HomeMy WebLinkAboutC2009-131 - 4/14/2009 - ApprovedINNOVATIVE
MANAGEMENT SOLI IT47NSS
CLIENT SUBCONTRACT AGREEMENT - CCC20090205
This Subcontract Agreement (the "Agreement ") is made and entered into this 5th day of February
2009, by and between Innovative Management Solutions, Inc., a Texas corporation with its principal
office and place of business at 7160 North Dallas Parkway, Suite 320, Plano, TX 75024 ( "IMS "), and
City of Corpus Christi whose principal place of business is Corpus Christi, Texas 78469 -9277 ( "Client ").
WHEREAS, Client desires to engage IMS pursuant to one or more written Professional Services
or Staff Augmentation Work Orders to perform services for the benefit of Client;
NOW, THEREFORE, in consideration of the mutual promises and obligations in this
Agreement, the sufficiency of which is hereby acknowledged, the parties, intending to be legally bound,
agree as follows:
ARTICLE 1
TERMS/WORK ORDERS
1.1 Work Orders. Client shall retain IMS' services pursuant to mutually agreed work orders
(the "Work Order ") which shall identify the Customer, Site, Services and Deliverables to be performed
and the time for performance. Each Work Order shall contain the information required by IMS on forms
provided by IMS. For additional detail please refer to the, City of Corpus Christi EPM (Enterprise
Management Program) Proposal dated March 3, 2009
1.2 Scheduling and Reporting. Both client and IMS shall commit the appropriate
personnel, resources, facilities, equipment and space for IMS to perform the Services and develop the
Work Product within the time periods set forth on the Work Order. IMS shall report its progress daily to
Client's designated representative and both Client and IMS shall cooperate to minimize delays in the
schedule and to meet appropriate deadlines.
1.3 Delivery /Acceptance. Upon delivery of the Work Product both Client and
IMS shall review the finished product and determine its acceptability.
Client shall detail non - conforming items in writing and both Client and IMS shall cooperate to
address such non - conformance in an agreed upon manner and time frame. The assessment will
provide the direct deliverables to aid The City of Corpus Christi in moving forward with the
Design, Testing, and Deployment of a phased approach specifically designed to ensure success.
Deliverables include but are not limited to: Kick -off Meeting, Implementation Strategy, Implementation
Plan, Technical Infrastructure Review and recommendations, and Project Management Requirements
Document (For additional detail please refer to the, City of Corpus Christi EPM (Enterprise Management
Program) Proposal dated March 3 2009.)
1.4 Changes. All changes in scope or schedule of a Work Order shall be agreed upon in
writing, signed by both parties, and shall comprise an additional Work Order, containing the differences
in costs, scheduling, services and Work Product.
2009 -131
04/14/09
M2009 -083
Innovative Mngmt. Solutions
ARTICLE 2
COMPENSATION
2.1 Client Invoicing/Payment Terms. IMS shall invoice Client on a bi- weekly basis for all services
rendered pursuant to the Work Order, with IMS Professional Services billed on a lump sum not to exceed
Sixty six thousand, four hundred and fifty dollars. . IMS may bill based on pro rata share of the work
accomplished, subject to final acceptance by the City of Corpus Christi. Payments are due on a net 30
basis, unless otherwise agreed upon in the Work Order. IMS proposes a lump sum contract. Therefore,
all travel and business expenses incurred by IMS are included in the lump sum price. (For additional
detail please refer to the, City of Corpus Christi EPM (Enterprise Management Program dated March 3,
2009.)
2.2 Taxes. IMS shall remain responsible for all federal and state withholding taxes on the
income paid to its employees.
ARTICLE 3
INSURANCE
3.1 Insurance Coverage. Notwithstanding any other workers' compensation or insurance
policies that may be maintained by IMS or by any Client hereunder, IMS shall carry and maintain in force
at all times relevant hereto insurance of the types and minimum coverage amounts as IMS determines to
be reasonable for the performance of the Services rendered. In the event insurance coverage verification
is required under an applicable Work Order, IMS will provide the necessary Certificate of Insurance for
such purpose.
ARTICLE 4
CONFIDENTIALITY/NON-SOLICITATION
4.1 Confidentiality
(a) The parties acknowledge and agree that during the term of this Agreement proprietary and
confidential information of the parties will be exchanged. The use and disclosure of such information
shall be governed by the Non - Disclosure Agreement between IMS and Client, a copy of which is attached
hereto as Exhibit A.
(b) The terms of this Agreement shall constitute Confidential Information pursuant to the Non -
Disclosure Agreement.
4.2 Non - Solicitation. IMS and Client shall not at any time during the term of this
Agreement and for two (2) years after tuniination thereof, solicit, offer to hire or hire an employee or
contractor of the other party whom it knows participated in the performance of Professional Services
under any Work Order or assist in the hiring of such employee or contractor by any other party without
the prior written consent of both parties.
