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HomeMy WebLinkAbout6. MANGERS REPORT 12/19/06 ,. INTEROFFICE MEMORANDUM .I Village of Mount Prospect Mount Prospect, Illinois TO: FROM: MICHAEL E. JANONIS, VILLAGE MANAGER DIRECTOR OF FINANCE DECEMBER 11, 2006 DATE: SUBJECT: 2007 PROPERTY AND WORKERS COMPENSATION INSURANCEPR RAM PURPOSE: To present a recommendation for the property and workers compensation insurance program for the policy year beginning January 1 , 2007 and ending December 31, 2007. DISCUSSION: The Village's current property and workers compensation insurance policies are set to expire on December 31, 2006. Staff negotiated with the existing broker and insurance companies to secure coverage for 2007. Due to the lack of brokers and insurers in the marketplace, no alternatives from other insurers were sought. The following is a brief summary of our expiring insurance program, an analysis of the proposal received, and a summary of the insurance package being recommended by staff and its consultant. Expiring Program Attached is a current schedule of insurance in force, showing the type of coverage, the carrier, policy limits, and the broker of record (Attachment I). Village buildings and vehicles were insured this past year by Chubb Insurance Company. The amount of coverage was $61.3 million, with a $25,000 deductible. The annual premium was $88,124. The broker offering the coverage was Arthur J. Gallagher and Co. The Village was self-insured for liability insurance for 2006. This was based on a recommendation from our insurance consultant and the results of an actuary study. The Village elected to self-insure for liability coverage up to the point where excess coverage is available from HELP, the high-level excess liability pool ($2,000,000). This program went into effect for the first time on January 1, 2005. '. PROPERTY AND CASUALTY INSURANCE PROGRAM 12/11/2006 Page 2 Excess workers compensation coverage was purchased from Safety National, which insured the Village for individual claims in excess of $400,000. There is a $1 million aggregate limit for worker compensation claims. The annual premium was $34,985. The broker was Arthur J. Gallagher and Co. Proposal Received Nugent Consulting Group assisted the Village in securing proposals from our broker and underwriters. Mr. Nugent presents a summary of renewal offered by Arthur J. Gallagher and Co. for the upcoming policy period and a breakdown of premium by coverage type for the current policy year and 2007 renewal (Attachment II). The renewal quote for property coverage actually decreased 5.7% from $92,122 to $86,849 while total insurable values increased 3.0%. The renewal quote for excess workers compensation coverage increased 5.6% from the prior year from $35,000 to $36,967. Self-insured retention levels for public safety employees (Police and Fire) were increased from $400,000 to $500,000 while the retention level for all other employees remains unchanged. New legislation and difficulties in managing police and fire workers compensation claims is responsible for the increase in the retention amount. No offer was made by the insurer to reduce the premium if the Village were to elect to increase to $500,000 the self-insured retention for all employees. The total for all premiums and commissions as quoted is $134,512, a decrease of 2% from the 2006 premiums. A total of $150,500 is included in the proposed 2007 budget for this coverage. The insurance companies being recommended are very sound financially and have an excellent claims payment history. Chubb Group is rated A++, XV (Superior) by A.M. Best, a recognized insurance company rating service. Safety National Casualty Corp. is rated A, IX (Excellent). RECOMMENDATION: It is recommended the Village purchase property and excess workers compensation insurance from Arthur J. Gallagher and Co. with premiums and broker's fees totaling $134,512. ~-CL- DAVID O. ERB DIRECTOR OF FINANCE Attachments 1:\lnsurance\Memos\2006\2007 Renewal - Property and We.doc -... Attachment I VILLAGE OF MOUNT PROSPECT SCHEDULE OF INSURANCE IN FORCE December 31, 2006 Deductiblel Specific Aggregate Self-Insured Excess Excess Expiration Policy Type of Coverage Carrier Retention Limit Limit Date Number Broker Premium Property, Building & Contents Chubb 25,000 61,321.483 none 01/01/07 35826710 Arthur J. Gallagher $88,124.00 Auto Physical Damage, Boiler Workers Compensation Safety National Insurance Co. 400,000 Statutory 1,000,000 01/01/07 SP-9093-IL Arthur J. Gallagher $34,985.00 General Liability N/A 2,000,000 Auto Liability N/A 2,000,000 Employment Practices Liability N/A 2,000,000 Police Professional Liability N/A 2,000,000 Public Officials Liability N/A 2,000,000 (Errors and Omissions) Fiduciary Liability - Police Pension Federal Insurance Company 25,000 5,000,000 5,000,000 08/01/07 8158-5499 Arthur J. Gallagher $9,061.00 Fiduciary Liability - Fire Pension Federal Insurance Company 25,000 5,000,000 5,000,000 08/01/07 8169-8992 Arthur J. Gallagher $10,378.00 Excess Liability High-level Excess Liability Pool 2,000,000 12,000,000 12,000,000 04/30/08 nla nla $145,314.00 Public Employee Dishonesty ITT Hartford 5,000 500,000 none 05/01/07 83BPEAD4895 Hobbs Group $2,423.00 Depositors Forgery ITT Hartford 1,000 100,000 none 05/01/07 83BPEAD4895 Hobbs Group Incl. in above Public Officials Bond - President ITT Hartford - 100,000 100,000 05/01/07 83BSBDK7589 Hobbs Group $400.00 Public Officials Bond - Manager ITT Hartford - 100,000 100,000 05/01/07 83BSBCQ9763 Hobbs Group $400.00 Public Officials Bond - Treasurer ITT Hartford - 250,000 250,000 05/01/07 83BSBAK8746 Hobbs Group $1,150.00 Contingent Tax Interruption Chubb 25,000 9,000,000 9,000,000 01/01/07 35826710 Arthur J. Gallagher Inel in Prop Employee & Retiree Health Ins. Intergovernmental Personal 20,0001 Benefit Cooperative 75,000 none none 06/30108 nla nla Varied Third Party Administrators Workers Comp Claims Admin Cambridge Liability Claims Admin. GAB Robins Attachment II VillAGE OF MOUNT PROSPECT 2007 INSURANCE RENEWAL Actual Actual Proposal 2005 2006 2007 Property $ 91 ,960 $ 92,122 $ 86,849 Excess Workers Compensation $ 36,436 $ 35,000 $ 36,967 Gallagher Fee $ 9,702 $ 10,187 $ 10,696 $ 138,098 $ 137,309 $ 134,512 Property Values $ 54,873,523 $ 61,321,483 $ 63,161,128 Property Deductible $ 25,000 $ 25,000 $ 25,000 Auto Physical Damage Deductible $ 100,000 $ 100,000 $ 100,000 WC Self-insured Retention $ 350,000 $ 400,000 $ 400,000 WC Self-insured Retention - Police/Fire $ 350,000 $ 400,000 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM DATE: DECEMBER 15, 2006 TO: FROM: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE MAINTENANCE SUPERINTENDENT SUBJECT: SEALED BID RESULTS FOR ONE 40,000# CAPACITY TR ($18,685.00) Background In the current budget, there are funds available to replace unit 2733. 