HomeMy WebLinkAboutResolutions - 2011.01.20 - 10352FY2011
$4,010
$4,010
MISCELLANEOUS RESOLUTION #11010 January 20, 2011
BY: Finance Committee, Thomas Middleton, Chairperson
IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY — APPROVAL OF COLLABORTIVE ASSET
MANAGEMENT SYSTEM CVT INTERGOVERNMENTAL AGREEMENT WITH THE CITY OF AUBURN HILLS
To the Oakland County Board of Commissioners
Chairperson. Ladies and Gentlemen:
WHEREAS the Collaborative Asset Management System (CAMS) project will standardize countywide infrastructure
maintenance (water, sewer, storm and roads) allowing Oakland County departments, the Road Commission for Oakland
County (R000) and participating local communities to proactively manage assets and mitigate long-term costs
associated with the operations and maintenance of critical infrastructure; and
WHEREAS the CAMS project was previously approved by the Oakland County Board of Commissioners by
Miscellaneous Resolution #07293; and
WHEREAS the CAMS project promotes collaboration and improved workflows among participants ultimately handling
service requests more efficiently and responsively; and
WHEREAS by centralizing data, the system will promote information standardization, reduce duplication of data and will
be a low cost way for other Oakland County governmental agencies to gather and share information across jurisdictional
and organizational boundaries; and
WHEREAS the CAMS participating agencies include the Oakland County Water Resources Commissioner's Office,
Oakland County Parks and Recreation, RCOC, Facilities Maintenance & Operations and certain local communities; and
WHEREAS the CAMS participating agencies have agreed to pay a share of the centralized CAMS maintenance/support
costs and will be responsible for paying maintenance/support costs; and
WHEREAS to properly implement and operate the CAMS initiative in each participating local community, an
Intergovernmental Agreement that delineates the relationship and responsibilities between the Parties is required; and
WHEREAS the local community that wishes to participate in the CAMS initiative is the City of Auburn Hills (the named
participating local community); and
WHEREAS support and maintenance costs identified within this agreement of the City of Auburn Hills will include the
annual software support fee for the use of the Cityworks Application at an amount of $4,010.00 annually; and
WHEREAS the Departments of Information Technology and Corporation Counsel have prepared and reviewed the
contents of the attached CAMS Intergovernmental Agreement; and
WHEREAS legal representation from the named participating local community has reviewed and approved the contents of
the attached CAMS Intergovernmental Agreement between Oakland County and the participating local community; and
WHEREAS it is the recommendation of the Department of Information Technology that the Oakland County Board of
Commissioners accept and approve the attached CAMS Intergovernmental Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves and
authorizes use of the attached CAMS Intergovernmental Agreement to govern the relationship and responsibilities
between the County and the named participating local community within the County for the CAMS initiative; and
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners hereby directs its Chairperson to execute
the attached CAMS Intergovernmental Agreement between the County and the named participating local community within
the County on receipt of an authorizing resolution and a fully executed original on behalf of the named participating local
community.
BE IT FURTHER RESOLVED the following budget amendment is recommended Fiscal Year 2011:
INFORMATION TECHNOLOGY FUND #63600
Revenue
63600-1080101-152000-635017 Outside Agencies
Total Revenue
Expenditures
63600-1080201-152010-731780 Software Maintenance
63600-1080201-152010-731458 Professional Svcs
Total Expenditures
$2,245
$1,765
$4, 01 0
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Woodward absent.
What are the benefits of the Collaborative Asset Management System?
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CALI Michigan
What is the Collaborative Asset Management *stein?,
The Collaborative Asset Management System (CAMS) is a new vision for providing customer service in Oakland County's
public works community. The system will include:
• Computerized Maintenance Management System (CIVIMS)
— Work orders, Inspections, Inventory, Project Costing, etc.
• Customer Request Management (CRM)
— Complaints, Correction, Feedback, etc.
• Permitting
-- Applications, Evaluation, Inspections, Violations, etc.
• Real-time Sensors
— Vehicles, Resources, Weather, etc.
It is a standardized, countywide infrastructure (water, sewer, storm and roads) management system that will allow
Oakland County and its local governments to proactively manage assets and mitigate long-term costs associated with
the operations and maintenance of critical infrastructure.
The Collaborative Asset Management System (CAMS) will mitigate long-term costs associated with the operations and
maintenance of critical infrastructure (water, sewer, storm and roads). Initial Return on Investment studies show that
this savings to the constituents of Oakland County would approach fifteen million dollars over a six year period.
n addition to the savings associated with the improved operations and maintenance, the Collaborative Asset
Management System would provide the following benefits:
Promotes collaboration and improved workflows among participants ultimately handling service requests more
efficiently and responsively
Maximizes the capital investment being made by Oakland County and provides a low cost opportunity for local
(cities, villages and townships) public works agencies to begin using a standardized CMMS, CRM and permitting
system
Provides a "one stop shopping" experience for county constituents that makes government easier to access and
more transparent
Supports the Regional Public Works Cooperative which promotes collaboration in the public works community
during a mutual aid event
Provides a centrally managed information system that reduces redundancy and allows public works agencies to
focus on their core mission(s)
Provides a method to improve government service offerings through accurate, consistent measurement and
analysis of service
I Once fully deployed, the Collaborative Asset Management System will promote data sharing throughout the public
works community and access to information, anywhere and at anytime (in the field or office). It will improve
government accountability and promote collaboration across jurisdictional and organizational boundaries.
Who is supporting the implementation of the Collaborative Asset Management System?
