PROFESSIONAL SERVICES AGREEMENT IN SUPPORT OF THE ASSET MANAGEMENT PROJECT
PROFESSIONAL SERVICES AGREEMENT
Between
Synergen, Inc.
A California Corporation located at 2121 North California Blvd., Suite 800, Walnut Creek, CA 94596
And
City of Clearwater
100 S. Myrtle Ave., Clearwater, FL 33756
This Professional Services Agreement ("Agreement") is entered into between Synergen, Inc. ("Synergen") and the City of
Clearwater ("Customer") as of the date last signed below (the "Effective Date") in support of the City of Clearwater Asset
Management project.
1. Scope of Agreement
During the term of this Agreement, Synergen agrees to provide to Customer the Professional Services described below in
conjunction with implementation of the Synergen Series software ("Software") licensed by Customer under Synergen's
Software License Agreement. If Customer issues a purchase order for any specific services, the terms of this Agreement shall
govern Synergen's performance of such services, and will supersede the terms of Customer's purchase orders. Changes
affecting scope, cost and other activities shall be implemented by a "Change Order", which shall be mutually agreed to by the
parties. The Synergen Scope of Work is defined in Exhibit A.
2. Professional Services
Synergen, upon receipt of a written request from Customer, will provide Customer with Professional Services in accordance
with the attached Scope of Work and Pricing (Exhibit A). If requested by Customer, Synergen can provide additional
Professional Services within this Agreement and in accordance with the attached Synergen labor rates (Exhibit B). Synergen
will expeditiously perform all Professional Services in accordance with the requirements of this Agreement and Synergen
shall deliver to Customer all such Deliverables as may be specified in the Scope of Work.
3. Payment Terms
A. Fees for Professional Services shall be invoiced on a time and material basis according to Synergen's Professional
Services Rates and invoiced within 30 days after completion of the Professional Services. All other applicable fees shall
be payable when invoiced. Synergen reserves the right to annually adjust Professional Services labor rates and will notify
Customer thirty (30) days prior to the implementation of any change to alter its Professional Services fees. Each invoice
will be in such detail and supported by such receipts, documentation and other information as Customer may reasonably
request to verify the invoice.
B. In addition, Customer agrees to reimburse Synergen for all reasonable travel, lodging and related subsistence expenses
that are incurred by Synergen personnel in performing Professional Services for Customer on Customer requested travel
plus 8% G&A. All expense reimbursement hereunder will be subject to Customer's standard expense reimbursement
policies and procedures.
C. Payment shall be in United States currency and in accordance with the Florida Prompt Payment Act, statute number
218.70.
D. Taxes. "Taxes" means all federal, state, local and other taxes, including sales, use and property taxes, related to this
Agreement, Customer's use of the Software, or any services provided by Synergen to Customer related to the Software,
excluding taxes based on Synergen's net income. Customer shall pay all applicable Taxes due for services provided by
Synergen under this Agreement.
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4. Additional Rights and Obligations of the Parties
A. Contact. Each party shall notify the other party of its designated primary contact (Contact). To the maximum extent
practicable, communications between the parties will be through the parties' Contacts.
B. Facility and Personnel Access. Customer agrees to grant Synergen access to Customer's facilities and personnel
concerned with the operation of the Software as and to the extent reasonably determined by Customer to enable Synergen
to provide services. Synergen will ensure that all employees, contractors and other persons providing any Professional
Services on any premises of Customer comply with all employee rules of conduct of Customer, including but not
necessarily limited to all security and safety procedures and policies.
C. Compliance with Laws. Synergen will comply with all local, state and federal laws, ordinances, regulations and orders
with respect to its performance of the Professional Services. Synergen will provide Customer with such documents and
other support materials as Customer may reasonably request to evidence Synergen's continuing compliance with the
provisions in this Section.
D. Confidential Information The parties acknowledge that each party may acquire information and material that is the other
party's confidential, proprietary or trade secret information. As used herein, "Confidential Information" includes, but is
not limited to, all confidential technical and business information relating to the Synergen Series Software, the
Professional Services, research and development, implementation processes, costs, profit or margin information,
marketing, production and future business plans of either party. The parties' respective obligations with respect to
Confidential Information also extend to any third party's proprietary or confidential information disclosed to such party
by the other party in the course of performance of this Agreement. Confidential Information must be identified in writing
at the time of disclosure by an appropriate legend, marking, stamp or other positive written identification on the face
thereof to be proprietary to the 'disclosing party and for information transmitted orally or audibly must be confirmed as
Confidential Information by a written summary submitted by the disclosing party to the receiving party within thirty days
after oral or audible transmission thereof.
E. Nondisclosure. Each party agrees to take all steps reasonably necessary to hold in trust and confidence the other party's
Confidential Information. Each party agrees to hold such Confidential Information in strict confidence, not to disclose it
to third parties or to use it in any way, commercially or otherwise, other than as otherwise permitted under this
Agreement. Each party will limit the disclosure ofthe Confidential Information to employees, directly related
subcontractors with a need to know who: (i) have been advised of the confidential nature thereof; and (ii) have
acknowledged the express obligation to maintain such confidentiality.
F. Exceptions. Notwithstanding the other provisions of this Agreement, information and material received by one party
from the other party will not be considered to be Confidential Information if: (i) it has been published or is otherwise
readily available to the public other than by a breach of this Agreement; (ii) it has been rightfully received by the
receiving party from a third party without confidential limitations; (iii) it has been independently developed by the
receiving party by personnel having no access to the Confidential Information; or (iv) it was known to the receiving party
prior to its first receipt from the disclosing party.
G. Warranty. Synergen warrants that all Professional Services provided hereunder will be performed in a professional and
workmanlike manner.
H. Indemnification. Synergen will indemnify and defend Customer and its directors, officers, employees and agents from
and against all claims, damages, losses and expenses (including attorneys' fees) arising out of or in connection with (a)
any negligent acts or omissions or willful misconduct of Synergen in the performance of the Professional Services, and
(b) any infringement or misappropriation of any U.S. patent, copyright, trade secret, trademark or other intellectual
property right by work product or other materials created or furnished by Synergen under this Agreement. The foregoing
indemnities shall not apply unless: (a) Synergen is notified promptly in writing by Customer of any notice of such claim
and is given the exclusive authority required for the defense of such claims and reasonable assistance from Customer in
defending such claims, at Synergen's expense, and (b) should any Synergen product or the provision of any Professional
Service become, or in Synergen's opinion become, the subject of any such claim, Customer shall permit Synergen either
to procure for Customer the right to continue using such Synergen software or receive the benefit of such Professional
Service with software or services that are noninfringing, or grant Customer credit for such software or Professional
Services, and in the case of software, accept its return and credit Customer on a five year straight-line depreciated basis.
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5. Limitation of Liability
EXCEPT FOR LIABILITY ARISING OUT OF ANY BREACH OF CONFIDENTIALlTY,NEITHER PARTY SHALL BE
LIABLE TO THE OTHER FOR LOST PROFITS OR INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL
DAMAGES ARISING OUT OF THIS AGREEMENT, EVEN IF THE PARTY HAS BEEN NOTIFIED OF THE
POSSIBILITY OF SUCH DAMAGES. UNDER NO CIRCUMSTANCES WILL SYNERGEN'S LIABILITY TO
CUSTOMER EXCEED THE AMOUNTS PAID BY CUSTOMER TO SYNERGEN UNDER THIS AGREEMENT.
6. Term and Termination m. ~
A. Term: This agreement, unless terminated in accordance with subparagraphJ(b), shall have an initial term of one year.
Thereafter, this agreement will automatically renew for successive one-year terms unless one party gives the other party
written notice of its intent not to renew the agreement at least thirty days prior to the expiration of the then-current
agreement.
B. Termination: Synergen shall have the right to terminate this Agreement and all services provided pursuant to this
Agreement (i) upon termination of the Software License Agreement by either party for any reason, and (ii) if Customer or
any of its employees or agents violates any provision of this Agreement and Customer fails to cure such violation within
thirty (30) days after receipt of written notice from Synergen. Customer shall have the right to terminate this Agreement
and all services provided pursuant to this Agreement if Synergen or any of its employees or agents violates any provision
ofthis Agreement and Synergen fails to cure such violation within thirty (30) days after receipt of written notice from
Customer. Upon termination, the Customer shall pay Synergen for all amounts due for service rendered up to the date of
termination.
7. General Provisions
Independent Contractor: Synergen will at all times be an independent contractor, and not an employee or agent, of Customer
in connection with the performance of the Professional Services. Synergen will not enter into any contract, agreement or
other commitment, or incur any obligation or liability, in the name or otherwise on behalf of Customer. This Agreement will
not be construed to create a partnership, joint venture or employment relationship between Synergen and Customer.
A. Notices. All notices under this Agreement are to be sent by registered mail or via facsimile to the address set forth in the
first paragraph of this Agreement or to any other address as the party may designate.
B. Assignment. This Agreement may not be assigned, or transferred by either party without the prior written consent of the.
other party, which consent will not be unreasonably withheld or delayed. This Agreement shall be binding upon and
inure to the benefit of the parties hereto and their respective heirs, successors and representatives. Notwithstanding the
foregoing, either party may assign all of its rights and obligations under this Agreement to a subsidiary or affiliate of the
party that succeeds to all or substantially all of its business or assets relating to this Agreement whether by sale, merger,
operation of law or otherwise.
