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Home My WebLink AboutUTILIWORKS CONSULTING, LLCINSURANCE ON FILE VVORK MAY PROCEED A-2020.026 UNTIL INSURANCE EXPIRES Ok/O6/Zvld CLERK OF COUNCIL DATE: 0: QWqrucy ro;4J'U FIRST AMENDMENT TO AGREEMENT TO PROVIDE PLANNING AND IMPLEMENTATION SERVICES FOR THE AUTOMATED METER INFRASTRUCTURE PROJECT a zr o THIS FIRST AMENDMENT TO AGREEMENT is made and entered into this 18th day of cn February, 2020, by and between UtiliWorks Consulting, LLC ("CONSULTANT"), and the City c of Santa Ana, a charter city and municipal corporation organized and existing under the o Constitution and laws of the State of California ("CITY"). CITY and CONSULTANT shall hereinafter collectively be referred to as "the PARTIES". RECITALS A. On September 11, 2018, CITY issued Request for Proposal No. 18-064, by which it sought a consultant to provide professional planning and implementation services for CITY's Automated Meter Infrastructure Project, by which CITY intends to convert existing water meters to "smart" meters based on new available technologies. B. CONSULTANT submitted a responsive proposal that was selected by CITY. CONSULTANT represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 18-064. C. On May 7, 2019, the PARTIES entered into an Agreement to Provide Planning and Implementation Services for the Automated Meter Infrastructure Project ("Original Agreement") A-2019-066. D. The PARTIES have subsequently expressed their intent to enter into a First Amendment to the Original Agreement ("First Amendment to Agreement") to expand the Scope of Services previously established and to increase compensation in connection with the additional scope of work by $68,720, with a 10% contingency of $6,872 for a total amount not to exceed - $75,592. E. In undertaking the performance of this First Amendment to Agreement, CONSULTANT represents that it is knowledgeable in its field and that any services performed by CONSULTANT under this First Amendment to Agreement will be performed in compliance with such standards as may reasonably be expected from a professional contracting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the PARTIES agree to amend Section 1. "SCOPE OF SERVICES", Section 2. "COMPENSATION, and Section 22. "MISCELLANEOUS PROVISIONS", as follows: 1. SCOPE OF SERVICES The PARTIES agree that the SCOPE OF SERVICES shall be amended to include a second exhibit, EXHIBIT A- 1, which is hereby incorporated in full by reference and which sets forth the following additional scope of work task categories: CIS (Customer Information System) Project Management 1.1 Contract Negotiations 1.2 Data Exchange Oversight 1.3 Environment Configuration and Training 1.4 Acceptance Testing Oversight CONSULTANT shall perform the related scope of work task category services as described and specifically delineated in EXHIBIT A-1. 2. COMPENSATION a. CITY agrees to pay, and CONSULTANT agrees to accept as total payment for its services as set forth in EXHIBIT A of the Original Agreement and EXHIBIT A-1 of the First Amendment to Agreement, the rates and charges identified in EXHIBIT B of the Original Agreement together with the rates and charges identified in the Fee Structure tables incorporated in EXHIBIT A- 1. The total sum to be expended under the TERM of the Original Agreement, including any extension periods, shall not exceed $965,250 ($896,530 as set forth in EXHIBIT B of the Original Agreement, comprised of (1) the base amount of $815,027 and (2) a 10% contingency in the amount of $81,503 for additional services at CITY's sole discretion. To which an additional $68,720 is hereby added, with a further corresponding 10% contingency of $6,872, for a total additional amount not to exceed $75,592 as set forth in EXHIBIT A-1. b. Payment by CITY shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to CITY accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals and Scope of Services, which may reasonably be expected by CITY. 22. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 2 b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. C. This First Amendment to Agreement must be signed below and may be signed in counterpart and delivered by fax, e-mail as a PDF (Portable Document Format) file attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. {Signatures on following page} IN WITNESS WIEREOF, the parties hereto have executed this First Amendment to Agreement the date and year first above written. ATTEST: i. I�C :llt i .