4.3 Staff Augmentation. Candidates provided to client by IMS on a Staff Augmentation
Work Order may be eligible for hire by the Client; provided, however that if such candidates are retained
by the Client or referred to any third party by the Client within 12 months of the end of any assignment by
IMS, a retainage fee of twenty -five percent (25 %) of the candidate's first year salary shall be paid to IMS
by the Client.
ARTICLE 5
INDEMNIFICATION/LIMITATION OF LIABILITY
5.1 Indemnification. IMS shall indemnify, defend and hold other party and its employees
hereunder (collectively "Indemnitees ") harmless from and against any and all damages, losses, liabilities,
CLIENT SUBCONTRACT AGREEMENT PAGE 2
obligations, claims, litigation, demands, suits, judgments, costs or expenses, including without limitation
reasonable attorneys' fees ( "Claims ") that may be made: (a) by any third person for bodily injuries,
including death to persons, or damage to tangible property, including theft, resulting from the negligent or
otherwise wrongful acts or omissions of IMS, its employees or agents; (b) under the applicable state law
statutes pertaining to Worker's Compensation against Indemnitees by employees or other persons
furnished by IMS to provide Services hereunder; or (c) arising from any matter directly caused by IMS or
from a breach of any warranty or representation made by IMS hereunder. IMS shall also indemnify
Indemnitees against any damage to their premises, or items located on such premises, caused by IMS, its
employees or agents. IMS's obligations under this Paragraph 5 1 shall survive the termination of this
Agreement for any reason. Client agrees to give IMS prompt notice of any such Claim, and shall, to the
extent Client is not adversely affected, cooperate fully with IMS in defense and settlement of such Claim.
5.2 Limitation of Liability. In no event shall either party be liable to the other party for any
incidental, indirect, special, consequential or punitive damages, loss of goodwill or business profits,
regardless of the nature of the claim, even if such party knew or should have known of the possibility of
such damages or claims. . The above limitation of liability excludes willful misconduct by either party.
ARTICLE 6
TERMINATION
6.1 Termination for Breach. In the event either party fails to perform any material term in
this Agreement or a Work Order and fails to cure such breach within fifteen (15) clays of receipt of
written notice from the other party specifically identifying the breach or breaches, the affected party may,
without limitation of its other rights, and at its election, terminate this Agreement and all Work Orders
then in effect, or terminate solely the Work Order that has been breached, without further obligation or
liability to the other party hereunder, except as to payment obligations, by giving at least ten (10) days
advance written notice to other party of the intended termination date.
ARTICLE 7
GENERAL PROVISIONS
7.1 Independent Contractor. It is the intention of the parties that IMS shall be an
independent contractor and not an employee, agent, joint venturer, or partner of Client hereunder.
Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of
employer and employee between IMS and Client.
7.2 Notices. Any notices to be given hereunder by any party to another party may be
effected either by personal delivery in writing or by registered or certified mail (postage prepaid with
return receipt requested), overnight delivery service or facsimile (with a copy by registered mail) Mailed
notices shall be addressed to the parties as follows:
To Client:
City of Corpus Christi
Attn: Pete Anaya, Director of Engineering Services
PO Box 9277
Corpus Christi, TX 78469
To IMS: Innovative Management Solutions, Inc
Attention: Vicki Mendoza, Manager of Administration or
Brent Langley, Vice - President of Client Solutions
7160 North Dallas Parkway, Suite 320
Plano, Texas 75024
Fax: (469) 467 -0162
CLIENT SUBCONTRACT AGREEMENT PAGE 3
Each party may change such address by written notice in accordance with this paragraph. The
date upon which any such notice is received at the designated address shall be deemed to be the date of
such notice.
7.3 Assignment. This Agreement may not be assigned by either party without the express
written consent of other party which consent may be unreasonably withheld or delayed.
7.4 Waivers. No waiver by either party of any default shall be deemed as a waiver of any
prior or subsequent default of the same or other provisions of this Agreement.
7.5 Entire Agreement. This Agreement, together with the Non - Disclosure Agreement, the
attached exhibits and Work Orders, constitutes the entire agreement between the parties with respect to
the subject matter hereof and supersedes any and all agreements, either oral or written, between the
parties hereto with respect to the subject matter hereof. Each party to this Agreement acknowledges that
no representations, inducements, promises, or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, that are not embodied herein, and that no other agreement,
statement, or promise not contained in this Agreement shall be valid or binding. Any modification of this
Agreement will be effective only if it is in writing signed by the party to be charged.
7.6 Severability. If any provision in this Agreement is held by a court of competent
jurisdiction to be invalid, void, or unenforceable, the remaining provisions will nevertheless continue in
full force without being impaired or invalidated in any way.