The following agencies are supporting the implementation of the Collaborative Asset Management System:
Oakland County Agencies:
Executive's Office, Water Resources Commissioner's Office, Department of Information Technology,
; Facilities Maintenance & Operations, Road Commission for Oakland County
Local Public Works Agencies:
Independence Township, City of Ferndale, City of Royal Oak, Waterford Township, Village of Beverly
Hills, Bloomfield Township, City of Pontiac, City of Farmington Hills, W. Bloomfield Township, Village
of Lake Orion, Auburn Hills, Commerce Township
For additional information: Tammi Shepherd, Supervisor, Land Application Services I shepherdt@oakgov.com I 248.858.4922
Dawn Siegel, Chief, Land Application Services I siegeld@oakgov.com I 248.858.1893
COLLABORATIVE ASSET MANAGEMENT SYSTEM AGREEMENT
AN INTERGOVERNMENTAL AGREEMENT BETWEEN
THE COUNTY OF OAKLAND
AND
THE CITY OF AUBURN HILLS
THIS AGREEMENT is made between the County of Oakland (County), a Constitutional
and Municipal Corporation, with offices at 1200 N. Telegraph Road, Pontiac, Michigan 48341,
and the City of Auburn Hills, a Municipal Corporation, with offices at 1827 N. Squirrel Road,
Auburn Hills, Michigan 48326. In this Agreement, the County and the City of Auburn Hills may
be referred to individually as "Party" or jointly as "Parties."
WHEREAS, the City of Auburn Hills and Oakland County have determined that both
Parties will benefit from the establishment of a Collaborative Asset Management System
(CAMS) for more effective care and management of water, sanitary sewer, and/or storm sewer
infrastructure located in Oakland County and the City of Auburn I-Tills, through the use of
computer software to manage maintenance activities, such as work orders and inspections;
inventory; project costing; customer requests, such as complaints, correction, or feedback;, and
permitting; and
WHEREAS, the Urban Cooperation Act, 1967 PA 7, MCL 124.501 et seq., authorizes the
Parties to enter into an intergovernmental agreement for the joint performance of such
governmental functions; and
WHEREAS, the terms and conditions of the utilization, training, and service for such
system, to be operated by the County, through Oakland County Information Technology (OCIT),
are set forth in a Service Level Agreement (SLA) and Scope of Work Document (SOW),
between the City of Auburn Hills and the County, which are attached hereto and incorporated
herein by reference; and
WHEREAS, the total cost to the City of Auburn Hills for system utilization, training and
service are set forth in Section 4.0 (Application Support Costs) of the SLA.
IN CONSIDERATION of the mutual promises, obligations, representations, and assurances
in this Agreement, the Parties agree as follows:
1. The Purpose of this Agreement is to provide for the use, by the City of Auburn Hills, of
the CAMS application modules, through Oakland County information Technology
(OCIT), together with related training and other related services, as needed; and to
provide for the collaborative use of information related to public assets, such as water,
sanitary sewer, and/or storm sewer infrastructure, that is managed by various
governmental entities within the County of Oakland, through use of the CAMS
application modules in order to promote the effective maintenance and care of these
assets.
2. The County and the City of Auburn Hills shall be defined to include any and all
departments, divisions, commissioners, elected and appointed officials, directors, board
members, council members, authorities, officers, committees, employees, agents,
subcontractors, volunteers and/or any such persons' successors.
3. The Service Level Agreement (SL,A) and Scope of Work Document (SOW) attached
hereto in reference to the City of Auburn Hills' utilization of the CAMS application
modules are fully incorporated by reference herein.
4. The County, through OCIT, will host and make available to the City of Auburn Hills the
CAMS application modules and will provide training and service as appropriate, in
accordance with the terms of the SLA and SOW attached hereto.
5. The Parties acknowledge that the annual fees set forth in the SLA cover only a portion of
the actual costs incurred by the County for providing service and support for the CAMS
application modules. The annual fee shall be paid as set forth in Section 4.0 (Application
Support Costs) of the SLA attached hereto.
G. The City of Auburn Hills will make payments to the County in accordance with the terms
set forth in Section 4.0 of the SLA attached hereto.
7. The City of Auburn Hills will fulfill the duties and responsibilities set forth in Section 5.0
(CVT Responsibilities) of the SLA, including, but not limited to, those relating to
maintaining the currency and accuracy of its data, maintaining data security, maintaining
system security, monitoring and limiting access to data to qualified individuals, giving
timely notification of possible or confirmed security breaches, responding to Freedom of
Information Act requests for the records of the City of Auburn Hills, responding to and
routing other communications by the public to the responsible governmental unit, and
cooperating with the participating governmental entities in the use of CAMS Application
Modules. The City of Auburn Hills warrants that it will use best efforts to ensure the
currency and accuracy ofthe data it provides for use in CAMS.
8. Each Party shall comply with all federal, state, and local ordinances, regulations,
administrative rules, and requirements applicable to its activities performed under this
Agreement.
The County makes no warranties regarding, and assumes no responsibility for, the
currency and accuracy of data owned, managed, or contributed to CAMS by the City of
Auburn Hills, the County, or any other participating entity.
10. The City of Auburn Hills makes no warranties regarding and assumes no responsibility
for the currency and accuracy of data owned, managed or contributed to CAMS by the
County or any other participating agency.
rev 12.09.10
H. Nothing in this Agreement shall be construed as creating an employer-employee
relationship between the County (including any of its employees) and the City of Auburn
Hills (including any of its employees),
12. Each Party shall be responsible for any CLAIMS made against that Party by a third party
and for the acts of its Employees or Agents, arising under or related to this Agreement.
13. In any CLAIMS that may arise under or relate to this Agreement, each Party shall seek its
own legal representation and bear the costs associated with such representation, including
any attorney fees.
14. Except as otherwise provided in this Agreement, neither Party shall have any right under
any legal principle to be indemnified by the other Party or any of its employees or agents
in connection with ally CLAM.
