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R-1750 - 09/11/2018 - AGREEMENTS - Resolutions Exhibits At . REVIEW OF CONTRACTS Awardlngg AA gg ency: of Contract: DepamPogram/Account Number:1 -970 :1 -9 0 Awarded Contract Price: 8 dgeted Amaunt: [D Under $20,000 Q $500,001 - $11000,000 $20,000 - $500,000 ❑ Over $1,000,000 Name: Dete: 11121 Name: Date: g Name; � Name; Date; Three (3) Originals signed by other party Date/Initials yf� IL Original provided to staff member for other party Date/Initials 1 1 Original provided to Official Files Date/initlals 240 �L Village of Oak Brook I Approved by Board of Trustees- Date/fnitlals: VILLAGE OF OAK BROOK PROFESSIONAL SERVICES AGREEMENT This AGREEMENT is dated as of the J day of 2018 ("Agreement"), and is by and between the VILLAGE OF OAK BROOK, an Illinois municipal corporation(" illage'%and MERCURYASSOCIA TES, INC., 7361 CALHOUN PLACE, SUITE 680,ROCKVILLE,MD 20855("Consultant'). IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth in the Agreement, and pursuant to the Village's statutory powers,the parties agree as follows: SECTION 1. SCOPE OF SERVICES. The Village representations and certifications expressed shall be in retains the Consultant to perform,and the Consultant agrees to addition to any other representations and certifications perform, all necessary services to perform the work in expressed in this Agreement, or expressed or implied by law, connection with the project identified below ("Services"), which are hereby reserved unto the Village. which Services the Consultant shall provide pursuant to the terms and conditions of this Agreement: The Consultant further represents that it is financially solvent, has the necessary financial resources, and is sufficiently Fleet Management Consulting Implementation Services of experienced and competent to perform and complete the Tasks 1 —4 as more fully described in the attached Scope of Services in a manner consistent with the standards of Work professional practice by recognized consultants providing services of a similar nature. Paul T. Lauria, President, shall SECTION 2. TIME OF PERFORMANCE. The be primarily responsible for carrying out the Services on Consultant shall perform the Services as indicated in the behalf of the Consultant ("Key Project Personnel"). The Key attached Scope of Work s as mutually agreed upon by the Project Personnel shall not be changed without the Village's Village and Consultant("Time of Performance"). prior written approval. The Consultant shall provide all personnel necessary to complete the Services. The Consultant SECTION 3. COMPENSATION. shall provide all personnel necessary to complete the Services. A. Agreement Amount. The total amount SECTION 5. INDEMNIFICATION; INSURANCE; billed by the Consultant for the Services under this Agreement LIABILITY. shall not exceed $29,900.00, including reimbursable expenses, without the prior express written authorization of the Village A. Indemnification. The Consultant proposes Manager. Payment shall be made upon completion of the and agrees that the Consultant shall indemnify and save services and final acceptance by the Village. harmless the Village, its officers, officials, employees and volunteers, against all damages, liability, claims, losses, and B. Taxes, Benefits, and Royalties. Each expenses (including attorneys' fee) that may arise, or be payment by the Village to the Consultant includes all alleged to have arisen, as a result of the Consultant's applicable federal, state, and Village taxes of every kind and negligence or misconduct in the Consultant's performance of, nature applicable to the Services as well as all taxes, or failure to perform, the Services or any part thereof, or any contributions, and premiums for unemployment insurance, old failure to meet the representations and certifications set forth age or retirement benefits, pensions, annuities, or similar in Section 4 of this Agreement. benefits and all costs, royalties, and fees arising from the use of, or the incorporation into, the Services, of patented or B. Insurance. The Consultant acknowledges copyrighted equipment, materials, supplies, tools, appliances, and agrees that the Consultant shall, and has a duty to, devices, processes, or inventions. All claim or right to claim maintain adequate insurance, in an amount, and in a form and additional compensation by reason of the payment of any such from companies, acceptable to the Village. The Consultant's tax, contribution, premium, costs, royalties, or fees is hereby maintenance of adequate insurance shall not be construed in waived and released by Consultant. any way as a limitation on the Consultant's liability for losses or damages under this Agreement. SECTION 4. REPRESENTATIONS OF CONSULTANT. The Consultant represents and certifies that C. No Personal Liability. No elected or the Services shall be performed in accordance with the appointed official, or employee of the Village shall be standards of professional practice, care, and diligence personally liable, in law or in contract,to the Consultant as the practiced by recognized consultants in performing services of result of the execution of this Agreement. a similar nature in existence at the Time of Performance. The 1 E. Compliance with Laws and Grants. Consultant shall give all notices, pay all fees, and take all SECTION 6. GENERAL PROVISIONS. other action that may be necessary to ensure that the Services are provided,performed,and completed in accordance with all A. Relationship of the Parties. The required governmental permits, licenses, or other approvals Consultant shall act