7.7 Governing Law; Attorneys' Fees. This Agreement will be governed by and construed
in accordance with the laws of the State of Texas, exclusive of its choice of law rules. Any action relating
to this Agreement shall be brought in the federal or state district courts located in Collin County, Texas,
and all parties to this Agreement hereby consent to the jurisdiction of said courts. If any legal action or
proceeding is brought for the enforcement of this Agreement, the successful or prevailing party shall be
entitled to reasonable attorneys' fees and other costs and expenses incurred in that action or proceeding in
addition to any other relief to which it may be entitled.
7.8 Binding Effect. This Agreement shall be binding upon and shall inure to the benefit of
the parties, their successors, and permitted assigns.
7.9 Conflict in Terms /Order of Precedence. In the event of any conflict between this
Agreement and the express terms of any Work Order, the terms of the Work Order shall control as to all
matters within the scope of Services described in the Work Order.
7.10 Captions. The captions in this Agreement are inserted merely for the purpose of
convenience and shall not affect the meaning or interpretation of this Agreement.
7.11 Survival. Paragraph 2.2 and Articles 4, 5, 6, and 7 hereof shall survive termination or
expiration of this Agreement. In addition, all obligations of a party, including payment obligations,
incurred prior to the termination or expiration of this Agreement shall survive such termination or
expiration.
CLIENT SUBCONTRACT AGREEMENT PAGE4
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the date
first written above.
INNOVATIVE MANAGEMENT
SOLUTIONS, INC.
Signature:
Printed Name: Bret Kramer
Title: Vice - President of Sales
Date: April 3, 2009
Signature:
CLIENT
ta-selto
Printed Name: jXVI (�(,.I tS . &CO {ba (—
Title: l.� t) 1 ° \- aillAgotr
Date:
ATTEST
ARMANDO CHAPA
CITY SECRETARw
1,,A Og - 0%3 AUTHORIZED
sr COUNCIL .0
At
SECRETARY
CLIENT SUBCONTRACT AGREEMENT PAGE 5
EXHIBIT A
NONDISCLOSURE AGREEMENT
Dated: April 3, 2009
Parties:
Innovative Management Solutions, Inc.
7160 North Dallas Parkway
Suite 320
Plano, Texas 75024
City of Corpus Christi
PO Box 9277
Corpus Christi, TX 78469
Purpose of Disclosure: The parties business goals, strategies, visions, methodologies, standards,
processes, etc.
For the purpose specified above, IMS and Client recognize that there is a need for them to
disclose to each other certain technical and/or business information which is confidential to the Disclosing
Party and to provide for an agreement to protect such confidential information and restrict its use strictly
for the purpose identified above. Accordingly, IMS and Client agree as follows:
1. Definition of Confidential Information.
(a) For purposes of this Agreement, "Confidential Information" shall mean all confidential and
proprietary technical and/or business information disclosed to Receiving Party, including but not limited
to product designs, capabilities, specifications, drawings, algorithms, processes, inventions, data, program
code, patent applications, trade secrets, and information regarding future technical, business and
marketing plans and product strategies and the identity of actual and potential customers and suppliers,
which Receiving Party knows or has reason to know the Disclosing Party would like to treat as
confidential for any purpose, such as maintaining a competitive advantage or avoiding undesirable
publicity.
(b) "Confidential Information" shall not include information which (a) was already rightfully
known to Receiving Party prior to the time that it is disclosed to Receiving Party hereunder; (b) is in or
has entered the public domain through no breach of this Agreement or other wrongful act of Receiving
Party; (c) has been rightfully received by Receiving Party from a third party not under obligation of
confidentiality to the Disclosing Party and without breach of this Agreement; (d) has been approved for
release by written authorization of the Disclosing Party; (e) is independently developed by Receiving
Party without using the confidential information of the Disclosing Party; or (1) is required to be disclosed
pursuant to a final binding order of a governmental agency or court of competent jurisdiction, provided
that the Disclosing Party has been given reasonable notice of the pendency of such an order and the
opportunity to contest it.
2. Obligations of Confidentiality. Receiving Party understands and agrees that it will be
deemed in a fiduciary relationship of confidence with respect to the Confidential Information disclosed to
it. Receiving Party agrees to hold the Confidential Information in strict confidence and not to disclose
such Confidential Information to any third party or to use it for any purpose other than for the specific
purpose identified above. Receiving Party agrees that it will employ all reasonable steps to protect the
Confidential Information from unauthorized or inadvertent disclosure, including but not limited to all
steps that it takes to protect its own information that it considers proprietary and trade secret. Receiving
Party may disclose the Confidential Information to its respective responsible employees but only to the
extent necessary to accomplish the purpose identified above, and Receiving Party agrees to instruct all
CLIENT SUBCONTRACT AGREEMENT PAGE6
such employees to carry out their respective obligations under this Agreement not to disclose such
Confidential Information to third parties, including consultants, and not to use it for any purpose (other
than to accomplish the purpose identified above), without the prior written permission of the Disclosing
Party. Receiving Party shall be responsible for any acts or omissions of such employees in conflict with
this Agreement or with any of the instructions required to be given in accordance with the foregoing.