C. Complete Agreement; Amendment. This Agreement and Exhibits set forth the entire understanding of the parties with
respect to the subject matter ofthis Agreement. Any amendment to this Agreement must be in writing and signed by both
parties.
D. Waiver. The waiver or failure of either party to exercise in any respect any right provided for in this Agreement shall not
be deemed a waiver of any further right under this Agreement.
E. Severability. If any provision of this Agreement is invalid, illegal or unenforceable under any applicable statute or rule of
law, it is to that extent to be deemed omitted. The remainder of the Agreement shall be valid and enforceable to the
maximum extent possible.
F. Governing Law. This Agreement is to be construed in accordance with the laws ofthe State of California without regard
to its conflict of laws principles.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized
representatives.
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SYNERGEN, ~. '.
Signature ~ ~~~
PrintedName e~/~ 0_ 6t L(.
Title -------Y7 tE.. ({/J2ds"( 0/;."., I"-
Date 7.--1 i 7 ,I /) S
CITY OF CLEARWATER, FLORIDA
112 South Osceola Avenue
Clearwater, FL 33756
Date 1~ ;2.4, zoos
Countersigned:
~~ JI-IkI
Mayor-Commissioner
Approved as to form:
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By:
~~~?,,~-r
William B. Home II
City Manager
Attest:
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Exhibit A
Phase 2 Scope of Work and Pricing
The Synergen Implementation Approach for Phase 2 of the Asset Management Project will consist of the following
components:
· Implementation Planning and Coordination
· Software Configuration Support
· Interface Design and Development Services
· Data Conversion & Migration Support
· Training Support
· System Rollout Support
The proposed implementation strategy for the City of Clearwater (the City) Phase 2 project assumes use of the current
Synergen implementation and configuration at the City Public Utilities and Customer Service Departments. This strategy is
for a single-phase system rollout of work management, inventory and fleet management to the City's General Services
Departments of Fleet Maintenance (Fleet) and Buildings & Maintenance (B&M). Per the City's request, Synergen is
providing costs for two different approaches. For Approach One, Synergen assumes that both Fleet and B&M
implementation requirements will be addressed as part of the same project. For Approach Two, Synergen would address each
department's implementation independently. The costs for two approaches are broken out separately in the Pricing section. If
the City and Synergen decide that two discrete projects are required due to various constraints, Synergen will be pleased to
create separate project plans for each department. The services described in this document assume that Approach One will be
used. Synergen will partner with the City to provide implementation services that will ensure project success. The proposed
Synergen support is detailed below.
Implementation Planning and Coordination
Synergen will provide Project Management services including project planning, Synergen resource coordination and task
allocation, project status reporting, coordination of deliverables, and development ofthe Project Implementation Plan. These
services will include the facilitation ofa Project Kickoff Meeting at an appropriate City facility. The purpose of the Kickoff
Meeting is to:
· Introduce the key participants in the project partnership
· Establish and clarify the role of the City's "Core Team"
· Validate the schedule and determine the potential for schedule or resource constraints
· Review and clarify project roles and responsibilities
· Establish commonly agreed-upon expectations for project goals and deliverables
· Collect input for the detailed plan for implementation plan and schedule
· Provide an overview of the Project Implementation Approach
· Establish the project status reporting guidelines
The project Core Teams should consist of the City's Project Manager, System Administrator(s), and several business area
representatives from the participating departments (i.e., one Core Team for Fleet, one Core Team for B&M). Representation
from functional areas within the departments such as accounting, stores, maintenance planning, work order processing, fleet
maintenance and inventory management should be included on the Core Teams. The Core Teams need to be empowered by
the City's management to convey the desired end-state of the implemented system, and to make the decisions (within reason)
to support the configuration of the application.
In conjunction with the Project Kickoff, Synergen will conduct two Core Team Orientation sessions - one for Fleet and one
for B&M. Objectives of these hands-on sessions include familiarizing the Core Teams with how to navigate within Synergen,
system integration capabilities, functional knowledge of specific Synergen modules, and an overall understanding of the
current software configuration at the City and the planned configuration process. These sessions will be tailored to the unique
requirements of B&M and Fleet.
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Following the Project Kickoff/Core Team Orientation sessions, Synergen will develop a detailed implementation plan for all
components of the Asset Management System Phase 2 implementation. This plan will include work activity descriptions,
deliverable defmitions, project cost estimates and a detailed schedule. This plan will evolve during the Project lifecycle in
order to portray the implementation accurately. An initial project timeline, which includes Synergen's scope of work
assumptions, is included in Section 3.
DELIVERABLE: Synergen Project Implementation Plan and Schedule
DELIVERABLE: Core Team Orientation (2 Sessions)
Software Configuration Support
Synergen will perform the contracted functions necessary to assist the City's project teams in the transition from its existing
information systems and business processes to Synergen. This includes facilitating the City's Core Teams in a series of
workshops to aid in the understanding of configuration options available within the Synergen application, and the association
between the City's defined business workflows and the enabling Synergen product. It is assumed that all affected City
business function entities will be represented on the two Core Teams and that a single configuration will apply City-wide.
Synergen will also provide hands-on instruction to the City Core Teams in the use of the application during structured multi-
day workshops, and provide assistance through practical examples to help the Core Teams make informed configuration
decisions.
Following the Project Kickoff/Core Team Orientations, the City and Synergen will review the existing business workflow
processes for both departments and the current configured application I during three Workflow Process/Configuration
Validation workshops. The purpose of the workshops is to ensure that the configuration will meet the stated business needs of
both departments. Through this process, the Core Teams become familiar with the application's functionality, configurability
and the association of Synergen modules with City business processes. Software configuration changes will be made during
these workshops if required in order to match the business requirements with the Synergen application. Synergen will provide
a master list of configurable items to be used to guide, manage, and track status of the process. Ifbusiness workflow
processes require changes to be implemented as a result of this configuration process, the City will be responsible to
incorporate the necessary changes.
Follow-on to this will consist of three sets of activities that will address the Fleet and Buildings & Maintenance system
functionality issues/gaps. The first activity is to gather and document the Functional Requirements for the system
modifications. Functional Requirements defme the business requirement(s), business case and business process description
for the identified gaps. The second activity is to make the interim project code modifications to the software, which will
facilitate the business process until such time that the baseline modifications are released for general availability in an ensuing
release of Synergen. Please refer to Section 2 of this document titled 'Proposed Solutions for Fleet and Buildings &
Maintenance Issues'. The third activity is defmed as a system test, which will ensure that all modifications have been
completed and meet the original design. This system test activity will be performed by the City of Clearwater.
DELIVERABLE: Synergen Configurable Items Summary
DELIVERABLE: Synergen Configuration Guide
DELIVERABLE:Functional Requirements for the Identified Fleet and Buildings & Maintenance Issues/Gaps
Interface Design and Development Services
During Phase 1, the City developed several interfaces to Synergen including PeopleSoft HR, Cayenta VMS, ESRI GIS,
CiTect and Dataflow SCADA. No new interfaces are anticipated or proposed for the Phase 2 project. For Phase 2, Synergen
will assist the City to review the existing interfaces and determine whether any changes to the interfaces are required as a
result of the decisions made during system configuration. The City will be responsible for making any necessary
modifications to the interfaces.
Data Conversion and Migration Support
1 The Synergen application was initially configured for Public Utilities and Customer Service during Phase 1.
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As in the Phase 1 implementation, Synergen will provide assistance as requested for data migration. The City will have the
primary responsibility for identifying and/or collecting data to be migrated. Synergen will assist the City in development of a
data migration plan and to map this data to the appropriate Oracle tables in Synergen. The City will develop data loading
scripts to migrate the data from the collection database to the Synergen Oracle database. The City will test the set of data
loading scripts developed (migration, conversion and validation) to ensure they perform in accordance with the mapping. The
City project team will be responsible for reviewing the data migration plan, reviewing the detailed data mapping and, later in
the project, reviewing the migrated data during testing to ensure that the scripts functioned as expected. The City will also be
responsible for entering (loading) any needed manual data into the Synergen application. Synergen will participate in a Data
ValidationIW orktlow test to be conducted once the scripts have been completed and unit tested. Once the project team is
satisfied that the scripts functioned as expected, the scripts are set aside until needed for final migration before Rollout. The
City will be responsible for running the scripts just prior to the System Rollout.
Training Support
Effective functional and technical training is extremely critical to the success of any software implementation project. The
Synergen implementation methodology takes this into account by addressing a combination of Technical and End User
training approaches to support this key activity. Synergen assumes that the technical staff was sufficiently trained during
Phase 1 and that no further technical training is required for Phase 2.
The fIrst step in the Synergen training process is to develop an Education Plan. Synergen will provide assistance to the City's
Core Teams who will be responsible for working with the target user communities to determine course requirements, course
content, course durations, required attendees for each course, training sequence and training schedule. The City will be
responsible for documenting all of this information in the project Education Plan. Once approved, Synergen will schedule
training according to this plan.
The next and fInal step in the Synergen training program is End User functional training. Synergen will provide Train the
Trainer (T3) training for a selected team of no more than four City trainers at a City training facility. This cost-effective
training approach is designed to train City trainers in the Synergen application and then how to teach Synergenend users.
These services will consist of detailed application training to the appropriate T3 instructors covering the Synergen
. Mairitenance, Inventory, Resource, Fleet and Administration modules using the City-provided work processes as a training
ba.sis.
