assets (Fleet, Equipment, etc.)
Lucity may also be the system of record.
1
35. Support visibility of multiple layers from ArcGIS in
Y
EAM, e.g. ownership, previous location, permits, etc.
Multiple layers and published map services
an be deployed as needed. Multiple map
configurations can be selected by end
users.
R
36. Bi-directional view of information within GIS and
Y
EAM (e.g. view map from EAM, view asset history
LucityAM provides bi-directional interfaces
from GIS).
for GIS.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 24 of 23
R
37. Location management of asset by address (e.g.
Y
lateral), intersection (e.g. street sign), and GPS
Addresses, intersections, and/or GPS
coordinates (e.g. Right-of-way) tied to GIS.
coordinates may be utilized.
R
38. Map display of location and status of selected work
Y
order(s).
Work Orders may be viewed on a map.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 25 of 23
City of Fayetteville
Enterprise Asset Management
Key Requirements
1
39. Create "on the fly" work orders or service requests
Y
from a map selection (e.g. asset) in GIS.
Work Orders and Requests may be created
from the map.
1
40. Print and/or export (for example, PDF format) a map
Y
with a legend, bar scale, and notes displaying work
Map views may be printed.
order or asset location.
R
41. Create location -based reports of assets or work
Y
orders based on geographic region or user defined
Location -based reports may be created.
areas and subjects.
42. Group assets within a selected area via map to
Y
create and schedule preventive maintenance.
Map views can be used to highlight groups
f assets spatially. These groups of assets
may also be based on filtered criteria or
subsets.
R
43. Methodology to support ESRI's current and future
Y
iterations of the Local Government Information
Lucity is compatible with Esri's LGIM and
Model.
has pre -defined mapping available between
he LGIM and Lucity.
R
Asset Management
R
44. Support management of both horizontal and
Y
dimensional assets for Public Works, Parks
LucityAM provides pre -configured yet
Maintenance, and Facilities including: Storm and
customizable asset and inspection forms for
Sewer, Streets, Right -of -Way, Capital Projects, Trails,
all of the various Public Works and Utilities
and Buildings.
assets.
I
45. Have compulsory fields in work order management.
Y
Required fields may be defined.
1
46. Access as -built diagrams (either through GIS,
Y
attachments, or Laserfiche) in the field.
Attachments may be viewed using Lucity
eb, GIS Web, and/or Lucity Mobile.
R
47. Monitor asset cost history for the life of the asset
Y
including acquisition, maintenance, repairs,
All costs related to an asset may be tracked.
retirement, and disposition.
R
48. Maintain asset attribute history for the life of the
Y
asset including naming conventions, location and
All costs related to an asset may be tracked.
transfers, repurchase frequency, etc.
1
49. Retired an asset and reuse asset number (but
Y
maintain history of that asset).
The retirement/replacement of an asset
may be tracked at the work order history
level with same asset number. Historical
assets retain history when archived.
1
50. Track asset to a location, facility, vehicle,
Y
department or person (e.g. small).
Locations may be defined.
R
51. Track and maintain location information for utility
Y
locate work.
A Utility Locates module is provided within
he LucityAM Work product. Lucity also
offers an optional product, Lucity Dig -Alert,
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 20 of 23
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 21 of 23
which allows for 811 requests to be
imported into Lucity.
1
52. Condition tracking with useful life estimates by asset
Y
type, e.g. fire hydrants, pump stations, street lights,
Both condition and useful life estimates
roads, etc.
may be tracked for each asset type.
1
53. Support Pipeline Assessment and Certification
Y
Program (PACP) for sewer condition.
PACP, MACP and LACP forms are provided.
N
54. Support visual and video (CCTV) inspections of
Y
assets.
CCN Inspection data may be imported into
Lucity and linked to corresponding videos.
1
55. Ability to group assets within a category and area in
Y
GIS format to help schedule and coordinate
Any asset types may be grouped by
preventive maintenance activities (e.g. street
category, location, or selection from GIS.
sweeping, grate cleaning, Fats/Oil/Grease (FOG)
Grouped assets can be assigned reactive
control, etc.).
work or scheduled preventative
maintenance.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 21 of 23
City of Fayetteville
- Enterprise Asset Management
Key Requirements
R
56. Preventive maintenance including
Y
scheduling, proactive part inventory
Using Lucity Preventative Maintenance
reservations, procedure checklists or
templates.
attachments, etc.
I
57. Lifecycle management including strategy to
Y
comply with municipal asset management
Lucity tracks data related to asset condition
standards.
and cost; replacement value, cost and date;
present value; and risk. Lucity also partners
with other 3'd party vendors to provide
additional asset and lifecycle analysis tools,
depending on the specific needs of the
agency.
1
Citizen Request.: (Service)..
I
58. Provide a brief overview of functionality available to
Y
support citizen requests (e.g. citizen portal, citizen mobile
LucityAM Work Requests can support call in
application, email, call log, etc.).
problem tracking for both customers and
internal users. LucityAM Citizen Portal is
also available to allow citizens to submit
requests using the City's website. Lucity
also partners with 3`d party vendors to
provide a citizen mobile application, Lucity
Reporter.
I
59. Citizen visibility of request, status and resolution.
Y
Lucity's Citizen Portal functionality allows
requestors to check in on the status of their
Request on the City's website. Automatic
email notifications may also be configured
to notify a citizen that their Request has
been received and/or completed. Lucity
Reporter additionally allows fqr push
notifications for receiving, status changes,
and completion of Requests.
I
60. Internal citizen request administrative work queue.
Y
Requests may be displayed within the Lucity
dashboard for this purpose.
R
61. User definable service levels for citizen requests.
Y
Service levels may be defined by the City.
N
62. Describe methodology of possible integration with
Y
EnerGov customer complaint portal
Lucity can provide a defined interval single
r bi-directional import/export of data
between the two systems. Lucity can also
provide areal-time integration between the
systems using REST APIs. A scope would
need to be defined to determine level of
effort and related costs.
R
63. Escalation workflow approval process for emergency
Y
and priority requests.
Approval workflows may be defined based
City oaye evi e,
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 22 of 23
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 23 of 23
n priority.
R
Work Management
R
64. Allow work orders to be created and closed without
Y
assets tied to them.
Assets are not required on a work order.
1
65. User definable work order categories, e.g. reactive,
Y
maintenance, chargeable, etc.
Work order categories may be defined by
he City.
1
66. Manage both internal and contractor work orders.
Y
Both employees and contractors may be
assigned to work orders.
1
67. Copy/duplicate work order to create new.
Y
Fields may be selected to copy to new work
orders and work order templates may also
be defined.
1
68. Support recurring work orders (e.g. catch basin
Y
inspections).
Recurring work orders are supported.
R
69. Assign time and resources at creation and during tasks
Y
on chargeable work orders.
Time and resources may be added at any
time to a work order.
R
70. Configurable categories, tasks, reasons, types
Y
and sub -types for work performed, including
All work order related data may be defined
context sensitive dropdowns.
by the city.
1
71. Automatic work order status based on accessing and
Y
completing tasks.
Work orders tasks may have their own
status separate from the work order. Work
order status may also be automatically
updated based on the completion of
routing tasks.