2733 is a 1981 Prairie Trailer. The Public Works Department uses the trailer to move various pieces of equipment (backhoes, end loaders, and tractors) and to move various materials (sand bags, ice melt, etc.) through out the Village. The trailer is also used for the 4th of July and the Winter Parades. Bidder Year/Make/Model Bid Price Delivery West Side Tractor 2007 Interstate Trailer $17,450.00 60 Days Wauconda, IL Model 40DLA - Tandem Axle R.A. Adams 2007 Redi Haul Trailer $17,936.62 90 Days Chicago, IL Model R25220PFA - Tandem Axle McCann Industries 2007 Towmaster Trailer $18,685.00 90 Days Wheeling,IL Model T40 - Tandem Axle Runnion Equipment 2007 Trail King Trailer $20,289.00 90 Days Lyons, IL Model TK40LP - Tandem Axle McCann Industries and Runnion Equipment met all our specifications. Westside Tractor Sales and R.A. Adams took exceptions. Soth took exception to the trailer deck being all wood and the paint finish to be polyurethane. RA Adams also took exception to the both axles to have "ASS" brakes; they bid only one axle having "ASS" brakes. Subject: Sealed Bid Results For One 40,000# Capacity Trailer Date: December 15, 2006 Page 2 of 2 Our bid specifications were to have the trailer deck to be all wood. West Side and RA. Adams bid steel plates over the tandem axles to get the clearance between the tires and the bottom of the deck. The steel would over lap the wood and our experience with this type of construction is that the wood begins to rot where it is overlapped with steel. Our bid specifications also were to have a polyurethane paint finish. West Side and RA. Adams bid acrylic enamel finish. We paint all our industrial and heavy equipment with polyurethane to preserve the finish and to deter rust. We have found this finish lasts and carries a shine longer than the acrylic enamel fin~hes. . Finally, our bid specifications called for "ASS" (anti-lock brake system) brakes on both axles. RA. Adams bid only the front axle to have "ASS". These brakes are very important during operation in damp or icy road conditions. Other Factors In 1992 we extended the life of the trailer by sandblasting and painting the steel frame of the trailer with polyurethane paint ($950.00). At the same time we replaced the wood deck. ($300.00) The trailer originally had an enamel finish and steel plates over the axles. The current trailer will need the following; Sandblast and Refinish Steel Frame Replace wood deck Replace tires and wheels Total Estimated Cost $4000.00 $ 890.00 $2464.00 $7364.00 Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one new 2007 Towmaster Model T40 Trailer per our specifications, as submitted by McCann Industries, Wheeling, Illinois, at a cost not to exceed $18,685.00. Funds for this proposed purchase are available in account 6707709-660115, page 289, of the current budget. The existing 2733 will be sold at the NWMC 2007 fall auction. Our past experience has shown this type of specialized equipment will have a higher resale value at the auction. ~~~ v-<-. ~ James E. Gue ther . Jg c: Deputy Director of Public Works Sean Dorsey H:\Administration\BIDS\RESUL TS\TrailerBid Results 2006.doc Mount Prospc(.'t Mount Prospect Public Works Department INTEROFFICE MEMORANDUM VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE MAINTENANCE SUPERINTENDENT DECEMBER 15, 2006 SUBJECT: SEALED BID RESULTS FOR ONE VACUUMCA TCH BASIN CLEANER TO BE MOUNTED ON VILLAGE OWNED CAB & CHASSI ($108,889.00) FROM: TO: DATE: Background On November 8, 2006 the Village Board approved the purchase of one 2007 International cab and chassis from Prairie International Truck Sales, Springfield, Illinois at a cost not to exceed $59,600.00. The proposed vacuum catch basin cleaner will be mounted on this cab and chassis. Bid Results On Monday, December 4, 2006, at 10:00 A.M., sealed bids for the proposed purchase of one vacuum catch basin cleaner were opened and read aloud. Five invitational bids were distributed, and public notice was placed in a local newspaper as required. Three bids were received. The results are as follows: Trade-In Bid Price Bidder Year/Make/Model Bid Price Allowance Less Trade-In E.J. Equipment 2007 Vac-con $123,320.00 $15,000.00 $108,320.00 Manteno, IL Model 390CL Standard Equipment 2007 Vactor $130,389.00 $21,500.00 $108,889.00 Chicago,lL Model 2110-J4-CB Temco Machinery 2007 Aquatech $138,500.00 $10,000.00 $128,500.00 Aurora, IL Model CB-10 Standard Equipment met our specifications. E.J. Equipment and Temco Machinery took exceptions to the following items. E.J. Equipment bid a "corten" steel cyclone versus a stainless steel cyclone, a Deutz diesel engine versus a John Deere 4045HF250, and a forty-five gallon hydraulic reservoir versus a sixty gallon. Our specifications called for a stainless steel cyclone because the unit is used around very abrasive and corrosive debris. The specifications also called for a John Deere diesel engine to keep with our standardization policies to minimize the volume of parts. The Village has ten John Deere industrial engines and six John Deere tractors and we have no Deutz engines. The sixty gallon hydraulic reservoir is necessary to keep the hydraulic cool during operation, extending the life of the hydraulic components. Subject: Sealed Bid Results For One Vacuum Catch Basin Cleaner Date: December 15, 2006 Page 2 of2 Temco Machinery bid a positive displacement blower system versus a fan type vacuum system and a completed unit that would not allow pickup of debris while the unit was in motion. The specifications also called for fan vacuum systems and not positive displacement vacuum system. The positive displacement system is much more vacuum than our application calls for and also requires an extreme amount of maintenance to protect the vacuum blower. The unit is a very important part of the leaf program and must be able to pickup the leaves while in motion. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one new 2007 Vactor Model 211 0-J4-CB vacuum catch basin cleaner mounted on the Village owned cab and chassis per our specifications, as submitted by Standard Equipment Company, Chicago, Illinois, at a cost not to exceed $108,889.00 which includes trade-in. Funds for this proposed purchase are available in account 6707709-660115, page 289, of the current budget. The existing 2725 will be used as a trade-in versus being sold at the NWMC auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade-in. ameSE~u~-L Jg c: Deputy Director of Public Works Sean Dorsey H:\Administration\BIDS\RESUL TS\Catch Basin Body 2006.doc Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DECEMBER 14, 2006 HANSEN INFORMATION TECHNOLOGIES SOFTWARE UPG ($69,000) ~.M~I . rL\ ,fill O~ TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: SUBJ: Background In the 2007 budget, staff has requested funding to upgrade the suite of software utilized by the public works department to control assets, plan work, and manage relationships with residents. This suite of software is developed and marketed by Hansen Information Technologies (Hansen) of Rancho Cordova, California (www.hansen.com). The upgrade is necessary due to a major source code revision recently completed by Hansen which will move the product from client-server technology toa web-based platform. The public works department initially purchased Hansen software in 1994 to help manage certain water and sewer systems assets pursuant to standards promulgated by the Clean Water Act and the Metropolitan Water Reclamation District of Greater Chicago. Today, utilization of Hansen has expanded to include virtually all water assets (water mains, water service lines, hydrants, valves, meters, backflow preventers, wells, pumps, reservoirs, etc.) and all