3. Return of Materials. Except for materials incorporated in Deliverables or necessary for Client
to realize the full benefits from the Work Order, upon the completion or abandonment of the purpose
identified above, and in any event upon the written request of the Disclosing Party at any time, whether
before or after such completion or abandonment, Receiving Party shall immediately return all documents,
plans, drawings, specifications or other tangible items representing or embodying Confidential
Information, and all copies thereof.
4. Ownership of Confidential Information. The Disclosing Party shall be deemed the owner of
all Confidential Information disclosed by it hereunder, including all patent, copyright, trademark, trade
secret and other proprietary rights and interests therein, and Receiving Party recognizes and agree that
nothing contained in this Agreement shall be construed as granting any rights, by license or otherwise, in
or to any Confidential Information disclosed pursuant to this Agreement or in or to any such intellectual
property rights therein.
5. Remedies. The parties recognize that irreparable injury will result to the Disclosing Party, its
business, and its property in the event of a breach of this Agreement by Receiving Party. It is agreed that
in the event of any breach, or threatened breach, the Disclosing Party shall be entitled, in addition to any
other remedies and damages available, to an injunction to restrain such breach or threatened breach
thereof by Receiving Party. Receiving Party agrees to pay any and all reasonable attorney's fees incurred
by Discloisng Party in successfully enforcing any covenant contained in this Agreement. Receiving Party
agrees that any corporate parent, subsidiary, or affiliate or the Disclosing Party may enforce this
Agreement without need for any assignment of this Agreement.
6. Liquidated Damages.. .
7. Governing Law. This Agreement shall be construed under, and the laws of the State of Texas
shall govern any suits and special proceedings arising out of this Agreement. Additionally, the parties
agree that the venue for any and all suits and/or special proceedings arising out of this Agreement shall
be,Nueces Texas.
8. General. This Agreement shall remain in effect for a period of five (5) years from the date
hereof. This Agreement shall be governed by and construed in accordance with the laws of Texas without
regard to or application of choice of law rules or principles. If any provision of this Agreement or any
portion of any such provision shall be held invalid or unenforceable by a court of competent jurisdiction,
the remaining provisions of the Agreement shall remain in full force and effect, and the provision or
portion thereof affected by such holding shall be modified, if possible, so that it is enforceable to the
maximum extent permissible. This Agreement constitutes the entire agreement of the parties regarding
the subject matter hereof and may not be modified except by a written instrument signed by an authorized
representative of each party.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
their duly authorized representatives as of the date first written above.
INNOVATIVE MANAGEMENT CLIENT
CLIENT SUBCONTRACT AGREEMENT PAGE 7
SOLUTIONS, INC.
Signature:
Name: Bret Kramer
Title: Vice - President of Sales
Date: April 3, 2009
ATTEST:
ARMANDO CHAP,
Crry SECRETAR"
qua OM" og3.. AUTHORIZtM
SY COUNCIL ...P.. .1.11 122—
SECRETARY ~hb •
CLIENT SUBCONTRACT AGREEMENT PAGE 8
e1 llINNOVAT MANANCzr,Ir NT •9r)i VIVE TONS
April 3, 2009
CCC Work Order 001_20090206
Client Professional Services Subcontract Agreement Work Order
This Work Order is made pursuant to the Innovative Management Solutions, Inc. Client Subcontract Agreement named
"CCC20090206" (the "Agreement ") effective on April 3, 2009, by and between Innovative Management Solutions Inc.
("IMS') and City of Corpus Christi (" Clienr) and is incorporated therein by reference. All Terms and Conditions of the
Agreement apply. Additional terms and conditions will be stated, as applicable, in this work order. For additional detail
please refer to the previously submitted document, Primavera Proposal 03 -3 -09. City of Corpus Christi EPM Proposal.
1. Work Order Number
CCC Work Order 001_20090206
2. Work Locationls):
Work will be performed at:
On -site work will be performed at Client address:
Department of Engineering Services
City of Corpus Christi
Corpus Christi, Texas 78469 -9277
And /Or
Innovative Management Solutions, Inc.
7160 N Dallas Parkway
Suite 320
Plano, Texas 75024
(469) 467 -9221
And /Or
Innovative Management Solutions, Inc.
2277 Plaza Drive
Suite 240
Sugar Land, Texas 77479
(281) 565 -5222
3. Comoletion and Delivery Schedule for Performance of Services and Deliverables
The Services to be performed under this Work Order shall commence on or about April 20th, 2009 and is
anticipated to finish on or about June 12th, 2009.
4. Description of Services
The following deliverables will be produced during this engagement: Primavera P6 Implementation
*See Primavera_Proposal_03 -3 -09, City of Corpus Christi EPM Proposal for additional detail, except
as modified by this Work Order*
Version 20080129 Page 1 of 2
Innovative Management Solutions, Inc.
