HomeMy WebLinkAboutSTPUD NEXGEN Asset Management Proposal- FINAL
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P R O P O S A L
South Tahoe Public Utility District
NEXGEN Asset Management Software & Implementation
PREPARED FOR: STPUD
PREPARED BY: Vincent Yee/NEXGEN
CC: David Hargadon/NEXGEN
TOPIC: Software Cost & Implementation Scope of Work
DATE: September 8th
Objective
South Tahoe Public Utility District (STPUD) is interested in implementing NEXGEN Asset
Management software to support its asset management program that includes the facilities and
fleet for its water, wastewater and reclaimed water services. The Enterprise Asset Management
(EAM) software will be used for STPUD’s water treatment plants, wastewater treatment plants, pump
stations, booster stations, storage tanks, facilities and fleet. The purposes of this document are to
present STPUD with the implementation approach, cost for the software and implementation
services.
Software Cost
The STPUD is considering the cloud option that will be hosted on Microsoft Azure and the on-
premise option. We understand that the STPUD would require 25 concurrent users. NEXGEN
software cost is by the number of concurrent users. The STPUD has unlimited number of named
users. The costs include every module on the desktop and mobile applications. The annual
maintenance and support fees include all the upgrades and technical support, as well as unlimited
report writing for STPUD for the life of the product.
Cloud Option Software Cost
The software will be hosted by Microsoft Azure. The software cost will be billed on July 15th, 2025
and will renew each year. Note that the annual cost could increase no more than 5% a year.
Tier Concurrent
Users Limit Limit Cost ($)
1. NEXGEN Cloud 330 (3TB/30GB) 25 3 TB 30 GB/Month $75,000
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4. NEXGEN Cloud Enterprise Unlimited Unlimited Unlimited $120,000
311 Service Request Portal and Mobile Application (optional)
The 311 Service Request Portal and Mobile application are for requesters to generate service
requests in NEXGEN Asset Management software. These are unlimited requesters.
Option Users Annual Cost ($)
NEXGEN 311 Service Request Portal Unlimited $20,000
Note that the annual cost could increase no more than 5% a year
Contractor Portal and Mobile Application (optional)
The Contractor Portal and Mobile application are for NEXGEN users to assign work orders for
contractors to complete on the portal/mobile application. These are unlimited contractors.
Option Users Annual Cost ($)
NEXGEN Contractor Portal & Mobile Application Unlimited $20,000
Note that the annual cost could increase no more than 5% a year
Core Implementation Scope of Work
Task 1. Project Management
Objectives The purpose of this task is to manage the project within schedule, budget and
delivery.
Assumptions
staff to coordinate meetings and tasks.
2) NEXGEN will provide and manage the project in zoho.com, a project
management web tool.
Activities
benchmark project on schedule and within budget.
2) Weekly Project Management Team meetings with STPUD Project
Management Team and NEXGEN Project Manager to track project delivery.
Deliverables • Project Kickoff Meeting. Project Status Monitoring & Progress Reporting
• Develop a Project Management Plan that will include
o Project Work Plan with tasks, deliverables and schedules that will be
configured in zoho.com
o Quality Management
o Change Management
o Staffing Management
o Communication Plan
o Risk Management
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• Project work plan with tasks and schedules.
• Project delivered within budget and schedule.
• Meeting agendas, minutes and action items.
Task 2. User Requirements & Business Process
Objectives The purposes of this task are to develop the implementation strategy & schedule
that fits the STPUD’s user requirements and business processes.
Assumptions STPUD’s teams and user groups will be available to participate in the
workshops to develop the implementation strategies.
2) STPUD will provide existing data for NEXGEN to review.
3) STPUD will provide existing business process maps in (MS Visio format)
required to support workflows.
Activities
requirements of AM, based on their user needs. Desired functionalities of AM
will drive the configurations.
2) Document the STPUD’s AM functional requirements & acquire validation from
staff.