DELIVERABLE: Training Schedule
DELIVERABLE: Train-the-Trainer (T3) Functional Training (3 weeks)
System Rollout Support
When Synergen is confIgured for Phase 2, data is loaded, worktlows and interfaces are tested and training is completed, the
project will be ready for cutover to production for end users. Synergen will support the system rollout by verifying the
production environment and fmal system confIguration. Synergen will provide resources to support these pre-"Go Live"
activities as well as providing fIeld coaching during the critical days afterwards when end users fIrst start using the new
business application and processes. Based on Synergen's collective implementation experience as well as the specifIc
experience of the City's Phase 1 rollout, Synergen will provide a "Go-Live Checklist" to aid the City in making the necessary
preparation for the rollout event.
DELIVERABLE: Go-Live Checklist
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ProDosed Solutions for Fleet and Buildin!!s & Maintenance Issues
Work Orders
1. Can 'reason' (damage, normal, wear, cap/stat) for a work order be changed after opening a work order?
Proposed resolution: Yes, the Class and Category fields are updateable until the Work Order is moved to 'History'
status.
Project Related Actions: Education/training on use of appropriate fields within Synergen describing Work Order type,
Additional Project Related Costs: None
2. Can downtime be calculated automatically per the work order and differently for different types of equipment?
Proposed resolution: This will require a system modification, in particular downtime triggering on 'Vehicle In' and
'Vehicle Out' date/time. The expected end result of this trigger logic will be that the Asset Closeout Summary screen for
a Work Order Task or Fleet Work Order will automatically populate downtime based on 'Vehicle In', 'Vehicle Out' and
Asset Operational Hours. Fleet Asset Operational Hours are defined on the Fleet Asset. The setup of Fleet Operational
Hours will be described as part of the Configuration Workshop. The inclusion of this solution into our baseline product
is targeted for Version 6.6 of Synergen.
Project Related Actions: The project will need to provide an interim Synergen Application Program Interface (SAPI)
trigger to calculate downtime based on minimal data being entered, such as 'Vehicle In', 'Vehicle Out' and Fleet Asset
Operational Hours. SAPI triggers are 'form-level' logic that will execute when the form's record is saved (Le.,
committed to the table).
Additional Project Related Costs:
4 hours design, 16 hours development & unit test = 20 hours:
4 hours x $204/hour = $816
16 hours x $244/hour = $3,904
$816 + $3,904 = $4,720
3. Can downtime be seen or changed before closing work order?
Proposed resolution: Downtime can be seen and changed today for a 'Closed' Work Order. The proposed enhancement
is that if the 'Vehicle Out' date/time is changed, the downtime automatically recalculates. The inclusion ofthis solution
into our baseline product is targeted for Version 6.6 of Synergen.
Project Related Actions: The project will need to provide an interim SAPI trigger to adjust downtime duration (similar
logic to #2 above), which is displayed on the Asset Closeout Summary.
Additional Project Related Costs: 2 hours design, 8 hours development & unit test = 10 hours:
2 hours x $204/hour = $408
8 hours x $244/hour = $1,952
$408 + $1,952 = $2,360
Note: Per the January 12,2005 telephone conversation with John Feit, this request is being removed from the required
list of enhancements. As a result of this, the cost associated with this request has been decreased to $0 in the
Enhancement Pricing Summary listed below on page 16.
4. Can downtime be stopped when equipment goes back into service or when Work Order is opened only to order
parts, while unit is still in-service?
Proposed resolution: This request is satisfied by the proposed solution for the two previous issues. Note that a user can
enter multiple sets of 'Vehicle In' and 'Vehicle Out' date/times.
Project Related Actions: Upon completion of the two SAPI triggers for issues #2 and #3 above, education/training will
be required to determine where to view the newly updated downtime data on the respective panels.
Additional Project Related Costs: None.
5. When does the system update a PM - when a PM Work Order is opened or when it is closed?
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Proposed resolution: The system updates (cycles) the PM Master schedule through a batch job when the Work Order
status has been updated to 'Finished'. This allows for residual/miscellaneous charges to be applied to the PM WO prior
to this timeframe.
Project Related Actions: Education/training of what system actions occur when WO statuses are progressed.
Additional Project Related Costs: None.
6. Can the timecard system for labor entry be disabled, so that daily labor can be entered manually at the end of the
day?
Proposed resolution: Timecards do not need to be created at a specific time nor as part of the WO closeout process.
Timecards can be entered manually at the end of the day.
Project Related Actions: Education/training of the time entry capabilities.
Additional Project Related Costs: None.
Depreciation
1. Is there the ability to set the depreciation start date to something other than the purchase date?
Proposed resolution: This will require a system modification to copy the Asset Depreciation view over to the Fleet Asset
module. Once this is complete, the Depreciation Start Date will be based on either the In-Service Date or the Acquisition
Date. This modification is slated for Version 6.5, which will be in time to support the Fleet rollout.
Project Related Actions: Configuration of the Fleet Depreciation Start Date. In addition, education/training of the new
depreciation functionality will be required.
Additional Project Related Costs: None.
2. Is there the ability to add additional charges (Cap-Stat) and the system will adjust depreciation over equipment
life?
Proposed resolution: This will require a system modification to add a new field to the Fleet Asset (the title of this new
field is not known) that will allow a user to increase the capital value of the asset (i.e., vehicle). In addition, this
enhancement will incorporate a monthly view as well as the current yearly view in the upcoming Fleet Asset Depreciation
view. This modification is slated for Version 6.5, which will be in time to support the Fleet rollout.
Project Related Actions: Education/training of the new depreciation functionality.
Additional Project Related Costs: None.
3. Is there the ability to produce a monthly depreciation report listing Asset value, Cap-Stat value, monthly
depreciation, life-to-date depreciation, etc. for each piece of equipment?
Proposed resolution: This will require a system modification to include a new Depreciation Report (presumably Monthly
with Year-to-Date totals). Assuming the report is generic and compatible to the Synergen product, its inclusion into the
baseline product will be targeted for Synergen's Version 6.6.
Project Related Actions: The Project will be responsible for designing and developing this new report.
Additional Project Related Costs: 8 hours design, 32 hours development & unit test = 40 hours:
8 hours x $204/hour = $1,632
32 hours x $244/hour = $7,808
$1,632 + $7,808 = $9,440
Billing
1. Is there the ability to run a billing report by equipment and an additional summary report with one line total for
each Cost Center (Account)?
Proposed resolution: There are two separate report requests in this question. Both will require a separate report to be
designed and developed, obtaining their data primarily (if not all) from the Synergen Accounting log. Assuming the
reports are generic and compatible to the Synergen product, their inclusion into the baseline product will be targeted for
Synergen's version 6.6.
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Project Related Actions: The Project will be responsible for designing and developing both of these new reports.
Additional Project Related Costs: Report by Asset - 8 hours design, 72 hours development & unit test = 80 hours:
8 hours x $204/hour = $1,632
72 hours x $244/hour = $17,568
$1,632 + $17,568 = $19,200
Report by Cost Center (Le., department) - 8 hours design, 72 hours development & unit test = 80 hours:
8 hours x $204/hour = $1,632
72 hours x $244/hour = $17,568
$1,632 + $17,568 = $19,200
2. Is there the ability to capture both fixed (insurance and debt payment) and variable (fuel, parts, labor,
commercial) costs?
Proposed Resolution: Synergen currently provides the ability to capture variable costs via both the Work Order and the
Direct Charge panels. We are proposing that the user enters the fixed costs via Specification (Spec) Sheets (existing
functionality). Start and End dates will also be created as Spec data for those fixed costs that require them, such as debt.
A batch database procedure will be created to write monthly fixed cost transactions out to the Accounting log. The
inclusion of this solution into our baseline product is targeted for Version 6.6 ofSynergen.
Project Related Actions: Configuration will be required to properly setup the Spec Sheets to capture these new fixed
costs. In addition, the Project will be responsible for designing and developing the new database procedure to write out
monthly fixed cost accounting transactions.
Additional Project Related Costs: 8 hours design, 52 hours development & unit test = 60 hours:
8 hours x $204/hour = $1,632
52hours x $244/hour = $12,688
$1,632 + $12,688 = $14,320
3. Is there the ability to set different billing types, rates for different equipment (ie. MO/I, MO/2, G1234)?
Proposed Resolution: Per the conference call discussion on October 14, 2004, Synergen now understands the two
different types of internal charge back billing that the Fleet Department does with the other City departments. The .first is
termed as the Maintenance and Operations (MO) method which identifies all of the actual material, labor, direct and
fixed charges on the previously mentioned monthly billing reports (#1 under Billing above). The second is identified as a
'leased' method where the City would calculate a flat rate per mile for the given Fleet Asset and this would be used to
charge back to the department utilizing the asset. The latter method is not currently being used by the City but there may
be a need to support this method in the future. This 'leased' method would not need to be incorporated into the report
logic for Fleet go-live; however, design thought would need to occur to ensure rapid deployment if needed in the future.
Early discussions indicate that a 'Flat Charge Back Rate' UDF can be applied to the Fleet Asset record to facilitate the
data capture of this cost and the billing reports would check to see if this field was entered to determine the type of
billing.