R
72. Work order scheduling (e.g. work crew calendar).
Y
Work Scheduler (calendar view) is
provided.
1
73. Schedule balancing by crew or by person (e.g. load
Y
balancing).
Schedules may be viewed on a calendar or
using a graphical report for this purpose.
1
74. Schedule balancing by crew or by person by
Y
geographic location by leveraging GIS data layers.
Automatic assignment to supervisor based
n geographic location available. Filters
based on status, date, crew and/or person
an be viewed as map layers.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 23 of 23
City of Fayetteville
Enterprise Asset: Management
Key Requirements
I
75. Generate a daily work list for staff based on work
Y
orders and assigned tasked and estimated time to
A daily work list may be displayed in a
complete them.
dashboard view or in a report, with
estimated task durations included.
R
76. Time based preventative maintenance scheduling
Y
(e.g. 3 months).Time-based
PM scheduling is provided.
1
77. Ability to schedule closures; shut downs by date, or
Y
by date and time.
Closures and shutdowns may be scheduled
using the Lucity dashboard.
N
78. Contractor license validation.
Y
certifications and classes module is
provided with Lucity Work.
1
79. Smart route features that allow aggregating work
Y
orders based on location.
Work may be automatically assigned based
on maintenance zones defined within the
GIS.
N`
inventory Management
1
80. Inventory tracking including asset tagging and
Y
barcoding.
Asset tags may be utilized. Barcodes may be
associated to parts.
E
81. Tracking of small and attractive inventory.
Y
Small inventory may be tracked.
1
82. Fixed asset identification flow through to inventory.
Y
Fixed Asset IDs may be associated to asset
records.
N
83. Inventory location management.
Y
Warehouse locations may be defined.
1
84. Issue/transfer inventory to work orders,
Y
warehouses, and people.
Inventory may be issued to work orders,
people, or transferred to other locations.
I
Capital Projects
R
85. Ability to link work orders to projects. Briefly
Y
discuss if projects are handled in the EAM or 3'1
Lucity offers a Project Management module
party such as ERP and or Permitting, and how they
which may be linked to LucityAM Work
connect.
Orders. Project numbers may also be
associated to Work Orders if the projects
re tracked outside of LucityAM.
N
86. Ability to link work orders to grants (which might
Y
also be tied to projects). Briefly identify best
Project Grants may be tracked with the
practices approach.
LucityAM Project Management module and
tied to defined projects if desired.
R
87. Contractor "management" such as work orders,
Y
percent or milestone completions, etc.
Contractors may be associated to projects
and/or listed as resources on work orders.
R
88. Asset cost allocation to one or many general ledger
Y
accounts.
Cost centers and project numbers may be
associated to projects, work orders, tasks
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 24 of 23
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 25 of 23
and individual resources (employees,
equipment, materials, and contractors).
1
89. Ability to track project budget and schedule at
Y
project level as well as program level.
Using the Program, Master Project, and
Project modules.
R
Reporting a:
90. List all levels of reporting and technologies used.
R
Y
(E.g. Standard Reports — System Proprietary, Ad Hoc
LucityAM provides a Report Library that
Reports — SSRS, etc.). Indicate if embedded or 3'1
utilizes runtime Crystal Reports. No Crystal
party.
Reports licensing is required to run these
reports, however a standard license of
Crystal Reports would be required to
create new custom Crystal Reports and/or
edit existing reports.
Custom reports may also be developed
using other V party reporting products
such as SQL Server Reporting Services
(SSRS) and these URL driven custom
reports could be accessed from within the
Lucity Dashboard.
LucityAM also provides the ability to
export ad-hoc queries to a CSV format and
the reports within the Lucity Report Library
may also be exported into various formats
including Word, Excel, PDF, XML, etc.
R
91. User level security flows through to queries and
Y
reports.
Users are grated access to reports in
security settings.
R
92. Ad-hoc query and reporting tools with drill down to
Y
source transactions based on multiple parameters /
The LucityAM Filter tool allows for
filters.
multiple/every field within a module to be
queried on.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 25 of 23
City of Fayetteville
Enterprise Asset Management
Key Requirements
R
93. Ad-hoc query and reporting on real-time data.
Y
Queries and reports may be done on real-
time data.
R
94. Approval metric-specific reporting (e.g. work order
Y
aging, escalations, past due approvals, etc.).
ging and other metric-specific reporting is
provided.
City of Fayetteville, AR
RFP 18-18, Enterprise Asset Management (EAM) Software
Page 26 of 23
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
SECTION 3.0 CUSTOMER REFERENCES
Name of Customer: City of Kirkland, WA
Concurrent Users: 50
Named Users: 120+ Lucity Users
Contact Name/Title: Xiaoning Jiang, IT Manager—
Spatial Systems, Lucity Project Manager
Telephone #: 425-587-3070
x'ian kirklandwa. ov
Modules/Functionality Installed: LucityAM Assets, Work, GIS, Mobile, API
Financial/ERP Software Vendor: SunGard Public Sector
_
Go Live Date: October 2017 (Phase 4) — Total of 4 Phases.
Other comments: Hansen 7 data conversion. On -premise deployment. Enterprise Lucity license.
Name of Customer: City of Yuma, AZ
Concurrent Users: Estimate 100
Named Users: Estimate of 300 Lucity Users
Contact Name/Title: Brian Lucero, Sr. Applications
Analyst, Lucity Project Manager
Telephone #: 928-373-4931
brian.lucero@yumaaz.Rov
Modules/Functionality Installed: LucityAM Assets, Work, GIS, Mobile, API
Financial/ERP Software Vendor: New World
Go Live Date: January 2018
Other comments: IMS / Lucity Pavement client. On -premise deployment. Enterprise Lucity license.
Name of Cu , er. City of Tulsa, OK
Concurrent Users: Estimate 250+
Named Users: 600+ Lucity Users
Contact Name/Title: Joan Arthur, Asset Manager Telephone #: 918-596-9798
0arthur cit oftulsa.or
Modules/Functionality Installed: LucityAM Assets, Work, GIS, Mobile, API
Financial/ERP Software Vendor: Munis
Go Live Date: October 2015 (Phase 1— Water Treatment.
Other comments: Initial project for Tulsa Metropolitan Utility Authority (TMUA) for all Water and Sewer
infrastructure. Expansion to Streets and Stormwater Department (Streets, Traffic, Stormwater and Solid
Waste). On-going expansion to additional work groups in process. On -premise deployment. Enterprise
Lucity license.
Judi` Section 3.0 Customer References 16
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
SECTION 4.0 PERSONNEL ASSIGNED
Based on availability and the City's unique needs, Lucity will assign a System implementer who
will act as project manager and system implementer. This individual may also provide solutions
training as implementation is completed.
The City may also be supported by one of the following professionals during the implementation
process:
Yrs.