15. For purposes of this Agreement, "CLAIM" or "CLAIMS" shall be defined to include any
and all losses, complaints, demands for relief, damages, lawsuits, causes of action,
proceedings, judgments, deficiencies, penalties, costs, and expenses arising under or
relating to this Agreement, including, but not limited to, reimbursement for reasonable
attorney fees, witness fees, court costs, investigation, litigation expenses, amounts paid in
settlement, and/or any other amount for which either Party becomes legally and/or
contractually obligated to pay, whether direct, indirect, or consequential, whether based
upon any alleged violation of the constitution (federal or state), any statute, rule,
regulation, or the common law, whether in law or equity, tort, contract, or otherwise,
and/or whether commenced or threatened.
16. This Agreement does not and is not intended to impair, divest, delegate, or contravene
any constitutional, statutory, and/or other legal right, privilege, power, obligation, duty or
immunity of the Parties. Nothing in this Agreement shall be construed as a waiver of
governmental immunity for either Party.
17. Except as expressly provided herein, this Agreement does not, and is not intended to,
transfer, delegate, or assign to the other Party any civil or legal responsibility, duty,
obligation, duty of care, cost, legal obligation or liability associated with any
governmental function delegated and/or entrusted to either Party under any existing law
or regulations.
18. This Agreement does not and is not intended to create any obligation, duty, promise,
contractual right or benefit, right to indemnification, right to subrogation, and/or any
other right in favor of any other person or entity.
19. Any modifications, amendments, rescissions, waivers, or releases to this Agreement must
be in writing and signed by both Parties.
20. This Agreement shall be governed, interpreted, and enforced by the laws of the State of
Michigan. Except as otherwise required by law or court rule, any action brought to
rev 12.09.10 3
enforce, interpret, or decide any CLAIM arising under or related to this Agreement shall
be brought in the 6th Judicial Circuit Court of the State of Michigan, the 50 th District
Court of the State of Michigan, or the United States District Court for the Eastern District
of Michigan, Southern Division, as dictated by the applicable jurisdiction of the court.
Except as otherwise required by law or court rule, venue is proper in the courts set forth
above.
21. This Agreement shall be for a term of 4 years and, unless terminated as provided in this
Agreement, the Parties may agree to extend this Agreement thereafter for successive
three-year periods by signed amendment. If the Agreement is not extended and expires
without termination, the County will provide the City of Auburn Hills with all of its
records and data and all current CAMS Application database tables and database
schemas, in a format agreed upon by both Parties, for all CAMS modules as defined in
the SOW specific to the City of Auburn Hills' operations.
22. This Agreement may be terminated by the City of Auburn Hills during the term, or any
extension of this Agreement, on one year's written notice (One-Year Notice Period) with
or without cause and for any reason, including convenience. in the event of termination
by the City of Auburn Hills:
a. Notice of termination does not relieve the City of Auburn Hills of its obligation to
pay any annual fee, prorated up to the date of termination that becomes due and
owing to the County during the One-Year Notice Period.
b. The City of Auburn Hills shall have rights to continue to use the CAMS
application during the Notice Period and, provided payment, as described in the
SLA and here, has been made, the County shall continue to provide the services
described in the SLA through the date of termination.
c. All City of Auburn Hills records and data will be returned promptly to the City of
Auburn Hills at the end of the Notice Period.
d. If the City of Auburn Hills terminates this Agreement at any time during the
original four-year term, the City of Auburn Hills shall pay the County, in
consideration for the data conversion and implementation services performed for
the CVT by the County, the benefit of which will be lost to the County by the City
of Auburn Hills' early termination of this Agreement, the sum set forth in Section
4 of the Service Level Agreement, identified as "County Cost Recovery for Early
Termination," for each month remaining in the original four-year term of the
Agreement that occurs after the date of termination. This sum shall be in addition
to payment of the prorated annual fee, described in Section 22(a) above. The City
of Auburn Hills shall, upon payment of all sums due hereunder, be entitled to
receive from the County all of its records and data and all current CAMS
Application database tables and database schemas, in a format agreed upon by
both Parties, for all CAMS modules as defined in the SOW specific to the City of
Auburn Hills' operations.
rev 12.09.10 4
23. If the City of Auburn Hills, for any reason, fails to pay the County any monies when and
as due under this Agreement, the City of Auburn Hills agrees that unless expressly
prohibited by law, the County or the County Treasurer, at their sole option, shall be
entitled to setoff from any other City of Auburn Hills funds that are in the County's
possession for any reason. Funds include but are not limited to the Delinquent Tax
Revolving Fund ("DTRF"). Any setoff or retention of funds by the County shall be
deemed a voluntary assignment of the amount by the Municipality to the County. The
City of Auburn Hills waives any CLAIMS against the County or its Officials for any acts
related specifically to the County's offsetting or retaining such amounts. This paragraph
shall not limit the City of Auburn Hills' legal right to dispute whether the underlying
amount retained by the County was actually due and owing under this Agreement.
If the County chooses not to exercise its right to setoff or if any setoff is insufficient to
fully pay the County any amounts due and owing the County under this Agreement, the
County shall have the right to charge up to the then-maximum legal interest on any
unpaid amount. Interest charges shall be in addition to any other amounts due to the
County under this Agreement. Interest charges shall be calculated using the daily unpaid
balance method and accumulate until all outstanding amounts and accumulated interest
are fully paid.
Nothing in this Section shall operate to limit the County's right to pursue or exercise any
other legal rights or remedies under this Agreement against the City of Auburn Hills to
secure reimbursement of amounts due the County under this Agreement. The remedies in
this Section shall be available to the County on an ongoing and successive basis if the
City of Auburn Hills at any time becomes delinquent in its payment. Notwithstanding
any other term and condition in this Agreement, if the County pursues any legal action in
any court to secure its payment under this Agreement, the City of Auburn Hills agrees to
pay all costs and expenses, including attorney's fees and court costs, incurred by the
County in the collection of any amount owed by the City of Auburn Hills.