Project Related Actions: To facilitate the population of the correct Insurance rate/amount on the Fleet Assets, the City
would like to enter a Maintenance and Operations (MO) code (MOil, MO/2, .. MO/5) against the asset. These codes
would be a way of associating a previously identified insurance value to a given asset. The entry of these MO codes
would be via a UDF field on the Fleet Asset panel. The actual insurance amounts for these MO codes would be entered
in the Synergen Code tables. These insurance amounts (on the code tables) would then be used to populate the existing
Insurance field on the Fleet Asset panel. To accomplish this, either a form or database level trigger will be executed from
both the Fleet Asset panel (when a new MO code is populated or changed) and the Synergen Code table panel (when the
actual insurance amount for a given MO code is changed). It is important to note that all of these Billing issues will
require a Charge Back Accounting String to be associated with either the Vehicle itself or more likely the Vehicle Class
Code. The Vehicle Class Code will probably be departmental in nature, such as Police, Fire, Gas, Buildings &
Maintenance, Parks & Recreation, etc. A custom business rule will be setup for each Vehicle Class Code to allow entry
of an operational charge back account.
Regarding the tasks and related costs to include logic to address the 'Flat Charge Back Rate' method, none will be
identified for initial go-live. Whenlifthe Fleet Department determines that this logic is required, Synergen will estimate at
thattime and assist the City in its rapid deployment.
Additional Project Related Costs:
16 hours design, 72 hours development & unit test = 88 hours:
16 hours x $204/hour = $3,264
PSA-OOl.Clearwater.Addendum 1
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Synergen, Inc.
72 hours x $244/hour = $17,568
$3,264 + $17,568 = $20,832
Note: Per the January 12, 2005 telephone conversation with John Feit, this request is being removed from the required
list of enhancements. As a result of this, the cost associated with this request has been decreased to $0 in the
Enhancement Pricing Summary listed below on page 16.
4. Is there the ability to set a start and end date for some fixed billing rates (such as setting debt cost to start on
March 2003 and end on February 2009 without manual intervention)?
Proposed Resolution: The solution to this issue has been addressed in the Proposed Resolution for Item #2 above.
Project Related Actions: None.
Additional Project Related Costs: None.
5. Is there the ability to 'drill down' from a period billing charge for a vehicle and see where all the charges
originated (debt, insurance, Work Orders, commercial charges, etc.)?
Proposed Resolution: Synergen will provide the capability to view the Account Log from the Fleet Work Order. This
will allow you to 'drill down' and see all related accounting log transactions for the asset identified on the WOo In
addition, we would also like to add the 'Asset_ID' to the Account Log search screen, to provide the ability to retrieve
'Period' cost data by Asset. Assuming these modifications provide sufficient 'drill down' capabilities to the users, they
will be included in Version 6.5, which will be in time to support the Fleet rollout.
Project Related Actions: Education/training to understand how to view the desired account log data. When you're
originating from the Fleet Work Order, you will see all account log transactions for that Fleet Asset in descending order.
If you originate your query from the Accounting Log search, the data returned will be based on the search selection
criteria entered.
Additional Project Related Costs: None.
Contract Tracking
1. We were told tl;1at the 'Service Contract' module would be required to track vendor data, terms, and expiration
dates?
Proposed resolution: Buildings & Maintenance would like to track their vendor contracts electronically. Currently, they
have paper contracts that they keep in filing cabinets. Two possible solutions exist for this issue. The first would be to
scan in the documents and associate them as an attachment with the various work orders that require that vendor to
perform work. The second would be to use scaled down functionality within the Purchasing module and enter these
contracts, be it via Purchase Orders or Blanket pas. A prerequisite activity to the creation of Synergen pas would be the
entry of the associated Vendors. As part of this Synergen PO creation activity, the City could scan in the hardcopy
contract document and attach it to the Synergen PO. If Buildings & Maintenance requires actual vendor costs to be seen
within Synergen, an interface would need to be developed from Ross to import the invoice data associated with these
Synergen pas.
Project Related Actions: During the Buildings and Maintenance Configuration Workshop, the City of Clearwater and
Synergen will decide on the best path to take with regards to capturing these vendor contracts. If the decision is to utilize
the Purchasing module, it will require some additional project-related Workflow, Data LoadlMigration and Training
time.
Additional Project Related Costs: None - will incorporate into existing project plan. Most of the time related to this
effort will be in the data load/migration activity, which the City is responsible for. Synergen has extended the duration of
the manual data load task in the project plan by five (5) days to address the possible increase in effort. Regarding
Purchasing training, the third week of Train-the- Trainer could be modified to include both Inventory and Purchasing.
Budget
1. Is there the ability to review all expenses for each piece of equipment for a specific period of time (for example
October 2001 through February 2003) to establish a budget estimate by equipment number?
PSA-OOl.Clearwater.Addendum I
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Synergen, Inc.
Proposed resolution: This will require a system modification to produce a Fleet Asset Period Cost Report, which would
obtain its data from the Period Cost view on the Fleet Asset. Only the 12 previous months will need to be included in the
calculation of the previous year's budget. Assuming the report is generic and compatible to theSynergen product, its
inclusion into the baseline product will be targeted for Synergen's Version 6.6.
Project Related Actions: The Project will be responsible for designing and developing an interim report.
Additional Project Related Costs:
6 hours design, 54 hours development & unit test = 60 hours:
6 hours x $204/hour = $1,224
54 hours x $244/hour = $13, 176
$1,224 + $13,176= $14,400
2. Is there the ability to incorporate/print the number-of-months equipment was in "A" status in above to obtain
accurate estimates for new equipment that may have been in use less than the 17 month period used above?
Proposed resolution: This will be included as part of the solution for #1 above.
Project Related Actions: None.
Additional Project Related Costs: None.
3. Is there the ability to export the above data to excel format to allow for additional sorts, additions, etc?
Proposed resolution: This will require a system modification to export the data associated with the Fleet Asset Period
Cost Report to an Excel spreadsheet. Assuming that the City of Clearwater decides that this is necessary functionality, its'.
inclusion into the baseline product will be targeted for Synergen's Version 6.6.
Project Related Actions: In addition to designing and developing the report identified in #1 above, provide an interim
ability to export the data to an Excel spreadsheet.
Additional Project Related Costs: 4 hours design, 28 hours development & unit test = 32 hours:
4 hours x $204/hour = $816
28 hours x $244/hour = $6,832
$816 + $6,832 = $7,648
PSA-001.Clearwater.Addendum I
@ Synergen, Inc. 2005
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Synergen, Inc.
Pricing Summary for FleetIB&M Enhancements
I - I Proposed
I _ _ Issue Description Pro,iect Cost
~ . ~ > ~n~,\ ^~"''' x "~ ,,'" ~~ '*~: t" ::< i::~ "' '9' ~ l ~
, W ::: '!l<' ~ ~ " ~){", .) x "'" '\:i1h~'lj "" '\~ ~ ~ 11 "~~ J)t ~ < ~ ,
1. Can 'reason' (damage, normal, wear, cap/stat) for a work order be changed after opening a work order?
2. Can downtime be calculated automatically per the work order and differently for different types of
equipment?
3. Can downtime be seen or changed before closing work order?
4. Can downtime be stopped when equipment goes back into service or when Work Order is opened only to
order parts, while unit is still in-service?
5. When does the system update a PM - when a PM Work Order is opened or when it is closed?
6. Can the timecard system for labor entry be disabled, so that daily labor can be entered manually at the
end of the day?
$0
$4,720
$0
$0
$0
$0
1. Is there the ability to set start date to something other than the purchase date?
2. Is there the ability to add additional charges (Cap-Stat) and the system will adjust depreciation over
equipment life?
3. Is there the ability to produce a monthly depreciation report listing Asset value, Cap-Stat value, monthly
depreciation, life-to-date depreciation, etc. for each piece of equipment?
$0
1. Is there the ability to run a billing report by equipment and an additional summary report with one line
totalfor each Cost Center (Account)? .
2. Is there the ability to capture both fixed (insurance and debt payment) and variable (fuel, parts, labor, I
commercial) costs?
3. Is there the ability to set different billing types, rates for different equipment (i.e., MO/l, MO/2, G 1234)?
4. Is there the ability to set a start and end date for some fixed billing rates (such as setting debt cost to start
on March 2003 and end on February 2009 without manual intervention)?
5. Is there the ability to 'drill down' from a period billing charge for a vehicle and see where all the charges
originated (debt, insurance, Work Orders, commercial charges, etc.)?
$38,400
$14,320
$0
$0
sub-total
$0
$52,720
1. Is there the ability to review all expenses for each piece of equipment for a specific period of time (for
example October 2001 through February 2003) to establish a budget estimate by equipment number?
2. Is there the ability to incorporate/print the number-of-months equipment was in "A" status in above to
obtain accurate estimates for new equipment that may have been in use less than the 17 month period used
above?
3. Is there the ability to export the above data to excel format to allow for additional sorts, additions, etc?
sub-total
total
$14,400
$0
$7,648
$22,048
$88,928
PSA-OOI.Clearwater.Addendum 1
<<;J Synergen, Inc. 2005
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Synergen, Inc.
Pricing
Synergen has proposed the services recommended in the Synergen Implementation Approach and is confident that services
proposed are the reasonable minimum required in order to minimize risk (for both parties) and to ensure a successful
implementation. Table Ion this page represents the level of effort anticipated for the implementation support services
provided by Synergen for Approach One (Combined Fleet and B&M Implementation); Table 2 on the following page
represents services for Approach Two (Discrete Fleet and B&M Implementation). These tables do not provide for City of
Clearwater required/provided resources (such as City of Clearwater Core Team participation, IS resources, outside
consultants, etc.). We request that milestone payments for services be made upon completion of the tasks and delivery of the
deliverables for each item and project phase. Table 3 describes reimbursable expenses.
