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					Agenda Item #: VC-1282829037910-A                                                                  Page 1 of 2


September 16, 2010                                 AGENDA ITEM                                 92  metI
[ ] Ordinance                [ ] Resolution               [ ] Budget Resolution          [ X ] Other
Department: Community Services               File Number: VC-1282829037910-A
Division: Parks
Subject: Amendment No. 2 to GBA MasterSeries software and services contract
Account Number(s): Coastal 001-150-6100-5440 for $15,000.00
Parks, Recreation and Culture 001-680-1010-5440 for $32,500.00
Central Services 001-870-4000-5440 for $32,500.00
Total Item Budget: $80,000.00
Staff Contact(s): Tim Baylie Phone: 736-5953 ext. 2636
George Baker Phone: 248-1761 ext. 1359
Joe Nolin Phone: 248-8072 ext. 8335
Charles Hargrove Phone: 736-5950 ext. 2530
Summary/Highlights:
On August 23, 2007, the county council approved RFP 07-P-77DW/FL GBA
MasterSeries software and services contract (Original Contract) for a work order
tracking software and management system.

On October 16, 2006, the county council approved RSQ 08-SQ-154JJ, professional
consulting services for a multi-division efficiency study. A recommendation of this study,
conducted by Lorrick Associates, is to expand the current scope of services of the
Original Contract to include the divisions of parks, recreation and culture, coastal, and
central services.
Recommended Motion:
Approval.




         David F. Byron                                                                Betty Holness
            Director
                                         OMB                         Legal
                                                                                   County Manager's Office
      Community Services
                                   No Signature Present




       Jeaniene Jennings
            Director
          Purchasing
                                                                                   Approved Agenda Item
      No Signature Present                                                                 For:
                                   Approved as to               Approved as to      September 16, 2010
                                 Budget Requirements           Form and Legality
 Council Action:                             Modification:

 []   Approved as Recommended
 []   Approved With Modifications
 []   Disapproved
 []   Continued Date:




                                                                                                             29-1
http://enn.co.volusia.fl.us/electronicagen/agendaitemprint2.asp                                        9/8/2010
  Agenda Item #: VC-1282829037910-A                                                       Page 2 of 2


   Summary/Highlights Continued:

   The approximate project cost is $80,000 and the continuing annual support and
   maintenance cost is $10,580.

   Staff requests approval of the attached amendment no. 2 to the Original Contract and
   its exhibits which expands the current scope of services.




29-2
  http://enn.co.volusia.fl.us/electronicagen/agendaitemprint2.asp                           9/8/2010
29-3
29-4
29-5
                                  Exhibit A to Amendment No. 2
                                        County of Volusia
                    Parks, Recreation and Culture, Coastal and Central Services
                                         Scope of Services
                                                for
                                   GBA Master Series Proposal
                                                       June 17, 2010


       The Volusia County Parks, Recreation and Culture Division, Coastal Division and Central Services (the
       Facilities portion) Division is interested in a system that has the ability to manage maintenance and
       operations of County’s infrastructure assets, including parks, trails, historical sites, beach front parks,
       beach access points, buildings and parking lots.

       1.      System Requirements

               A.      This system enhancement shall allow the County to continue with the current uses such
                       as budgeting, service requests, work tracking and other management needs.
               B.      The system shall enhance the County’s systems by establishing a single system or series
                       of linked systems that provide the means for establishing best management practices,
                       standardized management methods, consolidation of several databases and spreadsheets,
                       and transfer of institutionalized knowledge to automated systems.
               C.      The system shall allow graphical and tabular benchmarking of work by activity, location,
                       cost, schedule vs. actual time and project for decision support capability.
               D.      The system shall allow different levels of supervision and management to have
                       summarized data meaningful to the County.
               E.      The summarized data shall be presented in a manner showing the current work status of
                       the day and historical trends.
               F.      The system shall have the ability for complete service request and work order capabilities
                       that are linked to a performance budget and to specific infrastructure assets.
               G.      The integrity of the current system related to the collection and dissemination of data in
                       an automated fashion that allows for a complete systematic approach to infrastructure
                       management is to be duplicated and enhanced.
               H.      The service request system shall be capable of receiving requests from the internet.
               I.      The system shall have capabilities to assist with the ability to perform project
                       management or planning.

       Key features of the system shall include the following:

       2.      Specific Components

               Among the specific components needed for the system by the County are listed below:

               A.      Condition and Asset Inventory
               B.      In-house and External Billing
               C.      Work Planning and Performance Budgeting System
               D.      Work Request/Order System and Assignment Process
                                                        Page 1 of 6

29-6
                        Exhibit A to Amendment No. 2
                              County of Volusia
          Parks, Recreation and Culture, Coastal and Central Services
                               Scope of Services
                                      for
                         GBA Master Series Proposal
                                           June 17, 2010

     E.      Preventative Maintenance Schedules
     F.      Work Tracking System
     G.      Material and Parts Inventory Control
     H.      Integration with GIS
     I.      Capital and Project Management
     J.      Pavement Management (Potential Linkage to Public Works)
     K.      Report Writer
     L.      Image Capture Capabilities
     M.      Project management

3.   Management Functions – At a minimum, the software shall be capable of the following:

     A.      Prepare annual work plans and performance budgets based upon asset inventories, level
             of effort and resource costs by person day for both routine work and work orders for all
             groups.
     B.      Organizing “balancing” resources (labor, equipment, materials, and vendors) by person
             day throughout the year to match the plan. The plan shall be interactive allowing updates
             and automatic rebalancing of the work load within the system.
     C.      Scheduling work that is both preventative (pre-planned) and reactive (modifiable). This
             shall include service request and related work order capabilities that are linked to
             scheduling and performance budgets along with tracking backlogged work.
     D.      Controlling work by tracking resources used (cost) by date, work accomplished, location
             worked and/or asset to a job number.
     E.      Performing planned versus actual comparisons of work done.
     F.      Performing general costing of Parks, Recreation and Culture, Coastal and Facilities
             (Central Services) activities.
     G.      Performing monthly workload distribution by balancing work with resource (i.e. labor,
             equipment, and materials) availability.
     H.      Work shall be able to be planned and tracked in a hierarchical structure by group with
             rollup of cost and accomplishment information to any level.
4.   Infrastructure Systems

     Software shall be capable of managing Parks, Recreation and Culture, Coastal and Facilities
     (Central Services) infrastructure (parks, trails, playgrounds, trash cans, benches, restrooms, ball
     fields, docks and beach access points, historical sites, beach, buildings, HVAC systems,
     landscaping, pavilions, picnic tables and parking lots) in maintenance operations.