24. The County may terminate and/or cancel this Agreement or reduce the scope of services
or any part thereof at any time during the term or any extension of this Agreement, upon
one hundred eighty (180) days' written notice to the City of Auburn Hills, for any reason,
including convenience, without incurring obligation or penalty of any kind except as
otherwise provided herein. If the County becomes aware that it will terminate or cancel
this Agreement or reduce the scope of services it provides to the City of Auburn Hills at a
time prior to the required 180-day notice period, the County will promptly inform the
City of Auburn Hills of its intention to terminate or cancel this Agreement or reduce the
scope of services. The County will work with the City of Auburn Hills to develop a
transition plan regarding the return of its records and data. In the event of termination
(with or without the 180-day notice), the County will provide the City of Auburn Hills,
on or before the effective date of the termination, with all of its records and data and all
current CAMS Application database tables and database schemas, in a format agreed
upon by both Parties, for all CAMS modules as defined in the SOW specific to the City
of Auburn Hills' operations.
rev 12.09..10 5
Notwithstanding the above, if funding for this project becomes unavailable, or if the
County is subject to a court order or other legal or technical obligation requiring it to
terminate or stop the project or modify or reduce its scope, at any time before, during, or
after implementation of the CAMS application modules pursuant to the SOW, the County
may terminate or cancel this Agreement or modify the scope of the project immediately
upon written notice to the City of Auburn Hills. The effective date for termination,
cancellation, or scope modification shall be clearly stated in the written notice. Except as
provided in Section 18(d) or elsewhere in this Agreement, if the County terminates or
cancels the project, the City of Auburn Hills shall have no further obligation for the
payment of any sums hereunder. If the County modifies the scope of the project, and the
City of Auburn Hills does not terminate its Agreement with the County, the Parties shall
meet to review the annual maintenance fee, which may be modified by written
amendment to this Agreement. If the County reduces the scope of the project or the
service level for the project, a corresponding reasonable reduction in the maintenance fee
shall be agreed upon by the Parties.
Termination or cancellation by the County under this section shall not result in any cost,
fee, line, penalty, special, incidental, consequential, or punitive damages.
25. During the initial term of this Agreement, within 30 days of the anniversary of the
effective date of the Agreement, the County will provide the City of Auburn Hills with an
annual written update regarding CAMS and anticipated changes to CAMS which may
impact the operation of the City of Auburn Hills. Notwithstanding the preceding, nothing
in this Agreement shall limit, modify, alter, or divest the County of its right to terminate
this Agreement as provided herein.
26. Written notices under this Agreement shall be sent by registered mail or hand-delivered
to:
For the CVT: the City Manager and City Clerk at the address listed on page one
For the County: Director, Department of information at the address listed on page one.
27. This Agreement represents the entire Agreement between the Parties and supersedes all
other prior or contemporaneous Agreements, communications, or understandings,
whether oral, written, or otherwise presented, between the Parties governing the matters
described herein. The language of this Agreement shall be construed as a whole
according to its fair meaning, and not construed strictly for or against any Party.
28. The Parties have taken all actions and secured all approvals necessary to authorize and
complete this Agreement. The persons signing this Agreement on behalf of each Party
have legal authority, by resolution of each legislative body, attached to this Agreement, to
sign this Agreement and bind the Parties to the terms and conditions contained herein.
rev 12.09.10 6
Date: Its
For and in consideration of the mutual promises and representations set forth in this
Intergovernmental Agreement between the County of Oakland and the City of Auburn Hills, the
undersigned execute this Collaborative Asset Management System Intergovernmental
Agreement on behalf of the County and the City of Auburn Hills, and by doing so legally
obligate and bind the County and the City of Auburn Hills to the terms and conditions of this
Intergovernmental Agreement.
OAKLAND COUNTY
By:
Michael J. Gingell
Date: Its Chairperson, Oakland County Board of Commissioners
CITY OF AUBURN HILLS
By:
(Print Name):
rev 12.09.10 7
Collaborative Asset Management System SLA December 21, 2010
OAKLAND COUNTY MICHIGAN
COLLABORATIVE ASSET MANAGEMENT SYSTEM (CAMS)
SERVICE LEVEL AGREEMENT
1.0 INTRODUCTION
This Service Level Agreement (SLA) is an agreement between Oakland County
and its customer, the City of Auburn Hills (the City), that specifies what services
will be provided to the City under the Collaborative Asset Management System
(CAMS) Agreement between the County and the City following the
implementation described in the Implementation Scope of Work Document
(SOW). This SLA contains a definition of service expectations in connection with
the CAMS Agreement. The dynamic nature of information technology services
requires an SLA to be a dynamic document which will be modified through
agreement of the parties on an as needed basis.
This SLA between Oakland County and the agency (customer) listed below has
been drafted for the application modules to be made available to the City under
the CAMS Agreement. These modules are: Azteca Cityworks Computerized
Maintenance Management System (CMMS), Customer Request Management
(CRM), Storeroom, and Permitting, as well as the custom Public Access Portal
Application. This SLA will become the governing document for services once
implementation has been completed.
1.1 Supported Customers
CAMS will be supported by Oakland County Information Technology (OCIT) for
the City. The City will designate one representative to act as a "primary point of
contact" with OCIT. The "primary point of contact" will be referred to as a
"Power User" whose responsibilities will include:
• Direct coordination and interaction with OCIT support staff
• Communication with other users within the City
• Attend appropriate training classes
• Provide "initial support services" to the City users prior to logging a
Service Center Incident with OCIT
• Requesting security changes and technical support from OCIT
• Application testing in conjunction with OCIT
2.0 APPLICATIO:1 Jr f ,r-'1'ORT SERVICES
Support services to be provided by OCIT will include:
21 Application Log In
1
Collaborative Asset Management System SLA December 21_2010
OCi I will allow access to CAMS via an Internet browser. OCIT will provide the
City a secure Internet-based application and an application login for use on PC
hardware that is to be provided by the City as part of its own computer system.