as an independent contractor in providing and authorizations that may be required in connection with and performing the Services. Nothing in, nor done pursuant providing, performing, and completing the Services, and with to, this Agreement shall be construed to: (1) create the all applicable statutes, ordinances, rules, and regulations, relationship of principal and agent, employer and employee, including without limitation the Fair Labor Standards Act; any partners, or joint venturers between the Village and statutes regarding qualification to do business; any statutes Consultant; or (2) to create any relationship between the prohibiting discrimination because of, or requiring affirmative Village and any subcontractor of the Contractor. action based on,race,creed,color,national origin,age, sex,or other prohibited classification, including, without limitation, B. Conflicts of Interest. The Consultant the Americans with Disabilities Act of 1990, 42 U.S.C. §§ represents and certifies that, to the best of its knowledge: (1) 12101 et seq., and the Illinois Human Rights Act, 775 ILCS no Village employee or agent is interested in the business of 5/1-101 et seq. Consultant shall also comply with all the Consultant or this Agreement; (2) as of the date of this conditions of any federal, state, or local grant received by the Agreement, neither the Consultant nor any person employed Village or Consultant with respect to this Contract or the or associated with the Consultant has any interest that would Services. Consultant shall be solely liable for any fines or conflict in any manner or degree with the performance of the civil penalties that are imposed by any governmental or quasi- obligations under this Agreement; and (3) neither the governmental agency or body that may arise, or be alleged to Consultant nor any person employed by or associated with the have arisen, out of or in connection with Consultant's, or its Consultant shall at any time during the term of this Agreement subcontractors, performance of, or failure to perform, the obtain or acquire any interest that would conflict in any Services or any part thereof. Every provision of law required manner or degree with the performance of the obligations by law to be inserted into this Contract shall be deemed to be under this Agreement. inserted herein. C. No Collusion. The Consultant represents F. Default. If it should appear at any time that and certifies that the Consultant is not barred from contracting the Consultant has failed or refused to prosecute, or has with a unit of state or local government as a result of(1) a delayed in the prosecution of, the Services with diligence at a delinquency in the payment of any tax administered by the rate that assures completion of the Services in full compliance Illinois Department of Revenue unless the Consultant is with the requirements of this Agreement, or has otherwise contesting, in accordance with the procedures established by failed,refused,or delayed to perform or satisfy the Services or the appropriate revenue act, its liability for the tax or the any other requirement of this Agreement ('Event of amount of the tax, as set forth in Section 11-42.1-1 et seq. of Default'j, and fails to cure any such Event of Default within the Illinois Municipal Code, 65 ILCS 5/11-42.1-1 et seg.; or ten business days after the Consultant's receipt of written (2) a violation of either Section 33E-3 or Section 33E-4 of notice of such Event of Default from the Village, then the Article 33E of the Criminal Code of 1961, 720 ILCS 5/33E-1 Village shall have the right, without prejudice to any other et seq. If at any time it shall be found that the Consultant remedies provided by law or equity, to (1) terminate this has, in procuring this Agreement, colluded with any other Agreement without liability for further payment; or (2) person, firm,or corporation,then the Consultant shall be liable withhold from any payment or recover from the Consultant, to the Village for all loss or damage that the Village may any and all costs, including attorneys' fees and administrative suffer, and this Agreement shall, at the Village's option, be expenses, incurred by the Village as the result of any Event of null and void. Default by the Consultant or as a result of actions taken by the Village in response to any Event of Default by the Consultant. D. Termination. Notwithstanding any other provision hereof,the Village may terminate this Agreement at G. Assignment. This Agreement may not be any time upon 15 days prior written notice to the Consultant. assigned by the Village or by the Consultant without the prior In the event that this Agreement is so terminated, the written consent of the other party. Consultant shall be paid for Services actually performed and reimbursable expenses actually incurred, if any, prior to H. Notice. All notices required or permitted to termination, not exceeding the value of the Services be given under this Agreement shall be in writing and shall be completed. delivered: (1)personally; (2)by a reputable overnight courier; or by (3) by certified mail, return receipt requested, and deposited in the U.S. Mail, postage prepaid. Unless otherwise 2 expressly provided in this Agreement, notices shall be deemed received upon the earlier of. (a) actual receipt; (b) one J. Third Party Beneficiary, No claim as a third party business day after deposit with an overnight courier as beneficiary under this Agreement by any person, firm, or evidenced by a receipt of deposit; or (c) three business days corporation shall be made or be valid against the Village. following