                                             Page 2 of 6

                                                                                                           29-7
                               Exhibit A to Amendment No. 2
                                     County of Volusia
                 Parks, Recreation and Culture, Coastal and Central Services
                                      Scope of Services
                                             for
                                GBA Master Series Proposal
                                                  June 17, 2010

            A.      The system shall have capabilities to process both reactive and preventative maintenance.
            B.      The system shall have user-definable fields to record such information as special work
                    projects and programs.
            C.      The system shall have full asset inventory capabilities with querying capabilities, linked
                    to both the work management functions, work orders and GIS.
            D.      The system shall be capable of planning and tracking maintenance work without the
                    requirement of a complete asset inventory. Tracking to assets can then occur as
                    inventories are created.
            E.      The system shall be able to establish routines based upon area or asset.

       5.   Linkages

            A.      In-house and External Billing (Link or Replace) – The County requires the CMMS
                    software to be capable of billing other divisions and departments within the County as
                    well as agencies outside of the County on a time and material basis as well as by unit.
            B.     Pavement Management (Potential Linkage to Public Works) – The County currently has a
                   consultant inventorying the County’s road network and updating information in the
                   MicroPaver PMS. The County may desire the CMMS to link to Public Works existing
                   PMS and allow for transfer of data and planning of rehabilitation projects of their current
                   and future Showcase Trails through the CMMS.
       6.   Technical Functionality

            A.      Software shall be modern and usable by employees with widely varying computer skills.
                    Further, the software shall provide an integrated, automated, and comprehensive
                    compatible with the County’s technical infrastructure.
            B.      The computer application shall utilize client-server, or, where feasible, browser-based
                    Internet technology and use standard enterprise RDBMS technology. The County’s
                    standard RDBMS software is Microsoft SQL Server and Oracle 10G product suites.
            C.      The vendor shall utilize industry-standard object-oriented/web programming
                    development tools such as Visual Basic, .NET, ASP, XML, DHTML, JAVA, and
                    Javascript.
            D.      The software shall be compatible with the ESRI ArcGIS 9.x and ArcGIS Server 9x
                    product suite and any future releases from ESRI.
            E.      The software shall provide real-time mapping for CMMS system users and display the
                    geographic feature or features of interest “on-the-fly”.
            F.      The application’s GIS capabilities shall be user-friendly and transparent to the user. A
                    web-based mapping application is preferred. GIS data layers are available in coverage,
                    shape file, and Spatial Data Engine 9.x format across the County’s LAN.
            G.      Integration of the vendor’s application with GIS shall utilize County’s already-existing
                                                    Page 3 of 6

29-8
                        Exhibit A to Amendment No. 2
                              County of Volusia
          Parks, Recreation and Culture, Coastal and Central Services
                               Scope of Services
                                      for
                         GBA Master Series Proposal
                                            June 17, 2010

             data in ESRI format.
     H.      The system shall provide database access to other software packages, such as ESRI GIS,
             using ODBC or OLE provider connections.
     I.      Import/Exchange – The system shall be able to export and import data in ASCII and
             other standard data exchange formats. Volusia County coordinates and exchanges
             information with a variety of external agencies. The application shall accommodate large
             image attachments in a variety of common data formats, including, but not limited to:
             PDF, DXF, DGN, DWG, Shape file, ArcInfo coverage, TIFF, GIF, PNG, JPEG, MS-
             WORD, WordPerfect, MS-Access, MS-Excel, DBF, etc.
7.   Ease of Use/Implementation

     The system shall be usable by both administrative and maintenance staff.

     A.      The system shall be intuitive and easily usable by all levels of staff.
     B.      Data entry shall provide ease of entry with several methods of input (i.e. keyboard, scan,
             PDA’s, laptops).
     C.      Standard reports shall exist to display all the data captured from the above features and
             components.
     D.      Ad-hoc reports shall be relatively easy to generate with an intuitive interactive generator
             as part of the software or mentioned third party report generators. The reports shall have
             the ability to present information in a graphical chart format.
     E.      The system shall be re-configurable without the necessary support from highly trained
             computer staff.
     F.      The system shall be able to interface with Microsoft Office Suite applications with
             functionalities such as exporting CMMS data or reports directly into Office applications
             and “cut and paste” to and from the CMMS.
     G.      The system shall have customizable menus, tables, reports, screens and fields.
     H.      Navigation within the system shall be intuitive (drop down boxes, pop up windows) to
             field personnel and in a logical sequence.
8.   Vendor Support

     A.      The vendor shall have a background in computerized maintenance management systems
             and County agencies.
     B.      The vendor shall be able to provide effective technical support.
     C.      The vendor shall provide future upgrades that will keep The County’s CMMS current
             with evolving technologies. The capabilities should eliminate any need to reconfigure
             that feature that can be customized or configured such as menus, reports, databases,
             screens, etc.