To ensure consistent results across all users, OCIT will require the City to
maintain the following minimum standards for each Internet browser:
Mozilla Firefox v. 3.0 or higher
The City will be responsible for ensuring compatible internet browsers are
installed on the City computers and that the computers meet the minimum
system requirements defined below:
• 2.0 GHz Pentium® processor (or better)
• 2GB RAM (or better)
• Fast disk >40 GB of storage
• 100 Mbit NIC
• Microsoft Windows XP Professional® sp2/3 or Vista Business/Ultimate®
sp1
• Keyboard, mouse, CD, floppy
• 17" high resolution color monitor; 1024 x 768
2.2 Application Maintenance &
OCIT will provide CAMS maintenance to ensure that the system is fully
functional, operational, and works for its intended purposes. Such maintenance
will include "bug" fixes, patches, and/or system upgrades, such as hardware,
software, database and network upgrades. The impact of patches and/or
upgrades to the system will be thoroughly evaluated by OC1 I prior to installation
and communicated to participating CAMS agencies through a user group prior to
production implementation. OCIT reserves the following scheduled maintenance
windows to perform these work activities:
• Monday — Friday: 5:30 a.m. to 7:00 a.m.
In the event of changes to these scheduled maintenance windows, or if
additional maintenance times are required, OCIT will give as much notice of or
lead time for such times as possible.
During these maintenance windows, access to CAMS may be restricted by the
OCIT System Administrator without prior notification.
OCIT may also deny access to the application so that critical unscheduled
maintenance (i.e. break-fixes) may be performed. OCIT will make prompt and
2
Collaborative Asset Management System SLA December 21, 2010
reasonable efforts to minimize unscheduled application downtime. Notification
about such interruptions will be provided to the "power user" with as much lead
time as possible.
As necessary, a group of Power Users from various agencies will be enlisted to
test large patches and/or upgrades that will be eventually deployed to the entire
CAMS user community. This group may be asked to test at their office location
or at OCIT.
OCIT will remain current on software maintenance fees, except where this
commitment is in conflict with the termination clauses specified in the
Intergovernmental Agreement.
ocrr will maintain the CAMS hardware environment consistent with the
recommended specifications provided by Azteca Systems to support Cityworks
Server.
23 Application System Administration
OCIT will provide CAMS system administration services. These services include
configuration tasks that are global to the CAMS database structure or applicable
to more than one user agency. The City will also be provided access to the thick
client Designer application, through which customizations to the City specific
workflow templates, etc. can be made.
2.4 Application Database Backup and Disaster Recovery
OCIT will perform daily backups of the CAMS database. Scheduled database
backups and copies of CAMS will be placed offsite for disaster recovery purposes.
OCIT will provide exports of the City equipment and materials lists upon request
up to two times annually.
OCIT will maintain CAMS Disaster Recovery (DR) Toolkit that will be used to
recover CAMS during a disaster or system failure. CAMS will be included in
OCIT's scheduled Disaster Recovery Test to ensure recovery. DR Toolkit updates
will be made by OCIT as necessary and as a result of the scheduled DR Tests.
2.5 Application Auditing
OCIT may conduct scheduled and unscheduled audits to ensure data integrity
and reliability. In addition, OCIT may audit the usage of the system to ensure
compliance with the Azteca Master Purchase Agreement and the Oakland
3
Collaborative Asset Management System SLA December 21, 2010
County, Michigan Geospatial Data Access, Distribution and Use Policy which may
be amended on an as needed basis.
2.6 Application Training
OCIT will provide CAMS training on an as-needed basis. Whenever possible,
training will be provided in a group setting at the Information Technology
Building in Waterford Township, Michigan. Training materials will be provided as
necessary to assist in the education process.
3.0 1 LICATION SUPPORT PRC:A...A. 1ES
CAMS users should use the following procedures to report an application support
incident.
3.1 OCIT Service Center
OCIT Service Center support will provide 24-hour a day, 7-days a week support.
Service Center incidents must originate with the OCIT Service Center, either by
phone, email, or the website below.
I Service Center Phone Number 248-858-8812
Service Center Email Address servicecenter@oakgov.com
Self Service Website https://sc.oakgov.com
Prior to logging a service center incident, each Agency user must provide the
following contact information through the Service Center Self Registration
website https://sc.oakciov.corn cvtselfrelistration:
Contact Name, Phone Number, Email Address and Community Name
Once a user has provided contact information, please provide the following
information when logging a service center incident through phone, email or
website:
• Contact Name, Phone Number, Email Address and Agency Name
• State the incident is in regards to the "CAW:" and, if possible, the specific
module to which the incident is associated.
• Exact nature of the problem or function including any error message that
appeared on the computer screen
• Any action the caller has taken to resolve the matter
4
Collaborative Asset Management System SLA December 21, 2010
Each incident will be given a Service Center log number and if necessary,
assigned to the appropriate application support individual. Users can track the
status of their service center incident by calling the service center and providing
the incident number or through the service center website.
See the Service Center Handbook located on the Service Center website for more
information on Service Center and functionality of the website.
3.2 Service Center Response Times
Service Center incidents will be categorized in order of importance. Priority will
be given to those Service Center incidents that relate specifically to application
login problems. If an immediate answer cannot be provided, the caller can
expect to receive a response within four business hours.
Service Center incidents that do not specifically relate to application login will be
categorized separately. If an immediate answer cannot be provided, every effort
will be made to provide a response within eight business hours. In every case,
the caller can expect to receive a response within sixteen business hours.
If for any reason a problem cannot be resolved within sixteen business hours, a
weekly status report will be provided (via email) until an adequate resolution is
found.