deposit in the U.S. mail, as evidenced by a return receipt. Notices and communications to the Village shall be K. Governing Law, Venue, This Agreement shall be addressed to,and delivered at,the following address: goverrred by, construed and enforced in accordance with the internal laws,but not the conflicts of laws nrles,of the State of Village of Oak Brook Illinois. Venire for any action arising out of this Agreement 1200 Oak Brook Road shall be in the Circuit Court for DuPage County,Illinois. Oak Brook,Illinois 60523 Attention:Doug Patchin,Public Works L, Exhibits and Othet•Agreements, If any conflict exists Director between this Agreement and any exhibit attached hereto or any other Agreement between the parties relating to this Notices and communications to the Consultant shalt be transaction,the terms of this Agreement shall prevail. addressed to,and delivered at,the following address: Mercury Associates,Inc. M. No Disclosure of Confidential Information by the 7361 Calhoun Place,Suite 680 Consultant. The Consultant acknowledges that it shall, in Rockville,MD 20855 performing the Services for the Village under this Agreement, Attention: Paul T. Lauria,President have access, or be directly or indirectly exposed, to Confidential Information. The Consultant shall hold 1. Waiver. Neither the Village nor the confidential all Confidential information and shall not disclose Consultant shall be tinder any obligation to exercise any of the or use such Confidential Information without[lie express prior rights granted to them in this Agreement except as it shall written consent of the Village. The Consultant shall use determine to be in its best interest from time to time. The reasonable measures at least as strict as those the Consultant failure of the Village or the Consultant to exercise at any time uses to protect its own confidential information. Such any such rights shall not be deemed or construed as a waiver measures shall include, without limitation, requiring of that right,nor shall the failure void or affect the Village's or employees and subcontractors of the Consultant to execute a the Consultant's right to enforce such rights or any other non-disclosure agreement before obtaining access to rights. Confidential information. ATTEST: ViLLAZOAK BROOK r- By: By Charlotte Pnrss,Village Clerk Riccardo F.Ginex,Village Manager ATTEST: MERCURY ASSOCIATES,INC, [3y. BY: Title: Eu cr Its: deaf 3 ATTACHMENT A SCOPE OF WORK 4 - Proposal to Provide Fleet Management Consulting Implementation Services SCOPE OF WORK Mercury Associates, Inc. (Mercury) has developed the following implementation tasks for the Village's consideration. These tasks are based on specific areas of concern as provided by the Village. Task 1: Project Management and Data Collection Task 1.1: Initiate and Manage the Project We will start the project with a formal kick-off meeting whose primary objectives will be to introduce the key members of the Village of Oakbrook (VOB) and Mercury Associates, Inc. (Mercury) project teams to one another and to confirm both parties' understanding of key study parameters including project goals and objectives, scope, timeline, critical success factors, and deliverables. We also will discuss logistical procedures such as key points of contact and work location when members of our project team are on site. This meeting will be scheduled based on availability of both VOB and Mercury's project team member calendar availability. We will submit a brief progress report on a monthly basis, recapping the work accomplished to date. The written progress reports will be integrated with our monthly invoices. We also can conduct periodic conference calls, if desired, with representatives of the Public Works Department and/or Vehicle Maintenance Division (VMD) or other appropriate VOB officials to discuss such things as obstacles to study progress or desired outcomes encountered, and preliminary findings and recommendations being considered. Task 1.2: Collect and Review Information Prior to kicking off this implementation project, we will provide VMD with a formal written information request. This will identify the documentary material that we would like to obtain prior to any on-site visit. This may include PM inspection forms; in-house parts policies and procedures; DVIR forms; annual DOT inspection forms; original equipment manufacturer (OEM) service guidelines (for the specific vehicle make/models identified); and all current SOPs governing these processes. Additionally, we will request all documentary information for the PubWorks system and a temporary login for Mercury's Information Technology team. We will also request an updated fleet inventory for all fleet assets included in the project. This will include, for each vehicle, year, make, model, serial number (VIN), vehicle ID number, class code and description, user agency name, in-service date, recent and current meter readings and meter reading dates, maintenance and repair work order records (defined by parts cost, labor, sublet) during a recent 12-month period, DOT and other safety inspection dates, etc. Please note that our proposed level of effort(and budget) for this task assumes that VOB will be able to furnish these data to us using the Excel spreadsheet that we provide. It A4 IQ CO"W61 kti 2 Proposal to Provide Fleet Management Consulting Implementation Services also assumes that these data will be substantially accurate and complete, requiring minimal data scrubbing or normalization by our project team. If necessary, we can set up a cloud-based SharePoint portal to facilitate VOB's transmission