Name
Exp.
w/Lucity
Education ,. .... .. ,�� "''
Location
Michael Adams
g
4
Applied Environmental Spatial Analysis,
Littleton, CO
Implementation Team Lead
Environmental Science, GIS, and Geography (BS)
Melissa Armstrong
6
6
Project Management (MS)
Overland Park, KS
Tech Team Lead
18
8
Environmental Science, Geography (BS)
Eugene, OR
Garrett Boller
6
3
Geography (BS)
Overland Park, KS
Jacob Meuth
5
2
Hydrology and Water Resources Science (MS)
St. Peters, MO
Jason Swain
7
7
Soil, Environmental, and Atmospheric Science (BS)
Overland Park, KS
Joe Morocco
16
1
GIS (MS)Biology
Richfield, MN
Allison Tuttle
(BS)
Aaron Pollock
7
1
Geography - Urban
Centennial, CO
Planning & Development (BA)
Frank Shell
11
g
Geography/GIS (MGIS)
Overland Park, KS
Geography/GIS (BS)
Ryan Sullivan
12
12
Geography (BS)
Overland Park, KS
The City may also be supported by one of the following professionals during the implementation
process:
Section 4.0 Personnel Assigned 1 7
Yrs.
Name
Exp.
w/Lucity
Education
Location
Matt Miner
17
17
Civil Engineering (BS)
Overland Park, KS
Implementation Team Lead
Luke Savage
Geography, City and
Tech Team Lead
18
8
Regional Planning (BS)
Eugene, OR
Mike Konovalske
3
3
Agriculture (BS)
Overland Park, KS
ITSpecialist
Jason Swain
7
7
Geography (BA)
Overland Park, KS
IT Specialist
Allison Tuttle
Business Administration (MBA)
VP—Client Services
23
21
Civil Engineering (BS)
Overland Park, KS
Section 4.0 Personnel Assigned 1 7
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
The following table illustrates how the project tearn will be structured:
Contract Admin
Principal -in -Charge I I Project Administrator
Help Desk
Technical Support
System Administrator
Legend
L ucity
City
Project Admin
Monitoring
Account Manager
Project Manager
IT Specialist
System Implementer
Solutions Trainer
Implementation
Client Satisfaction
Project Manager
Admin
``
Confgurotion
Subject Matter Experts
Group Administrators
(SMEs)'
Users
Power, Advanced, General
( }
sponsorship
Project Sponsor
Services Reporting
Customers Stakeholders
Section 4.0 Personnel Assigned 18
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
SECTION 5.0 IMPLEMENTATION METHODOLOGY
5.1 IMPLEMENTATION SCHEDULE
Lucity anticipates that the City's implementation will generally progress according to the
schedule below.
S.1.1 PROPOSED SCHEDULE
Task
Month
1
2
3
4
F5 --F6
7
81
9
1 10
1 11
1 12
PROJECT MANAGEMENT
INITIATION
PROGRESS
INSTALLATION & KICKOFF
IT/GIS AUDIT
INSTALLATION
KICKOFF MEETING
SYSTEM CONFIGURATION
DISCOVERY
FUNCTIONAL GROUPS
GIS
DATA CONVERSION
INTEGRATION
TRAINING
ADMINISTRATION
PRODUCTION
Section 5.0 Implementation Methodology 19
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
5.2 PROJECT MANAGEMENT
Following is an outline of our proposed Implementation Work Plan. This approach and
methodology have proven successful over many years for Lucity. clients similar to the City with
regard to size, organization, needs, and asset management scope. This Work Plan assumes an on -
premises deployment of the System.
Lucity Implementation Process
o ect tucit am confi uration third -party ucit9 am
P y g software tucityam
initiation and data tooding testing training
g
5.2.1 INITIATION
A meeting will take place as soon as possible after issuance of the Notice to Proceed to introduce
key Project Team members and initiate project activities. An outline of the expected agenda for
the Initiation Meeting follows.
• Project Team — Review roles, responsibilities, and personnel assignments; and identify
primary contacts and exchange contact information.
• Software — Verify licensing details.
• Project Plan —Set dates for IT/GIS Audit, Installation, and Kickoff tasks —our
recommendation is for the IT/GIS Audit to be completed as soon as possible, and
Installation to be completed prior to Kickoff.
Participation in the Initiation Meeting should include the following Project Team members:
Lucity
Project Manager
Account Manager
IT Specialist
5.2.2 PROGRESS
City
• Project Manager
• System Administrator
• Project Sponsor
An outline of the project management activities expected throughout the project follows:
Meetings & Workshops — convene bi-weekly (i.e. twice per month) Project Progress
meetings to review Project Plan completion status and provide agendas and "Trip Report"
documents.
Project Plan — provide updates as needed based on approved revisions to scope and/or
schedule.
• Invoicing— Prepare billing summaries and submit invoices to the City for approval and
payment processing.
Ili' Section 5.0 Implementation Methodology 1 10
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
Participation in project management activities should include the following Project Team
members:
Lucity
• Project Manager
• Project Administrator
City
• Project Manager
Mavenlink is a web -based collaborative project management system we utilize, and which key
Project Team members (including the City's Project Manager) can access.
5.3 INSTALLATION
6.3.1 IT/GIS AUDIT
A meeting will take place as soon as possible after Initiation for us to provide guidance to the
City's IT and GIS Subject Matter Experts (SMEs) pertaining to LucityAMTm enterprise
architecture, existing GIS database structure, and security designs. An outline of the expected
agenda for the IT/GIS Audit Meeting follows:
• Software — Review "Hardware and Software Recommendations", "System Design and
Tuning", and "IT & GIS Questionnaires" documents — Questionnaire to be completed by
the City; discuss the Installation task and related activities; and identify needed actions
prior to LucityAM installation.
— Our assumption is the City will provide needed hardware and supporting software and
confirm basic operation of hardware prior to installation of LucityAM.
— System Design and Tuning is intended to provide an understanding of LucityAM as it
pertains to the City's enterprise infrastructure and security policies, and the expected
maximum number of concurrent users.
— The IT & GIS Questionnaires serve to gather information regarding the City's
resources, preparedness, and capabilities for installing and managing LucityAM and
leveraging GIS integration.
• Access — Discuss providing the System Implementer and Solutions Trainer remote access
(VPN) into the installed LucityAM system to facilitate completion of implementation
tasks.
• Project Plan — Confirm dates for Installation and Kickoff tasks.
Action Items — Complete IT & GIS Questionnaires; provide the LucityAM install design
and system architecture diagram and executed VPN access forms (if required).
Participants in the IT/GIS Audit Meeting should include the following Project Team members:
Lucity City
• IT Specialist • Project Manager
• System Administrator
j, , Ci y Section 5.0 Implementation Methodology 1 11
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
• SMEs (IT and GIS)
5.3.2 INSTALLATION
The IT Specialist will assist the System Administrator with downloading the LucityAM
Installation Components (current version with latest service pack) from the Lucity Support
Center web site, and following instructions provided in the Install Manual.
Our assumption is the System Administrator will complete related Installation activities,
including:
• Establishing multiple environments for testing/training, production, and backup/recovery.
• Perform system -level testing (to ensure satisfactory performance) and performance
tuning actions (if necessary).
5.3.3 KICKOFF
A Kickoff Meeting will be held to transfer knowledge between Project Team members, gather
information, and set the stage for subsequent Implementation Work Plan tasks. An outline of the
expected agenda for the Kickoff Meeting follows.
• LucityAM Software Demonstration —Present functional overview including typical user
workflows for inspections, work orders, etc. and "out of the box" capabilities including
reporting (standard templates and ad hoc), GIS integration, and data interfaces.