Table 1: Approach One- Combined Fleet and Buildings & Maintenance Implementation
~'-~----'----I
Item Dl'scriptinn Pricing
-- -------- ----
1.
1.0 Implementation Planning and Coordination
$70,296
$0
2.
2.0 Software Installation
3.
3.0 Software Configuration Support
3.0a Fleet and B&M Modifications
$52,224
$88,928
$1,952
$26,432
$30,648
$24,480
4.
4.0 Interface Design & Development Services
5.
5.0 Data Conversion & Migration Support
6.
6.0Training Support
7.0 System Rollout Support
7.
Total for Approach One (Labor Only) $294,960
Estimated Expenses $35,700 + 8%
G&A
PSA-OOl.Clearwater.Addendum 1
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Synergen, Inc.
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Table 2: Approach Two - Discrete Fleet and Buildings & Maintenance Implementation
1. 1.0 Implementation Planning and Coordination $67,032
2. 2.0 Software Installation $0
3. 3.0 Software Configuration Support $32,640
3.0a Fleet and B&M Modifications $88,928
4. 4.0 Interface Design & Development Services $1,952
5. 5.0 Data Conversion & Migration Support $26,432
6. 6.0 Training Support $30,648
7. 7.0 System Rollout Support $24,480
2.
2.0 Software Installation
$0
3.
3.0 Software Configuration Support
$19,584
$1,952
$26,432
$30,648
$24,480
4.
4.0 Interface Design & Development Services
5.
5.0 Data Conversion & Migration Support
6.
6.0 Training Support
7.0 System Rollout Support
7.
Total for B&M Only
$170,128
Total Cost for Approach Two
(Labor Only)
$442,240
PSA-OOI.Clearwater.Addendum 1
(Q Synergen, Inc. 2005
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Synergen, Inc.
Exhibit B
Synergen Professional Services Rates
Synergen provides a comprehensive set of professional services to Customer to optimize the implementation of the Synergen
Series software. Our experienced staff can provide both supplemental support or turn key solutions to maximize the products'
benefit in the shortest possible timeframe.
Our Professional Services provide support for the entire project, including:
· Project Management and Planning
. Software Installation
· Software Configuration
· Data Migration and Conversion Assistance
· System Interface Assistance
· Technical Training
. End User Training
· Production Rollout Support
Category Description Hourly Rate
$US
1. Corporate Management $ 331
2. Senior Project Manager, Department Manager 318
3. Project Manager, Senior Technical Consultant, Senior Technical Analyst 244
4. Interactive Education Developer, Senior Business Analyst, Senior Education 204
Specialist, Senior Network Analyst, Senior Quality Assurance Specialist;
Senior Software Engineer, Senior Systems Analyst
5. Business Analyst, QAlTesting Specialist 176
6. CUSTOMER Support Specialist, Software Engineer, Technical Writer 157
7. Administration 94
REIMBURSABLE EXPENSES AND OTHER DIRECT COSTS
Description Price
Travel, Subsistence, Communications Cost + 8% G&A
State and Local Sales, Use Taxes Cost
Subcontracts Cost + 20% G&A
Other Direct Costs Cost + 8% G&A
PSA-OOI.Clearwater.Addendum 1
(g Synergen, Inc. 2005
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Synergen, Inc.
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Asset Management System
Phase 2 Implementation
for
City of Clearwater
January 20, 2005
~ Clearwater
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Submitted to:
John Feit
Administrative Support Mgr.
City of Clearwater
100 S. Myrtle Ave.
Clearwater, FL 33756
Dan Mayer
Director, IT
City of Clearwater
100 S. Myrtle Ave.
Clearwater, FL 33756
Synergen Contact:
Dan Brault
Synergen, Inc.
2121 North California Blvd., Suite 800
Walnut Creek, CA. 94596-7306
(925) 935-7670 tel. (925) 935-9748 fax
ORACLE'
SOFT'WARE POWERS 1ME INJERNET-
This document contains confidential and proprietary information. Do not disclose to other parties without written
permission from Synergen, Inc. Synergen believes that the information in this publication is accurate as of its publication
date. Synergen is not responsible for any inadvertent errors. Synergen is a trademark of Synergen, Inc. Synergen and the
Synergen logo are registered trademarks of Synergen, Inc. All rights reserved.
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City of Clearwater - January 20, 2005
Phase 2 Implementation
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TABLE OF CONTENTS
1. SYNERGEN IMPLEMENTATION APPROACH ................................................................................... 3
IMPLEMENTATION SERVICES AND DELIVERABLES .......................................................................................... 3
2. PROPOSED SOLUTIONS FOR FLEET AND BUILDINGS & MAINTENANCE ISSUES ............... 8
WORK ORDERS ............................................................................................................................................... 8
DEPRECIATION ..... .................... .............. ........................................ ...... ....... .............. ............................. ....... 10
BILLING............................................................................................................................. ............................ 11
CONTRACT TRACKING .................................................................. ...... ............... ........... ................................ 14
BUDGET ................................ ............ .................................................... ........... .... ............. .............. .............. 14
PRICING SUMMARY FOR FLEET/B&M ENHANCEMENTS .................................................................................. 16
3 . PRICING................. .. .. ......................................... ............................................................... .. .. .. .. .. .. ... .. ....... 1 7
TABLE 1: ApPROACH ONE - COMBINED FLEET AND B&M IMPLEMENTATION ....... ......... ................ .............. 17
TABLE 2: ApPROACH Two - DISCRETE FLEET AND B&M IMPLEMENTATION ............................................... 18
TABLE 3: REIMBURSABLE COSTS .................................................................................................................. 19
NOTES .. .... ....................................................... .................... .............. ...... ................. ........................ ............. 19
TERMS OF OFFER....... ........................ ........................... ............... .......... ....... ........ ................. ............ ...... ...... 19
4. PROJECT SCHEDULE .... ................................................ ........ ........ ..... ............ ............. ............ .............. 20
5. SIGNATURE PAGE ..................................................................... ................. .......... ............. ..................... 21
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City of Clearwater - January 20, 2005
Phase 2 Implementation
~Clearwater
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1. SYNERGEN IMPLEMENTATION APPROACH
The Synergen Implementation Approach for Phase 2 of the Asset Management Project will
consist of the following components:
· Implementation Planning and Coordination
· Software Configuration Support
· Interface Design and Development Services
· Data Conversion & Migration Support
· Training Support
· System Rollout Support
The proposed implementation strategy for the City of Clearwater (the City) Phase 2 project
assumes use of the current Synergen implementation and configuration at the City Public
Utilities and Customer Service Departments. This strategy is for a single-phase system rollout of
work management, inventory and fleet management to the City's General Services Departments
of Fleet Maintenance (Fleet) and Buildings & Maintenance (B&M). Per the City's request,
Synergen is providing costs for two different approaches. For Approach One, Synergen assumes
that both Fleet and B&M implementation requirements will be addressed as part of the same
project. For Approach Two, Synergen would address each department's implementation
independently. The costs for two approaches are broken out separately in the Pricing section. If
the City and Synergen decide that two discrete projects are required due to various constraints,
Synergen will be pleased to create separate project plans for each department. The services
described in this document assume that Approach One will be used. Synergen will partner with
the City to provide implementation services that will ensure project success. The proposed
Synergen support is detailed below.
IMPLEMENTATION SERVICES AND DELlVERABLES
Implementation Planning and Coordination
Synergen will provide Project Management services including project planning, Synergen
resource coordination and task allocation, project status reporting, coordination of deliverables,
and development of the Project Implementation Plan. These services will include the facilitation
of a Proj ect Kickoff Meeting at an appropriate City facility. The purpose of the Kickoff Meeting
is to:
· Introduce the key participants in the project partnership
· Establish and clarify the role of the City's "Core Team"
· Validate the schedule and determine the potential for schedule or resource constraints
· Review and clarify project roles and responsibilities
· Establish commonly agreed-upon expectations for project goals and deliverables
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City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
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· Collect input for the detailed plan for implementation plan and schedule
· Provide an overview of the Project Implementation Approach
· Establish the project status reporting guidelines
The project Core Teams should consist of the City's Project Manager, System Administrator(s),
and several business area representatives from the participating departments (i.e., one Core Team
for Fleet, one Core Team for B&M). Representation from functional areas within the
departments such as accounting, stores, maintenance planning, work order processing, fleet
maintenance and inventory management should be included on the Core Teams. The Core
Teams need to be empowered by the City's management to convey the desired end-state of the
implemented system, and to make the decisions (within reason) to support the configuration of
the application.
In conjunction with the Project Kickoff, Synergen will conduct two Core Team Orientation
sessions - one for Fleet and one for B&M. Objectives of these hands-on sessions include
familiarizing the Core Teams with how to navigate within Synergen, system integration
capabilities, functional knowledge of specific Synergen modules, and an overall understanding
of the current software configuration at the City and the planned configuration process. These
sessions will be tailored to the unique requirements of B&M and Fleet.
Following the Project Kickoff/Core Team Orientation sessions, Synergen will develop a detailed
implementation plan for all components of the Asset Management System Phase 2
implementation. This plan will include work activity descriptions, deliverable definitions,
project cost estimates and a detailed schedule. This plan will evolve during the Project lifecycle
in order to portray the implementation accurately. An initial project timeline, which includes
Synergen's scope of work assumptions, is included in Section 3.