of materials to our project team. In addition to collecting information from VOB, we will research available OEM materials on the two selected vehicles for PM program development, technical service bulletins, recalls, Federal Motor Carrier Safety Administration (FMCSA)roadside inspection defects (if available) and other printed materials available to ensure our final PM processes meet all OEM and regulatory service standards and we are prepared to discuss these standards during the team-building exercise in Task 2. Task 2: Develop Daily Vehicle Inspection Reporting (DVIR) Program (VOB Scope Requirement: DVIRs for all vehicles and equipment regardless of department(PW Police, Fire, Admin) as well as applicable IDOT CDL requirements.) Task 2.1: Develop Current State of DVIR Processes Mercury will review and evaluate VOB's current DVIR processes pursuant to the Federal Motor Carrier Safety Administration (FMCSA) requirements outlined in 49 CFR Part 396.11, Inspection, Repair, and Maintenance and any other that may be superseded by State of Illinois regulations. We will perform the following activities to assess the current state of VOB's DVIR program: • Identify any inherent deficiencies where the program may not be in compliance with applicable state or federal regulations; • Review and observe the execution of the current program and ability to ensure regulatory compliance is properly in place to prevent and mitigate any liability exposure; • Visibly observe the actual daily pre/post inspection practices performed by VOB drivers so that we better understand the challenges and existing gaps in the current processes; • Directly engage and interview select team members (i.e., dispatchers, supervisors and vehicle operators) accountable for the DVIR compliance; • Review the online FMCSA Safety Management System (SMS) and VOB's Behavior Analysis & Safety Improvement Categories (BASICs) profile to identify improvement opportunities related to vehicle maintenance deficiencies discovered during a representative period (e.g., last quarter or last 12 months) of historical DOT roadside inspections; • Audit actual submitted DVIR forms to identify gaps with driver completeness; the type and frequency of defects recorded by drivers to better understand links 3 Proposal to Provide Fleet Management Consulting Implementation Services and deficiencies with PM program quality; the chain of custody practices ensuring repairs are corrected and properly signed off by the driver; and the DVIR form filing practices. We will summarize our findings of the current state of the VOB's DVIR processes and practices and provide recommendations in a written report,which will be provided to VMD in draft form for review and comment. Task 2.2: Develop DVIR Processes, Forms, Manual, and Training Based on best management practices and our experience, and after collaborating with VMD to revise the DVIR process,we will develop new DVIR practices that are fully aligned with FMCSA and applicable state and local requirements. We will then meet with VOB representatives to review the proposed DVIR inspection process, checklists, and management policies. The objectives of this task element will be to enable Mercury to design and deliver 2 primary tasks with 3 optional tasks for an additional fee, if elected by VOB: 1. Revised DVIR form(s); 2. DVIR program standard operating procedure (SOP) reference manual; 3. Training materials for "train-the-trainer" PowerPoint presentation in order for VOB to conduct the DVIR training and certification program or the option of the Mercury team to conduct the "Live" training. (Optionan; 4. DVIR training participant examination and testing materials (Optionao; and 5. DVIR participant program completion certificate template. (Optional) The SOP will include detailed work instructions that should be maintained in a written reference manual to be used by VOB employees.This reference manual will then be used as a point of departure to develop a training module that can be used to train a select group of VOB employees as "train-the-trainers" who will be trained, tested, and certified as internal resources to train other VOB employees on the proper procedures to conduct DVIR inspections. Task 2.3: Conduct"Train-The-Trainer" and Certification Program (Optional) In this optional task, we will equip VOB DVIR trainers from Public Works with the confidence, skills, and tools required to be a successful trainer of the DVIR inspection program. We will certify (based on our experience) VOB DVIR trainers as having successfully completed the requisite training and have the necessary knowledge and skills to train other VOB employees in conducing DVIR inspections. We will work with VOB to schedule one live training session where we will observe VOB's selected trainers as they provide instruction to VOB employees using the established curriculum in a classroom setting. Based on their performance,we will provide feedback as necessary to ensure that their training is complete and accurate and is performed in a manner conducive to an instructional environment. _...r 4 z Proposal to Provide " Fleet Management Consulting Implementation Services {, x We will assist VMD in creating and distributing DVIR training certificates to the successful trainees completing the training and the examinations with a passing score. We will document our observations of the live "train-the-trainer" DVIR session and provide recommendations for improvement. Task 3: Preventive Maintenance (PM) Program Assessment and Redesign (VOB Scope Requirement:Define PMs as they relate to each unit as