Functional Groups — Identify each Group's place (Department, Division, etc.) within the
organizational structure of the City; confirm with each Group Administrator those
persons assigned to serve as Group SMEs for Configuration task; examine (at a
preliminary, high-level) current basic business processes of each Group with associated
data, reporting, and integration requirements; and review with each Group their Work
Flow Setup spreadsheet with default data — spreadsheet to be completed by the City.
• GIS and IT— Discuss completed Installation task and related activities and identify
needed actions prior to initiation of Configuration — GIS task.
• Access — Verify System Implementer has remote access into installed LucityAM.
• Project Plan — Confirm Project Team and Functional Groups; discuss what is expected
of Project Team members throughout project; review schedule and discuss how
LucityAM will "go -live"; identify any needed revisions to Project Plan based on
knowledge gained from the Kickoff Meeting sessions; and set date for Configuration —
Discovery task.
• Action Items — Complete Work Flow Setup spreadsheets — these spreadsheets are used to
record data required to define Categories, Problems, Causes, Tasks, and Resources
(Employees, Crews, Equipment, Materials, Fluids, Contractors) for Functional Groups
with LucityAM Work — Work Administrator.
Participants in the Kickoff Meeting sessions should include the following Project Team
members:
E
? -`; Section 5.0 Implementation Methodology 1 12
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
Lucity
• Project Manager
• Account Manager
5.4 CONFIGURATION
5.4.1 DISCOVERY
City
• Project Manager
• System Administrator
• Functional Group Administrators
• GIS and IT SMEs
• Project Sponsor
A Discovery Workshop will be completed — this workshop will consist of a series of sessions
that focus on refining the default LucityAM configuration to support the specific operational
needs of the distinct Functional Groups. An outline of the expected Discovery Workshop
activities follows.
• Functional Groups
— Examine details (what, who, how, and why) of business processes of each Group,
and identify potential revisions to improve results and best leverage the capabilities
of LucityAM.
— Review with each Group their completed Work Flow Setup spreadsheet and identify
any additional data revisions for initial LucityAM configuration.
— Discuss available data from sources other than GIS to be incorporated (i.e. "loaded")
into LucityAM (this data should be gathered by the City).
— Identify any supplemental reporting and/or integration needs to be addressed with
the LucityAM implementation.
— At a preliminary, high-level, identify requirements and preferences for dashboards,
data forms/views, and user groups/roles for each Group.
• GIS
— Outline overall GIS strategy for the LucityAM deployment.
• Project Plan
— Identify any needed revisions to Project Plan based on knowledge gained from
Discovery activities.
— Set the date for Conliguration — Functional Groups task.
• Action Items
'i_'t;l`' Section 5.0 Implementation Methodology 1 13
CITY OF FAYE17EVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
— Apply initial configuration to the installed LucityAM software based on revised
Work Flow Setup data and revised user dashboards, data forms/views, maps, and
groups/roles.
— Deliver data from sources other than GIS to System Implementer for evaluation.
— Evaluate options for supplemental reporting and/or integration and identify next
steps.
Participants in the Configuration — Discovery workshop activities should include:
Lucity
• Project Manager
• System Implementer
5.4.2 FUNCTIONAL GROUPS
City
• Project Manager
• System Administrator
• Functional Group Administrators
• GIS SME
Finalizing the LucityAM configuration will be an iterative process. The System Implementer
will first meet with each Functional Group to review the initial configuration and identify needed
refinements. With subsequent refinements, additional meetings will be convened to review the
latest LucityAM configuration — which will include GIS integration, loaded data, custom
reporting (if required), and custom integration (if required) as these become available. The
process will continue until the LucityAM operational needs of the Groups are met.
The System Implementer will also use LucityAM Security to define security setup for System
users. This effort will:
Import users into LucityAM using the Import tool, and associate users to Windows Login
accounts.
• Set controls for user access and assign group/role permissions for various LucityAM
functions (to be expanded and refined during Configuration.)
Participants in the Configuration — Functional Group Meetings task should include:
Lucity City
• System Implementer •
5.4.2.1 CUSTOM REPORTS
System Administrator
Functional Group Administrator
SMEs — Groups
Although we expect the LucityAM reporting capabilities (standard templates and ad hoc) will
meet most of the City's needs, some supplemental custom reports will likely be desired/required.
The number and nature of such custom reports will be defined from the Configuration activities.
'1 lud ity Section 5.0 Implementation Methodology 1 14
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
Custom reports can be designed, developed, and incorporated into LucityAM by the City or a
third -party. Alternatively, we can deliver custom report templates (using Crystal Reports)
through negotiated additional services.
5.4.3 GIS INTEGRATION
The System Implementer will work with the System Administrator and GIS SME to configure
and test the bi-directional LucityAM/GIS integration. Following are descriptions of our standard
deployment scenarios, however, if you would like to use a different scenario, Lucity will
evaluate it on a case-by-case basis.
5.4.3.1 LUCITYAM ON -PREMISE TO ARCGIS ON -PREMISE
Configuration of this integration involves the following activities:
0 GIS to LucityAM Integration
— Use the Lucity Administration tool to create a geodatabase connection string to serve
as the primary link between ArcMap and LucityAM.
— Use Geodatabase Configuration tool in ArcCatalog to link feature classes to
LucityAM.
— Use Lucity Editor ArcMap extension to load attributes of linked feature classes into
LucityAM database tables.
• LucityAM to GIS Integration
— Use ArcServer to publish map services containing linked feature classes with
Feature Access capabilities enabled (i.e. feature services) — feature services to serve
as the primary link between LucityAM and geodatabase.
— Use Administration tool to add feature services to geodatabase connection string.
• Lucity Spatial Generator Configuration
— Use Administration tool to enable the Lucity Spatial Indexer process and set
maximum number of days to process spatial history of information related to work
order and service request locations (addresses, coordinates) and related assets.
— Use Administration tool to set up URL for Geocoding Service for processing
locations.
— Use Administration tool to set up Edit Map Service URL for processing assets.
• GIS Map Setup
Use Administration tool to create maps (by layering map services) for LucityAM
GIS Web and LucityAM Mobile.
ludly Section 5.0 Implementation Methodology 1 15
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
5.4.3.2 LUCITY ON -PREMISE TO ARCGIS ONLINE DEPLOYMENT
Configuration of this integration involves the following activities:
• GIS to LucityAM Integration
— Use Administration tool to serve as the primary link between ArcGIS Online and
LucityAM.
— Use GIS Config tool in Lucity Administration Tools to link features to LucityAM.
— Use GIS Scheduled Tasks to load attributes of linked features into LucityAM
database tables.
• LucityAM to GIS Integration
— Client will use ArcGIS Pro to publish hosted services —feature services to serve as
the primary link between LucityAM and ArcGIS Online hosted feature services.
— Use Administration tool to add Hosted Features to Lucity database tables.
• Lucity GIS Web to LucityAM Integration (also applies to integration of third -party
mapping applications to LucityAM)
— Use GIS Config tool to set up "GIS Task" to check ArcGIS Online feature services
at scheduled time intervals and push updates to LucityAM.