DELIVERABLE:
DELIVERABLE:
Synergen Project Implementation Plan and Schedule
Core Team Orientation (2 Sessions)
Software Configuration Support
Synergen will perform the contracted functions necessary to assist the City's project teams in the
transition from its existing information systems and business processes to Synergen. This
includes facilitating the City's Core Teams in a series of workshops to aid in the understanding
of configuration options available within the Synergen application, and the association between
the City's defined business workflows and the enabling Synergen product. It is assumed that all
affected City business function entities will be represented on the two Core Teams and that a
single configuration will apply City-wide. Synergen will also provide hands-on instruction to the
City Core Teams in the use of the application during structured multi-day workshops, and
provide assistance through practical examples to help the Core Teams make informed
configuration decisions.
Synergen, Inc. - CONFIDENTIAL
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City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
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()
Following the Project Kickoff/Core Team Orientations, the City and Synergen will review the
existing business workflow processes for both departments and the current configured
application 1 during three Workflow Process/Configuration Validation workshops. The purpose
of the workshops is to ensure that the configuration will meet the stated business needs of both
departments. Through this process, the Core Teams become familiar with the application's
functionality, configurability and the association of Synergen modules with City business
processes. Software configuration changes will be made during these workshops if required in
order to match the business requirements with the Synergen application. Synergen will provide a
master list of configurable items to be used to guide, manage, and track status of the process. If
business workflow processes require changes to be implemented as a result of this configuration
process, the City will be responsible to incorporate the necessary changes.
Follow.on to this will consist of three sets of activities that will address the Fleet and Buildings
& Maintenance system functionality issues/gaps. The first activity is to gather and document the
Functional Requirements for the system modifications. Functional Requirements define the
business requirement(s), business case and business process description for the identified gaps.
The second activity is to make the interim project code modifications to the software, which will
facilitate the business process until such time that the baseline modifications are released for
general availability in an ensuing release ofSynergen. Please refer to Section 2 of this document
titled 'Proposed Solutions for Fleet and Buildings & Maintenance Issues'. The third activity is
defined as a system test, which will ensure that all modifications have been completed and meet
the original design. This system test activity will be performed by the City of Clearwater.
DELIVERABLE:
DELIVERABLE:
DELIVERABLE:
Synergen Configurable Items Summary
Synergen Configuration Guide
Functional Requirements for the Identified Fleet and Buildings &
Maintenance Issues/Gaps
Interface Design & Development Services
During Phase 1, the City developed several interfaces to Synergen including PeopleSoft HR,
Cayenta VMS, ESRI GIS, CiTect and Dataflow SCADA. No new interfaces are anticipated or
proposed for the Phase 2 project. For Phase 2, Synergen will assist the City to review the
existing interfaces and determine whether any changes to the interfaces are required as a result of
the decisions made during system configuration. The City will be responsible for making any
necessary modifications to the interfaces.
Data Conversion and Migration Support
As in the Phase 1 implementation, Synergen will provide assistance as requested for data
migration. The City will have the primary responsibility for identifying and/or collecting data to
1 The Synergen application was initially configured for Public Utilities and Customer Service during
Phase 1.P
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City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
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be migrated. Synergen will assist the City in development of a data migration plan and to map
this data to the appropriate Oracle tables in Synergen. The City will develop data loading scripts
to migrate the data from the collection database to the Synergen Oracle database. The City will
test the set of data loading scripts developed (migration, conversion and validation) to ensure
they perform in accordance with the mapping. The City project team will be responsible for
reviewing the data migration plan, reviewing the detailed data mapping and, later in the project,
reviewing the migrated data during testing to ensure that the scripts functioned as expected. The
City will also be responsible for entering (loading) any needed manual data into the Synergen
application. Synergen will participate in a Data Validation/Workflow test to be conducted once
the scripts have been completed and unit tested. Once the project team is satisfied that the scripts
functioned as expected, the scripts are set aside until needed for final migration before Rollout.
The City will be responsible for running the scripts just prior to the System Rollout.
Training Support
Effective functional and technical training is extremely critical to the success of any software
implementation project. The Synergen implementation methodology takes this into account by
addressing a combination of Technical and End User training approaches to support this key
activity. Synergen assumes that the technical staffwas sufficiently trained during Phase 1 and
that no further technical training is required for Phase 2.
The first step in the Synergen training process is to develop an Education Plan. Synergen will
provide assistance to the City's Core Teams who will be responsible for working with the target
user communities to determine course requirements, course content, course durations, required
attendees for each course, training sequence and training schedule. The City will be responsible
for documenting all of this information in the project Education Plan. Once approved, Synergen
will schedule training according to this plan.
The next and final step in the Synergen training program is End User functional training.
Synergen will provide Train the Trainer (T3) training for a selected team of no more than four
City trainers at a City training facility. This cost-effective training approach is designed to train
City trainers in the Synergen application and then how to teach Synergen end users. These
services will consist of detailed application training to the appropriate T3 instructors covering the
Synergen Maintenance, Inventory, Resource, Fleet and Administration modules using the City-
provided work processes as a training basis.
DELIVERABLE:
DELIVERABLE:
Training Schedule
Train-the-Trainer (T3) Functional Training (3 weeks)
System Rollout Support
When Synergen is configured for Phase 2, data is loaded, workflows and interfaces are tested
and training is completed, the project will be ready for cutover to production for end users.
Synergen will support the system rollout by verifying the production environment and final
system configuration. Synergen will provide resources to support these pre-"Go Live" activities
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
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as well as providing field coaching during the critical days afterwards when end users first start
using the new business application and processes. Based on Synergen's collective
implementation experience as well as the specific experience ofthe City's Phase 1 rollout,
Synergen will provide a "Go-Live Checklist" to aid the City in making the necessary preparation
for the rollout event.
DELIVERABLE: Go-Live Checklist
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Synergen ™
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
o
2. PROPOSED SOLUTIONS FOR FLEET AND BUILDINGS &
MAINTENANCE ISSUES
WORK ORDERS
1. Can 'reason' (damage, normal, wear, cap/stat) for a work order be changed after
opening a work order?
Proposed resolution: Yes, the Class and Category fields are updateable until the Work Order
is moved to 'History' status.
Project Related Actions: Education/training on use of appropriate fields within Synergen
describing Work Order type.
Additional Project Related Costs: None
2. Can downtime be calculated automatically per the work order and differently for
different types of equipment?
Proposed resolution: This will require a system modification, in particular downtime
triggering on 'Vehicle In' and 'Vehicle Out' date/time. The expected end result of this trigger
logic will be that the Asset Closeout Swnmary screen for a Work Order Task or Fleet Work
Order will automatically populate downtime based on 'Vehicle In', 'Vehicle Out' and Asset
Operational Hours. Fleet Asset Operational Hours are defined on the Fleet Asset. The setup
of Fleet Operational Hours will be described as part of the Configuration Workshop. The
inclusion of this solution into our baseline product is targeted for Version 6.6 of Synergen.
Project Related Actions: The project will need to provide an interim Synergen Application
Program Interface (SAPI) trigger to calculate downtime based on minimal data being
entered, such as 'Vehicle In', 'Vehicle Out' and Fleet Asset Operational Hours. SAPI
triggers are 'form-level' logic that will execute when the form's record is saved (i.e.,
committed to the table).
Additional Project Related Costs: 4 hours design, 16 hours development & unit test = 20
hours:
4 hours x $204/hour = $816
16 hours x $244/hour = $3,904
$816 + $3,904 = $4,720
3. Can downtime be seen or changed before closing work order?
Proposed resolution: Downtime can be seen and changed today for a 'Closed' Work Order.
The proposed enhancement is that if the 'Vehicle Out' date/time is changed, the downtime
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
o
automatically recalculates. The inclusion of this solution into our baseline product is targeted
for Version 6.6 of Synergen.
Project Related Actions: The project will need to provide an interim SAPI trigger to adjust
downtime duration (similar logic to #2 above), which is displayed on the Asset Closeout
Summary.
Additional Project Related Costs: 2 hours design, 8 hours development & unit test = 10
hours:
2 hours x $204/hour = $408
8 hours x $244/hour = $1,952
$408 + $1,952 = $2,360
Note: Per the January 12,2005 telephone conversation with John Feit, this request is being
removed from the required list of enhancements. As a result of this, the cost associated
with this request has been decreased to $0 in the Enhancement Pricing Summary listed
below on page 16.
4. Can downtime be stopped when equipment goes back into service or when Work Order
is opened only to order parts, while unit is still in-service?
Proposed resolution: This request is satisfied by the proposed solution for the two previous
issues. Note that a user can enter multiple sets of 'Vehicle In' and 'Vehicle Out' date/times.
Project Related Actions: Upon completion of the two SAPI triggers for issues #2 and #3
above, education/training will be required to determine where to view the newly updated
downtime data on the respective panels.
Additional Project Related Costs: None.
5. When does the system update a PM - when a PM Work Order is opened or when it is
closed?
Proposed resolution: The system updates (cycles) the PM Master schedule through a batch
job when the Work Order status has been updated to 'Finished'. This allows for
residual/miscellaneous charges to be applied to the PM WO prior to this timeframe.
Project Related Actions: Education/training of what system actions occur when WO statuses
are progressed.
Additional Project Related Costs: None.