3.3 Knowledge Documents/Information Resources
Knowledge Documents that will provide support for common questions will be
maintained in the Service Center. Common questions will be posted to the
Knowledge Documents on a regular basis.
Onsite Support
OCIT will provide onsite support to the City on an as-needed basis. Onsite
support visits can be up to four hours in duration and must be scheduled one
week prior to the onsite visit. The City should contact the CAMS support
individual directly to schedule an onsite support visit.
3.5 Technical Support Reporting
Technical support summary reports will be reviewed at each CAMS Application
User Group Meeting.
3.6 Reporting After-Hours Technical Support
5
Payment Ter S
The City will be
invoiced annually
beginning in
December 2011.
The City will be
invoiced quarterly
beginning in
December 2011.
Collaborative Asset Management System SLA December 21, 2010
Technical support is intended to address problems such as: unexpected system
downtime or unexpected application error messages. After-hours support does
not include "how to" application support or password resets. These types of
requests will be addressed during normal business hours. If the system is
unavailable please call the Service Center phone at 248.858.8812. This call will
be routed to the on-call System Administrator who will attempt to repair the
problem. [mails and Service Center Incidents will not be addressed until normal
business hours.
4.0 APPLICT SUPPORT COSTS
The City will be responsible for the following ongoing CAMS Application support
costs:
Su Pp ort Title
Software Support and
Maintenance
Application Support
Services
Application
Enhancements
Description
Annual software support
and maintenance fee for
the use of the Cityworks
Application
Incremental application
support that exceeds the
services defined in this
Service Level Agreement
Specific application
enhancements
requested by the that
exceed the services
defined in this Service
Level Agreement
Cost
$4010/year for the firs
four years. Support
cost increases will be
capped at CPI after
September 2014.
$6719/month for the
first four years.
Level of effort will be
mutually agreed upon
by the County and the
City prior to work being
started. Work will be
billed at a rate of
$122/hour.
Level of effort will be
mutually agreed upon
by the County and the
City prior to work being
started. Work will be
billed at a rate of
$122/hour.
County Cost Recovery Monthly amount to be
for Early Termination paid to the County in the
event of the City
terminating the
agreement prior to the
term negotiated in the
Interlocal Agreement
Billed quarterly by
Information
Technology
Billed quarterly by
Information
Technology
5.0 CVT Responsibilities
5.1 Provision and Maintenance of Data
6
Collaborative Asset Management System SLA December 21, 2010
The City agrees to provide the initial data to OCIT in a format compatible with
the County data model for inclusion in the CAMS database, whether via a
coordinated effort with OCIT or independently.
OCIT will facilitate access to infrastructure data for maintenance by putting into
place a combination of policy and technology solutions, however, the City is
ultimately responsible for ensuring the accuracy and currency of data contained
within CAMS. By committing to participate in CAMS, the City is agreeing to keep
the infrastructure maintained by the City reasonably up-to-date.
The City will notify OCIT of their data maintenance procedure within 60 days of
executing the Interlocal Agreement.
OCIT will perform data currency audits. If the City fails to keep their data
reasonably up to date, OCIT will send written notification of inadequate data
currency. The City must correct the issue within 90 days, or the County may
revoke access to the system until the data is brought reasonably up to date.
5.2 Licensed Use and Access
As an Authorized Entity the City is or may be granted permission to use the
Software and Related Materials by the County, pursuant to the terms and
conditions of the Azteca Master Purchase Agreement executed between Azteca
and the County.
As participants in CAMS, the City qualifies as a Business Partner to access
geospatial data as defined by the Oakland County, Michigan Geospatial Data
Access, Distribution and Use Policy. CAMS participation allows for use of other
agency data as defined by policy.
Distribution of the City data is at the discretion of the City, however, distribution
of other agencies' data is prohibited.
Requests, including Freedom Of Information Act (FOIA) requests, for data shall
be referred to the Data Owner, as generally indicated by the AssetOwner
attribute of the data, which represents the agency that owns the infrastructure in
question.
The City will cooperate in investigations of potential misuse of the software or
data.
6.0 SLA REVIEW PROCESS
7
Collaborative Asset Management System SLA December 21, 2010
On a quarterly basis, OCIT will review the technical support summary reports,
which include a summary of unscheduled downtime, technology improvements,
planned upgrades or suggested enhancements and their impact on the SLA. As
necessary, changes will be made to the SLA and communicated to participating
CAMS agencies through a CAMS user group for consensus approval among
representatives present at the meeting prior to implementation of the change.
The agenda for the CAMS User Group Meetings will be set by the County and
participants, and revised as needed.
7.0 EnflINATION
This SLA terminates upon termination of the Intergovernmental Agreement.
For and on behalf of the County:
Date:
For and on behalf of the CVT:
Date:
(Print name
1.0 L. 012
This Scope of Work (SOW) document details the actions that will be undertaken by Oakland
County Information Technology (OCIT or County) and the City of Auburn Hills (the City) to
implement the Collaborative Asset Management System (CAMS) Agreement between the City
and Oakland County. The CAMS system includes Azteca's Cityworks Computerized Maintenance
Management System (CMMS), Customer Request Management (CRM), Public Access Portal,
Storeroom, and Permitting applications, to facilitate the effective care & management of water,
sanitary, and/or storm related infrastructure.
The CAMS Application, including CRM, CMMS, Storeroom, and Permitting are "commercial-off-
the-shelf" software of Azteca's Cityworks ArcGIS Server-based product. The Public Access
Portal module is a custom application being developed by a third party integrator.
• CMMS will centralize the management of work orders, inspections, inventory and project
costing.
• CRM will include call center functionality and will provide for the streamlined entry of
service requests, complaints, and feedback.
• Public Access Portal will include an online, internet resource providing the public with the
means of submitting service requests that will be routed to the appropriate agency
responsible for maintaining the utility infrastructure.