3) Review and potentially edit STPUD provided business processes to support
NEXGEN functional workflows.
4) Review existing data and develop a data conversion plan.
5) Develop an implementation strategy that is accepted by the STPUD.
Deliverables • Technical memorandum summarizing the implementation strategy that
includes the approach, user requirements and updated mapped business
processes.
Task 3. Data Migration
Objectives The purpose of this task is to migrate STPUD’s Maintenance Connection (existing
legacy CMMS) asset inventory and work order histories into NEXGEN AM.
Assumptions
other assets that are not in the CMMS will be provided in a spreadsheet
format arranged by locations and classes.
2) STPUD will provide work order histories from existing CMMS. We have
assumed that the STPUD will “clean up” the work orders histories before data
migration. Clean-up efforts include making sure the data is complete and
removal of duplicates, especially the configurations of Work Order Tasks and
Checklists.
Activities
CMMS to be migrated into NEXGEN. The STPUD may need to allocate some
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assumed that the STPUD will provide the complete set of asset inventory with
unique asset numbers and attributes to be migrated into NEXGEN.
2) Work with the STPUD to review historical work orders and map out the fields
to be migrated into NEXGEN. The STPUD may need to allocate some time to
“clean up” any work order tasks, causes and resolutions prior to migration.
3) STPUD to review and test the data migration. NEXGEN to modify any
necessary changes from testing results.
4) STPUD to sign off approving the completion of the data migrations.
Deliverables • Populated data into NEXGEN AM.
Task 4. System Configuration
Objectives
needs, functional requirements and asset management best practices.
Assumptions 1) STPUD will provide completed spreadsheets for configurations that will
include the following:
a) Users and security groups with rights.
b) Employee names, user logins, billable rates, emails and mobile numbers
c) Equipment numbers, names and billable rates
d) Work flows
e) Notification requirements.
f) Departments and divisions.
g) Service request types and priorities organized by department and
divisions.
h) Work order types, tasks, causes and resolutions by department and
divisions.
Activities 1) We will configure the NEXGEN AM to support the user requirements and
business processes.
2) We will create users, user groups, security rights and notifications based on
the business process workflows and requirements. Develop departments and
divisions that optimize the workflows. We have assumed that STPUD will
provide a list of users, user groups and notification workflows for
configuration.
3) We will configure all the service requests and work order pull down menus
that include service request types, work order tasks, cause and resolution.
Configure cascade of service request types and work order tasks to
departments and divisions.
4) Configure the STPUD’s preventive maintenance programs based on the
STPUD’s current preventive maintenance with assets, schedules, frequencies,
checklists (standard operating/maintenance procedures). It is assumed that
the STPUD will provide the preventive maintenance configurations in a
spreadsheet with associated checklists.
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5) Setup notifications for STPUD’s work flows and business processes. Set up
notifications content for alerts, emails and text messages.
Deliverables •
Task 5. System Integration
Objectives The purposes of this task are to integrate NEXGEN AM with STPUD’s Tyler (ERP),
ESRI ArcGIS (GIS), Laserfiche (Document Management), Wincan (CCTV), Baseform
(Analytics), Asterra (Leak Detection), Payroll system, Fuel Master (Fuel), AVEVA
(SCADA), 811 Dig Alert, Samara (Fleet), and FEMA.
Assumptions
asset hierarchy locations and classes.
2) STPUD will ensure that all assets in GIS have unique asset numbers in the
attributes.
3) STPUD will be responsible for configuring the STPUD’s GIS with gradual
content zoom and the symbology of asset classes.
4) NEXGEN uses API for integrations. The STPUD will be responsible for the 3rd
party vendor API that will meet the STPUD’s integration requirements.
5) This integration task is to develop the scripts for the integrations. The annual
maintenance fee is to monitor, maintain and support the integrations.