                                              Page 4 of 6

                                                                                                           29-9
                              Exhibit A to Amendment No. 2
                                    County of Volusia
                Parks, Recreation and Culture, Coastal and Central Services
                                     Scope of Services
                                            for
                               GBA Master Series Proposal
                                                  June 17, 2010

           D.      The vendor shall provide a system that is modular for cost effective implementation and
                   upgrade methods.
           E.      The vendor shall provide a system with maximum flexibility and minimal or no
                   customization required by the vendor. The system should provide all features within the
                   current version requiring no coding or programming modifications and with all changes
                   done through configuration of existing software. The core, off-the-shelf package should
                   meet the majority of CMMS module functionality requirements Any modifications
                   (customization) shall require detailed documentation. Custom changes shall be
                   developed, integrated, and stored in a manner that facilitates future releases (version
                   upgrades) from the vendor. Volusia County IT staff will have access to the modified
                   source code. The vendor shall describe in the proposal how future version releases to its
                   core, off-the-shelf product shall be incorporated into the County’s application. If the
                   vendor’s off the shelf product does not meet the “required” specifications, the vendor
                   shall propose a customization effort at a fixed price. The vendor shall document each
                   instance where its core software does not meet the requirements outlined.
    9.     Implementation Services Desired

    Volusia County requires implementation services and assistance from the vendor or a third party. The
    County desires the following services at a minimum:

           A.      Project management
           B.      Training on use of system
           C.      Assistance in “parameterizing” or establishment or configuration of the system
           D.      Development of interfaces
           E.      Conversion and import of data, if required
           F.      Report and screen configuration development
           G.      Monitoring of the initial go-live

    The vendor shall work directly with the County’s management consultant to implement the system related
    components of an agreed action plan. The County’s management consultant will work directly with the
    vendor to ensure desired management processes are institutionalized in the software. Further, the
    management consultant will compile and submit data from existing County systems and some desired
    work plans to be placed within the system.

    10.    Proposal Requirements

    The County requests that GBA provide concisely in a written response:

           A.      Letter confirming and authorizing quote cost and scope by officer of the company


                                                   Page 5 of 6

29-10
                   Exhibit A to Amendment No. 2
                         County of Volusia
     Parks, Recreation and Culture, Coastal and Central Services
                          Scope of Services
                                 for
                    GBA Master Series Proposal
                                       June 17, 2010

B.      Written tasks breakdown of the GBA effort to meet these needs with an end product at
        each task.
C.      A schedule by tasks in Gantt chart
D.      Indication of staff you plan to assign with their resume
E.      Training schedule with four visits planned
F.      Other unanticipated issues that could occur that could impact your schedule and cost
G.      GIS support including the use of the gbaMS-Silverlight GIS solution that is similar to
        Public Works operations
H.      Other modules that you believe could be helpful
I.      Support you believe the County will need to provide
J.      Cost all efforts along with hourly rates both on and off site.
K.      Prices shall be consistent with or lower than the approved Contract prices.




                                         Page 6 of 6

                                                                                               29-11
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

    SECTION 1 – PROJECT UNDERSTANDING
    Based on our review of the County’s request for a GBA Master Series proposal (scope of services), our
    understanding of the project is outlined below.

    CONDITION AND ASSET INVENTORY

    The following GBA Master Series® products provide full asset inventory and condition assessment
    capabilities for County infrastructure assets, facilities, and equipment as indicated. Each of these
    products are integrated with GBA Master Series work management functions, work planning and
    budgeting system, and preventive maintenance scheduling functions.

                         Product                                           Assets
              GBA Park Master®                    Parks and related assets (not limited to):
                                                  Structures, furniture, playground equipment,
                                                  pools, courts, ball fields, irrigation

              GBA Facility Master™                Sites and buildings
              GBA Equipment Master™               Various equipment types and vehicles

    All GBA Master Series products include user-definable fields available for the County to record and
    report information related to special work projects and programs, Government Accounting Standards
    Board Statement 34 elements, CIP budgeting and planning, rehabilitation and replacement, and
    preventive maintenance.

    WORK PLANNING AND BUDGETING SYSTEM

    The GBA Work Master® product includes a Planning/Budget module allowing you to define your
    fiscal year, estimated budget, and asset maintenance tasks within each area of your
    departments/divisions. This module links to the Work Orders module so you can track actual costs of
    resources (employees, materials, equipment, and contractors) as well as compare your costs to the
    estimated budget amounts.




                                          Page 1
29-12
                                 Exhibit B to Amendment No. 2

               Proposal
               Volusia County, FL – Parks, Coastal, & Central Services Divisions
               Computerized Maintenance Management System (CMMS)
               July 20, 2010




Budget Amounts
   •   The Estimated Budget field is automatically populated with data from the Total Estimated Cost field in the
       corresponding Planning/Budget – Tasks module.
   •   The Approved Budget field allows you to enter the available budget for the fiscal year.
   •   The Expended Budget field is automatically populated with cost data from all of the actual work orders
       completed for the fiscal year.
   •   The Remaining Budget Field is automatically calculated (Approved Budget - Expended Budget) with the
       remaining available budget amount.
   •   The % of Fiscal Year Completed field is automatically calculated based on the number of days completed
       in the fiscal year.
   •   The % of Budget Used field is automatically calculated based on the expended budget and the approved
       budget in the fiscal year.
   •   The % Over/Under field is automatically calculated based on the percent of budget used and the percent
       of fiscal year completed.

Working Days per Month
   •   Mark the number of days available for work in each month
   •   The system automatically calculates the Total Days
   •   Mark the number of hours per day available for work




                                      Page 2
                                                                                                                29-13
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

    The ‘Departments’ tab displays a list of all departments associated with the fiscal year. This tab opens
    the Planning/Budget – Department module and allows you to view, edit, or delete Department records.
    You can use the Departments module to define departments within your agency, and create as many
    divisions and sub-divisions as you wish.




                                          Page 3
29-14
                                   Exhibit B to Amendment No. 2

                 Proposal
                 Volusia County, FL – Parks, Coastal, & Central Services Divisions
                 Computerized Maintenance Management System (CMMS)
                 July 20, 2010




The system calculates the estimated and actual costs for the department. These fields represent the
sum of all estimated and actual costs per month for the department in this record. The system also
calculates the following
    •   Estimated Total Cost – Sums all of the monthly estimated cost fields.
    •   Actual Total Cost – Sums all of the monthly actual cost fields.
    •   Remaining – Calculates the difference between the Estimated Total Cost and the
    •   Actual Total Cost fields
    •   % of Budget Used – Calculates what percent of the budget has been spent thus far in the fiscal year.
    •   % Over/Under – Calculates how far over or under budget you are for the fiscal year.