• Permitting will allow for the management of permit related information received from
the public,
• Storeroom will provide a means for managing material, supplier, and requisition
information for utility related infrastructure components.
• Designer is the module that allows Cityworks administrators to manage and customize
the configurations for each of the other modules, including CRM, CMMS, Permitting and
Storeroom.
..e Projer7t st7
There is no charge to the City to implement CAMS for the City, because Oakland County
included the implementation costs in the CAMS funding proposal to the Oakland County Board
of Commissioners. However, beginning on October 1, 2011, the City will be responsible for the
annual software support and maintenance fee which covers a portion of the actual costs of the
system. (See the CAMS Service Level Agreement [SLA] document for details.)
'11 -ct Fiam
The project team established to guide the implementation of CAMS for the City will consist of
representatives from the County and the City. Individual roles and responsibilities for the team
members will be as follows:
The City will be responsible for gathering and documenting business requirements and
workflows, documentation review, testing, quality assurance, and end-user training. A
designated point of contact will serve as the City's Project Manager.
Page I 2
OCIT will be responsible for project administration, technical strategy, server hardware and
software environments, application configuration, testing, and quality assurance. OCIT will
assign a dedicated Project Manager to oversee the implementation process.
L'Ji0C:;Pi.gL
The County and the City will hold an initial project planning meeting to facilitate the
development of a Detailed Project Plan that will address each phase of the CAMS
implementation project. The Detailed Project Plan will subsequently be used to coordinate the
schedule, staffing, milestones and other resources needed to successfully complete the project
described herein. This initial meeting will provide the foundation and operational details for the
implementation of the CAMS Application Modules. The County will also establish a clear
communications plan that will be used by each member of the project team.
4.1 Ds...n.:arable Review Prc:edure
For each and every deliverable document or report defined in this Scope of Services, OCIT shall
provide the deliverable document to the City for review. The City shall review the deliverable
document and advise OCIT, within ten (10) business days, of any changes to the deliverable
document that it deems necessary. OCIT shall incorporate these changes into the deliverable
document to the extent possible and provide the revised deliverable document to the City for a
subsequent review within five (5) business days of receiving the requested changes from the
City. The City shall advise OCIT within ten (10) business days if the revised deliverable
document is acceptable. This Deliverable Review Procedure shall continue until the City Primary
Point of Contact has advised OCIT that the deliverable document is acceptable. Failure of the
City to respond to OCIT's changes to a deliverable document within fifteen (15) business days
shall be deemed acceptance by the City of the deliverable document.
4.2 Project Escalation l'Jrzedure
All disputes arising under or relating to the execution, interpretation, performance, or
nonperformance of this Scope of Work involving or affecting the Parties may first be submitted
to the respective Project Managers for possible resolution. The Project Managers may promptly
meet and confer in an effort to resolve the dispute. If the Project Managers cannot resolve the
dispute in five (5) business days, the dispute may be submitted to the Project Managers'
respective direct Supervisors. The Supervisors may meet promptly and confer in an effort to
resolve the dispute. If the Supervisors cannot resolve the dispute within 15 days, either Party
may terminate the Intergovernmental Agreement as provided therein.
4.3 Delivery of Coy varted Water, Sewer d r -in GIS Datasets
The County will deliver the Water, Sewer and Storm GIS data that has been converted or
translated from source materials (hardcopy and/or digital) provided by the City and integrated
into the County's data model to facilitate participation in CAMS.
:Lject Plan Development
The County will develop, with input and assistance from the City Primary Point of Contact, a
Detailed Project Plan, Clarity Software, that will address each phase of the CAMS
Page f 3
implementation project. The phases are: Configuration, Testing, and Deployment. The Detailed
Project Plan created by the County will include activities, tasks, milestones and resource
allocations that ultimately will be used to build a Project Implementation Schedule and must be
approved by the City Primary Point of Contact before any work under the Agreement begins.
Each phase of the Detailed Project Plan will have key milestones that will require signed
approval from the City before the phase can be considered complete.
The Detailed Project Plan will be maintained and updated on a regular basis by the County, with
approval of the City Primary Point of Contact, and expanded to include additional project detail
as it is available. The Detailed Project Plan will also be used to monitor the implementation
timeline and budget.
4.5 PrC,e.ct Communications Plan
The County will develop, with the input and assistance from the City Primary Point of Contact, a
Project Communications Plan that will be used by the County and the City during the entire
term of the CAMS implementation. The Project Communications Plan will detail a scope change
process, as well as an issue management process. As a part of this plan, the County and the
City will participate in bi-weekly status meetings facilitated by the County Project Manager. The
County will produce the minutes from the meetings.
The County Project Manager will produce quarterly a project management report that
summarizes the work completed and updates to the Detailed Project Plan.
4.17; Projec7„ Valting
The County will facilitate a Project Launch Meeting that will include participants from the City
project team. The purpose of the meeting is to review the initial Project Plan, Schedule, and
Communications Plan.
SumIrry ii.07 Phase Deverables
In summary, the following deliverables will be provided in Project Planning and Launch Phase:
• Delivery of Converted City of Auburn Hills Water, Sewer and Storm GIS Datasets
• Detailed Project Plan for each of the project phases
• Communications Plan
• Project Launch Meeting
5.11 Conficiration Phase
The Configuration Phase will define the configuration and testing requirements for the
implementation of the CAMS Application Modules, including CRM, CMMS, Storeroom, and
Permitting.
Page I 4
5.1 City of fL urn .)s Configuration Gathering
Existing workflow practices will be used as a basis for the City of Auburn Hills' CAMS
configuration requirements. As appropriate, the County will conduct meetings with members
of City staff to understand the content/functions of the existing system and processes, and the
map output and reporting needs of the City.