• Lucity Spatial Generator Configuration
— Use Administration tool to enable the Lucity Spatial Indexer process and set
maximum number of days to process spatial history of information related to work
order and service request locations (addresses, coordinates) and related assets.
— Use Administration tool to set up URL for Geocoding Service for processing
locations.
— Use Administration tool to setup Hosted Service URL for processing assets.
• GIS Map Setup
— Use Administration tool to create maps (by layering map services) for LucityAM
Mobile and ArcGIS Online WebMaps for LucityAM GIS Web.
— Use Map Setup and GIS Views in Administration tool and LucityAM Web to assign
maps to user groups/roles.
5.4.3.3 LUCITY HOSTED TO ARCGIS ON -PREMISE OR SAAS TO ARCGIS ONLINE DEPLOYMENT
Configuration of either the Lucity Hosted to ArcGIS On -Premise OR SAAS to ArcGIS Online
Deployment integration each involve the following activities:
• GIS to LucityAM Integration
— Use Administration tool to link ArcGIS Server, Portal, or AGOL feature services,
layers, and fields to LucityAM.
ludiy Section 5.0 Implementation Methodology 1 16
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
• LucityAM to GIS Integration
— Use Administration tool to link ArcGIS Server, Portal, or AGOL feature services,
layers, and fields to LucityAM.
• Lucity GIS Web to LucityAM Integration (also applies to integration of Collector for
ArcGIS and other third -party mapping applications to LucityAM)
— Use Administration tool to set up "GIS Task" to check feature services at scheduled
time intervals and push any updates to LucityAM.
• Lucity Spatial Generator Configuration
— Use Administration tool to enable the Lucity Spatial Indexer process and set the
maximum number of days to process spatial history of information related to work
order and service request locations (addresses, coordinates) and related assets.
— Use Administration tool to set up URL for Geocoding Service for processing
locations.
— Use the Administration tool to set up Edit Map Service URL for processing assets.
• GIS Map Setup
— Use the Administration tool to create maps (by layering map services) for LucityAM
GIS Web and LucityAM Mobile.
— Use Map Setup in Administration tool to assign maps to user groups/roles.
GIS data available at the time of GIS configuration task efforts will be loaded into LucityAM,
and necessary training will be provided to the City to load additional GIS data that may become
available later.
5.5 DATA LOADING
The "Import & Update" tool inherent with the LucityAM software is used for loading data into
LucityAM from ODBC, OLE, ASCII -delimited text, and XML sources. Data from sources other
than GIS and Work Flow Setup gathered by the City and delivered to the System Implementer
for loading should (if possible) be in compatible formats.
We will evaluate delivered data for suitability for loading, determine requirements for any
necessary conversion of source data, and provide expected effort and associated costs for us to
complete the work through negotiated additional services.
The System Implementer will provide the System Administrator training in use of the Import &
Update tool to:
• Establish appropriate data mapping between source tables and individual LucityAM
tables and complete the import processes. With this training, the City may determine that
loading of data from other sources is an effort that can be completed by the System
Administrator.
idfv
Section 5.0 Implementation Methodology 1 17
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
• Set up interfaces with external data collection systems (e.g. CCTV, SCADA, fueling) to
routinely incorporate new data (e.g. inspections, readings) into LucityAM.
5.6 INTEGRATION
We have a long history of successfully providing pre -configured and customized LucityAM
interfaces/integration for our clients and partners. Such "integrations" involve a number of
different approaches, methods and technologies. As such, we will develop a standard approach
based on your individual needs.
Our approach is to address integrations on a case-by-case basis, and therefore we do not develop
and deliver "off-the-shelf' LucityAM integrations (with the exception of Esri ArcGIS.)
We typically do not propose specific scope of works for turn -key delivery of full integrations as
part of an initial LucityAM-based System implementation. Instead, we recommend development
of Integration Design Documents that specifically define how systems should communicate and
share information. These documents are used then to prepare detailed scopes and associated cost
estimates to develop, test, and implement designed integrations based on clients' defined
requirements. Development of Integration Design Documents for the City will generally follow
the general process outlined below:
1. Document Workflows and Data Requirements — Through a combination of on-site and
remote meetings, the City will share the requirements they envision for the system
integrations. The City will communicate and document required integration needs and,
upon examination, the Project Team will provide recommendations for process
improvements. Through an iterative process, a final requirements document will be
developed.
2. Identify and Determine the Availability of Third -Party Integration Tools — We
understand that software systems evolve, and vendors are continuing to develop easier
ways to share and exchange data and processes with other systems. As such efforts to
examine the availability of APIs, import tools, and other data sharing functions supported
by the City's back office solutions will be completed. We anticipate this being a joint
effort with the City as they may have existing experience using these tools. This is also
an opportunity to engage directly with the third -party vendors for inclusion on any
subsequent scope requirements.
3. Develop Integration Design Document — A design document will be prepared which
would outline the integration requirements and the anticipated scope of work to execute
the design. The scope of work would address the effort, schedule and responsibilities of
the parties involved (Lucity and the City, at a minimum).
The cost estimates provided in this proposal should be considered as budgetary amounts —
refinements can be expected based on results of the integrations design process.
-,- Loy Section 5.0 Implementation Methodology 1 18
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE ) RFP 18-18
5.7 TESTING
The System Implementer will work with the System Administrator to develop an Acceptance
Test Plan to verify the configured LucityAM meets the stated functional requirements. This Plan
will include user test scripts covering the various LucityAM functions.
Our assumption is the System Implementer will be responsible for functional and integration
testing, and the System Administrator will perform acceptance testing, per the Test Plan. During
the testing phase, we will:
• Collaborate with the System Administrator to maintain a log of issues, configuration
problems, and software malfunctions identified during testing.
• Resolve all such issues, problems and malfunctions to the City's satisfaction.
• Prove through test procedures installed and configured LucityAM is functionally viable
with all loaded data, reporting, and integration in place.
• Demonstrate acceptance criteria items have been addressed and certify LucityAM is
ready for go -live transition from testing/development environment to production
environment.
5.8 TRAINING
We will provide a Training Plan detailing session descriptions and durations, methods and
materials for each Functional Group, and the overall schedule. An outline of the expected
Training activities follows.
5.8.1 ADMINISTRATION
Installation and Maintenance — Complete procedures as outlined in Install Manual for
initial LucityAM installation and future software upgrades; review available software
documentation; review technical support and software maintenance services and
resources provided through Lucity Constant Connection Program; and discuss current
backup and recovery practices for the City's data, and reviewing suggested practices
specific to LucityAM
• Security — Complete procedures as outlined in Lucity Security for adding new users, and
defining user group and individual permissions for LucityAM access and use
• Configuration — Use tools, parameters and settings available with LucityAM products to
refine System configuration
• Documents — Complete procedures for establishing links between LucityAM records and
externally managed electronic documents
• Integration — Use LucityAM products for completing processes for configuring and
refining the GIS integration
• Reporting — Add custom reports
Section 5.0 Implementation Methodology 1 19
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
• Data Import/Export — Import data using Import & Update tool, and export data using
LucityAM reporting capabilities
The goal of the Training — Administration task is for the System Administrator to be reasonably
self-sufficient in refining, expanding and sustaining the implemented LucityAM software.