The system tracks the total costs for labor, materials, equipment, fluids, contractors, and other
miscellaneous items from all of the work orders for the department.

The ‘Tasks’ tab opens the Planning/Budget – Task module and allows you to view, edit, or delete all
tasks associated with the department. Amounts for how much budget was estimated for each task, how
much was actually spent on each task, as well as the remaining budget and percent over or under are
displayed.




The ‘Availability’ tab contains a grid that is automatically filled with classifications linked to the




                                        Page 4
                                                                                                               29-15
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

    department from the Classification module. You can see how many work hours are available in each
    month of the fiscal year for a certain classification, and of those hours, how many are scheduled for
    work.

    The ‘Comparisons’ tab allows you to indicate how much work you want done on the task on a
    per/year basis.




    The fields below calculate the total costs for labor, materials, equipment, fluids, contractors, and other
    miscellaneous items for the task based on all the work orders.




    The following fields below are also calculated by the system:
        •   Remaining Budget – How much of the budget remains for the fiscal year.
        •   % of Budget Used – What percent of the budget has been spent thus far in the fiscal year.
        •   % Over/Under – How far over or under budget you are for the fiscal year.

    The ‘Resources’ tab lists all resources associated with the task along with their Quantity, Unit of
    Measure, Unit Cost, and Total Cost. Functions are provided to view, add, edit, or delete resource
    records.


    WORK REQUEST/WORK ORDER SYSTEM

    GBA Work Master provides a complete service request and work order management system (details are
    provided in Section 11). Multiple work orders may be linked to individual assets (or groups of assets),
    and work orders may be distributed to handheld (Microsoft® Pocket PC handheld) and portable
    (Microsoft Windows PC laptop/tablet) devices. Notifications of work order assignments can be sent to
    specific users via e-mail, phone text messages, and on-line system ‘pop-up’ instant messages.




                                          Page 5
29-16
                                Exhibit B to Amendment No. 2

               Proposal
               Volusia County, FL – Parks, Coastal, & Central Services Divisions
               Computerized Maintenance Management System (CMMS)
               July 20, 2010


PREVENTIVE MAINTENANCE SCHEDULING

The PM/Work Template module within GBA Work Master allows you to create Work Order Templates
and scheduled Preventive Maintenance (PM) jobs. All information entered in this module will be carried
over to work orders whether you are creating a work order (WO) template or a PM.

The PM and Template are very similar to one another – the main difference is that one has a schedule
and the other does not.
   •   PMs generate Work Orders automatically based on a schedule you define. So, they’re useful for any
       regular job to be done on a routine basis.
   •   Work Order Templates don’t generate Work Orders based on a schedule. Instead, they allow you to
       generate work orders quickly and whenever you wish. This is useful where you have regular Work Orders
       that require complex entry of resource details, because most of the data in the template is pre-entered.




Checkboxes




                                     Page 6
                                                                                                              29-17
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

        •   The’ Scheduled PM’ checkbox indicates whether this is a PM or a Template. This is important – again, a
            PM auto-generates on a schedule while a Template is made available to generate a Work Order at any
            time.
        •   The ‘Grouped PM’ checkbox allows you to create one PM for multiple assets. You can then use this PM to
            generate a Work Order for each asset.
        •   The ‘Tightly Linked PM’ checkbox allows you to have a sliding PM that is generated based on a separate,
            scheduled PM. Tightly linked PMs are not based on time (like a PM schedule), but instead are based on
            how often the initial PM (or linked PM) is generated.
        •   The ‘Grouped Assets’ checkbox allows you to create one PM for multiple assets. You can then use this PM
            to create one Work Order for the entire group of assets.




    The ‘Scheduled PM’ checkbox is used to set up a Preventative Maintenance program. On the ‘WO’ tab
    include the cause (e.g., preventative maintenance), assign a supervisor, and track any other work order
    information needed. The data on this tab will be carried over to the generated Work Order.

    The most important tab for PMs – the ‘Scheduling WOs’ Tab, is where the Work Order generation
    schedule is set up.




                                          Page 7
29-18
                                Exhibit B to Amendment No. 2

               Proposal
               Volusia County, FL – Parks, Coastal, & Central Services Divisions
               Computerized Maintenance Management System (CMMS)
               July 20, 2010




WORK MANAGEMENT AND TRACKING SYSTEM

GBA Work Master provides a complete work management and tracking system. To effectively utilize
GBA Work Master, you need to establish your specific workflows. This will help you coordinate your
departments’ and divisions, unique terminology, functions, and procedures. You can associate actions
with resulting tasks, assign crews to specific resources, establish unit costs for resource expenses,
document employees training and certifications, and track resources.

The following modules are available to help you structure your work:
                                  •   Categories       •    Fluids
                                  •   Crews            •    Causes
                                  •   Materials        •    Exclusion Days
                                  •   Problems         •    Certifications
                                  •   Notifications    •    Equipment
                                  •   Employees        •    Work Tasks
                                  •   Contractors      •    Classification




                                      Page 8
                                                                                                        29-19
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

    Categories

    To get started you need to define the main categories that reflect the structure and hierarchy of your
    assets and work activities. We recommend making each department a category. You may want to
    define more specific categories within your main categories.

    Resources

    Once you have created categories and sub-categories, you can begin associating resources from the
    other setup modules (Equipment, Materials, Tasks, Employees, etc.). Associating resources with a
    category enables the GBA Work Master to automatically populate resource data when a category is
    selected in a work order or request.

    Resources include employees, contractors, equipment, materials, and fluids needed to complete work
    orders. Each time you add a resource record, the resource will be added to the appropriate pick-list.
    These pick lists are available throughout GBA Work Master.




