Unifier EPPM Upgrade ADDENDUM NUMBER THREE

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2 D E N V E R I N T E R N A T I O N A L A I R P O R T Unifier EPPM Upgrade REQUEST FOR PROPOSAL (RFP) CONTRACT NO ADDENDUM NUMBER THREE Scope of this Addendum Addendum Number Three includes modifications to the following RFP Documents issued October 22, These modifications are deemed necessary by the City and County of Denver. RFP LETTER DESCRIPTION: Replace the description in its entirety with the following: The Department of Aviation for the City and County of Denver is requesting proposals for the purpose of selecting a firm(s) to provide Airport Infrastructure Management (AIM) Division s Design, Construction, and Project Controls (PC) Teams that have used the Primavera Project Management System since As the technology has improved and Primavera P6 continues to evolve and move into the future, it has become necessary to upgrade our current version of the Primavera Contract Management module. AIM Project Controls (PC) has purchased the Oracle Unifier upgrade in order to stay compatible with our Project Management backbone, P6, and provide additional functionality and reliability. Because Unifier is substantially more sophisticated and modern than the current contract management module, and because the hosted environment for Unifier is unfamiliar, the AIM Team realizes the need for the assistance of an experienced implementation team that specializes in Unifier and Primavera P6 implementations. AIM PC is seeking to identify and select an Oracle Gold, Platinum or Diamond Partner to participate with the PC Project Manager and the AIM Team to configure Unifier EPPM. ATTACHMENT 5, SAMPLE AGREEMENT EXHIBIT A, SCOPE OF WORK: Replace all previous versions of the Exhibit A, Scope of Work, with the attached hereto. The total number of pages (including cover sheet) contained in this Addendum Number Three is two (2) and one (1) attachment. * * * * * * * End of Addendum Number Three

3 SCOPE OF WORK Project Overview Background Airport Infrastructure Management (AIM) Division s Design, Construction, and Project Controls (PC) Teams have used the Primavera Project Management System since As the technology has improved and Primavera P6 continues to evolve and move into the future, it has become necessary to upgrade our current version of the Primavera Contract Management module. AIM Project Controls (PC) has purchased the Oracle Unifier upgrade in order to stay compatible with our Project Management backbone, P6, and provide additional functionality and reliability. Because Unifier is substantially more sophisticated and modern than the current contract management module, and because the hosted environment for Unifier is unfamiliar, the AIM Team realizes the need for the assistance of an experienced implementation team that specializes in Unifier and Primavera P6 implementations. AIM PC is seeking to identify and select an Oracle Gold, Platinum or Diamond Partner to participate with the PC Project Manager and the AIM Team to configure Unifier EPPM. Goals and Objectives for the Unifier Project: Goals Provide a comprehensive, accessible, and reliable information management tool. Provide a tool that promotes collaboration, compliance, and transparency. Objectives Provide standardization of process as it relates to the variables across our existing system. Provide transparency into project data through a single source of truth which results in comprehensive reporting, complete project documentation, and clearly defined responsibilities. Amalgamate the project management tools into a single system. Provide reliable and secure access from any location (e.g. home, field) and from a variety of devices (e.g. tablet, android, iphone, laptop, desktop PC) Provide a flexible project management tool that can be configured to accommodate FAA Projects, on-call contracts, GC contracts, etc. Configure the Primavera Unifier EPPM system to align AIM schedules, budgets, and costs into a single reporting structure. Unifier EPPM Upgrade Scope of Work Page 1

4 Project Team Project Organizational Structure Role Sponsor Project Manager Core Team Extended team Resources Dave LaPorte Somer Shindler Jen Stein Scott Dunn Project Controls Manager Linda Fischer Technical Lead Jen Stein Primavera P6 Systems Lead Tzvetanka Panayotova Record Management Lead Scott Dunn Project Controls Manager/ Estimator Annette Kimble Contract Administrator Jim Dreier Contract Administrator / Inspector Sami Mourtada Civil Engineer/Contract Administrator Paul Pfeiffer Project Manager, Airside Catherine Rafferty Civil Engineer Irene Chhor Civil Engineer Lee Walinchus Mechanical Engineer Kelan Pape Technologies Chris Larivee Technologies/Security Jay Smith AIM Training Manager Unifier EPPM Upgrade Scope of Work Page 2