Activities
Typical ERP integrations will be for financial costing and warehouse inventory
management. The details of the integration will be identified and
documented during the integration requirements. We have assumed that ERP
will provide the integration API for these integration requirements. We have
also assumed that STPUD will coordinate with ERP to acquire the integration
API at STPUD’s expense.
2) NEXGEN is seamlessly integrated with the STPUD’s ESRI ArcGIS (GIS). We will
map the layers and attributes in the GIS with NEXGEN’s asset hierarchy
locations and classes so updates with the GIS will automatically reflect in the
NEXGEN AM software.
3) NEXGEN will have a unidirectional integration from NEXGEN to STPUD’s
Laserfiche document management. Hyperlinks from NEXGEN will take users
directly to Laserfiche documents.
4) NEXGEN has a built-in integration with Wincan CCTV to import the CCTV
records into NEXGEN’s condition assessment module. Uploads from the CCTV
will automatically create a condition assessment record for each asset. We
have assumed that STPUD’s CCTV will use the same asset numbers as in
STPUD GIS and all PACP ratings and videos are captured in CCTV. We have
assumed that STPUD’s CCTV assessment will have PACP ratings from CCTV
and will have associated asset numbers corresponding to the GIS asset
numbers.
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5) NEXGEN will integrate with STPUD’s Baseform Analytics. We will develop a
one way integration using either API or flat files from NEXGEN to Baseform
for data analytics. We have assumed that the STPUD will provide API or data
for the Baseform.
6) NEXGEN will have a unidirectional integration from STPUD’s Asterra Leak
Detection to NEXGEN. Asterra Leak Detection information can be auto
uploaded into NEXGEN’s asset inventory that could trigger predictive
maintenance work orders.
7) NEXGEN will have a bidirectional integration with the STPUD’s Payroll System
(HR/Payroll). Employee and equipment information will be synced with
NEXGEN resources. Hours for employees captured in NEXGEN timesheet
from service requests and work orders can be compiled into Payroll System
timesheets. We have also assumed that STPUD will coordinate with Payroll
System to acquire the integration API at STPUD’s expense.
8) NEXGEN will have a unidirectional integration with STPUD’s FuelMaster Fuel
Management. We will be a unidirectional integration using flat files to pass
odometer readings and fuel consumption into NEXGEN to trigger preventive
maintenance activities.
9) NEXGEN will have a unidirectional integration from STPUD’s SCADA to
NEXGEN. SCADA Historian information that can include meter run times,
temperature or alarms can be auto uploaded into NEXGEN’s asset inventory
that could trigger preventive or predictive maintenance work orders. STPUD
can also track asset performance and monitor analytical data in NEXGEN.
10) NEXGEN has a prebuilt bidirectional integration with 811 where underground
service alert requests in 811 will automatically generate a service request in
NEXGEN for STPUD staff. Completed 811 requests will be updated into USA
811.
11) NEXGEN will have a unidirectional integration with STPUD’s Samsara (Fleet).
This will be a unidirectional integration using flat files to pass odometer
readings to trigger corrective and preventive maintenance in EAM.
12) NEXGEN has preloaded FEMA equipment rates built into NEXGEN.
Equipment's rates are updated every year by NEXGEN. There is no need for
any integration with FEMA.
Deliverables • NEXGEN AM integrated with STPUD’s Tyler (ERP), ESRI ArcGIS (GIS), Laserfiche
(Document Management), Wincan (CCTV), Baseform (Analytics), Asterra (Leak
Detection), Payroll System (HR/Payroll), Fuel Master (Fuel), AVEVA (SCADA),
811 Dig Alert, Samara (Fleet), and FEMA.
Task 6. System Testing
Objectives
configurations.
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Assumptions 1) STPUD will assign an individual(s) to perform the system testing. If STPUD
chooses the Locally Hosted option, we have assumed that STPUD IT staff will
be available to help perform the system testing.
Activities 1) Provide limited STPUD staff with a system testing plan of the desktop and
mobile software.