                                          Page 9
29-20
                                 Exhibit B to Amendment No. 2

                Proposal
                Volusia County, FL – Parks, Coastal, & Central Services Divisions
                Computerized Maintenance Management System (CMMS)
                July 20, 2010




7.F IN-HOUSE AND EXTERNAL BILLING

GBA Work Master includes a Billing tab that allows for in-house and external billing of costs associated
with work activities.




                                      Page 10
                                                                                                           29-21
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010




    MATERIAL AND PARTS INVENTORY CONTROL

    The GBA Warehouse Master™ Parts Inventory module houses order information, transaction history,
    and the current status of each part listed. You can also link parts with the GBA Work Master Work Order
    modules. This enables you to better track your inventory as parts are automatically dispersed from their
    default location when listed as resources in a work order.

    The ‘Order Info’ tab allows you to specify the unit of measure and all reorder information for the part
    including the cost method, the reorder point, the reorder quantity, and the maximum on hand quantity.
    You can also link the part to the GBA Work Master® Work Order module using the Material or Fluid Code
    fields.

    The ‘Inventory’ tab allows you to see the various warehouses and their inventory data. From here you
    can adjust the quantity (+ or -), transfer parts to a different location, or edit the reorder point.




                                          Page 11
29-22
                                Exhibit B to Amendment No. 2

               Proposal
               Volusia County, FL – Parks, Coastal, & Central Services Divisions
               Computerized Maintenance Management System (CMMS)
               July 20, 2010




CAPITAL AND PROJECT MANAGEMENT

GBA Work Master includes a Project Management system that includes Projects, Subproject, and Tasks
modules.




                                     Page 12
                                                                                                     29-23
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010




    REPORT WRITER

    Business Objects Crystal Reports® software is one of the leading report writer packages available today.
    Crystal Reports allows you to connect to and report from a number of different data sources including
    dBASE, FoxPro, Clipper, Pervasive, Paradox, Microsoft Access, Microsoft SQL Server and Oracle. Once
    connected to the data source, the program can be used to create very simple reports and very complex
    reports including images and graphs.

    GBA Master Series products utilize Crystal Reports as their report writing platform. Almost all of the
    reports contained with the products’ extensive on-line libraries (examples provided in Section 11)
    available with GBA Master Series ‘out of the box’ are in a Crystal Reports format which uses an .rpt file
    extension.

    With Crystal Reports software (which the RFP indicates is currently utilized by the County), the user can
    customize reports and add to the on-line libraries without the need of gbaMS support.

    The GBA Master Series products also provide powerful ad-hoc reporting capabilities with standard
    format data exporting features.

    IMAGE CAPTURE CAPABILITIES




                                          Page 13
29-24
                                 Exhibit B to Amendment No. 2

                Proposal
                Volusia County, FL – Parks, Coastal, & Central Services Divisions
                Computerized Maintenance Management System (CMMS)
                July 20, 2010

The GBA Master Series products offer the user the ability to link and display externally stored images,
videos, and applications. In the County’s case, links will be established to the LibertyNet Electronic
Document Management System. For this linking effort, we recommend a table or database be created
to reference each digital file (pdf or otherwise) to each target CMMS record (asset, resource, work task,
etc.).




                                      Page 14
                                                                                                        29-25
                                       Exhibit B to Amendment No. 2

                      Proposal
                      Volusia County, FL – Parks, Coastal, & Central Services Divisions
                      Computerized Maintenance Management System (CMMS)
                      July 20, 2010

    SECTION 2 – PROJECT TEAM
    The gbaMS Project Team assignments are summarized in the following table.

                      Name & Title                            Role                        Responsibilities
            Steve Schultz                           Project Manager             Project management
                •   Implementation Engineer                                     Implementation services
                                                                                Local contact
            Allison Tuttle, P.E.                    Account Manager             Account management
                 •   Client Services Manager
            Joel Knight, P.E.                       Relationship Manager        Proposal development
                •   East Region Manager                                         Client satisfaction
                                                                                Contract Development
                                                          gbaMS Help Desk Technical support services
                                                                          Software maintenance services


    PRESONNEL QUALIFICATIONS

    Steve Schultz

    Steve Schultz will serve as Project Manager. At the onset of the project he will be responsible for
    working together with the County’s assigned Project Manager to refine the specific scope of required
    implementation tasks, completion schedule, project costs and payment schedules. Throughout the
    project, Steve will be the County’s primary point of contact and will be responsible for overseeing the
    efforts of the other gbaMS Project Team members. He will also monitor project completion status,
    prepare invoices, and distribute project documentation.

    Steve project responsibilities will be completion of all implementation tasks, and coordination of efforts
    with the County’s designated System Administrator. ‘On call’ gbaMS resources available to Steve
    throughout the County’s project will include the following:
        •     Other Implementation Specialists for supplemental GBA Master Series product knowledge and
              technical implementation services
        •     The gbaMS Help Desk for technical support issue resolution

    Since joining gbaMS in 2003, Steve has served as CMMS Specialist and Project Manager for GBA Master
    Series software implementation projects successfully completed for agencies nationwide including
         •     Allen County, OH            •     City of Lauderhill, FL
         •     Boone County, KY            •     City of North Port, FL



                                               Page 15
29-26
                                  Exhibit B to Amendment No. 2

                 Proposal
                 Volusia County, FL – Parks, Coastal, & Central Services Divisions
                 Computerized Maintenance Management System (CMMS)
                 July 20, 2010

     •   Greenville County, SC        •     Beaufort-Jasper Water & Sewer Authority (Okatie, SC)

Steve’s variety of experiences includes:
    •    Serving as a liaison with utilities and local municipal government clients to assess needs in
         adopting asset and maintenance management software products
    •    Coordinating system implementations, performing data conversions, and consulting on work
         management procedures
    •    Determining client requirements to create, design and direct development of customized asset
         and maintenance management applications
    •    Coordinating training workshops and production sessions for system administrators, supervisors
         and end-users
    •    Providing technical support services for asset and maintenance management software products,
         including trouble-shooting and problem resolution

Prior to joining gbaMS, Steve was an Implementation Specialist in the Information Technology
department of a global engineering firm. He received a B.A.Sc. degree in Civil Engineering from the
University of Waterloo (Ontario, Canada) in 1994.