sewer assets (sewer main, manholes, sewer service lines, lift stations, relief stations). In addition, Hansen is also utilized to manage street assets (pavement, curb, streetlights, signs, pavement markings, sidewalks, street furniture, etc.), storm sewer assets (storm sewer mains, manholes, inlets, catch basins, creeks, detention ponds, retention ponds, etc.), as well as equipment and stockroom supplies. Work is also currently underway to utilize this software to manage building and grounds assets. We also plan to migrate over 26,000 parkway tree assets records and over 20 years of parkway tree work histories to Hansen in 2008. Presently, over 108,000 assets are inventoried in the Hansen system. Inventory data includes spatial (location) data, attribute information (date installed, make, model, size, etc.) and network association (Le. what homes are connected to a specific water main?). All data is maintained and updated by public works staff. Hansen software is also utilized to manage work scheduled against aforementioned assets. Both scheduled and unscheduled (emergency) work is logged to track equipment, supplies, and personnel utilized. The software has sufficient flexibility to allow public works staff to organized work orders into functional programs such as the water meter replacement program, the sewer televising program, or the detention pond inspection program. Hansen is also fully integrated with the Village's geographic information system (GIS) which enables staff to organize work geographically. The work management component of the Hansen suite has been utilized extensively since 2002. Presently, over 237,000 work orders are logged. These work orders are utilized to Page 2 of 3 Hansen Information Technologies Software Upgrade ($69,000) December 14, 2006 measure compliance with goals (i.e. how many of the 301 b-boxes (water service valves) scheduled for replacement were completed?) and determine whether the work was done efficiently (did the work meet targeted rate of 3 b-box replacements per day?). Work orders are also utilized to accurately identify costs when work is subsequently billed to private parties. The Hansen software suite is also utilized to log customer requests for service. Every call, e-mail, letter, or walk-in visitor requesting service from the public works department is logged into the Hansen system. Whether the request concerns a drainage problem (engineering), a broken tree limb (forestry), a water main leak (water), a pothole (streets), or a missed refuse pick-up (solid waste), the complaint, along with the public works department response, is fully documented. This capability is essential to effectively monitor timeliness and thoroughness of service. Finally, the Hansen suite of software is robustly designed to allow a high degree of end- user customization without the need for third-party consultants or even internal Information Technology division assistance. It enables end-users to monitor unique, complex, work processes that involve multiple phases of work. For example, public works staff was able to utilize Hansen software to create a process for monitoring compliance with Village cross connection control device regulations. This effort included inventorying over 1,300 backflow preventers, collecting over $15,000 in revenue, and sending out over 4,300 letters. The ability to leverage technology in this instance allowed all of this work to be assimilated into the existing work load of a public works secretary. Proposal A copy of the scope of work agreement from Hansen is attached for your reference. Discussion The estimated cost of this upgrade is $69,000. It is relevant to note that technically, there is no charge for the new software. The cost is primarily for professional services necessary to migrate the public works department's extensive database of assets, work orders, service requests, and work processes to the new database structure. The cost to purchase the software as a new client would exceed $234,000. It is also significant to note that Hansen has announced the planned obsolescence of the existing client-server platform software. In 2010, Hansen will no longer support the software package we currently utilize. Hansen's decision to re-write its code and move to a web-based platform reflects a current trend in the software development industry. It is also a move that is advantageous to the Village. A web-based platform would reduce the amount of IT division support necessary for routine upgrades and software patches. Presently, in the client-server world, upgrades typically have to be installed on the server and also on each of the client computers that use the software. A web-based solution would limit all upgrades and database maintenance work to the server. - ." Page 3 of 3 Hansen Information Technologies Software Upgrade ($69,000) December 14, 2006 This is a "one-time only" expenditure. This is the first major source code revision from Hansen in over 10 years. All other software upgrades and improvements have been provided on a consistent basis at no additional charge. Staff anticipates that the product life of the new, web-based Hansen software to be at least 10 years. Hansen software has become an integral part of the way the public works department operates. It has proven to be extremely reliable and yet flexible tool for managing assets and delivering services. It has become a fundamental component of the public works department plans to improve the condition of Village assets, enrich the quality of services, measure performance, and improve efficiency. It is the opinion of staff that abandonment of this software package or migration to a different software package would be unproductive and is ill-advised given the expanse of our existing database, our strong institutional familiarity with the Hansen product, and a long, successful history with Hansen Information Technologies. Recommendation I recommend accepting the proposal from Hansen Information Technologies, Inc. of Rancho Cordova, California to provide professional services necessary to migrate specified Village of Mount Prospect electronic data from a Hansen Version 7 (c1ient- server) platform to a Hansen Version 8 (web-based) platform for a cost not to exceed $69,000. Sufficient funds for this proposed expenditure exist in the 2007 budget. Sean P. Dorsey I concur. Glen R. Andler Director of Public Works Cc: Administrative Superintendent Jason Leib File Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL Version 1.0 Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL T able of Contents DOCUMENT CONTROL......................................................................................................................................4 2 OVERVIEW ..............................................................................................................................................................4 3 PROJECT OBJECTIVES ........................................................................................................................................ 5 3.1 IMPLEMENTATION METHODOLOGy................................................................................................................................................6 3.1./ Project Planning........... ....................... ........... .................................................................................................. 