5 Project Responsibilities R = Responsible A = Accountable C = Contributor I = Needs Information Role & Responsibilities / Project Activities Project Manager Technical Lead Other Technical Resources Project Charter A/R C I I Project Plan / A/R C C I Schedule Issues Management A/R C C I/A Risk Management A/R A/R C I/A Change A R C I Management Communications A/R A/R R I Business A/R C C I Requirements Technical A R R I Requirements Design A R R I Test A R R I Training A C C I Project Sponsor / Project Controls Mgr Unifier EPPM Upgrade Scope of Work Page 3

6 Scope of Work AIM has purchased the following Unifier components: 1) Primavera Cost Controls Cloud Service, includes: Budget Functions Budget approval Transfers Changes Estimating Fund Appropriations Cash Flow Purchasing Functions Blanket POs Change Orders Invoices Journal Pay Apps Payments Work Authorizations Vendor Functions Vendor Evaluations Vendor Approvals Contracts RFBs Resource Functions Timesheets Role Assignments Out of the Box Reports 2) Primavera Project Delivery, includes: Closeout Correspondence Daily Reports Change Requests Design Reviews Incident Reports Lessons Learned Meeting Minutes Monthly Updates NTP Project Requests Project Information Punchlist Unifier EPPM Upgrade Scope of Work Page 4

7 Records Management RFI Submittal Schedule and Status Submittals Transmittals Warranties Out of the Box Reports 3) BI Publisher 4) P6 Analytics Unifier EPPM Upgrade Scope of Work Page 5

8 Assumptions 1. Delivered solution shall serve the requirements outlined in the table below. 2. AIM currently manages projects and programs using P6 version 8.2 and will upgrade to 8.3 to move to the hosted environment and integrate with Unifier AIM has purchased Oracle Analytics for P6 EPPM and will coordinate with the consultant to install and configure that application in the hosted environment. 4. AIM Team will have evaluated all project management and control business processes and will have finalized the following business process definitions: Budget Management Change Requests Change Orders Closeout Commitments / Contract Management Correspondence Deficiency/Non-conformance Reporting Project Meetings Payment Application / Invoice Proposals QA/QC, including Daily Reports Request for Information Schedule of Values Submittals Transmittals 5. AIM Team will have evaluated the process and procedures for security/access and finalized the requirements. 6. AIM Team will have documented in detail the requirements for: Document Retention Folder Configuration Finalized Form Formats Custom Reporting 7. The AIM Team has assigned a Project Manager to oversee and manage the overall project for DIA. The Consulting Project Manager will work with the DIA Project Manager throughout the project to coordinate tasks and to test and validate the outcomes. The Consulting implementation team is expected to take the role of expert advisors; the Administrator s training team; the documentation specialist; and the configuration experts. Unifier EPPM Upgrade Scope of Work Page 6

9 8. The Consulting team will work side-by-side with the AIM Project Controls Administrators on all tasks, guiding and training the administrators on all aspects of managing and maintaining the system. 9. The selected Consultant may add alternate when approved by the DIA Project Manager for training tasks that are more effectively carried out in a formal environment or when other constraints apply. 10. The completed system will be deployed by April 2, The system will be turned over to the AIM Team after Close Out and before May 30, SCHEDULE MILESTONES The below list consists of the initial milestones identified for the Unifier EPPM Project: Event Date Anticipated commencement date of work 1/13/2014 Design Review and Approval 1/24/2014 Build Review and Approval 3/14/2014 Implementation Plan Review and Approval 3/28/2014 Unifier Deployed to Users 4/2/2014 Project Review 4/18/2014 Project Closure 4/30/2014 Engagement Ends 5/30/2013 Unifier EPPM Upgrade Scope of Work Page 7