Allison Tuttle, P.E.

As Account Manager, Allison Tuttle will be tasked with the continued satisfaction of the County with
regard to on-going technical support and software maintenance. In her current role of Client Services
Manager, Allison coordinates our ASM Program services and resources for all gbaMS clients. Allison will
also work with the Project Manager to track project completion status, and prepare project invoices and
software license agreements.

Over her career with gbaMS (coinciding with the inception of the firm) Allison has progressively served
in the roles of Implementation Engineer, Project Manager, and Region Manager. Allison received a
Bachelor of Science degree in Civil Engineering in 1995 from the University of Kansas, a Masters degree
in Business Administration from that same university in 2000, and is a registered Professional Engineer
(Kansas).

Joel Knight, P.E.

As Relationship Manager, Joel will be tasked with the continued satisfaction and growth of the County
with regard to utilization of the GBA Master Series products. Following implementation Joel will make
periodic “wellness check” visits to the County to identify any issues that gbaMS can address; ensure that
the GBA Master Series products remain applicable to the County’s evolving needs; and facilitate RUG
meetings in which the County can participate.




                                          Page 16
                                                                                                          29-27
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

    Joel has been with gbaMS since the inception of the firm has served in the roles of Region Manager,
    Project Manager, and Implementation Engineer. He received his Bachelor of Science degree in Civil
    Engineering in 1995 from the University of Missouri, and is a registered Professional Engineer (Missouri).

    RESOURCES TO BE PROVIDED BY COUNTY

    Specific responsibilities of the County with regard to assistance with the maintenance management
    implementation include
        •   Assigning a Project Manager and System Administrator for coordination of project activities with
            the gbaMS Project Team
        •   Facilitating the involvement of its Management Consultant
        •   Developing user-defined codes and defining configuration settings
        •   Determining which employees will have rights to use the system, and what type of rights each
            user (or user groups defined by role) should be assigned
        •   Providing one or two staff members to assist with software installation and testing
        •   Completing timely reviews of all deliverables
        •   Scheduling staff time and preparing location(s) for workshops, meetings, and training sessions

    The County can expect to be responsible for the following on-going system administration efforts:
        •   File and database backups (daily)
        •   Applying GBA Master Series® software upgrades and service packs (as released), utilizing the
            automated distribution capabilities for workstations provided by the software
        •   Monitoring of the maintenance management system to ensure optimal performance
            (occasional)

    We feel these efforts can be reasonably be performed by a single individual. The efforts associated with
    backups and performance would be similar to those required with other business applications. Our
    experience has shown that 1 to 2 days should be allocated for applying upgrades (no more than 2 per
    year), and 1 day for applying service packs (2-4 per upgrade). Using these guidelines, we anticipate a
    maximum of 12 days for one individual per year for system administration efforts (i.e., 0.05 FTE).

    Many gbaMS clients task their System Administrator with additional duties including providing technical
    support, trouble-shooting problems, and follow-on training.




                                          Page 17
29-28
                                 Exhibit B to Amendment No. 2

                Proposal
                Volusia County, FL – Parks, Coastal, & Central Services Divisions
                Computerized Maintenance Management System (CMMS)
                July 20, 2010

SECTION 3 – SCOPE OF SERVICES

The GBAMS maintenance software (CMMS) for the County’s Park, Costal, and Central Services Divisions
will be implemented following the project approach outlined below.

1. System Configuration

The County will actively participate in the implementation effort by assisting gbaMS as outlined below.
    •   County will develop the specific user-defined codes, unique CMMS configuration settings, and
        resource listings for all Divisions and provide the appropriate information to gbaMS in
        Microsoft® Excel format
    •   County will define CMMS access privileges by role (e.g., Manager, Customer Service
        Representative, Maintenance Supervisor, Field Worker, etc.) for all Divisions
    •   County will outline the business processes and operational workflows for all Divisions; this
        information will also be used to define customized GBA Master Series ‘Dashboard’ content for
        CMMS End-Users by role

At the onset of project gbaMS will perform a review of the information provided by the County,
optimize the information as necessary to take full advantage of the capabilities of the GBA Master Series
products, and present recommendations in an on-site meeting.


The gbaMS level of effort associated with the System Configuration task is summarized below.

                       Sub-task                                                     Effort
Review and optimize County provided information               6 hours remote time
listed in the above bullets.
Present recommendations to County                             Accomplished with System Overview
                                                              Workshop Task 3
Incorporate approved information into CMMS                    6 hours remote time



2. Software Delivery

gbaMS will assist the County with installing a new client on the existing gbaMS environment currently
supporting the Public Works version. This includes installing the necessary gbaMS SQL Server databases
and license codes for the products detailed in Table 3.1. It will be the County’s responsibility to install
the gbaMS workstation software on the appropriate computers prior to training.




                                      Page 18
                                                                                                          29-29
                                     Exhibit B to Amendment No. 2

                    Proposal
                    Volusia County, FL – Parks, Coastal, & Central Services Divisions
                    Computerized Maintenance Management System (CMMS)
                    July 20, 2010

    There is no chargeable effort required for these services

    3. System Administration Training

    Training of the System Administrator will be accomplished in conjunction with the Software
    Configuration task. On-site activities involving gbaMS and the System Administrator will occur to
    accomplish the following:
        •   Transfer knowledge regarding the system’s file structure, Security Program, and installation
            routines.
        •   Establish security rights for End-Users.
        •   Train administrators on configuring dashboards and web forms.
        •   Test the software in the end-user environments to assure adequate system response times are
            provided pursuant to the County’s networking and bandwidth standards and response time
            ranges between one (1) second to three (3) seconds per transaction. The response times will be
            mutually agreed to by gbaMS and the System Administrator.