6 3.1.2 Migration afthe Database...............................................................................................................................6 3.1.3 Training Plan ............................................................ .......................................................................... ............. 6 3.2 HANSEN STAFFING FOR IMPLEMENTA TlON.................................................................................................................................... 7 3.2.1 Praject Manager ...................... ...................... .................................. .......... .................................. .................... 7 3.2.2 System Configuration............... ....... ..................................................... ....... ... .......... ........ .......... .............. ........ 8 3.2.3 System Instructors.......................... ....................... .................................................. ......................... ....... ........ 8 3.2.4 System Integrator ..... ..... ................. ........ ............... ....................... ................. .......... ....................... ......... ........ 8 3.2.5 GIS Consultant ....... .............. ..................................................... ....... ............................................................... 8 3.2.6 IT Support.................................... .................. .................... ............................ .......................... ....................... 9 4 SOFTWARE MODULES .....................................................................................................................................10 4.1 AsSET MANAGEMENT .................................................................................................................................................................... 10 4.1.1 Plant Module........................................ ......................................................... ............... ............ ..................... 10 4.1.2 Sewer Module .................................................... ........................................... ................................................ 10 4.1.3 Starm Module ........ .............................................................................................................. ......................... 10 4.1.4 Street Module ............................................................................................................................................... 11 4.1.5 Water Module ..............................................................................................................................................11 4.2 WORK MANAGEMENT MODULE.................................................................................................................................................. II 4.2.1 Work Notice .......... .................................. ............................................................................................... ...... 12 4.3 CITIZEN RELATIONSHIP MANAGEMENT ...................................................................................................................................... 12 4.4 WORK MANAGEMENT & CITIZEN RELATIONSHIP MANAGEMENT ADD-ONS...................................................................... 13 4.4.1 Inventory Control........................................................................................................................................... 13 '4.5 COMMUNITY DEVELOPMENT AND REGULATION (CDR)......................................................................................................... 13 4.5.1 Building Permits......................................................................................................... ....................... ............. 13 4.5.2 Use Permits..................... ............. ............. .................................. ............................... .................. ................. 13 4.6 GIS ................................................................................................................................................................................................... 14 4.6.1 Geo Administrator ......................................................................................................................................... 14 4.6.2 GIS Map Drawer................... ........................... ........... .............. ...... ......... ........... ............ .............................. 14 5 PROFESSIONAL SERVICES................................................................................................................................15 5.1.1 Hansen 8 Install............................................................................................................................................ 15 Exhibit C: Statement of Work Page 2 of 19 HANSEN@ People. G()V(;1n~.rn(;,~;r. SoklHons. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 5. J .2 Documentation.......... .... .......... ..... ... .... .... ........... ........... ..... ......... ................ ...... .... ........... .... ........ .,. .............. /5 5. J.3 Conversion ..................................................... ... ................................................. .......... ................................. /5 6 MILESTONES ........................................................................................................................................................16 7 SUBSIDIARY MANAGEMENT PLANS ...........................................................................................................16 7 .1 COMMUNICATION MANAGEMENT PLAN.................................................................................................................................... 16 7.2 ISSUES MANAGEMENT PLAN .......................................................................................................................................................... 18 7.3 CHANGE MANAGEMENT PLAN ............................................,....................................................................................................... 18 7.4 RISK MANAGEMENT PLAN ............................................................................................................................................................ 19 Exhibit C: Statement of Work Page 3 of 19 HANSEN@ People. G()\J(;~rnrnC:.\'nt. Y')!iJT1ons. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL Document Control Document Identification Statement of Work, Migration of Hansen 7 to 8 eet,IL 1.0 Initial SOW December 7, 2006 I.? ? Final A roval Approval Signatures By signing below, I agree that this document represents our best understanding of the V irgina Beach, V A Statement of Work for this project. Future changes to the Virgina Beach, V A Statement of Work must be made through the project's defined change process. I realize that approved changes might require us to renegotiate the cost~, resources, and schedule commitments for this project. 