10 Deliverables: The Consultant will be responsible for performing tasks throughout various stages of this project. The table below gives an overview of the primary deliverables by phase. Each deliverable shall have customer sign off and approval. Planning Phase: Implementation Plan Implementation Schedule Staffing/Resource Plan Training Plan Risk Management Plan Technical/Project Change Management Plan Status Report at the end of the Planning Phase Design Phase: Process documentation review and assessment. Reports/Forms requirements review. Content/Record management requirements review. Documented Gap Analysis of the requirements Configuration Plan for each component/business module of the system. Finalized Documentation Requirements Finalize the Training plan for the PC Administrators, including formal training plans. Finalize the Training plan for the AIM Trainers. Status Report at the end of the Design Phase Build Phase: System configuration to reflect the formal business processes of AIM. Training and procedure documentation for the PC Administrators and the AIM Trainer covering each module. Testing Strategy Compile a testing results report for each iteration of testing. Status Report at the end of the Build Phase Implementation Phase: Deployment Strategy Deploy to User Deployment Evaluation Report Consultant will provide support 8 hours x 5 days a week from implementation kickoff forward until the end of the period of performance. Status Report at the end of the initial implementation. Project Handoff/Closure: All as-built configuration documentation Unifier EPPM Upgrade Scope of Work Page 8

11 System documentation. Consultant will submit the project requirements checklist showing that all project tasks have been completed. Submit project closure report. Consultant will conclude support at 11:59 PM on the final day of the period of performance. Unifier EPPM Upgrade Scope of Work Page 9

12 Requirements: The following table gives a more detailed list of the tasks AIM Senior Management will expect the consultant and the PC Administrators to complete during the performance period. The Consultant will be expected to configure the Unifier solution within the applicable area to support the related business processes. 1.0 QUALIFICATIONS: Consultant shall be a Gold, Platinum or Diamond Oracle Partner. Consultant shall have conducted several Unifier/Primavera P6 implementation projects. This implementation will take place in a hosted Unifier 9.12 environment with P and the compatible version of Analytics. Consultant shall have experience with Oracle Databases. Having experience working within the Oracle hosted environment is preferred. Consultant shall provide expertise in Unifier, P6 systems installation, upgrade, and integration. Consultant shall provide expertise in BI Publisher. Consultant shall provide Analytics expertise. Consultant shall be capable of providing the personnel and the expertise to complete this implementation, training, and the required documentation by April 2, Methodology Outline the Consulting deployment methodology. Each module build shall be designed based on approved business process, built to the design, DIA tested, approved with sign-off, and documented. AIM Training Group representative shall be trained as each module is completed. Each module shall be designed and built in concert with the Project Controls Administrators. 3.0 Application Configuration Apply configuration to the following business processes and workflows within Unifier during this engagement: Budget management Change Management Company and Contact Management Cost Management Daily Reports management Ingoing and Outgoing Correspondence Meeting Minutes Unifier EPPM Upgrade Scope of Work Page 10

13 Nonconformance reporting Pay Applications/ Invoices/ PO Project planning and procurement RFI Submittal Management Transmittals 4.0 Business Process Review and Implementation Review the PM Business Processes. The business processes shall be integrated into the system. The business processes will be simplified/streamlined to allow minimal customization to the modules. There are approximately 32 business processes. There are approximately 19 workflows 5.0 Collaboration and signature approval The users shall have the ability to review various document types and use a mark-up tool. The users shall have the ability to do real time collaboration within the host environment. The users shall have the ability to use digital signature approval within the host environment. Workflow shall have the ability to route based on one or more conditions. 6.0 Configuration Reviews and Planning Review the Cost Coding structure and reporting requirements and develop an improvement plan. Review the various DIA Project Numbering systems and develop a tracking plan. Review other coding structures and suggest improvements. Review the configuration of every P6 and Unifier component and evaluate the Cost Breakdown Structure (CBS) Prepare an assessment and include your expert advice regarding for the most efficient and beneficial CBS for the alignment of all Unifier and Primavera cost components. 7.0 Dashboards Dashboards shall be designed by Role. Develop ad-hoc reporting dashboard views; incorporate Analytics. 8.0 Data Base Management AIM PC expects that all application data will be stored in the database; if some data is not stored in the Oracle Database provide information regarding that data (i.e. pick-lists, digital signatures, etc.) Unifier must be capable of storing large files. Unifier EPPM Upgrade Scope of Work Page 11