well as the frequency (how often) and criteria (miles, hours, etc.) for each. Documentation (inspections forms) that identify what will be performed for each PM.) Task 3.1: Develop PMA Process Current State Through Team Building Exercise We will utilize the information provided in Phase I to identify preliminary weaknesses and wastes in the current state as defined in VOB's written materials. We will also calculate baseline metrics of the current state (data permitting), which we will later use to benchmark technician productivity versus SRT (performance measurement time standards) metrics. We will share the observations and baseline metrics with VOB management in order to better understand the current state. We will research available OEM materials on the two selected vehicles (e.g., Police Patrol and 5-Ton Dump Truck), technical service bulletins, recalls, Federal Motor Carrier Safety Administration (FMCSA) roadside inspection defects (if available) and other printed materials available to ensure our final PMA processes meet all OEM and regulatory service standards. We will then design and conduct an on-site Lean team building exercise with selected VOB stakeholders (e.g., supervisors and technicians) who are experienced to perform both of the selected PMAs. The team building exercise will include the following steps: 1. Review the current state step-by-step processes for the two PMAs; 2. Develop form flow charts for the current PMA processes; 3. Review the proximity and staging of required parts and supplies for the selected PMAs; 4. Observe the required list of tools used to complete each PMA; and 5. Spend time observing technicians as they perform both of the PMAs. We will develop a baseline value--stream map (VSM)that includes all activities, materials, people, and information that must flow in order to provide the selected PMAs. The VSM will show the current state of the PM processes and several potential areas for improvement as identified during the team building exercise. We will ask for the group's input to identify areas of waste that currently exist and to agree on specific steps and/or processes that will need to change to eliminate or reduce the wastes. We will develop additional process mapping, if appropriate, to depict PMA processes. We will employ a methodology for creating a clean, safe, and orderly high-performance work environment. The concept is that an orderly environment promotes efficiency and productivity. The methodology is called the five "S" process that includes reviewing the following areas: Proposal to Provide Fleet Management Consulting Implementation Services • Sort— Clearly distinguish needed items from unneeded and eliminate the latter (e.g., excess supplies, outdated data or information, books, catalogues, files). • Set in Order/Straighten — Organize and identify a specific place for everything. Keep needed items in the correct place to allow for easy and immediate retrieval. Immediately recognize items out of place, and an excessive or insufficient number of items. Eliminate time wasted locating items to improve customer service. • Shine— Keep the workplace neat and clean. A clean and organized environment can boost employee morale and create a sense of ownership and belonging. • Standardize— This is the method by which sort, straighten and shine are made habitual. Standardization enhances organizational performance and eliminates the need to repeat steps. It encourages consistency. • Sustain — The effective, ongoing application of these principles in order to improve organizational performance through maintaining established procedures. Task 3.2: Redefine the Current State PMA Inspection Form In this task, we will collaborate with VOB in order to review and solidify agreement surrounding the current state, the baseline VSM, other process mapping methodologies employed, and review recommendations generated during the team building exercise. We will work closely with the VOB team to develop the future state PMA inspection forms using recommended OEM intervals and VOB's breakdown between service interruption data. We will incorporate vehicle operator daily, weekly, monthly, and yearly inspection and maintenance requirements to ensure warranty compliance is addressed in the revised form. Task 3.3: Develop Refined PMA Forms, Manual, and Develop Training After collaborating with the VOB team to revise the PMA inspection forms, we will meet with a selected team of management and supervisory stakeholders to review how the current process can be streamlined and improved to increase efficiencies to enhance technician performance and productivity. The team will work together to design a more efficient step-by-step process removing any wasted motion during the PMA inspection processes. The objectives of this exercise will be to: 1. Optimally map PMA form flow for two vehicle classifications (e.g., Police Patrol and 5-Ton Dump Truck); 2. Document tools needed to perform the inspection; 3. Identify parts necessary for staging and/or kitting; 4. Establish standard repair times to maximize technician productivity; 5. Create a quality control inspection methodology for supervisors to maintain program integrity; and 6. Design PMA program training materials to create the VOB training curriculum. a Proposal to Provide Fleet Management Consulting Implementation Services For each task identified in the PMA checklist, we will work closely with VOB's hand-picked subject matter experts (SME) to number each task in the checklist for easy identification and define precise work instructions for each task to be included in the new