�► /-�Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: VrAvv L60 Storek _ Assistant Ci y Attorney RECOMMENDED FOR APPROVAL �4 at�e Puad S, Sweiss, PE, PLS Executive Director Public Works Agency Jac--- - ... CI f Technology Inttovaticns Officer In nGiulianation Technology Agency Kalhryn ices Executive Dim0pr Pinanee and Manage mmt Smiaea Agency CITY OF SANTA ANA 'stine Ridge City Manager CONSULTANT UtiliWorks Consulting, LLC Nam c Pe In on T' e: Presiden Tax I.D. FEIN #20-5167904 Deliver to: City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702-1964 UtiliWorks Consulting, LLC. 225.766.4188 Office 2351 Energy Dr. STE 1010 225.612.6404 Fax Baton Rouge, LA 70808 www.utiliworks.com EXHIBIT A-1 Worksi °, Strategic uiiii y `;unsuihng Table of Contents Purpose...................................................................................................... 3 Assumptions................................................................................................. 3 Task 1 - CIS Upgrade Project Management............................................................. 3 Task 1.1 - Contract Negotiations...................................................................... 3 Task 1.2 - Data Exchange Oversight................................................................... 4 Task 1.3 - Environment Configuration and Training ................................................ 4 Task 1.4 - Acceptance Testing Oversight............................................................. 4 FeeStructure............................................................................................... 5 CIS Project Management................................................................................ 5 City of Santa Ana Page 1 2 Scope of Work Purpose This Scope of Work (SOW) is to document services UtiliWorks Consulting, LLC ("UtiliWorks") will provide the City of Santa Ana ("City" or "Santa Ana"). The City requested that UtiliWorks provide scope and pricing on program management services and subject matter expertise for the planned CIS enQuesta upgrade to better ensure the successful upgrade of the enQuesta application. Assumptions • City will assign a resource to participate in regularly scheduled status calls with the UtiliWorks Project Manager to review open issues and remove barriers to progress. • City will designate the necessary Subject Matter Experts across the organization to participate in the Project effort. • City team will have reasonable responsiveness to data requests, document or deliverables review and meeting requests. • City agrees to provide the UtiliWorks project team with online access, as well as workspace for consultants while on -site. • Work will be performed by UtiliWorks resources either on -site or off -site in the completion of outlined deliverables. • City will provide familiarization training of current customer service, billing services and meter reading operations. Task 1 - CIS Upgrade Project Management Task 1.1- Contract Negotiations UtiliWorks will provide guidance and support to City during contract negotiations with Systems a Software, Inc. ("S&S") for the enQuesta CIS upgrade. Our experts will review and provide editorial comments for the proposed vendor contract and SOW, determine whether the SOW complies with City requirements and negotiate terms that are as favorable as possible to City. UtiliWorks will work with City and SaS to: 1. Identify and document specific systems acceptance criteria 2. Identify and document any recommended training 3. Identify and document expected deliverables to be produced 4. Work to obtain the best possible price. UtiliWorks will actively participate in discussions and negotiations with S&S on behalf of City. UtiliWorks will work with City to develop the final vendor contract presentation to the City Council and attend the City Council meeting to answer questions and provide clarification. Deliverables: Council -Ready Vendor Contract (including system acceptance criteria), Council Presentation Slide Deck City of Santa Ana Page 1 3 Task 1.2 - Data Exchange Oversight In order to provide continuity in billing and customer service operations, data from the onsite enQuesta system must be ported to the new 'instance' during the upgrade process. UtiliWorks will provide coordination between the City and S&S to minimize disruption to these critical operations, as well as oversight in the data transfer process. UtiliWorks will document data exchange activities and make note of any differences or changes in schema from the current enQuesta system to upgrade environment. After the migration process, UtiliWorks will continue data -related activities by providing confirmation that the critical information from the prior system has migrated intact to the upgraded system. This information will be validated against the current system to affirm accuracy and continuity across environments during the change -over period. Deliverables: Data Exchange and Validation Activities Memorandum (*.doc) Task 1.3 - Environment Configuration and Training UtiliWorks will provide oversight into the configuration process. Post -set-up, it is also important