2 Overview The Village of Mount Prospect, IL (the "Agency") is currently a Hansen Version 7.x client who wishes to migrate to Hansen 8. It is the objective of this project to incorporate the Agency's Hansen Version 7.x data and existing work flows into the Hansen 8 solution. The Agency will be taking the lead in the business analysis to ensure the processes and business rules are approved for how they relate to Hansen software. Hansen will be taking the lead on the data conversion and software migration. Both the Agency and Hansen will be responsible to test and approve the preliminary conversions and workflow processes to. ensure that data integrity is maintained and that all Version 7.x data is converted to Hansen 8. Exhibit C: Slatemeryt of Work Page 4 of 19 HANSEN@ Poop!e. C;OV(:!'fTwnenr. YJh.lrjoris. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL Modules to migrate to Hansen 8 Plant Sewer Storm Street Water Geo Administrator GIS Map Drawer 3 Project Objectives It is the objective of this project to incorporate the Agency's Hansen Version 7.x data and existing work flows into the Hansen 8 solution. The Agency will be taking the lead in the business analysis to ensure the processes and business rules are approved for how they relate to Hansen software. Hansen will be responsible for re- creating the two current Version 7.x CDR Application Type setups in Hansen 8. Hansen will be taking the lead on the data conversion and software migration. Both the Agency and Hansen will be responsible to test and approve the preliminary conversions and workflow processes to ensure that data integrity is maintained and that all Version 7.x data is converted to Hansen 8. Exhibit C: Statement of Work Page 5 of 19 HANSEN@ People, G(.)v(~rf'llYI<:.."flL So~uH()f'lS. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 3.1 Implementation Methodology 3.1.1 Project Planning Hansen, with the assistance of the Agency, will develop a project plan once the contracts are signed and a PO is issued. This plan will outline and schedule all required project tasks, milestones and deliverables. All project personnel will document and coordinate their activities through the project plan. Progress will be reported to the project manager and evaluated on a monthly basis. 3.1.2 Migration of the Database The conversion will include creating new detail pages from the existing work bench tabs in Version 7.x and re- creating the two current Version 7.x COR Application Type setups. Hansen will NOT convert the setups or corresponding data for the old Version 7.x COR Application Types. A first run of the data will be given to the Agency for them to check for accuracies, approve and use for End User training. Once approved, a final conversion can be run for the Go-Live of the Hansen 8 solution. Hansen's Responsibility - As described above, Hansen will take the lead in the actual data conversion of the Version 7.x table data to Hansen 8. Hansen will create a data conversion control document (DCD) outlining the mapping of the data from Version 7.x to Hansen 8. After the Agency signs off on the DCD, Hansen will deliver a Hansen 8 database and application containing the standard Hansen data with the Agency customizations. The final conversion will be given during the Go-Live time frame that will be used for Hansen 8 going forward. Agency's Responsibility - The Agency needs to review and sign off on the DCD. The converted data will be given to the Agency for review and acceptance. The final acceptance will be of the final data conversion at Go- Live. 3.1.3 Training Plan Hansen's Responsibility . Hansen will take the leadership role in the design and development training curriculums for each application, developing a training plan and providing training to the Agency's identified trainer(s). Hansen trainers are responsible for training the Agency's trainer(s), since the Agency specified that they will train the end users. Agency's Responsibility - The Agency's Implementation Team for each application will be responsible for the development of all training programs for their respective user community prior to delivery. Additionally, it is the Implementation Team's responsibility to coordinate the training sessions amongst the key identified Hansen users by providing a student list for each scheduled training session. Department managers should anticipate Exhibit C: Statement of Work Page 6 of 19 HANSEN@ F\::~op!e. GOVf~nrnC;.~nL Solutions. ",.,""""' ._" """",,~f" Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL these training sessions and reallocate resources to cover each student's regular tasks. The Agency is planning to use a "train the trainer" approach and should anticipate providing follow-up training to end-users with the absence of the Hansen Team. Student Limitation - The training plan developed by Hansen will address the instructional requirements of the anticipated users for the deployment of applications rolled out in the initial implementation. In the event that this estimate of instructional demand increases significantly from the migration quote, the Agency will be responsible for procuring supplemental training sessions from Hansen. Training Facilities - It is the Agency's responsibility to provide adequate training facilities for its staff at a convenient location with a suitable area throughout the duration of each application project. The maximum number of students in the training classes should not be greater than twelve (12) (maximum effective class size indicated by Hansen). There are Core Implementation Team training requirements that fall early in the project, .so the facility needs to be set up soon after the project kick-off date. The facility should contain student workstations connected to the Agency's network, as well as, an instructor's workstation. In addition, the facility will contain a digital LCD projector with a 1024 X 768 resolution that is connected to the instructor's workstation, a white board and a networked laser printer. The facility must be made available to the Hansen Instructor at least two (2) days in advance of the scheduled training session for application set up and testing. Basic Computer Training - An understanding of basic computer concepts and mechanics is essential for the successful operation of any modern computerized application. In recognition of the fact that a portion of the Agency's personnel to be introduced to Hansen software are not computer literate, Hansen recommends supplemental training in advance of any application training performed by Hansen. The Agency should make a basic computer familiarization course a mandatory requirement of the job for those personnel who are unfamiliar with personal computers or personal data assistants. This service is not provided by Hansen. 3.2 Hansen Staffing for Implementation 3.2.1 Project Manager · Conduct initial project startup meeting with the Agency's Project Director and Agency Core Team. · Assign Hansen staff. Coordinate Hansen's activities with the Agency's Project Director during the project duration. Participate in project reviews, as requested by the Agency's Project Director. Primary Hansen contact. Track billable services according to budgeted resources. Manage the completion of project deliverables according to project schedule. Coordinate Hansen services including installation, training, and data conversion. Exhibit C: Statement of Work Page 7 of 19 HANSEN@ People. GovernrnenL SdU1'1ons. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL Facilitate status meetings with Core Team to discuss progress, issues, and upcoming tasks. Submit status reports to Project Sponsor and Core Team which track group accomplishments, monthly tasks and milestones, issues and key decisions, and schedule update. Track project scope changes. Maintain issues log and collaborate with the Agency's Project Manager to resolve project issues. 3.2.2 System Configuration Configure detail pages to replicate existing custom tabs Create Inspection types based on the Agency's Version 7.x implemented inspections Create the Application Workflows based on the current Version 7.x COR Application Types 3.2.3 System Instructors Organize required meetings with the Agency's Project Director to determine the Agency's training needs. Develop a training plan. . Develop training curriculum based on results of process review and the Agency's training needs. Conduct Hansen "train the trainer" training sessions with the Agency according to established schedule. 3.2.4 System Integrator Primary contact for project data conversions. . Advise Agency staff with recommendations for data scrubbing and cleanup. Provide conversion approach and run data conversion of Version 7.x to Hansen 8. Identify conversion issues. . Create conversion routines to convert custom tab data. 3.2.5 GIS Consultant Hansen's GIS Consultant provides consultation services related to GIS technologies and integration of those technologies with Hansen products. The GIS consultant also supports the project team by providing specific guidance on GIS related data conversion, system configuration and quality control. Setup and Install Hansen 8 Geo Administrator & Map Drawer with Hansen approved GIS Vendor Consult and train end-users on functionality of Geo Administrator & Map Drawer Exhibit C: Statement of Work Page 8 of 19 HANSEN@ People. (?()v(~nmenr. So~utj(,.fflS. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATIQN TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 3.2.6 IT Support Hansen IT Staff will be available for the software setup and configuration of the new system. The Hansen team will also be the main contact for the Agency in defining the hardware/software requirements and testing portions of the project. It is assumed that Agency staff will provide the appropriate server, clients, network connectivity, and RDBMS licenses for this project. It is also assumed that this will be configured and established to Hansen specifications before Hansen installation. Refer to the Hansen Pre-Installation Checklist Document for the hardware requirements. If the agency's IT staff is unable to perform responsibilities assigned to in the Project Plan then, additional Hansen staffing resources may be acquired by the Agency to provide the required project support. The use of additional Hansen Staff is based upon availability and Hansen's standard rates. Exhibit C: Statement of Work Page 9 ofl9 HANSEN@ People. Govcrnrnent. Sdutions. , ' -{ Formatted: Bullets and Numbering Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 4 Software Modules This section describes the Hansen software to be implemented under Hansen supervision as part of this project. 4.1 Asset Management .4J.LPlant Module Hansen 8 Plant module provides tools to effectively manage your plant infrastructure. With the Plant product you can quickly identify all primary assets including facilities, equipment, and fluid storage unit inventories. You can visualize where in the network the asset is found using Hansen's Asset Browser. You can determine how expensive it was to find or fix a problem by tracking employee resource usage, and you can issue, track, and assign resource usage to parts from any number of warehouses as well as generating work orders for preventive and unscheduled maintenance and group projects. (Note: resource usage and work orders requires the Work Management Module) 4.1.2 Sewer Module Hansen 8 Sewer module provides tools to effectively manage your sewer collections network. With the Sewer product you can quickly identify all primary assets including manholes, mainlines, lift stations, sewer nodes, and service lines. You can visualize where in the network the asset is found using Hansen's Asset Browser. You can determine how expensive it was to find or fix a problem by tracking employee costs, and you can issue, track, and assign costs to parts from any number of warehouses, as well as generating work orders for preventive and unscheduled maintenance and group projects. In addition, industry-specific field and TV inspections can be created to further enhance your ability to manage your sewer assets. (Note: costing and work orders requires the Work Management Module) ~Storm Module Hansen 8's Storm solution provides tools to effectively manage your storm collections network. With the Storm solution you can quickly identify all primary assets including manholes, catch basins storm inlets, storm mains, and storm channels. You can determine how expensive it was to find or fix a problem by tracking employee costs, and you can issue, track, and assign costs to parts from any number of warehouses as well as Exhibit C: Statement of Work Page 10 of 19 HANSENID Pi..~opk.~. GoV(~~rnrnenL Sduriof'lS. _ -1 Formatted: Bullets and Numbering .' _ ..1 Formatted: Bullets and Numbering _ -1 Formatted: Bullets and Numbering Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL generating work orders for preventive and unscheduled maintenance and group projects. In addition, industry specific field and TV inspection functionality adds to Hansen's cradle to grave management of your storm assets. 4.1.4 Street Module Hansen's Street solution provides tools to effectively manage your transportation agency's assets using the segmented model most often used in urban settings. With the Street solution, you can quickly identify all primary assets including street intersections, segments, bridges, sidewalks, signs, lights, trees, and landscape inventories. You can determine how expensive it was to find or fix a problem by tracking employee costs, and you can issue, track, and assign costs to parts from any number of warehouses as well as generating work orders for preventive and unscheduled maintenance and group projects. In addition, industry-specific bridge inspection functionality adds to Hansen's cradle to grave management of your street assets. ~ Water Module Hansen 8 Water module provides tools to effectively manage any water distribution utility. With the Water product you can quickly identify all primary assets including valves, hydrants, mains, meters, service connections, and various connectors of various types. You can determine how expensive it was to find or fix a problem by tracking employee costs, and you can issue, track, and assign costs to parts from any number of warehouses as well as generating work orders for preventive and unscheduled maintenance and group projects. In addition, inspections and test functionalities can be created to add to Hansen's cradle to grave management of your water assets. (Note: costing and work orders requires the Work Management Module) 4.2 Work Management Module Hansen 8 provides the tools that an agency needs to generate and track work orders for the assets in the agency's inventory, from the time the work order is created to the time it is completed. Users can create new work orders on.the.f1y as they are required. Alternatively. maintenance schedules can be established for the agency's assets which automatically alert employees to perform specific activities at regular or scheduled intervals such as routine inspections. When an asset requires routine maintenance or stops functioning properly, the agency can create a work order that records the type of maintenance or repair work that is necessary, as well as schedule the work order and assign it to an employee. Hansen 8 then assigns a work order number that the agency can use to track it through its progress. After the work order is created, the agency can use Hansen 8 to record information about the failure experienced by the asset, if one occurred, and the resources used for the repair. The agency can also place conditions on the work order that must be satisfied in order for the work order to progress. Groups of work orders can be created for a number of assets that require the same kind of maintenance. Exhibit C: Statement of Work Page II of 19 HANSEN@ Peopk:~. C;overnrnenL Sohli<::ns. . ' -{ Formatted: Bullets and Numbering , ' -{ Formatted: Bullets and Numbering Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL Hansen 8 provides several tools that allow the agency to track work orders. The agency can use the Work Order lookup to search for work orders based on search criteria entered. Once the agency locates the information it wants, this can be viewed using the Work Order Information Viewer and to update the work order. 4.2.1 Work Notice Hansen 8's Work Notice solution allows your agency to issue permits for work that requires special notifications or procedures. For example, if a public works project will involve road closures, a work notice application allows you to track the approvals that must be obtained and the notification requirements that must be satisfied before work can begin. You can also link work notice applications to work orders for the activities that require the work notice. 4.3 Citizen Relationship Management Hansen 8 Citizen Relationship Management handles the complaints, inquiries, and requests for service an agency receives from customers from the time the customer places the request to the time it is resolved. When a customer contacts an agency to report a problem, the agency submits a service request that records the type and location of the problem and the customer's contact information. Hansen 8 then assigns the request a unique identification number that will be used to track the request until it is resolved. After the request is submitted, the agency will typically assign an inspector, who can inspect the request, record inspection results and costs, and resolve the request. Hansen 8 provides various tools for an agency to use to process this information. The service request TO-DO list displays existing requests and allows the agency to perform certain tasks, including assigning inspectors, scheduling inspections, and resolving requests. Hansen 8 also provides a searchable knowledge base that contains documents the agency may need during an investigation, a Service Request lookup that lets the agency search for service requests, and a Service Request Information Viewer that lets the agency view and update requests throughout the entire resolution process. Exhibit C: Statement of Work Page 12 of 19 HANSEN@ People. CJ()vernrnenL Sdui"ions. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 4.4 Work Management & Citizen Relationship Management Add-Ons 4.4.1 Inventory Control Hansen 8 Inventory Control allows you to automatically attach parts used for work or for inspections to a work order and track them. You can produce reports and summaries of where and how you are using your parts. You can even use this advanced component to visualize usage trends and conveniently monitor stock levels for re-order. By integrating this information with your other systems, you can automatically export part usage and resource usage information to your accounting software. 4.5 Community Development and Regulation (COR) 4.5.1 Building Permits Hansen 8 Building Permits enables your organization to process and issue permits for the construction, alteration, addition or repair of both major and minor structures including commercial and residential buildings, sheds, detached garages, fences, decks. and pools. Building Permits support plan review processes, field inspections, re-inspections, tracking and resolving code violations. auto assignment of both inspections and reviews, job estimation. calculating and managing fee schedules and the payment of fees. Additional conditions of approval can also be managed and tracked. 4.5.2 Use Permits Hansen 8's Use Permits solution allows your agency to issue permits to citizens for the use of public spaces or structures. The Use Permits module provides the ability to capture information related to periodic safety inspections of elevators, pressure vessels and other building elements; temporary atypical storage uses, and special events such as flea markets, fairs, etc. Use Permits also supports fee calculation and fee payment, periodic inspection schedules, auto assignment of inspections, review processes and conditions of approval. Exhibit C: Statement of Work Page 13 of 19 HANSEN@ People. C~ov(~rnrnenf. Sduncns. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 4.6 GIS MLGeo Administrator GeoAdministrator is for ESRI ArclMS power users. It combines all mapping, querying and updating capabilities and adds editing tools and multi-user GIS editing of the GeoDatabase or SDE layers with version management - join, split, delete assets in Hansen 8 from ArclMS user interface - simultaneously create single or multiple assets in Hansen 8 and ArclMS (sewer, storm, water) from a map. Requires ArclMS. 4.6.2 GIS Map Drawer Hansen 8 Map Drawer was designed to leverage your agency's spatial data to improve workflow efficiency and help users make more informed decisions within the Hansen 8 workflow process. Map Drawer is an applet !:hat can be launched at logical places within the Hansen 8 application workflow. The commands and queries are context-based, so that it is relevant to the task that the user is performing. Map Drawer includes many standard commands and queries out-of-the-box and is application specific and task driven, (e.g. Show Nearby Similar and Unresolved Service Requests on a map from the Submit Service Request page, and set primary location from a map from within the Start Building Permit Application page. Map Drawer is meant to make maps and GIS information more user friendly and part of the Hansen application workflow. Map Drawer currently integrates ESRI's ArclMS or Intergraph's WebMap technologies, though Hansen has plans for integrating with ArcGIS Server and Autodesk technologies. Exhibit C: Statement of Work Page 14 of 19 HANSEN$ F0;op!e, (:;ovf;~nfYlenr. Sdu1'jons. / 1 Formatted: Bullets and Numbering _ --1 Formatted: Bullets and Numbering Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 5 Professional Services Hansen 8 install Hansen 8 software Install the latest released version of Hansen 8 on the approved client network infrastructure and server. Documentation in Microsoft Word or Adobe PDF format or Online Help Documentation All supporting documentation relatingto 7 -to-8 conversion. database structure and module usage Converted Data Convert Existing Hansen Data stored in the "standard" Hansen tables as outlined in the Data Conversion Control Document. Conversion 5.1.1 Hansen 8 Install Hansen will install the Hansen 8 software on the approved network infrastructure provided by the client. When complete, the Hansen 8 software should be available on the internal network and attached to the Hansen 8 database. Any network security needed for standard operations of the Hansen 8 application will also be in place to give access to needed users. 