5.2 City of A-..::Jurn F..;;;:s Configuration Guide
The County will document the configuration necessary for the City to utilize each CAMS
application module in a document to be called the "City of Auburn Hills Configuration Guide."
This guide will include the following:
• User Administration: defining organizational roles, system users, user groups, and security
permissions.
• Service Requests: defining problem types and categories, customer account and citizen
information, and standard FAQ's.
Public Access Portal: definition and configuration of a subset of service requests for the
public to access via a web based application.
• Work Orders: defining work order templates, accessing/modifying labor material and
equipment information on work order, grouping/summarizing work orders, etc.
• Work Activities: defining actions, inspections, violations, and fee calculations.
• Materials and Equipment: defining materials and equipment hierarchies, etc.
• Inventory: defining parts, supplies, equipment locations, quantities, etc.
• Custom Fields and Codes: defining custom codes, custom field templates, etc.
5.3 Us :Acceptance Test Tian
The County will develop, with the input and assistance from the City Primary Point of Contact, a
User Acceptance Test Plan that will be used for acceptance of the City implementation of the
CAMS application modules. The User Acceptance Test Plan will be based on the approved
Configuration Guide. The plan will describe and provide directions for user testing processes for
testing the CAMS modules in a prototype environment, and also post-implementation validation.
5.4 Configuration and Nctific7ticn of Readiness
The County will use the City Configuration Guide document to configure the respective
Application modules in a prototype environment. The County will document any potential
configuration changes it uncovers during the configuration process and provide it to the City for
review. After the configuration is complete, the County will validate the system is ready for
User Acceptance Testing and notify the City that User Acceptance Testing can begin.
Page I 5
`5.5 City of Au'y, 'Ills DeployE -ient Plan
The County will develop, with the input and assistance from the City Primary Point of Contact,
and document a City of Auburn Hills Deployment Plan that will detail the steps and resources
needed to successfully implement the CAMS Application Modules for the City in a production
environment. The Deployment Plan shall be approved by the City Primary Point of Contact
before any work in the Testing Phase begins.
5.6 Summary cf riase Deliverables
In summary, the following deliverables will be provided by the County in Configuration Phase:
• Configuration Guide
• User Acceptance Test Plan
• Configuration and Notification of Readiness
• Deployment Plan
6.0 Testinr7 Phi
The Testing Phase will establish a functional release of CAMS in a prototype environment at the
County. This test release will be used to evaluate and validate each of the application modules'
configuration requirements. If necessary, following successful prototype testing, the County will
produce a revised Configuration Guide that shall be used to implement the CAMS Application
Modules in the production environment at the County.
6.1 User Accer Test ,..g
The City shall use the User Acceptance Test Plan to execute User Tests. Upon successful
completion of the testing, the City shall provide written confirmation to the County that the User
Acceptance Tests were successful,
6.2 :rain.
The County shall conduct up to 2 days of CAMS training sessions for the City's designated
power user and trainer, who will be responsible for local system configuration and training the
City end users. The sessions will occur prior to the production deployment of CAMS for the City
at the County.
The County will provide classroom facilities, hardware, software, and sample data for each
application module training sessions. The County and the City Primary Point of Contact shall
review and approve all training materials prior to the start of CAMS Training.
The County shall provide the City with electronic copies of the training material used in the
sessions.
Page I 6
6.3 Ser-j:e Desk Scripts anc! Knc -:f!..Edge DOCUME
The County shall complete the standard service desk script and knowledge templates. The
County shall develop a set of service desk scripts and knowledge documents that reflect the
most common questions asked during the City CAMS training.
6.4 Sumnialf cVL=se Deliveraras
In summary, the following deliverables will be provided in Testing Phase:
▪ Revised City of Auburn Hills Configuration Guide
• City of Auburn Hills User Acceptance Tests
• City of Auburn Hills Training and Associated Materials
• City of Auburn Hills Service Desk Scripts and Knowledge Documents
7.t) Deploymem PLase
The Deployment Phase will establish a functional release of CAMS for the City in the production
environment. The tasks outlined below will support the implementation of CAMS in a
production environment.
7.1 Post-Implement VaCon
The City will utilize the scripts in the User Acceptance Test Plan to capture live data in the CAMS
production environment. This activity will confirm that the City Configuration Guide was
implemented correctly and that the City of Auburn Hills CAMS Application Modules are
functioning and performing properly in the production environment.
The City will be responsible for ensuring that CAMS users are equipped with computers that
meet the minimum requirements set-forth in the Service Level Agreement.
Within two weeks after the successful deployment of CAMS, the City will provide written
confirmation to the County that the post-implementation validation was successful and
Configuration Guide was implemented correctly.
7.2 Update of Documeitz don
The County will update any appropriate documentation to reflect any inconsistencies discovered
during the setup of the production environment.
my -ft Wrap-Up Meeting
The County and the City will participate in a Project Wrap-up Meeting to discuss the overall
project successes and lessons learned. The County will document minutes from the meeting.
Page I 7
7.4 St:n]rnary of r123c: DeliveraL!-•2s
In summary, the following deliverables will be provided in Production Deployment Phase:
• Post-Implementation Validation Confirmation
• Project Wrap-up Meeting
• Updated Documentation
Page I 8
rtiro RAJ
Resolution #11010 January 20, 2011
Moved by Scott supported by Woodward the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Covey, Crawford, Dwyer, Gershenson, Gingell, Gosselin, Greimel, Hatchett, Hoffman,
Long, Matis, McGillivray, Middleton, Nash, Nuccio, Potts, Quarles, Runestad, Scott, Taub,
Weipert, Woodward, Zack, Bosnic. (24)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
17711 APPORE 111E6011K TIM
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Bill Bullard Jr., Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on January
20, 2011, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 20 m day of January, 2011.
d94
Bill Bullard Jr., Oakland County