PMA inspection checklist. The detailed task work instruction defined by the team will serve as an integral part of the new reference manual which will be developed to serve as standard work instruction that will be used as part of the final training program materials. We will also include a process to ensure resultant repairs (i.e., follow-on repairs) discovered during the PMA inspection process are documented on a separate part of the PMA checklist form. The PMA checklist form will contain a standard process that delineates items on the PMA certification checklist being inspected into two separate categories: "�" = Okay and "X" = Deficiency found in which the latter requires a detailed description of the actual defect discovered including the checklist task line number as a reference. The X deficiencies discovered will then be recorded as a follow-on repair in a designated area of the PMA inspection form. This standard process enables the technician to complete the PMA inspection process and the next technician to open a separate work order to complete the follow-on repairs discovered during the PMA. Using a standardized process like this enables the shop to create a different work order(s) (separate from the PMA inspection process) necessary to manage an effective PMA program and achieve VOB's desire to optimize its standard repair labor times. We will work with the VOB SMEs to develop a quality control inspection (QCI) procedures that can be used to evaluate those technicians performing the PMA inspections ensuring the integrity of the program is consistently monitored and maintained at a high level. A well-managed QCI process enables supervisors to quality check each technician's PMA inspection work task by task relative to the established work instructions ensuring safety, quality, and consistency. The QCI can be used as a technician training and evaluation tool to document our critical feedback during the "live"training. Task 3.4: Finalize PMA Forms, Manuals, Exam and Training Materials Mercury will assemble all of the newly developed and prepared forms, manuals, time standards and final training curriculum materials for VOB. The materials (i.e., deliverables) included in the final PMA program documentation are as follows; • Revised PMA checklists for two different vehicles(e.g., Police Patrol and 5-Ton Dump Truck); • PMA program reference manual; • Training materials for VOB designated "trainer"to conduct the technician PMA training and certification program; • Participant examination and certification templates; • PMA performance measurement time standards (SRTs); • Parts kitting list and special tools list to be purchased as part of the PMA process; and • A standard QCI process template. 7 Proposal to Provide Fleet Management Consulting Implementation Services Finally, at the option of VOB, we will provide an executive briefing to summarize the new PMA program to select a select group of VOB leaders or stakeholders for an additional fee. Task 3.5: Conduct a live "PMA Training Class" for VOB Employees (Optional) In this optional task, we will conduct a live PMA training class for select VOB employees to enhance their confidence, skills, and the tools required to be a successful trainer of the PMA inspection program. We will certify (based on our experience) VOB PMA trainer(s) as having successfully completed the requisite training and have the necessary knowledge and skills to train other VOB employees in conducing PMA inspections. We will work with VOB to schedule one live training session where we will train VOB employees using the established curriculum in a classroom setting. Based on their performance, we will provide feedback as necessary to ensure that their training is complete and accurate and is performed in a manner conducive to an instructional environment. We will assist VOB in creating and distributing PMA training certificates to the successful trainees completing the training and the examinations with a passing score. We will document our observations of the live "PMA" session and provide recommendations for improvement. Task 4: Assess Fleet Management Information System (F IS) (VOB Scope Requirement: Review the Pub Works Fleet component and assist in developing it based on our needs.) Mercury is uniquely qualified to meet VOB's fleet technology advisory needs, bringing hands-on fleet operational knowledge, extensive experience implementing and integrating fleet information systems, as well as unmatched record of serving public and private fleet operations. In the last decade, Mercury has arguably served more fleet operations in North America than any other consulting firm in the industry. Moreover, we understand the unique fleet equipment and operational activities associated with local governments, like VOB. Our firm has extensive experience assisting clients procure, implement, and optimize the use of a wide-variety of fleet solutions, including fleet management information systems, telematics,fuel management products,and motor pool administration programs. We have worked with nearly every commercial-off-the-shelf(COTS) fleet solutions in the industry, as well as most of the industry leading enterprise resource planning and asset management systems. Additionally, Mercury assessed hundreds of organizations' use of fleet solutions, as well as determining the functional appropriateness of these systems to meet our clients' current and future needs - more than any other independent fleet consulting firm in the industry. Our approach to every system evaluation is to review and document the organization's functional