    As reference material for the System Administration Training, and documentation for post-
    implementation support and maintenance, gbaMS will provide the System Administrator with the
    following information:
        •   All necessary technical support tools (including a digital Help file) and software maintenance
            procedures descriptions to ‘recreate’ the installation and configuration process.
        •   Detailed system documentation, including database diagrams illustrating relationships between
            tables.
        •   Specifications for each field in every database table.

    4. GIS Data Synchronization and Integration

    gbaMS will work directly with the County to determine what asset data managed in the County’s GIS is
    available and appropriate for migration to the CMMS. Once determined, gbaMS will synchronize the GIS
    data into the CMMS databases. The County will continue to maintain the GIS data in their existing SDE
    environment and data model. gbaMS may ask the County to make minimal design changes to the
    existing SDE geodatabase model in order to accommodate the synchronization process as mutually
    agreed upon by both parties. This will include adding two fields to each feature class that is required to
    interface with the gbaMS databases. These fields will be maintained by gbaMS, and do not require end
    user input or modification during GIS editing sessions. Other recommended changes may be made as
    gbaMS and the County deem necessary.

    The gbaMS level of effort associated with the GIS Data Synchronization and Integration task for gbaMS is
    summarized below and based on testing in a live production environment.




                                          Page 19
29-30
                                 Exhibit B to Amendment No. 2

                Proposal
                Volusia County, FL – Parks, Coastal, & Central Services Divisions
                Computerized Maintenance Management System (CMMS)
                July 20, 2010

                              Sub-task                          Effort
                       GIS data migration &      20 hours remote time
                       Integration


5. Data Conversion (trails)

The County currently maintains their trail system inventory in an Access database file. It’s anticipated
that this data will be converted to the Path’s module in the Park Master product. The County will
determine which fields from the access database are viable for use in the GBAMS program. GBAMS will
determine the best fit and position of this data and recommend a conversion approach for the County’s
approval. Once approved, GBAMS will convert the data appropriately.

6. End-User Training

Training will include an on-site Overview Workshop for the County’s Managers and CMMS ‘Power
Users’, and Focus Sessions for Power Users and End-Users. Beyond enabling users to gain proficiency
with the CMMS functionality, a goal for the training is to transfer sufficient knowledge to Powers Users
so they in turn can provide the County with in-house capabilities to bring new CMMS users ‘up to
speed’, and enhance the proficiencies of experienced CMMS users as new enhancements are provided
through future GBA Master Series software upgrades.

The initial training undertaken will consist of the classroom-style Overview Workshop for Managers and
Power Users from all Divisions. This Workshop will include demonstration of the capabilities of the GBA
Master Series products to be implemented and interactive discussions to produce a collective
understanding of defined CMMS workflows and data requirements.

As indicated in the following table several trips will be made to complete on-site, hands-on training of
End-Users in Focus Sessions that will emphasize the following.
    •   Entry of data and performance of quality assurance processes
    •   Facilitating internal notifications and external communications of system information
    •   Dispatching work crews
    •   Using the Web-based tools
    •   Scheduling preventive maintenance activities
    •   Querying the system databases using the GBA Master Series Filter feature to produce select data
        sets
    •   Generating ad-hoc reports from those data sets using the GBA Master Series Browse feature
    •   Using Browse to export those data sets to GIS and other applications
    •   Generating reports from the system’s on-line libraries of pre-defined report templates
    •   Using GIS for displaying problems areas and work locations, routing work crews, and locating
        assets



                                      Page 20
                                                                                                           29-31
                                      Exhibit B to Amendment No. 2

                     Proposal
                     Volusia County, FL – Parks, Coastal, & Central Services Divisions
                     Computerized Maintenance Management System (CMMS)
                     July 20, 2010


               Training            Participants                  Divisions                    Level of Effort
        Overview Workshop         Managers           All                                 One (1) trip, three (3)
                                  Power Users                                            days duration
        Focus Sessions            Power Users        Parks (6 sessions)                  Three (3) trips, total of
                                  End-Users          Costal (6 sessions)                 thirteen (9) days
                                                     Central Services (6 sessions)       duration


    The focus sessions will generally be ½ day sessions for each Division. gbaMS assumes that each Division
    will have no more than 12 individuals participating in the training provided in the Focus Sessions.

    In addition to the end-user training on the GBAMS core application, users will be trained on the EMS
    Web GIS application. This training will be performed remotely via the web and conference call. If the
    County prefers an onsite trainer, additional costs would apply. The training will be performed over a 2-4
    hour training session.

    7. Completion Schedule

    A completion schedule for the implementation project is provided as Figure 3.1.

    8. Annual Support & Maintenance Program
    GBAMS provides an optional support and maintenance program renewed annually for the software
    provided. This program provides unlimited technical support of the products as well as future
    upgrades/enhancements to the product line. The cost for the annual support and maintenance program
    is provided in Table 3.3.




                                           Page 21
29-32
                                       Exhibit B to Amendment No. 2

                   Proposal
                   Volusia County, FL – Parks, Coastal, & Central Services Divisions
                   Computerized Maintenance Management System (CMMS)
                   July 20, 2010



TABLE 3.1 – Summary of Product Costs

                                                                Concurrent       Per Seat       License
               Licenses                                Site       Seat             Cost           Fee
 GBA Parks Master™                                      *           6           $4,000.00*     $20,000.00
 GBA Equipment Master™ - additional                     *           5           $2,400.00      $12,000.00
 GBA Facility Master™ - additional                      *           3           $2,400.00       $7,200.00
 GBA GIS Manager                                        *           1           $3,200.00       $3,200.00
 EMS-GBAMS Web GIS                                      1           *              N/A         $10,000.00
 gbaMS Additional Client                                *           1              $500           $500.00
                                                                                  Subtotal     $52,900.00
                                                                                  Discount     -$3,200.00
                                                                            Software Total     $49,700.00
*The first seat of Park Master is $4,000.00. Each additional concurrent seat is $3,200.00

