R2024-363 Resolution Authorizing a Professional Engineering Services Agreement with Burns & McDonnell Engineering Company, Inc., to Provide Engineering Services for Asset Management System Selection Assistance, City Project 2024-32

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Docusign Envelope ID: lA1DFD23-B9AC-4FF4-8F3A-05E6D6672FB1 Exhibit A EXHIBIT A- SCOPE OF WORK Project Overview The purpose of this Scope of Work (SOW) is to outline the activities and deliverables required to assist the City of Decatur, IL, in developing a comprehensive Request for Proposal (RFP)for the selection of an Asset Management software platform. The Asset Management Software platform will support the City in managing and optimizing the lifecycle of its physical assets, including tracking, maintenance, and reporting functionalities. Ob)ectives The primary objectives of this engagement are: • To identify the specific requirements for the asset management software that aligns with the City's operational goals, functional requirements, and technical specifications. • To develop a detailed and structured RFP that attracts qualified vendors capable of delivering a solution that meets the City's needs. • To ensure the RFP includes evaluation criteria that facilitate the selection of the most suitable software platform. Scope Activities The services provided under this SOW will include, but are not limited to, the following tasks: Task 1 . Project Kickoff and Project Management • Consultant will assign a dedicated project manager to oversee all project activities, coordinate with City staff, and ensure timely completion of project deliverables. • The Consultant Project Manager will schedule a one-hour virtual project kickoff meeting with City staff to provide an overview of the project, review the draft schedule, describe the project approach, introduce key project stakeholders, and confirm project logistics and administrative items such as status reporting, meeting cadence, and invoicing. The Consultant project manager will host a weekly 30-minute project status meeting with the city to review progress and address any outstanding issues impacting the project's ability to meet its objectives. Task 2. Requirements Gathering Conduct stakeholder interviews to gather business, technical, and functional requirements. Stakeholder interviews will be conducted on-site during a two-day visit to the Client offices and remotely via Microsoft Teams. Onsite, we will host a group workshop and meet with small teams and individuals as needed. After the on-site visit, we anticipate up to eight virtual meetings of up to two hours. The team will meet with stakeholders from Public Works, Engineering, and the Building, Planning, and Code Enforcement sections. Review existing asset management processes and systems to identify gaps and areas for improvement. Last Revised:2/03/2022