PROFESSIONAL SERVICES SUBCONTRACT AGREEMENT
WORK ORDER NUMBER CCC Work Order 001_20090206
5. Consultant Level Requirements
IMS will provide a Technical Consultant and Senior Project Management Consultant for this engagement. See
resource allocation in schedule for detail.
6. Description of Deliverables: Primavera P6 Implementation
See Primavera_Proposal_03 -3 -09, City of Corpus Christi EPM Proposal for additional detail
7. Compensation for the Services
The consulting fee for the P6 Implementation is $66,450. This is a total, not -to- exceed, fee contract.
*. Travel /Expense costs are included in the above cost *
8. Payment Schedule /Terms
IMS will invoice on a bi- weekly basis. Payment terms are Net 30. This is a total not to exceed fee contract.
THEREFORE, the parties have executed this Work Order in duplicate originals.
Innovative Management Solutions, Inc
Signature: a4�
Printed Name: Bret Kramer
Title: Vice - President of Sales
Date: April 3 2009
Signature:
City of Corpus Christi
Printed Name: /Y //!� N Li a R. Eg olca r
Title: &1 J �R#ip 1tr
Date: 4JJ ff
//7 /0 /
Pagel of 2
City of Corpus Christi
EPM Proposal
March 3, 2009
BY
fri INNOVATIVE
MANA5EMPNT 7.0t t ITIONS
Page 1 of 10
Table of Contents
Overview 3
Primavera Implementation Strategy 5
Introduction 5
Implementation Organizational Structure 5
Release Matrix 6
Risk Areas 6
Assumptions 8
Critical Success Factors 9
Investment 10
Page 2 of 10
Overview
Innovative Management Solutions, Inc (IMS) helps organizations reach their goals by improving their
project and portfolio management capabilities. Headquartered in Plano, TX with offices in Sugar
Land, TX and Scottsdale, AZ., IMS is a privately owned full - service project management solution
provider. For over 15 years under the same ownership, IMS has been successful in providing
exceptional project management services to leading corporations around the country.
The IMS Professional Services Organization helps clients transition to Primavera with proven and
repeatable steps for success. We do this by providing implementation strategies that accelerate the
adoption of processes and tools and demonstrate a positive return on investment in the shortest
possible time.
Our expert resources bring clients a uniquely powerful combination of project management and
technology experience. Our consultants are matched to specific industries to ensure an intimate
understanding of our customers' business, and we engage with clients operating in a wide variety of
technical environments across all types of programs and projects. Our implementation engagements
range from extremely short-term tactical project support to full -scale global rollouts with complex
integration requirements that support thousands of unique stakeholders.
Our experience assisting companies of all sizes who
have undergone this transition has consistently
demonstrated that simply trying to install and train
people on the tool is not likely to yield the full
potential of their investment in the Primavera
solution.
Successful initiatives depend on efficiently
combining tools, people, and processes to extract
the maximum return on investment in the shortest
period of time.
Some key advantages of our transition approach are
that it:
Q Defines the' Who ", "What ", "When ", and
„Why.,
Q Focuses on business needs
Q Maximizes clients' return on investment
Q Fosters client collaboration and
ownership
• Plans for future growth
Q Ensures proper project documentation
People
Organizational Impacts
(Accelerate Pace, Reduce Risk)
Implementation
& Proces
'training
Install . &J'
Train
Process
Improved Methods
Standard Practice
Integratp7001
to Protect
Managerhent
processesr:
Enabling Software by
Role
Q Focus on client and stakeholder satisfaction
In the previous Needs Assessment (NA) it has been recognized that'the City of Corpus Christi is
lacking a centralized PMO or Project Controls Group. One resulting recommendation of the NA is to
incorporate Project Controls into an EPM implementation. If the city is unable to obtain such a
resource IMS can provide this service. We've provided a separate proposal reflecting this possible
engagement. By using supplemental staffing, companies can be assured of thoroughly screened and
experienced professionals without expensive recruiting and staffing costs. This allows organizations
to focus on the project/program at hand, and not the administrative burden of hiring employees.
Why Staff Augmentation?
Page 3 of 10
To manage fluctuating skill needs and gaps, and changing resourcing needs to meet aggressive
project timelines.
Obtaining hard -to -find skilled professionals who can deliver results with minimal training is a
challenge facing businesses around the world. While some organizations are comfortable having a
third -party manage their projects, many seek to augment their in -house skills with external talent with
the ability to work under their direction and guidance. Staff augmentation can help you achieve a
number of business goals including industry knowledge and technical experience. This valuable
knowledge and experience accelerates speed and quality of project delivery, avoiding the cost and
time required for internal training and skill development.
By using IMS resources, companies can be assured they are being supplied with thoroughly
screened and experienced professionals without expensive recruitment and administrative costs. This
allows companies to focus on the project at hand, and not the burden of hiring.