5.1.2 Documentation Hansen will provide documentation for the migration and for the Hansen 8 software. The documentation will be given in hardcopy form or electronic such as in the electronic help files for Hansen 8. ~Conversion Hansen will run a complete data conversion of the Version 7.x database into the Hansen 8 data structure. Hansen will provide a data conversion control document (DCD) that will detail the mapping between the two databases. A preliminary run of this data will be done and delivered for the Agency's approval and End User training before continuing the final conversion to be presented at the Go-Live. Exhibit C: Statement 01 Work Page 1501 19 HANSEN@ P;t;;ople. Goverf'ltr!enl. Sdurle:ns. , .' { Formatted: Bullets and Numbering Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 6 Milestones The following are the critical milestones for the project. Agency - purchase and install SQL Server 2005 that will store the Hansen 8 database Agency - possibly purchase hardware required to run Hansen 8 (i.e. Web Server(s), fast network cards) Project Kick-off Meeting Install Hansen 8 at client site - Production and Test database(s) Agency - give ability to remote connect to environment for testing and help desk questions Hansen - train Agency Power-Users and/or Technical Staff on Admin & Work Flow Tools Hansen - perform full conversion ofV7 data including COR setups and work bench tabs Hansen - train key end users on Hansen 8 with the train the trainer approach Agency - train remaining end users prior to go-live Hansen - GeoAdministrator & Map Drawer Installation/SetuplTraining Stop further Agency use of the Hansen Version 7.x database Agency - deliver final Version 7.x database to Hansen Install final Hansen 8 solution including database Go Live with Hansen 8 Do onsite one-on-one Go Live support 7 Subsidiary Management Plans 7.1 Communication Management Plan A brief plan created by the team to indicate their agreement on how they will communicate important information among themselves and to other stakeholders during the project-status, meetings, issues, deliverables access, and design and document reviews. Successful projects involve significant amounts of Exhibit C: Statement 01 Work Page 16 of 19 HANSEN@ P~;op!e. Gov~~~nrnenl'. Sduric:ns. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL information exchange and collaboration among various team members. A Communication Plan is used to help the team think through what kind of communication mechanisms they will need for effective interaction and ultimately a successful project. It helps establish the expectation of proactive communication between team members. Hansen Project Manager Monthly Status Reports from Hansen Team Last Monday of Email Month Hansen Project Manager Travel Requests from Hansen Team When need Email identified Hansen Project Manager Issues from Hansen Team When schedule or Email project cost impacted Agency Project Manager Monthly Status Reports from Hansen 5 Business Days Email after last Monday of Month Hansen Project Manager Resource Issues from Agency that effect line When Identified Email items on a rolling basis one month out Technical ContactlHansen List of technical issue that need resolved When Identified Email Team Legend: Who - the person(s) that will receive the communication (e.g. stakeholder or group of stakeholders) What - the content that will be communicated (i.e., Status Report, Stoplight report, issues list, risk report, etc.) When - how often the information will be communicated (Le.. daily, weekly. monthly, etc.) How - the delivery mechanism (i.e.. email, intranet, meeting, etc.) Exhibit C: Statement of Work Page 17 of 19 HANSEN@ P eGp!e. GovernrnenL So~uj'lons. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL 7.2 Issues Management plan An issues log is a tool I technique used to track, manage and communicate project issues and identified risks to the PM's. The rationale for an issues log is to provide a vehicle to capture the details of identified problems. Note that testing problems should be tracked in a testing problem log with the exception of significant problems such as those that could impact the project schedule. Priority Samples . Green - issue must be addressed, but is not currently hindering the project from moving forward. . Yellow - issue is critical, and must be addressed immediately or the project will halt. . Red - project is halted, issue resolution is needed to proceed. 7.3 Change Management Plan The Change Control Request (CCR) form will be used to track all changes and deviations from the original schedule and agreed upon requirements regardless of impact to scope, schedule or cost. All change requests will be recorded by the Project Director in a Change Request Management Log. Requests that do not impact the schedule and do not require rework of code such as a text change or verbiage on a screen, will be recorded and require the minimum signatures as mandatory on the Change Control Request form (Project Manager). Requests that are made due to technical discovery, such as a process turning out to be more complex than originally scoped, or restrictions due to existing programs that were not originally exposed will require full sizing of cost and schedule impact. These requests will have to be approved by the Project Director. Slippage in dates, from either under scoping, resource complications, or change in priorities will all be captured on the Change Control Request (CCR) form, and require approval from the Project Director. Exhibit C: Statement of Work Page 18 of 19 HANSEN@ People. Cl()vernrnenL Sdl.lrlons. Exhibit C: STATEMENT OF WORK BETWEEN HANSEN INFORMATION TECHNOLOGIES, INC AND VILLAGE OF MOUNT PROSPECT, IL All cost changes will be presented and require approval from the Project Director. All changes will be reported in the Change Request Log to the Project Director. 7.4 Risk Management Plan The following matrix will be used to log and manage Risk. Risk analysis will occur throughout the life of the project. Any items that are reported as a risk will be reviewed by the key team members to determine if it is an issue or risk, what the impact is and the mitigating measure to be taken. A responsible party will also be assigned to manage the risk. HANSEN0 Exhibit C: Statement of Work Page 19 of 19 People. C~oVf~~nrnenf. Sdu!'icns.