2) Concerted effort of the STPUD and NEXGEN staff to stress test the system
during a 2-week testing period.
3) Provide support to resolve any issues or questions during the 2-week testing
period.
4) Modify any configurations necessary to optimize work flows.
5) STPUD to sign off on the system testing upon acceptance.
Deliverables •
Task 7. User Acceptance Testing
Objectives
optimize configurations.
Assumptions
the team to test during the 2-week period.
2) STPUD will assign a main point of contact to document user acceptance
testing improvement ideas.
3) NEXGEN will provide resources during user acceptance testing to resolve any
bugs or software configuration issues.
Activities
Remote web training on the testing plan and process.
2) STPUD staff field testing the system during a 2-week testing period.
3) Provide support to resolve any issues or questions during the 2-week testing
period.
4) Modify any configurations necessary to optimize work flows.
5) STPUD to sign off on the user acceptance testing.
Deliverables • User acceptance tested and accepted.
Task 8. Training
Objectives
Assumptions STPUD will be asked to complete pre-training curriculum online through
NEXGEN University.
2) STPUD will provide training facilities.
3) STPUD will coordinate and schedule training groups.
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Activities 1) Develop training plans for power users, field personnel, supervisors/planners
and system administrators.
2) 16 hours of onsite training for field personnel.
3) 16 hours of onsite training for supervisors/planners.
4) 8 hours of onsite training for system administrators
Deliverables •
• 40 hours of onsite training.
Optional Implementation Scope of Work
Task 9. Identify Asset Risk (optional)
Objectives The purpose of this task is to identify asset impact index to each asset which will
be used to calculate the risk of the assets.
Assumptions 1) STPUD will allocate staff to participate in workshops to identify asset impact
index.
2) STPUD will provide asset install dates so NEXGEN can generate asset
condition index and asset probability index.
3) STPUD will provide the weightage of the Asset Probability Index variables.
4) If applicable, STPUD will provide the weightages for the Asset Impact Index
and Asset Probability Index.
Activities 1) Facilitate one Asset Impact Index Workshop with STPUD staff to develop an
approach to identifying the Asset Install Dates, Asset Impact Index and Asset
Replacement Costs for the vertical assets. STPUD will be responsible for
capturing and providing the data to NEXGEN in a spreadsheet format.
NEXGEN will migrate STPUD asset install dates, replacement costs and impact
index scores from a spreadsheet.
2) Facilitate workshop with STPUD staff to identify the consequence of failure of
each asset. Asset Impact Index will be scored between a score of 1 to 10 for
each asset.
3) Triple Bottom Line (Economic/Financial, Social/Service &
Environmental/Regulatory) service levels will be utilized to identify the
consequence of failure.
4) Work with STPUD to identify the variables such as Asset Condition Index,
Maintenance Costs, Reliability, etc. which will be used globally to calculate
Asset Probability Index.
5) Once the useful life is entered for each asset class, NEXGEN will auto generate
the Asset Risk Index for all assets in the inventory
Deliverables Asset Impact Index will be assigned to every asset in inventory.
Asset Risk Index scores calculated in the system for every asset in inventory.
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Task 10. Identify Asset Replacement Cost (optional)
Objectives The purposes of this task are to identify asset replacement costs for the STPUD’s
assets.
Assumptions 1) NEXGEN will utilize RS Means to develop the establish the foundation of the
asset replacement costs by asset classes.
2) STPUD’s engineers will review and validate the asset replacement costs that
NEXGEN will provide.
3) STPUD will identify the “multiplier” to the assets to ensure that the
replacement costs are all installed costs and not just raw materials.
Activities 1) NEXGEN will provide the asset replacement costs for each class of asset.
2) STPUD’s Engineers will review and validate replacement costs.
3) NEXGEN will upload all the replacement costs for all the assets.
Deliverables Asset Replacement Costs uploaded for all asset inventory in NEXGEN.