Recruiting Process
IMS can support your project teams by augmenting your staff with qualified, experienced and trained
resources. These employees are deemed "Platinum Resources ", due to the intricate selection
process. Candidates are carefully screened, interviewed, trained and tested to ensure their skills sets
and experience match the specific needs of the client. Professionals provided are employees of IMS.
A competitive compensation and benefits package is also offered.
One of the key benefits of using IMS to fulfill your project or PMO resource needs is that project
personnel are experienced, trained, and ready to work upon on -site arrival. We pride ourselves on
being flexible, and a good business value. Our Platinum Resources also have immediate access to
IMS' Project Management and Primavera Experts by simply picking up the phone or starting a
threaded discussion on our Communication Portal.
We are a specialized team that focuses on the Project Management competency, paying particular
attention to Project Controls. Since we are constantly recruiting the top industry talent, we have
resources readily available. Our recruiting, screening and testing process will ensure you receive the
qualified candidates in the time you need them.
IPlatinum
Resources
Page 4 of 10
Primavera Implementation Strategy
Introduction
This EPM implementation strategy defines the implementation organizational structure and the
implementation approach, customized to City of Corpus Christi's needs based on the findings and
recommendations developed in this Readiness engagement. This implementation strategy defines, at
a high - level, the components that will be rolled -out and deployed. The implementation strategy will
call out for either a single release or multiple releases, depending on the size and complexity of the
implementation. A release is intended to define, design, test and package for deployment specific
areas of the PM tool, along with the associated processes, procedures and reporting mechanisms.
The implementation strategy is the first cut at defining how much of the PM tool will be rolled out, to
what groups of users and when. At the center of the implementation strategy is the release matrix,
explained below.
Implementation Organizational Structure
The first item to define is organizational structure. Primavera implementations usually consist of a
"core" team and an "extended" team. The core team is the on -site "nucleus" of individuals
responsible for directing and performing the implementation, to include the implementation project
manager and on -site consultant. Core team members are dedicated to the implementation (75% to
100% utilization). The Implementation Core Team assignment remains full time and is autonomous
in making most design decisions. Core team is empowered to make decisions that still require
management review. In the case of multi - release (project) implementations the core team acts as a
"pseudo" program management team, coordinating the initiation, planning and execution of all
releases. The extended team members are individuals from all applicable areas (e.g. DBAs,
programmers, project managers, internal customer /sponsor, technical writers, trainers, Primavera
engagement manager, etc.) who are generally involved in the implementation on a part -time basis
(less than 50% utilization) to provide input/feedback as required.
City of Corpus Christi is expected to provide access to staff members for subject matter knowledge,
determination of requirements, data collection, fact - finding, and material /system review, among
others. Senior management, Executives, Project Managers and other identified personnel will be
available to participate in the planning efforts and any other interactions as needed. Every effort must
be made to make decisions expediently and to adhere to those decisions.
Below is a sample of the composition of the core and extended teams:
Core Team Members
No more than 6 or 7 members
Client Implementation Project Manager
Project Management Tool Specialist
Project Management System Administrator
Project Management Subject Matter Expert (internal PM practices)
Methodologist
IMS Consultant(s)
Extended Team Members
As many members as needed
Management/Executive level (e.g. VPs, CIOs, etc.)
Project Office Head
Page 5 of 10
Project Sponsor
Project Managers (subject matter experts)
DBA
Webmaster
Infrastructure /Hardware Representatives
Operations /Accounting /Finance
Business Unit Representatives
Other Primavera Consultants for staff augmentation, training, integration, etc. (number of
consultants depends on size and complexity of implementation and role consulting plays -e.g.
Lead, facilitate, coach /mentor, etc.)
IMS Engagement Manager (i.e. support, contracts, admin., etc)
Administrative /Clerical Assistant (assist core team)
Release Matrix
A release matrix has been created to summarize the implementation strategy. The release matrix is
a living document, and may be modified, at the discretion of the project sponsor, as priorities change
over the life of the implementation.
Release 1
Implement Primavera Enterprise version 6.2 for Engineering Services at the City of
Corpus Christi
Rationale
Engineering Services at the City of Corpus Christi has identified the need to
improve project management and maximize control over project delivery. This
implementation will focus on removing the multiple systems that are currently used
by each functional group within Engineering Services.
Objectives
• The complete suite of Primavera will be installed: P6 -Thick client, P6 Web,
and Timesheets.
• Consolidate project management and reporting in one central database
• Provide a consistent method to plan engineering project tasks and monitor status.
• The software configuration will accommodate future conversion or interfaces to
other City of Corpus Christi systems.