6. Can the time card system for labor entry be disabled, so that daily labor can be entered
manually at the end of the day?
Synergen, Inc. - CONFIDENTIAL
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TM
Synergen
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
~
u
Proposed resolution: Timecards do not need to be created at a specific time nor as part of the
WO closeout process. Timecards can be entered manually at the end of the day.
Project Related Actions: Education/training of the time entry capabilities.
Additional Project Related Costs: None.
DEPRECIA liON
1. Is there the ability to set the depreciation start date to something other than the
purchase date?
Proposed resolution: This will require a system modification to copy the Asset Depreciation
view over to the Fleet Asset module. Once this is complete, the Depreciation Start Date will
be based on either the In-Service Date or the Acquisition Date. This modification is slated
for Version 6.5, which will be in time to support the Fleet rollout.
Project Related Actions: Configuration of the Fleet Depreciation Start Date. In addition,
education/training of the new depreciation functionality will be required.
Additional Project Related Costs:None.
2. Is there the ability to add additional charges (Cap-Stat) and the system will adjust
depreciation over equipment life?
Proposed resolution: This will require a system modification to add a new field to the Fleet
Asset (the title of this new field is not known) that will allow a user to increase the capital
value of the asset (i.e., vehicle). In addition, this enhancement will incorporate a monthly
view as well as the current yearly view in the upcoming Fleet Asset Depreciation view. This
modification is slated for Version 6.5, which will be in time to support the Fleet rollout.
Project Related Actions: Education/training of the new depreciation functionality.
Additional Project Related Costs: None.
3. Is there the ability to produce a monthly depreciation report listing Asset value, Cap-
Stat value, monthly depreciation, life-to-date depreciation, etc. for each piece of
equipment?
Proposed resolution: This will require a system modification to include a new Depreciation
Report (presumably Monthly with Year-to-Date totals). Assuming the report is generic and
compatible to the Synergen product, its inclusion into the baseline product will be targeted
for Synergen's Version 6.6.
Project Related Actions: The Project will be responsible for designing and developing this
new report.
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
o
Additional Project Related Costs: 8 hours design, 32 hours development & unit test = 40
hours:
8 hours x $204/hour = $1,632
32 hours x $244/hour = $7,808
$1,632 + $7,808 = $9,440
BILLING
1. Is there the ability to run a billing report by equipment and an additional summary
report with one line total for each Cost Center (Account)?
Proposed resolution: There are two separate report requests in this question. Both will
require a separate report to be designed and developed, obtaining their data primarily (if not
all) from the Synergen Accounting log. Assuming the reports are generic and compatible to
the Synergen product, their inclusion into the baseline product will be targeted for
Synergen's version 6.6.
Project Related Actions: The Project will be responsible for designing and developing both
of these new reports.
Additional Project Related Costs: Report by Asset - 8 hours design, 72 hours development &
unit test = 80 hours:
8 hours x $204/hour = $1,632
72 hours x $244/hour = $17,568
$1,632 + $17,568 = $19,200
Report by Cost Center (i.e., department) - 8 hours design, 72 hours development & unit test =
80 hours:
8 hours x $204/hour = $1,632
72 hours x $244/hour = $17,568
$1,632 + $17,568 = $19,200
2. Is there the ability to capture both fIXed (insurance and debt payment) and variable
(fuel, parts, labor, commercial) costs?
Proposed Resolution: Synergen currently provides the ability to capture variable costs via
both the Work Order and the Direct Charge panels. Weare proposing that the user enters the
fixed costs via Specification (Spec) Sheets (existing functionality). Start and End dates will
also be created as Spec data for those fixed costs that require them, such as debt. A batch
database procedure will be created to write monthly fixed cost transactions out to the
Synergen, Inc. - CONFIDENTIAL
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Synergen ™
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
....
o
Accounting log. The inclusion of this solution into our baseline product is targeted for
Version 6.6 of Synergen.
Project Related Actions: Configuration will be required to properly setup the Spec Sheets to
capture these new fixed costs. In addition, the Project will be responsible for designing and
developing the new database procedure to write out monthly fixed cost accounting
transactions.
Additional Project Related Costs: 8 hours design, 52 hours development & unit test = 60
hours:
8 hours x $204/hour = $1,632
52 hours x $244/hour = $12,688
$1,632 + $12,688 = $14,320
3. Is there the ability to set different billing types, rates for different equipment (ie. MOil,
MO/2, GI234)?
Proposed Resolution: Per the conference call discussion on October 14, 2004, Synergen now
understands the two different types of internal charge back billing that the Fleet Department
does with the other City departments. The first is termed as the Maintenance and Operations
(MO) method which identifies all of the actual material, labor, direct and fixed charges on
the previously mentioned monthly billing reports (#1 under Billing above). The second is
identified as a 'leased' method where the City would calculate a flat rate per mile for the
given Fleet Asset and this would be used to charge back to the department utilizing the asset.
The latter method is not currently being used by the City but there may be a need to support
this method in the future. This 'leased' method would not need to be incorporated into the
report logic for Fleet go-live; however, design thought would need to occur to ensure rapid
deployment if needed in the future. Early discussions indicate that a 'Flat Charge Back Rate'
UDF can be applied to the Fleet Asset record to facilitate the data capture of this cost and the
billing reports would check to see if this field was entered to determine the type of billing.
Project Related Actions: To facilitate the population of the correct Insurance rate/amount on
the Fleet Assets, the City would like to enter a Maintenance and Operations (MO) code
(MO/1, MO/2, .. MO/5) against the asset. These codes would be a way of associating a
previously identified insurance value to a given asset. The entry of these MO codes would
be via a UDF field on the Fleet Asset panel. The actual insurance amounts for these MO
codes would be entered in the Synergen Code tables. These insurance amounts (on the code
tables) would then be used to populate the existing Insurance field on the Fleet Asset panel.
To accomplish this, either a form or database level trigger will be executed from both the
Fleet Asset panel (when a new MO code is populated or changed) and the Synergen Code
table panel (when the actual insurance amount for a given MO code is changed). It is
important to note that all of these Billing issues will require a Charge Back Accounting
String to be associated with either the Vehicle itself or more likely the Vehicle Class Code.
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
()
The Vehicle Class Code will probably be departmental in nature, such as Police, Fire, Gas,
Buildings & Maintenance, Parks & Recreation, etc. A custom business rule will be setup for
each Vehicle Class Code to allow entry of an operational charge back account.
Regarding the tasks and related costs to include logic to address the 'Flat Charge Back Rate'
method, none will be identified for initial go-live. When/if the Fleet Department determines
that this logic is required, Synergen will estimate at that time and assist the City in its rapid
deployment.
Additional Project Related Costs: 16 hours design, 72 hours development & unit test = 88
hours:
16 hours x $204/hour = $3,264
72 hours x $244/hour = $17,568
$3,264 + $17,568 = $20,832
Note: Per the January 12, 2005 telephone conversation with John Feit, this request is being
removed from the required list of enhancements. As a result of this, the cost associated
with this request has been decreased to $0 in the Enhancement Pricing Summary listed
below on page 16.
4. Is there the ability to set a start and end date for some t1xed billing rates (such as setting
debt cost to start on March 2003 and end on February 2009 without manual
intervention)?
Proposed Resolution: The solution to this issue has been addressed in the Proposed
Resolution for Item #2 above.
Project Related Actions: None.
Additional Project Related Costs:None.
5. Is there the ability to 'drill down' from a period billing charge for a vehicle and see
where all the charges originated (debt, insurance, Work Orders, commercial charges,
etc.)?
Proposed Resolution: Synergen will provide the capability to view the Account Log from the
Fleet Work Order. This will allow you to 'drill down' and see all related accounting log
transactions for the asset identified on the WOo In addition, we would also like to add the
'Asset_ID' to the Account Log search screen, to provide the ability to retrieve 'Period' cost
data by Asset. Assuming these modifications provide sufficient 'drill down' capabilities to
the users, they will be included in Version 6.5, which will be in time to support the Fleet
rollout.
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
u
Project Related Actions: Education/training to understand how to view the desired account
log data. When you're originating from the Fleet Work Order, you will see all account log
transactions for that Fleet Asset in descending order. If you originate your query from the
Accounting Log search, the data returned will be based on the search selection criteria
entered.
Additional Project Related Costs: None.
CONTRACT TRACKING
1. We were told that the 'Service Contract' module would be required to track vendor
data, terms, and expiration dates?
Proposed resolution: Buildings & Maintenance would like to track their vendor contracts
electronically. Currently, they have paper contracts that they keep in filing cabinets. Two
possible solutions exist for this issue. The first would be to scan in the documents and
associate them as an attachment with the various work orders that require that vendor to
perform work. The second would be to use scaled down functionality within the Purchasing
module and enter these contracts, be it via Purchase Orders or Blanket POs. A prerequisite
activity to the creation ofSynergen POs would be the entry of the associated Vendors. As
part of this Synergen PO creation activity, the City could scan in the hardcopy contract
document and attach it to the Synergen PO. If Buildings & Maintenance requires actual
vendor costs to be seen within Synergen, an interface would need to be developed from Ross
to import the invoice data associated with these Synergen POs.
Project Related Actions: During the Buildings and Maintenance Configuration Workshop,
the City of Clearwater and Synergen will decide on the best path to take with regards to
capturing these vendor contracts. If the decision is to utilize the Purchasing module, it will
require some additional project-related Workflow, Data Load/Migration and Training time.