Task 11. Develop Lifecycle Plans, Funding Forecast and Capital Prioritization (optional)
Objectives The purposes of this task are to develop asset lifecycle plans, funding forecast
and capital prioritization.
Assumptions 1) STPUD will generate and enter the asset lifecycle plans for each asset class.
2) STPUD will work with NEXGEN to generate and review funding forecast and
capital prioritization.
Activities 1) NEXGEN will work with STPUD to establish lifecycle plans for each class that
will include useful life, financial life, activities during the life of the asset class
and relative costs. STPUD is responsible for entering the asset lifecycle plans
into NEXGEN.
2) NEXGEN will generate the Funding Forecast (5, 10, 15, 20 & 25 years) for
STPUD to review.
3) NEXGEN will generate the Capital Prioritization (5, 10, 15, 20 & 25 years) for
STPUD to review. NEXGEN will work with STPUD on the Life Based versus Risk
Based approaches on developing capital plans. STPUD will be responsible for
review and developing the capital plans and projects.
Deliverables The purposes of this task are to develop asset lifecycle plans, funding forecast
and capital prioritization.
Task 12. Reports & Dashboards Development (optional)
Objectives The purposes of this task are to develop custom reports, GIS queries and
dashboard configurations.
Assumptions
2) STPUD will identify required GIS queries.
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Activities 1) NEXGEN comes with stock reports, ad hoc and scheduled (push reports)
reporting capabilities. We will train STPUD staff on developing ad hoc reports.
We will work with STPUD staff to schedule reports where it will automatically
email reports to individuals based on a specific routine schedule.
2) We will develop up to 10 custom reports.
3) We will work with STPUD staff to develop or configure 5 GIS queries for map
reports.
4) Develop 5 custom dashboards for STPUD.
Deliverables • 10 Custom report development, 5 GIS queries and 5 dashboard
configurations
Task 13. Follow Up Support (optional)
Objectives The purpose of this task is to provide post deployment support.
Assumptions 1) STPUD will provide training facilities.
2) STPUD will coordinate and schedule training groups.
Activities
a) Weekly web conference call “office hours” after deployment to provide
users opportunities to ask questions, acquire additional training and
support.
b) Post deployment on-site training to provide additional training and
transition to support.
2) Post Deployment support and maintenance based on Service Level
Agreements.
Deliverables •
o 8 weekly 2-hour web conference after deployment to provide
additional training. (16 hours)
o 3 days (24 hours) on-site training post deployment to be scheduled
after 3 months of deployment.
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Implementation Services Costs
The implementation services cost is $520,400.
Core Implementation Task Cost ($)
1. Project Management $50,160
2. User Requirements & Business Process $38,320
3. Data Migration $36,960
4. System Configuration $80,740
a. Tyler ERP - $74,800
b. ESRI - $13,200
c. Laserfiche - $8,800
d. Wincan - $11,000
e. Baseform - $9,592
f. Asterra - $12,672
g. Payroll Integration - $32,120
h. FuelMaster - $6,952
i. SCADA - $5,324
j. 811 Dig Alert - $11,880
k. Samara (Fleet) -$14,960
l. FEMA $0
User Acceptance Testing $41,360
8. Training $47,360
Core Implementation Services Total =
9. Identify Asset Risk (optional) $43,620
10. Identify Asset Replacement Cost (optional) $46,040
11. Develop Lifecycle Plans, Funding Forecast and Capital Prioritization
(optional)
Implementation Schedule
There system will go live by May 5th, 2025 in Phase 1. Phase 2 will be in parallel and be completed by
May 30th, 2025. NEXGEN will complete all the integrations for the entire scope by May 30th 2025 with
room to extend until August 30th, 2025. Any project extensions at STPUD request beyond August
30th, 2025 will incur a $10,000/month project management fees.
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Milestones Schedule Date
Phase 1: Asset Management & Work Management, Integration – ERP,
GIS, 811, Fuel, SCADA, Fleet
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