5.8.2 PRODUCTION
Following is a list of topics that will be addressed during Production Training sessions.
GENERALTOPICS -
Dashboard
Using assigned "home" pages with personalized real-time LucityAM content.
Filter
Creating queries to produce specific record sets
Locate
Quickly finding a specific record within the current "filter"
Show in Map
Opening assigned GIS maps and zooming to assets and locations (customer
addresses, work sites, etc.)
Document Control
Linking electronic documents (images videos, as -built drawings, O&M manuals,
website links, etc.) to records
Subset Manager
Loading filtered data from one application into other applications
Browse
Creating and exporting ad-hoc reports
Reports
Using assigned report templates
Help
Using the online, context -sensitive Help
aWORK MANAGEMENT
TOPICS
Service Requests
Receiving/creating, routing, and completing service requests and reconciling
work orders in response to service requests
Templates
Establishing work order templates from templates and PM schedules
Work Orders
Creating, assigning, routing, and completing work orders from templates and
PM schedules
Billing
Performing in-house and external billing of work order costs
Linked Documents
Viewing linked electronic documents
GIS Location
Using GIS to locate customers and work locations
Reporting
Producing operational, management, and regulatory reports
ASSET MANAGEMENT TOPICS
Attributes
Collecting and maintaining asset attributes
Asset Relationships
Establishing appropriate relationships between assets
Assessment
Assessing the condition and tracking the operating status of assets
Lifecycle
Interpreting asset lifecycle costs
Linked Documents
Viewing linked electronic documents
GIS Location
Using GIS to locate assets and display condition assessment data
Data Integration
Validating and transferring data from external systems (CCN, SCADA, etc.)
Reporting
Producing operational, management, and regulatory reports
¢;1 Section 5.0 Implementation Methodology 1 20
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
The goal of the Training — Production task is for users being enabled with the knowledge, skills
and confidence to follow proper business processes and successfully complete their specific
operational workflows with LucityAM.
Participants in the Production Training should include:
Lucity
City
• Solutions Trainer • Functional Group Administrators
• Group Users
The Production Training is typically completed over 3 trips — Initial, Launch (3-4 weeks later),
and Follow-up (3-4 weeks later). Production Training sessions are 4 hours in duration and should
be limited to a maximum of 10 users. Remote time for Production Training may include web
conferencing sessions for specialized topics (e.g. GIS), and recorded webinars for broader topics
of interest for a larger number of users.
5.8.3 CHECK-UP
The Training — Check -Up task is an optional fourth trip to train Functional Group Users, made
two months after completion of the Training — Production task. This trip will include open
sessions for individual users or small groups to meet with the Solutions Trainer to discuss
questions/issues that surfaced over their two months of LucityAM production experience. The
Project Manager and Functional Group Administrators will prepare the agenda for the Check-up
Training trip.
Participants in the Check-up Training should include:
Lucity
City
• Solutions Trainer • Functional Group Administrators
• Group Users
5.8.4 TUNE-UP
The optional Tune-up task is an on-site trip by the Solutions Trainer, made 6-12 months after
completion of the Training — Check -Up task. As with the Check -Up Training, the Project
Manager and Functional Group Administrators will prepare the agenda for the trip. Activities
could once again focus on specific training issues or could address expansion of the implemented
LucityAM to meet evolving needs or additional Functional Groups.
fC t% Section 5.0 Implementation Methodology 121
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
APPENDIX A. ADDITIONAL PRICING INFORMATION
Detailed pricing information is included below, as a supplement to the pricing included in
Attachment A.
SOFTWARE COST TABLES
We understand that the City's preference is for an on -premise deployment (local, City -hosted),
which we have included pricing for below.
OPTIO ".:
ON -PREMISE
• One -Time Software Purchase
• Enterprise (Unlimited Users)
• Support & Maintenance Included in
First Year; Renewal Fee Applies
for Years 2-5
• City -Hosted SQL Server
• Lower Renewal Cost
LucityAM Products
Licensing
Total Annual
Cost
Quantity
_
Basis
Extended
Work
1
Site
$ 125,000.00
Assets
Mobile
GIS Desktop/Pro
GIS Web
Citizen Portal
RESTAPIs
TOTAL
S 12S,00tt.00
Alternatively, we offer a Lucity CIouC1 01)ti0n.
10
CLQ
L HO ING
• Subscription -Based
• Enterprise (Unlimited Users)
• Lower Up -Front Cost
• Lucity Hosted
— Secure Cloud Storage Environment
Dedicated to City Data
'Judy
Products"
Named
Users
Total Annual
Cost
Work
Unlirroted
575,x=ia
Assets
Mobile
GIS Desktop/Pro
GIS Web
Citizen Portal
REST APIs
TOTAL ANNUAL COST
$75,0G0.00
Appendix A. Additional Pricing Information
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
SERVICES DETAIL
Notes & Assumptions:
• Implementation for Water Distribution, Sewer Collections, Streets, Traffic, Storm, Parks,
Facilities, Airport and Solid Waste. Also Includes Inventory Control/Warehouse.
• Implementation of Pavement Analysis (IMS data) not included.
• Data conversion of the Hansen 7 data for Water, Sewer and Solid Waste is an estimate at
this time. No data conversion included for Parks, Facilities or Airport.
• Integration to include Fueling Import, Payroll Export and Laserfiche integration scope.
• Expenses are an estimate and will be billed at actual.
'; luci Appendix A. Additional Pricing Information
EAM IMPLEMENTATION
---------
',Mork Plan Task
-
Effort
Cost
On-site Remote Total
Trips Hours Hours Hours Labor Ex enses
Total
1 PROJECT MANAGEMENT
0
0
98
98 $
14,700.00
$
$
14,700.00
1.A
INITIATION
0
0
2
2 $
300.00
$
$
300.00
1.13
PROGRESS
0
0
96
96 $
14,400.00
$
$
14,400.00
2 INSTALLATION & KICKOFF
1
16r
14
30 $
6,120.00
$
1,250.00
$
7,370.00
2.A
IT/GISAUDIT
0
01
6
6 $
1,080.00
$
-
$
1,080.00
2.6
INSTALLATION
0
ol
4
4 $
720.00
$
-
$
720.00
2.0
KICKOFF MEETING
1
16
4
20 $
4,320.00
$
1,250.00
$
5,570.00
3 SYSTEM CONFIGURATION
8
128
312
440-$
75,600.00
$10,000.00
$
85,600.00
3.A
DISCOVERY
2
32
16
48 $
9,600.00
$
2,500.00
$
12,100.00
3.13
FUNCTIONAL GROUPS
6
96
80
176 $
33,600.00
$
7,500.00
$
41,100.00
3.0
GIS
0
0
60
60 $
9,000.00
$
-
$
9,000.00
3.13
DATA CONVERSION
0
0
120
120 $
18,000.00
$
-
$
18,000.00
3.E
INTEGRATION
0
0
36
36 $
5,406.00
$
-
$
5,400.00
4 TRAINING
5
80
104
184 $
30,040.00
T6,250.00
$
36,290.00
4.A
ADMINISTRATION
0
24
24 $
3,240.00
$
-
$
3,240.00
4.6
PRODUCTION
5
30
80
160 $
26,800.00
$
6,250.00
$
33,050.00
TOTALS
14
224
528
752 $126,460.00
$17,500.00
$143,960.00
Notes & Assumptions:
• Implementation for Water Distribution, Sewer Collections, Streets, Traffic, Storm, Parks,
Facilities, Airport and Solid Waste. Also Includes Inventory Control/Warehouse.