requirements. We accomplish this through a highly interactive process in which Proposal to Provide Fleet Management Consulting Implementation Services we interview key personnel within the fleet operation, as well as other relevant organization components (e.g., field operations, finance department, and information technology personnel). Task 4.1: Conduct a PubWorks FMIS Assessment In this task, we will interview personnel in key roles within the fleet operation, such as parts management, shop manager, technicians, fuel management, tire tracking, accident tracking, motor pool, administration, insurance, vehicle licensing and registration management, fleet replacement planning, and administration. Our focus during the interviews will be to establish a clear understanding of the VOB's functional requirements in a system to support its fleet operation, which we will document. Task 4.2: PubWorks FMIS Collaboration with Key VOB Personnel We will then collaborate with key personnel (VOB and PubWorks) to review VOB's fleet system requirements and identify any gaps in the functional capabilities or current configuration of PubWorks. We will compile a list of any functional gaps and provide the VOB with a summary assessment of our findings. Task 5: Develop Policies and Procedures for Specific Areas of Fleet Management (VOB Scope Requirement: Develop what would be considered the minimum standard for policies and procedures as they relate to fleet operations, safety, etc.) Every fleet organization should publish a series of policies and procedures that address, organize, and simplify fleet operations.They must be carefully developed and consistently applied. A logical, well-structured, and performance-guiding policies and procedures Fleet Management Handbook is essential for success in a number of important ways. • Monitoring the progress and, where necessary, expediting the completion of work. This includes protocols for passing work from one technician or shop to another, and/or from the shop to a vendor. • Following up on repairs when completion by a technician or vendor is excessively slow, and on parts for which delivery is overdue. • Ensuring that appropriate controls over the services and costs provided by a vendor are in place. Such controls are particularly important as vehicles approach their planned replacement dates. • Scheduling work into the shop in advance, in order to ensure the cost-effective utilization of in-house resources and to minimize maintenance and repair turn- around time and downtime. • Performing minor repairs while the driver and his/her crew wait. • Distributing work to technicians to promote high levels of productivity, efficiency, and effectiveness, and minimizing repair turn-around time by (e.g.) t 1 9 Proposal to Provide Fleet Management Consulting Implementation Services assigning work to a specific technician based on the skills needed to complete the job. • Establishing priority systems for identifying vehicles that should be moved ahead in the repair queue based on their importance and/or the type of work involved. Policies and procedures are living documents that must be reviewed, updated, and continue to evolve to meet the ever-changing needs of the organization. Task 5.1: Develop a Fleet Policy and Procedure Manual In this task, we will work closely with a VOB focus group to identify and develop the required elements of a set of fleet policies and procedures that can be used as a set of standards to manage the VOB fleet management operation. The bullet points below are sub-elements that may be considered for inclusion in the appropriate policies and procedures. Policies and Procedures Manual Inclusions F • Asset utilization tracking and exception reporting • Reassignment or removal of underutilized assets a ` e • Specification development and approval • Asset delivery and acceptance • Asset upfitting and modification approval process • Decommissioning (removal of VOB identification, property, equipment, etc.) • Purging of inventoried maintenance and repair parts • Disposal approach and procedures (i.e., on-line auction) W K u r 3 � �� n • Operation and use of VOB owned fleet assets t . • Annual state/local vehicle safety inspection • Preventive maintenance program design and execution • Pre/post trip operator inspection and defect reporting • Operator misuse and/or abuse • Quality control • Warranty management 10 " Proposal to Provide Fleet Management Consulting Implementation Services • Insourcing versus outsourcing determination • Contractor/vendor selection, contract establishment, and performance mana ement �ly. Ck vii ky mg saw Boom • Inventory management and control (physical inventory cycle counts) • Parts receiving and inventory documentation • Fueling facility operation and maintenance • Commercial fuel transaction/credit card program management • Customer satisfaction measurement Task 6: Define Fleet Roles and Responsibilities (VOB Scope Requirement: Define the roles and responsibilities (not actual job descriptions) for individuals involved in fleet operations.) Task 6.1: Establish Program Design and Implementation Planning Team We will work with VOB officials to identify potential members of a cross-functional planning team with which we will work to develop the design of and a plan (e.g., "RACI" responsibility assignment matrix that defines who is responsible, held accountable, to be consulted, and/or informed) for implementing a global fleet management program. We expect that the core will include representatives from such departments as: • Finance; • Public Safety; • Public Works peers; • Information