TABLE 3.2 – Summary of Implementation Project Services Costs
                                                                     Quantities, Units
                       Tasks                                          and Unit Rates                 Total Cost
1. System Configuration                                  12 remote hours @ $100.00/hr                  $5,700.00
2. Software Delivery                                     3 on-site days @ $1,500.00/day
3. System Administration Training
                                                         1 trip @ $450.00/trip                         $1,200.00
                                                         3 days @ $250.00/day
4. GIS Data Synchronization and Integration              20 remote hours @ $100.00/hr                  $2,000.00
5. Data Conversion (trails)                              6 remote hours @ $100.00/hr                    $600.00
6. End-User Training                                     12 on-site days @ $1,500.00/day             $18,000.00
                                                         4 trips @ $450.00/trip                        $4,800.00
                                                         12 days @ $250.00/day
Project Management                                       40 hours @ $100.00/hr                         $4,000.00
                                                                                    Services Total   $30,300.00




TABLE 3.3 – Annual Support and Maintenance Program



                                            Page 22
                                                                                                                   29-33
                                    Exhibit B to Amendment No. 2

                   Proposal
                   Volusia County, FL – Parks, Coastal, & Central Services Divisions
                   Computerized Maintenance Management System (CMMS)
                   July 20, 2010



                                                         Concurrent
                      Product                              Seat              Cost
     GBA Parks Master™                                       6              $4,000.00
     GBA Equipment Master™ - additional                      5              $2,400.00
     GBA Facility Master™ - additional                       3              $1,440.00
     GBA GIS Manager                                         1               $640.00
     EMS-GBAMS Web GIS                                      Site            $2,000.00
     gbaMS Additional Client                                 1               $100.00
                                    Support & Maintenance Total           $10,580.00



    Figure 3.1 – Estimated Completion Schedule




                                         Page 23
29-34
                                  EXHIBIT “C” Revision 2
                         Software Support and Maintenance Provisions

Under this Agreement gbaMS will provide technical support and software maintenance
services, at the level described below, for a period of one (1) year following installation of
the programs.



                              Licensed       Non-discounted Software License
         Program                Seats                     Fees                     Annual Fee*
 GBA Work Master                 site                               $60,000.00        $12,000.00
 Web Interface for GBA
 Work Master                     site                               $11,500.00          $2,300.00
 GBA Warehouse Master™           site                               $12,500.00          $2,500.00
 GBA Equipment Master™            3                                  $7,800.00          $1,560.00
 GBA GIS Viewer for
 ArcIMS                          site                               $11,500.00          $2,300.00
 GBA Facility Master™             6                                 $15,000.00          $3,000.00
 GBA Street Master                3                                  $5,200.00          $1,040.00
 GBA Sign Master™                 2                                  $5,400.00          $1,080.00
 GBA Signal Master™               3                                  $7,800.00          $1,560.00
 GBA Right-of-Way
 Master™                          3                                 $10,400.00          $2,080.00
 GBA Water Master                 3                                 $10,400.00          $2,080.00
 GBA Sewer Master                 3                                 $11,700.00          $2,340.00
 GBA Storm Master                 3                                  $7,800.00          $1,560.00
 GBA GIS Manager™                 2                                  $7,200.00          $1,440.00
 GBA GIS Analyst™                 3                                  $5,200.00          $1,040.00

                                            Total - Support & Mainentance Fees        $38,920.00



                                        Amendment 1 Revisions

                              Licensed       Non-discounted Software License
         Program                Seats                     Fees                     Annual Fee*
 GBA Signal Master™              -3                                  $7,800.00         -$1,560.00
 GBA Pavement Master™             3                                $5,200.00            $1,040.00
                                             Amendment 1 Sub-Total - Support
                                                        & Mainentance Fees               -$520.00

                                                Amendment 1 Total - Support &
                                                           Mainentance Fees           $37,360.00




                                                                                     Page 1 of 3
                                                                                                 29-35
                                           EXHIBIT “C” Revision 2
                                  Software Support and Maintenance Provisions


                                                Amendment 2 Revisions

                                      Licensed       Non-discounted Software License
                 Program                Seats                     Fees                  Annual Fee*
        GBA Parks Master™                 6                                $20,000.00       $4,000.00
        GBA Equipment Master™ -
        additional                        5                                $12,000.00       $2,400.00
        GBA Facility Master™ -
        additional                        3                                 $7,200.00       $1,440.00
        GBA GIS Manager                   1                                 $3,200.00        $640.00
        EMS-GBAMS Web GIS                site                              $10,000.00       $2,000.00
        gbaMS Additional Client           1                                  $500.00         $100.00
                                                     Amendment 2 Sub-Total - Support
                                                                & Mainentance Fees         $10,580.00


                                                      Exhibit C Revision 1 Total -
                                                     Support & Mainentance Fees          $47,940.00



        Support and maintenance services are renewable annually by mutual agreement.

        The CLIENT shall remit payments to gbaMS for technical support and software maintenance
        services as per the following schedule:
            • Initial year Annual Support & Maintenance Package Cost will be invoiced upon
               completion of Scope of Work and payment will be subject to standard gbaMS invoice
               terms.
            • The Annual Support & Maintenance Package Cost will subsequently be invoiced
               annually, approximately sixty (60) days prior to the Support Package’s expiration
               date.
            • The “Total – Support & Maintenance Fees” amount given above is guaranteed by
               gbaMS for a period of five (5) years (Years 1-5) following completion of Scope of
               Work. Annual cap on Annual Support & Maintenance Package Cost increases will be
               0.0% for Years 6-10.
            • Maintenance Warranty, gbaMS warrants that after the five (5) years following final
               acceptance of the entire CMMS Solution by CLIENT that all gbaMS upgrades or
               updates, or Software replacements or substitutions, provided or recommended by
               gbaMS’ maintenance service program, will perform within the functional and
               operational specifications of the CMMS Solution and those required for deliverables.

        The support and maintenance services to be provided for the products summarized in the
        attached exhibit titled “TECHNICAL SUPPORT AND SERVICES”.




                                                                                          Page 2 of 3
29-36
         EXHIBIT “C” Revision 2
Software Support and Maintenance Provisions




                                              Page 3 of 3
                                                       29-37
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