14 Unifier must be capable of storing various file formats including photos and video. AIM PC expects to access the database directly with custom reports and forms. 9.0 Documentation Application configuration documentation must be developed by Consultant services and reflect the customizations applied to all components of the system. System configuration documentation must be developed by Consultant services. Administrator process and detailed procedure documentation must be developed by Consultant services Implementation Services (General Listing) Consultant must submit a detailed implementation plan that includes a task list, a resource allocation plan, time-line, and a contingency plan. Consultant must submit a test plan that may contain test scripts. The plan will be implemented and the results will be documented. Consultant must submit a training plan that includes Admin training and a Train-the-trainer plan for DIA AIM's internal training group. The Consultant will be expected to install and configure server software that is in addition to the Unifier Project Delivery and Cost Controls. The Consultant will be expected to configure Unifier EPPM with the PC Administrators following the configuration plan created with the DIA PMs, CAs, DIA Team, and Engineering Management Team. Consultant will provide support 8 hours x 5 days a week from production kickoff forward until the end of the period of performance Install / Upgrade Install the P (or the most recent tested version) in the hosted environment with Unifier v 9.12 (or the most recent version.) Install and configure the labor hour reporting tool with P6 (currently using Progress Reporter) in the hosted environment with Unifier. Install and configure P6 Analytics in the hosted environment with Unifier. Install any required upgrade and/or patch to Unifier, P6, or any component that is released within the implementation period in the hosted environment Integrations: Configure and test the integration between P6 and Analytics Unifier EPPM Upgrade Scope of Work Page 12

15 Configure and test the integration between Unifier and P6. Configure Analytics to integrate with BI Publisher and other required components. Configure the labor hour reporting tool to integrate with P6, Analytics, and Unifier Migration: Provide Consultants migration strategy Records Management (RM) Explain how the Unifier methodology and technology supports best practices for managing project documents thru the whole lifecycle from creation to archival. Explain/demonstrate how Unifier supports: custom document repository file structure, taxonomy, metadata, various industry standard formats and large size files, audit trail of document editing/viewing/deleting process and other core components of Electronic Contents and Records Management Systems. Explain/demonstrate how Unifier applies records retention policy by document type, override of retention and legal hold procedures. The system shall: Allow for document retrieval searching multiple folders across entire system with single search; provide for searching using system-defined attribute fields and user-defined attribute fields; support search by metadata, keywords, wildcard, queries and Boolean operators and by full-text indexing Reports Customize required Out-of-the-Box (OOTB) reports with the DIA logo. Modify OOTB reports to comply with city, state, and FAA requirements Security and Access Control Security/Access Management shall be managed at the hosting site. DIA Security Standards will be maintained on the hosting site. Collaborate with the DIA Team to design and configure security and access controls for both DIA users and third party users. Security/Access shall be managed and maintained by the PC Administrators. User Access shall be managed using roles Testing Consultant will resolve any configuration or function issues identified in testing. Unifier EPPM Upgrade Scope of Work Page 13

16 Consultant will work closely with the Administrators and support them in developing the skills required in Unifier problem resolution.. A Train-the-trainer will be included in the Training Plan Training: Application Administrator Training Train the AIM PC Administrators to manage the various application administration duties. Administrators must work with the implementation team and be trained to create and modify the application screens, workflows, pick-lists, menus and reports. AIM Training Group representative shall be trained with the AIM System Administrators. Consultant will provide a Training Environment to match production environment, for the use of end user training User Support: Unifier shall be capable of supporting the following number and types of Users: The application will eventually support up to 200 project management users Number of Project Management Team (PMT) members using the system heavily as the primary management tool: 40 Number of Consultants accessing the system daily: 60 Number of P6-Progress Reporter users: 180 Number of Administrators: 4 Number of Concurrent Users: Number of daily report/dashboard viewers: Unifier EPPM Upgrade Scope of Work Page 14