Technology; • Human resources; • Procurement/sourcing; and • Others In addition to the core team members, we will work with VOB to identify subject matter experts who might be needed on an ad hoc basis. This task will also include identifying and/or determining the level of authority that has been delegated to the core team. Examples of questions might be: Proposal to Provide Fleet Management Consulting Implementation Services • Will the core team be responsible for mapping processes required to meet the objective? • Who has the final decision rights over the design and implementation of the new program and the principles that will govern and strategies that will guide it? We will provide a written summary document in draft form detailing the results of this RACI exercise for VMD review and approval. Task 7: Develop Service Level Agreement Templates (VOB Scope Requirement: Develop an internal service agreement (expectations, prioritization)between Fleet Maintenance and Village Departments. AND Develop service level agreement template(s) that can be used with outside services and vendors.) A Service Level Agreement (SLA) is a fundamental and essential management tool for any fleet management organization and its partners to conduct business in a professional manner. Each SLA is a bilateral agreement that carefully defines the service expectations and performance standards and remedies for noncompliance for both parties that enter into the agreement. SLAs are negotiated in good faith so they are fair for each parry to take ownership for their actions. Each SLA defines the formal relationship between the fleet organization and its primary customers and suppliers (i.e., vendor or service provider). An SLA results from a negotiation between two parties that documents each other's understanding of service level expectations between the two organizations. To be effective, each SLA incorporates two major elements: service and management elements. The service elements clarify services by listing the services provided, the conditions of service availability, and service standards including timeframes, deadlines in which services are provided, the responsibilities of both parties, costs versus service tradeoffs, and finally, remedies for agreement breaches and escalation procedures. Without a formal SLA, the customer or supplier does not have any boundaries for demanding resolution to something that may be become a problem or is perceived to be a problem. Creating a mutually beneficial SLA accomplishes several key purposes that are listed below: • Sets realistic expectations for the service provider • Defines for the service provider what's important to the customers • Indicates how each provider should spend their time. • Tells the provider how they will be judged for their performance • Clearly state the levels of service and responsibilities for both parties • Ensures both parties are on the same page when it comes to administering the service levels spelled out in the SLA VIVA Q- AMAUM 12 Proposal to Provide Fleet Management Consulting Implementation Services am i m In addition, establishing an SLA provides a solid foundation upon which to build a productive and professional partnership between the service provider and the customer. The tasks articulated below will allow us to work closely with the Village to create an SLA template for one customer and one service provider. This template will then enable VOB to begin the process to work with each customer and service provider to create additional SLAs to formalize their partnership moving forward. Task 7.1: Develop SLA Template Based on our extensive experience working with multiple clients Mercury has developed standard SLA templates that can be adapted to the VOB operation. Mercury will engage with VOB key personnel to provide a standard SLA template that can be customized for each of the Village's customers and vendors. Task 7.2: Assist VOB Fleet Management in the SLA Negotiation (Optional) Upon the request of VOB, we will assist with SLA negotiations between VMD and the targeted customer departments. The purpose of this task to leverage our industry expertise to negotiate a fair agreement between VOB and its customers. PROJECT BUDGET Our proposed fees for performing the work associated with the tasks identified in our Technical Proposal are $59,500. This amount includes only professional services for the baseline tasks and does not include the optional tasks (Task 2.3, Task 3.5, and Task 7.2). Expenses for travel and other incidentals, if required, will be billed to VOB as incurred and in addition to our professional fees. A breakdown of the effort and cost by task and project team member is provided in the following table. 1 Project management and data collection 12' $ 2,400 ?,$ 350 I 14- $ 2,750 _. ... �_._._ 2 iDevelop daily DVIR inspection reporting program 2 $ 400 24 $ 4,200 26 $ 4 600 ... 3 Develop PM program(including detail for 2 asset classes) 4 $ 800 72i$ 12,600 76 $ 13,400 4 Assess fleet management information system _ 2'$ 400 50 $ 8,750 52 $ 9,150 _ �.. _.. __._.. _ 5 'Develop key fleet policies and procedures 4 $ 800 84�$ 14,700; 88a$ 15,500 _ ._ .... 6 Define roles and responsi4ildies 2 $ 400 j 2$ 3 850 24 $ 4 250 r— _ _ 1 ._ ._._ _ 1_ 7 Develop service level agreement template 2' $ 400 . 543 $ 9,450 ' 58 $ 9,850 sr We will submit progress payment invoices on a monthly basis for the estimated percentage of work completed on each work plan task through the end of the prior month. Our standard payment terms are Net 30 and payment can be made by check, EFT, or credit card. 13