Target Users
Administration; Engineers; PMO; Functional Resource Managers; Individual
resources
Risk Areas
The purpose of assessing risk is to make the organization aware of all those "known unknown"
conditions or factors that could jeopardize a successful implementation. The Core team will
brainstorm and document any pre- existing and /or potential risk areas. Risk areas are those items
that could jeopardize a successful implementation. If a risk item goes undetected at the onset, it could
potentially have a negative effect on the execution of the implementation, creating conflict and friction.
Limit the discovery to only those risks associated with the implementation effort. The risk areas will
later feed the planning effort and form the basis for the development of a risk management plan.
The bottom line is that people are what make the system work or not work. Internal politics, desire to
skip steps or cut corners, educational commitment, and behavioral change issues are the usually
seeds of what invariably result in frustration. Risks are outlined early on within the Readiness
Assessment phase, and revised as changes occur. Our methodology is designed to document risks,
develop plans of action, and continually re -visit objectives throughout the implementation process.
Below is a list of implementation risks based on our experience:
The corporate cultural change was not considered prior to implementation: Business
processes and cultural norms may not have been identified prior to implementation. This will result in
resistance to usage / adoption. For example, the project management methodologies and "common"
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best practices may require revision after reporting and data shows process breakdowns. This will
require significant organizational change management efforts, potential coaching and mentoring, and
continuous improvement initiatives tied to communications strategic planning and execution.
A Project Management Office or Project Controls Group does not exist: When utilizing an
Enterprise Project Management Solution such as Primavera, there must be an administering authority
over the tool and the data contained in it. This insures that the enterprise environment has data
integrity and it provides a support arm for the end users. There must be at least one person
designated in the Engineering Services group that will serve in this function. The number of
individuals needed for this function is contingent upon the number projects, their level of schedule
complexity and the number of end users.
Users have unclear functionality and usage expectations: Post - implementation users expecting
more and/or different features /capabilities from the tool.
Users are utilizing implemented tool inconsistently: A significant percentage of users not using
tool for its intended purpose.
Project Managers by -pass the established project management best practices / methodology
due to delivery date constraints: This may occur as a result of necessity, unrealistic deadlines, or
"crisis management," creating the need for exceptions to the established system's business rules and
processes.
Communication flow between project office and customer /user is not effective or maintained
(up /down /lateral): Breakdown in communications between the implementation team and the
users /customers will lead to a substantive reduction in the feedback necessary for a successful tool
implementation.
Portfolio Management requirements & expectations are not met: Tool usage / adoption issues
prevent consistent and reliable data reporting, which limits potential for informed Portfolio
Management decision making by Management. The perception from the User base could be that tool
functionality is at fault for reporting and data management / maintenance performance to be
inconsistent with Customer expectations.
Primary emphasis is given to a sub set of Priority Projects: Full usage and adoption exists only
within a subset of projects. Quality /reliable data exists for these Priority Projects. Data management
standards are lowered for non - Priority Projects, impacting the overall enterprise data view.
Sponsors, Management, or Project Management Organizations will allow maintenance of two
data sets in two project management tools: Multiple data sets require double the effort to maintain.
Allowing multiple data sets will cause both data sets to lose credibility. Project Sponsors,
Management and PMOs must enforce usage through planned reinforcement strategies (positive and
negative) in order to move through the change curve from current state to desired state.
Infrastructure set -up is delayed, incomplete, or unstable: The following may impact the set -up of
the hardware and software: 1) Delays in component delivery, 2) Miscommunication with technical
personnel, 3) Internal procedures for client/server installation may slowdown implementation,
others...
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Assumptions
Assumptions are those factors that, for planning purposes, are considered to be true or certain.
Assumptions, however, involve a certain degree of risk given the unavailability of all required
information.
General
1. CITY OF CORPUS CHRISTI will sign off on required deliverables.
2. Business Processes as they relate to managing projects exist and are available for
review.
3. Process and Procedure development will be limited to those needed for the tools.
Business processes should be defined and documented as business process
development is not included in this scope.
4. CITY OF CORPUS CHRISTI will provide IMS sufficient access and information
concerning required processes and facilities needed to complete this implementation.
5. CITY OF CORPUS CHRISTI will provide adequate workspace (cubicles, conference
room, training room, visual aids, etc.) to provide for a normal work environment.
6. CITY OF CORPUS CHRISTI will assign resources to the implementation project to work
as part of the Core team. Core team as defined in the implementation methodology.
7. Core team is empowered to make decisions that still require management review. Every
effort must be made to make decisions expediently and to adhere to those decisions.
8. Senior management, Executives, Project Managers and other identified personnel will be
available for Readiness Assessment and other project interactions.
9. IMS will work with CITY OF CORPUS CHRISTI Core Team to track and resolve issues.
10. At this time no migration of current project data is included in the assessment. IMS will
determine the approach and amount of effort to get existing project data into the
Primavera system at a later date.
11. If problems are encountered with the Primavera system applications, troubleshooting by
on -site implementation consultants will be limited to defining and documenting the
problem that will then be passed to Primavera customer support. The implementation
consultant will then act as a liaison to Primavera customer support and CITY OF
CORPUS CHRISTI in tracking the resolution.