Additional Project Related Costs: None - will incorporate into existing project plan. Most of
the time related to this effort will be in the data load/migration activity, which the City is
responsible for. Synergen has extended the duration of the manual data load task in the
project plan by five (5) days to address the possible increase in effort. Regarding Purchasing
training, the third week of Train-the- Trainer could be modified to include both Inventory and
Purchasing.
BUDGET
1. Is there the ability to review all expenses for each piece of equipment for a specific
period of time (for example October 2001 through February 2003) to establish a budget
estimate by equipment number?
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
S Y N ERG E III Phase 2 Implementation
~ Clearwater
o
Proposed resolution: This will require a system modification to produce a Fleet Asset Period
Cost Report, which would obtain its data from the Period Cost view on the Fleet Asset. Only
the 12 previous months will need to be included in the calculation of the previous year's
budget. Assuming the report is generic and compatible to the Synergen product, its inclusion
into the baseline product will be targeted for Synergen's Version 6.6.
Project Related Actions: The Project will be responsible for designing and developing an
interim report.
Additional Project Related Costs: 6 hours design, 54 hours development & unit test = 60
hours:
6 hours x $204/hour = $1,224
54 hours x $244/hour = $13,176
$1,224 + $13,176= $14,400
2. Is there the ability to incorporate/print the number-of-months equipment was in "A"
status in above to obtain accurate estimates for new equipment that may have been in
use less than the 17 month period used above?
Proposed resolution: This will be included as part of the solution for # 1 above.
Project Related Actions: None.
Additional Project Related Costs:None.
3. Is there the ability to export the above data to excel format to allow for additional sorts,
additions, etc?
Proposed resolution: This will require a system modification to export the data associated
with the Fleet Asset Period Cost Report to an Excel spreadsheet. Assuming that the City of
Clearwater decides that this is necessary functionality, its inclusion into the baseline product
will be targeted for Synergen's Version 6.6.
Project Related Actions: In addition to designing and developing the report identified in #1
above, provide an interim ability to export the data to an Excel spreadsheet.
Additional Project Related Costs:4 hours design, 28 hours development & unit test = 32
hours:
4 hours x $204/hour = $816
28 hours x $244/hour = $6,832
$816 + $6,832 = $7,648
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
I-
o
PRICING SUMMARY FOR FLEET/B&M ENHANCEMENTS
~
1. Can 'reason' (damage, normal, wear, cap/stat) for a work order be changed after opening a
work order?
2. Can downtime be calculated automatically per the work order and differently for different types
of e ui ment?
3. Can downtime be seen or chan ed before closin work order?
4. Can downtime be stopped when equipment goes back into service or when Work Order is
o ened onl to order arts, while unit is still in-service?
5. When does the s stem u date a PM - when a PM Work Order is 0 ened or when it is closed?
6. Can the time card system for labor entry be disabled, so that daily labor can be entered
manuall at the end of the da ?
$0
$4,720
$0
$0
$0
$0
$4,720
$0
$0
$9,440
$9,440
..
1. Is there the ability to run a billing report by equipment and an additional summary report with
one line total for each Cost Center Account?
2. Is there the ability to capture both fixed (insurance and debt payment) and variable (fuel, parts,
labor, commercial costs?
3. Is there the ability to set different billing types, rates for different equipment (Le., MO/1, MO/2,
G1234 ?
4. Is there the ability to set a start and end date for some fixed billing rates (such as setting debt
cost to start on March 2003 and end on Februa 2009 without manual intervention?
5. Is there the ability to 'drill down' from a period billing charge for a vehicle and see where all the
char es ori inated debt, insurance, Work Orders, commercial char es, etc. ?
$38,400
$14,320
$0
$0
:8ij
1. Is there the ability to review all expenses for each piece of equipment for a specific period of
time (for example October 2001 through February 2003) to establish a budget estimate by
e ui ment number?
2. Is there the ability to incorporate/print the number-of-months equipment was in "A" status in
above to obtain accurate estimates for new equipment that may have been in use less than the 17
month eriod used above?
3. Is there the ability to export the above data to excel format to allow for additional sorts,
additions, etc?
$0
$0
$14,400
$0
sub-total
$7,648
$22,048
total $88,928
Synergen, Inc. - CONFIDENTIAL
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Synergen ™
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
~
()
3. PRICING
Synergen has proposed the services recommended in the Synergen Implementation Approach
and is confident that services proposed are the reasonable minimum required in order to
minimize risk (for both parties) and to ensure a successful implementation. Table 1 on this page
represents the level of effort anticipated for the implementation support services provided by
Synergen for Approach One (Combined Fleet and B&M Implementation); Table 2 on the
following page represents services for Approach Two (Discrete Fleet and B&M
Implementation). These tables do not provide for City of Clearwater required/provided
resources (such as City of Clearwater Core Team participation, IS resources, outside consultants,
etc.). We request that milestone payments for services be made upon completion of the tasks and
delivery of the deliverables for each item and project phase. Table 3 describes reimbursable
expenses.
TABLE 1: APPROACH ONE - COMBINED FLEET AND B&M IMPLEMENTATION
~~-~-~
Itcm Dcscription Pricing
-~~~-------------
1. 1.0 Implementation Planning and Coordination $70,296
2. 2.0 Software Installation $0
3. 3.0 Software Configuration Support $52,224
3.0a Fleet and B&M Modifications $88,928
4. 4.0 Interface Design & Development Services $1,952
5. 5.0 Data Conversion & Migration Support $26,432
6. 6.0 Training Support $30,648
7. 7.0 System Rollout Support $24,480
Total for "\pproach Onc (E.\cllldill~ Rl'illlhllr~ahlc r .\pl'llq'~) S29....960
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
o
TABLE 2: APPROACH TWO - DISCRETE FLEET AND B&M IMPLEMENTATION
~---_._------_.~-
L~~l'1SlTI(HIOII Pri(.'ing
~------~-------------
t , , > ",' 1'1,1",
; 1 ri I '< i'~: 't>" jl~1~
; , j;~ J~"f~l"
I, ~~ I \' ,I ~'l'~~r
1. 1.0 Implementation Planning and Coordination $67,032
2. 2.0 Software Installation $0
3. 3.0 Software Configuration Support $32,640
3.0a Fleet and B&M Modifications $88,928
4. 4.0 Interface Design & Development Services $1,952
5. 5.0 Data Conversion & Migration Support $26,432
6. 6.0 Training Support $30,648
7. 7.0 System Rollout Support $24,480
Total for Fleet Only $272,112
1. 1.0 Implementation Planning and Coordination $67,032
2. 2.0 Software Installation $0
3. 3.0 Software Configuration Support $19,584
4. 4.0 Interface Design & Development Services $1,952
5. 5.0 Data Conversion & Migration Support $26,432
6. 6.0 Training Support $30,648
7. 7.0 System Rollout Support $24,480
Total for B&M Only $170,128
Total (ost ror \pproal"h 1\\0 S.U2.2-W
(Fxduding Reimhursahle L\pellsesl
Synergen, Inc. - CONFIDENTIAL
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Synergen ™
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
o
TABLE 3: REIMBURSABLE COSTS
---~~-~~
Dt'sniptioll "rire
------------- ----~---~----- ~----
Reimbursable Expenses
Travel, Subsistence, Communications
Cost + 8% G&A
NOTES
1. Reimbursable expenses are not included in this proposal. However, based on actual
travel costs incurred during Phase 1 and the anticipated number of trips to Clearwater for
Phase 2, the estimated reimbursable expense cost is $35,700.
2. This proposal was prepared using 2003 Labor Rates.
3. Invoices will be submitted upon achieving the indicated milestones for the fixed price
and fixed price (level of effort) items. Invoices for time and materials items may be
submitted monthly for the labor and expenses to that date.
4. Invoices are payable upon receipt. Interest of one and one-half percent per month shall 11l.7 ~ }-
be payable on any amounts not paid within thirty (30) days. Attorney's fees and other .sk\\ b
costs incurred in collecting any delinquent amount shall be paid by the client. t: I" l.
c.c.~~ ~'fl,
Additional Professional Services may be provided on a time and materials or fixed price ba.s.is-
upon detailed definition of scope of deliverables. -ti~dc., (.)~t-
TERMS OF OFFER r~, r'V'\~+ Act.
r/N
Please be advised that this proposal offer will only be honored for sixty (60) days from date of
proposal submission (i.e., today being January 20, 2005).
Synergen, Inc. - CONFIDENTIAL
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
4. PROJECT SCHEDULE
The Project Schedule will be provided separately, via e-mail.
Synergen, Inc. - CONFIDENTIAL
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~ Clearwater
o
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Synergen TM
Asset Management System
City of Clearwater - January 20, 2005
Phase 2 Implementation
~ Clearwater
o
5. SIGNATURE PAGE
Synergen Implementation for the City of Clearwater's
Buildings & Maintenance and Fleet Departments (Phase 2)
Implementation Approach #:
Synergen Inc.
~~zs~~
Rick Bill -
Vice President
:D~~~
Dan Brault
Sr. Project Manager
******************************************************************************
City of Clearwater, Florida
Countersigned:
By:
dl~~~:Jr
WIlliam B. Home II
City Manager
4~~
~ Hibbard '
Mayor-Commissioner
Approved as to form:
Attest:
Leslie Dougall-Si es
Assistant City Attorney
Synergen, Inc. - CONFIDENTIAL
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~"i.I:~
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