to recognize the impacted business considerations when upgrading any major operational system. UtiliWorks will work with S&S to identify the pertinent business rules and ensure their implementation to prevent disruptions in core system functionality. UtiliWorks recognizes that effective and timely training of City personnel on the implemented business rules and any updated user interfaces is critical to success of the project. After configuration, UtiliWorks will coordinate the timing and delivery of on -site vendor training during the upgrade in accordance with overall project schedule and coordinate with City regarding the availability, suitability, and readiness of a training environment and participants. UtiliWorks will review S&S's training plan for completeness, including course descriptions, course agenda, requirements, participants, and proposed timing. UtiliWorks may recommend additional training and other forms of end -user training to supplement vendor training. Assumptions: UtiliWorks SMEs will participate in vendor training activities; UtiliWorks will have access to pertinent data from the current enQuesta and to -be enQuesta systems Deliverables: Business Rules, Configuration, and Training Memorandum (*.doc) Task 1.4 - Acceptance Testing Oversight The plan and methodology for testing the installed solution is critical to evaluating the success of the upgrade and migration, and whether City objectives have been met. is. At a high level, testing is expected to include: Vendor -led Functional Testing - Vendor -led software testing to ensure agreed upon configuration of system(s) is delivered and working to specifications prior to the start of any City -led testing. System Acceptance Testing - City -led testing to confirm functional accuracy, system communications, and other acceptance criteria as outlined in the final vendor contract User Acceptance Testing - City -led "real world" testing that validates that the delivered system can support daily business and user requirements. Full end -to -end testing will include systems functionality; automated systems integration/data transfer; data City of Santa Ana Page 1 4 integrity; new and modified business processes; and other acceptance criteria as outlined in the final vendor. UtiliWorks will review the vendor test plan submittal for completeness and advise City on any proposed changes or additions. Upon delivery of the final vendor test plans, UtiliWorks will develop a test plan that will outline, at a minimum: roles and responsibilities; testing procedures; and, entrance/acceptance criteria. UtiliWorks will also oversee and support testing efforts. Specifically, UtiliWorks will: • Review and provide feedback on vendor and utility test cases for each phase to identify potential gaps and supplement accordingly • Coordinate scheduling and execution of the testing vendor and City • Provide on -site testing oversight and support of the test team • Establish an issue/defect tracking system, monitor defects/problems reported by the test team, facilitate assignment of problems for resolution, and ensure retest by the test team Deliverables: Test Plan (*.doc), Issue/Defect tracking system (Share Point) Fee Structure CIS Project Management UtitiWorks will perform this SOW on a time -and -materials basis and invoice the City monthly for actual hours worked the previous month. Billing will occur based on the billing rates per resource. Estimated project hours are identified in the table below. Travel onsite to support this scope is estimated to be no more tha Estimated Hours by staff member: n City of Santa Ana Page 1 5 Title rack 1- Contract Negotiation Don Rankin Sr. Associate Steve Nees Sr. Associate Bret Vander Reith Sr. Associate rask 2 - Data Exchange Oversight _ Parvathi Muraili Associate Steve Nees Sr. Associate Bret Vonder Reith Sr. Associate rask 3 - Environment Configuration ana Parvathi Muraili Associate Steve Nees Sr. Associate Bret Vander Reith Sr. Associate rask 4 - Acceptance Testing Parvathi Muraili Associate Steve Nees Sr. Associate Bret Vonder Reith Sr. Associate Travel Subtotal $58,720 $1000 _.$T.000—$$OOB -$2,000 $IAA $10,000 — Subtotal with Travel $68,720 _.. _._ Contingen� $6,872 Total. $75,592 Title Billing Rate Managing Director $ 295.00 Principal $ 260.00 Director $ 220.00 Senior Manager $ 220.00 Manager $ 220.00 Senior Associate $ 220.00 Associate $ 190.00 Analyst $ 160.00 Junior Anat st $ 115.00 Administrative $ 115.00 Any required State, City, or local government taxes, fees, or business licenses costs will be invoiced to City at actual cost incurred. Schedule The following timeframe of activities is tentative and contingent upon the assumptions and adequate participation of parties involved. Task 1.1 - Contract Start Date End Date March March 2020 2020 City of Santa Ana Page 1 6