• Implementation of Pavement Analysis (IMS data) not included.
• Data conversion of the Hansen 7 data for Water, Sewer and Solid Waste is an estimate at
this time. No data conversion included for Parks, Facilities or Airport.
• Integration to include Fueling Import, Payroll Export and Laserfiche integration scope.
• Expenses are an estimate and will be billed at actual.
'; luci Appendix A. Additional Pricing Information
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
APPENDIX B. COMPLETE CUSTOMER LISTING
:Client quip
state
Papui 061,
Town of Sylvan Lake,
Alberta, Canada
AB
12,327
City and Borough of
Juneau
AK
32,660
Municipality of Anchorage
AK
279,243
City of Tuscaloosa
AL
90,221
Eufaula Water Works &
Sewer Board
AL
12,914
Tuscaloosa County
AL
197,211
City of Fort Smith
AR
84,716
City of Casa Grande
AZ
43,878
City of Chandler
AZ
247,140
City of Glendale
AZ
251,522
City of Goodyear
AZ
59,508
City of Peoria
AZ
159,789
City of Prescott
AZ
42,697
City of Scottsdale
AZ
235,371
City of Yuma
AZ
93,400
Coconino County
AZ
134,421
Lake Havasu City
AZ
52,575
Mohave County
AZ
205,249
Pinal County
AZ
340,962
Roadway Electric
AZ
1,513,367
Town of Gilbert
AZ
216,449
Town of Paradise Valley
AZ
j 13,154
Carpinteria Sanitary
District
CA
16,500
Castro Valley Sanitary
District
CA
55,000
City of Alameda
CA
76,419
City of Antioch
CA
100,219
City of Barstow
CA
24,596
City of Belmont
CA
27,081
City of Burlingame
CA
27,706
City of Carlsbad
CA
98,402
City of Chula Vista
CA
291,318
City of Claremont
CA
35,824
City of Daly City
CA
106,094
City of Davis
CA
62,593
City of Emeryville, CA
CA
10,099
City of Folsom
CA
67,788
City of Fontana
CA
203,003
City of Fullerton
CA
135,161
City of Irvine
CA
207,500
City of Laguna Beach
CA
23,995
Client ' •:
state
Population;k,
City of Long Beach
CA
467,892
City of Mill Valley
CA
14,159
City of Milpitas, CA
CA
77,528
City of Modesto
CA
203,547
City of Napa, CA
CA
80,011
City of Norco, CA
CA
26,959
City of Oceanside
CA
169,684
City of Pasadena
CA
143,667
City of Petaluma, CA
CA
58,921
City of Pomona
CA
152,699
City of Rancho Mirage
CA
16,714
City of Riverside
CA
324,722
City of San Carlos
CA
27,000
City of San Clemente
CA
64,882
City of San Marcos
CA
79,114
City of Santa Clara
CA
116,767
City of Temecula
CA
76,744
City of Ventura
CA
110,873
City of Vernon
CA
90
City of Visalia
CA
124,816
Cupertino Sanitary District
CA
57,500
Dublin San Ramon Services
District
CA
145,000
East Palo Alto Sanitary
District
CA
32,784
Goleta Sanitary District, CA
CA
80,000
Monterey One Water
CA
250,000
Nevada Irrigation District
(NID) CA
CA
62,500
North Tahoe Public Utility
District
CA
10,000
Santa Cruz County
Sanitation District
CA
251,747
Sewer Authority Mid -
Coastline (SAM)
CA
30,000
Sierra Lakes County Water
District
CA
3,240
Sonoma County PW
CA
464,435
South Placer Municipal
Utility District (SPMUD)
CA
72,500
Sutter County
CA
90,022
Town of Hillsborough
CA
10,843
Town of Windsor, CA
CA
27,243
Truckee Sanitary District
CA
23,000
Valley Sanitary District
CA
83,000
Appendix B. Complete Customer Listing
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
'
t tt?tti. .�
,�
.aputa't,�tsr
Victor Valley Wastewater
Reclamation Authority
CA
282,204
West Bay Sanitary District
CA
42,000
West Valley Sanitation
District
CA
118,500
City and County of Denver
CO
649,495
City of Durango
CO
16,924
City of Grand Junction
CO
58,566
City of Greeley
CO
91,492
Colorado IGA - Lafayette,
Louisville & Estes Park
CO
52,458
Town of Greenwich
CT
60,937
Town of Manchester
CT
56,385
City of Clermont
FL
9,333
City of Fort Myers
FL
65,394
City of Lakeland
FL
97,551
City of Lauderhill
FL
62,075
City of Miramar
FL
128,729
City of North Port
FL
54,907
City of Ocala
FL
54,801
City of Pensacola
FL
53,820
City of Port Orange
FL
57,203
City of Port St. Lucie
FL
168,716
City of Tallahassee
FL
186,411
Escambia County
FL
303,343
Hernando County
FL
173,422
Lee County Utilities
FL
586,908
Manatee County
FL
385,571
Marion County Utilities
FL
331,407
Seacoast Utility Authority
FL
94,940
Town of Cutler Bay
FL
40,000
Town of Jupiter
FL
57,221
Village of Palmetto Bay
FL
25,000
Volusia County Public
Works
FL
490,055
City of Atlanta, GA
GA
463,878
City of Brookhaven
GA
51,079
City of LaGrange
GA
26,424
City of Marietta
GA
67,562
City of Peachtree Corners
GA
42,773
City of Sandy Springs
GA
82,764
Cobb County -Marietta
Water Authority
GA
875,000
Gwinnett County
GA
751,693
Lowndes County
GA
96,705
Rockdale Water Resources
GA
78,545
'
t tt?tti. .�
StaLe..