Training
1. All training will be performed at CITY OF CORPUS CHRISTI facilities on CITY OF
CORPUS CHRISTI equipment. CITY OF CORPUS CHRISTI will work with IMS
consultants to understand what appropriate software is to be installed prior to training
classes. The instructor will provide his or her own equipment.
2. CITY OF CORPUS CHRISTI will bear the cost of reproduction of training materials for the
users.
3. If the core team deems it necessary to use the Primavera published manuals for training
materials during pilot and rollout IMS will provide them for purchase to CITY OF
CORPUS CHRISTI at actual cost ($125 /manual + shipping).
Technical
1. CITY OF CORPUS CHRISTI will provide an IT systems infrastructure that will deliver the
P6 client to remote users via Terminal Services or Citrix unless the CITY OF CORPUS
CHRISTI requests IMS to host the solution.
2. CITY OF CORPUS CHRISTI will provide the software and all licenses for the Primavera
database (SQL Server or Oracle) in accordance of the Primavera Architecture document
unless the CITY OF CORPUS CHRISTI requests IMS to host the solution.
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Critical Success Factors
Critical success factors (CSFs) are those few key areas in which favorable results are absolutely
necessary in order to accomplish the implementation objectives. CSFs are the fundamental
indicators that will drive the success of the implementation and are those managerial or enterprise
areas that must be given constant attention. It is important to have just a few, clearly stated CSFs.
This aids in focusing the attention of the core team members in order to prioritize work, and establish
a sense of mission.
The CSFs should be able to be traced back to the Implementation Objectives. Below is a list of the
most common implementation CSFs based on our experience:
• Fallow the Primavera Implementation Process
• Have a project controls person on staff to manage the system and be a support arm for the
department
• Implement Primavera according to the process set forth in the Primavera implementation
methodology
• Make effective use of the consulting resources and focus on communication, issues
resolution and the quality of the deliverables
• Secure and maintain support for the Primavera Implementation
• Constantly assess and validate support at all levels, starting from the top
• Quickly address dissent and establish objective channels of communication
• Support = Endorsement x Commitment x Action x Follow- through
• Adhere to decisions made
• Resist the temptation of changing direction mid - stream
• Only make modifications to the established approach after the required stakeholders have
provided adequate review and consideration
• Uncomplicated Deployment
• Introduce tool functionality using a phased approach
• Deploy tool at a pace commensurate with the organization's project management capabilities
• Provide just -in -time training and mentoring to meet users needs
• Develop a rollout plan to effectively transition the project management organization to the
selected project management tool, with minimal disruption to on -going activities
• Develop a formalized "Project Manager" role
• View Project Management as a staff function and not an administrative, part-time function
• Define the role and responsibilities of the project manager, to include the required skill set
and knowledge base
• Deploy Usable Methodologies
• Standardize the software development process
• Provide alternative methodologies addressing type, size and complexity
• Facilitate the project planning process
• Flexible Reporting
• Address the critical reporting needs through layouts and tabular reports, and distribute
information through Web, e-mail and /or other effective channels
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Investment
This cost estimate is based on preliminary information regarding the requirements for the Primavera
implementation. IMS is committed to working in partnership with you to ensure that the
implementation engagement is managed at an optimum level and will seek to accelerate the
implementation engagement when feasible.
Few organizations implement Primavera in the final configuration from the beginning. Most determine
what the final objective is, then create a plan that will move them toward that goal, step -by -step.
Implementation of Primavera may be structured any number of ways to fit your requirements.
Regardless of the structure, our strategy is always to transfer knowledge of managing and using the
system to the customer.
At some stage, City of Corpus Christi will be able to oversee the system with internal resources. This
timing is different for every customer and is dependent on personnel, requirements, and approach.
After speaking with City of Corpus Christi representatives, we are proposing an approach in which
City of Corpus Christi can transition from full IMS support to varying levels of assistance as they
become more proficient and comfortable with the Primavera system. This approach provides City of
Corpus Christi with the ability to continue to contract with IMS Professional Services as long as
needed, while also allowing you to transition us out whenever you feel comfortable taking charge of
the system yourselves.
Implementation Costs
P6, P6 Web and Timesheets Implementation — $66,450
See the timeline on the final page of this proposal that shows the phases listed above The days
shown in the schedule are effort days not calendar days
IMS works on a time and material basis. Travel costs will be billed at actual cost.
GSA Number: GS- 35F- 0797R:
Senior Consultant $175/ Hr, Technical Consultant $150 /hr
Contact Information: IMS Services Team
For additional information of clarification about this package, please contact either:
John Brasuell
469 - 467 -9221 - OFFICE
jbrasuell@ims-web.com
Scott Davis, PMP
281 - 565 -5222 - OFFICE
sdavis@ims- web.com
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