Population
Guam Water Works
Authority
Guam
167,543
City & County of Honolulu
HI
390,738
City of Carroll
IA
9,985
City of Clive
IA
17,052
City of Des Moines
IA
197,352
City of Marshalltown
IA
25,850
City of Pocatello
ID
54,901
City of Decatur
IL
76,256
City of Elmhurst
IL
44,189
City of Moline
IL
43,088
City of Urbana
IL
41,250
City of Wheaton
IL
54,465
Downers Grove Sanitary
District
IL
60,000
Forest Preserve District of
Will County
IL
685,251
Lakes Region Sanitary
District
IL
15,000
Northwest Suburban
Municipal Joint Action
Water Agency (NSMJAWA)
IL
500,000
Village of Addison
IL
36,942
Village of Downers Grove
IL
49,250
Village of Winnetka
IL
12,371
City of Bloomington
IN
80,405
City of Valparaiso
IN
31,730
Hammond Sanitary District
IN
150,000
Town of Munster
IN
22,105
City of Gardner
KS
20,868
City of Hays
KS
20,368
City of Hutchinson
KS
40,889
City of Lawrence
KS
90,520
City of Leawood
KS
31,342
City of Lenexa
KS
46,822
City of Manhattan
KS
50,737
City of Merriam
KS
11,174
City of Overland Park
KS
171,231
City of Prairie Village
KS
21,769
City of Wichita
KS
366,046
Johnson County
KS
526,319
Unified Government of
Wyandotte County
KS
155,750
Boone County
KY
106,272
City of Florence
KY
27,745
City of Frankfort
KY
27,322
Kenton County Fiscal Court
KY
153,665
Appendix B. Complete Customer Listing
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
Client
State
Population
Northern Kentucky Water
District
KY
250,000
Paducah McCracken Joint
Sewer Agency
KY
17,000
Regional Water Resource
Agency
KY
93,060
Sanitation District No. 1
KY
320,000
City of Central
LA
27,000
City of Monroe
LA
51,215
Jefferson Parish Sewerage
Authority
LA
452,824
St. Bernard Parish
LA
65,364
City of New Bedford
MA
94,929
City of Worcester
MA
182,669
South Essex Sewerage
District
MA
42,824
Town of Chatham
MA
1,421
City of Auburn
ME
23,177
City of Adrian
MI
20,861
City of Brighton
MI
7,444
City of East Lansing
MI
48,554
City of Kalamazoo
MI
72,179
City of Marquette
MI
21,355
City of Port Huron
MI
30,869
City of Rochester Hills
MI
69,014
City of Saline
MI
8,810
City of Southfield
MI
75,392
City of Tecumseh
MI
8,419
City of Traverse City
MI
14,911
City of Wyoming
MI
72,125
Clinton County, MI
MI
76,001
Coldwater Board of Public
Utilities
MI
10,776
MHOG Utilities - Genoa
Township, MI
MI
36,699
South Clinton County Mun.
Utilities Athy
MI
64,753
Superior Township
MI
13,558
Village of Dundee
MI
3,916
Western Townships
Utilities Authority
MI
139,200
Ypsilanti Community
Utility Authority
MI
110,000
City of Creve Coeur
MO
16,868
City of University City
MO
T6,289
Client
State
Population
TransAqua - Greater
Montcon Wastewater
Commission
NB
144,810
Brunswick County
NC
107,431
Union County
NC
201,292
City of Mandan
ND
21,382
City of Williston
ND
20,850
City of Columbus, NE
NE
21,000
Nebraska Department of
Transportation
NE
1,786,331
Manchester Water Works
NH
160,000
Town of Derry `
NH
22,015
Township of Ocean
Sewerage Authority
NJ
26,998
Township of Wayne
NJ
54,069
City of Las Cruces
NM
97,618
Los Alamos County
NM
18,822
Nye County
NV
44,234
Niagara Falls Water Board
NY
46,000
Oneida County
NY
250,836
Rockland County Sewer
District #1
NY
291,835
Town of Brookhaven
NY
480,000
Town of Clarkstown
NY
82,801
Town of Ramapo
NY
115,096
Town of Tonawanda
NY
14,819
Allen County Sanitary
Engineering Dept
OH
106,234
City of Cleveland Heights
OH
46,238
City of Columbus, OH
OH
769,360
City of Fairfield
OH
42,384
City of Newark
OH
47,236
City of Wilmington
OH
12,603
City of Youngstown
OH
66,982
Northwestern Water &
Sewer
OH
30,000
City of Bartlesville
OK
35,914
City of Broken Arrow
OK
103,500
City of Guymon
OK
12,272
City of Okmulgee
OK
12,634
City of Ponca City
OK
24,780
City of Woodward
OK
12,347
Tulsa Metropolitan Utility
Authority
OK
398,121
Region of Waterloo
ON
535,154
City of Gresham
OR
109,892
City of Oregon City
OR
31,404
Appendix B. Complete Customer Listing
CITY OF FAYETTEVILLE
ENTERPRISE ASSET MANAGEMENT (EAM) SOFTWARE I RFP 18-18
Client
State
Population
City of Redmond, OR
OR
17,806
City of The Dalles
OR
19,517
Clackamas County
OR
150,000
Clean Water Services
OR
500,000
Medford Water
VA
145,494
Commission
OR
500,000
Oak Lodge Water Services
OR
32,000
Roseburg Urban Sanitary
VA
66,328
Authority
OR
30,000
City of Allentown
PA
107,250
City of Lancaster, PA
PA
55,439
Derry Township Municipal
WA
15,710
Authority
PA
24,679
Lancaster Area Sewer
WA
36,562
Authority
PA
107,000
Lycoming County Water &
WA
54,313
Sewer Authority
PA
117,168
Millcreek Township Sewer
WA
20,018
Authority, PA
PA
54,012
Mountaintop Area Joint
PA
13,000
Sanitary Authority
WA
42,000
Municipal Authority of
WA
68,000
Westmoreland County
PA
312,500
North Wales Water
WA
59,097
Authority
PA
25,000
Pennsylvania American
WA
47,300
Water (formerly Scranton
PA
75,000
Sewer Authority)
WI
7,917
Beaufort -Jasper Water &
WI
56,856
Sewer Authority
SC
110,000
East Richland County
WV
50,302
Public Service District
SC
409,549
Grand Strand Water &
Yukon ukon
1,375
Sewer Authority
SC
150,000
North Charleston Sewer
District
SC
115,495
Seabrook Island Utility
Commission
SC
1,714
Buffalo Pound Water
Treatment Plant,
SK
Saskatechewan, Canada
West Knox Utility District
TN
75,000
City of Beaumont
TX
109,500
City of Cedar Park
TX
48,937
City of Dallas
TX
1,279,910
City of Keller
TX
38,951
San Antonio River
Authority
TX
80,000
Client
State
Population
Trinity River Authority
TX
5,000,000
Jordan Valley Water
Conservancy District
UT
800,000
Park City Municipal
Corporation
UT
7,980
Augusta County Service
Authority
VA
69,725
City of Hampton
VA
145,494
City of Lynchburg
VA
72,596
City of Portsmouth
VA
100,577
Fauquier County Water &
Sanitation Auth
VA
66,328
Town of Leesburg
VA
45,936
City of Battle Ground
WA
16,812
City of Bothell
WA
42,939
City of Centralia
WA
15,710
City of Kirkland
WA
87,281
City of Longview
WA
36,562
City of Oak Harbor
WA
22,744
City of Redmond, WA
WA
54,313
City of Tacoma, WA
WA
205,159
City of Tukwila
WA
20,018
City ofTumwater
WA
14,100
Clark Regional Wastewater
District
WA
81,000
Covington Water District
WA
42,000
Highline Water District
WA
68,000
King County Parks
WA
1,916,441
Lakewood Water District
WA
59,097
North Perry Avenue Water
District
WA
39,056
Silver Lake Water and
Sewer District
WA
47,300
Soos Creek Water & Sewer
District
WA
100,000
City of Antigo
WI
7,917
City of Eau Claire
WI
56,856
City of Waukesha
WI
68,008
City of Charleston -Sanitary
Board
WV
50,302
Parkersburg Utility Board
WV
31,611
City of Dawson, Yukon,
Yukon ukon
1,375
Appendix B. Complete Customer Listing