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Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 18, 2022
TOPIC: Utility Billing Software Upgrade Program Management
AGENDA TITLE:
Approve a Second Amendment to Agreement with E Source Companies, LLC (formerly
known as UtiliWorks Consulting, LLC) for Utility Billing Software Upgrade Program
Management for an Amount not to exceed $45,936, Which Includes a General
Contingency of $4,176 (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a second amendment to an agreement with E
Source Companies, LLC (formerly known as UtiliWorks Consulting, LLC) for project
management related to the City’s utility customer service and billing system upgrade in a
base amount of $41,760 and a general contingency amount of $4,176, for a total amount
not to exceed $45,936 subject to non-substantive changes approved by City Manager
and City Attorney.
DISCUSSION
Beginning in Fiscal Year 2019-20, the Finance and Management Services (“FMSA”),
Public Works (“PWA”), and Information Technology (“IT”) agencies undertook
development of a program for the implementation of Advanced Metering Infrastructure
(“AMI”) to provide modern smart metering services for the City’s water utility operation. In
March 2020, the Treasury and Customer Service Division of FMSA (“Treasury”) started a
comprehensive upgrade to the City's existing water, sewer, sanitation, and refuse
customer information service/utility billing system, “enQuesta”, to ensure the City is
keeping up with best practices as they relate to utility customer service, billing technology,
and to ensure compatibility with AMI systems. PWA has been working on the planning
and design of the Advanced Metering Infrastructure (“AMI”) project. The AMI project
involves the replacement of the City’s existing water meters with new smart meters, which
are capable of being read automatically and provide the consumer with up-to-date
information on their water use. The proposed project is extensive—involving the
replacement of approximately 45,000 meters, the upgrade of existing software and
integration of new software and database systems, and the installation of a network of
data collectors and transmitters.
Second Amendment to Agreement with E Source
January 18, 2022
Page 2
2
3
7
9
In anticipation of this project, PWA has been securing grant funding, identifying meter
operations goals and objectives, along with business process update requirements and
public communication outreach plans in preparation for the AMI deployment. To date, the
City has been awarded a $4 million grant from the State of California Natural Resources
Agency and $1.5 million in grant funds from the Federal Bureau of Reclamation for the
AMI project. The total AMI project cost is estimated to be $29.7 million and the balance
not covered by grant funds will be paid for using water enterprise capital improvement
funds. Staff continues to seek additional grant funds to further reduce the net cost impact
to our ratepayers.
On May 7, 2019, at the conclusion of a competitive bid process, the City Council approved
an award to E Source Companies, LLC (formerly known as Utiliworks Consulting, LLC)
to provide planning and implementation services for the AMI project. E Source
Companies, LLC (“E Source”) has been performing exceptionally well in the preparation
of AMI requirements, business process reengineering and Request for Proposal
preparation. Therefore, staff recommends the approval of a Second Amendment to
Agreement with E Source to continue their utility billing software upgrade project
management services. Thorough data conversion, testing, and training in a phased,
controlled deployment ensures a successful transition to better automation and service
management within billing services and PWA. E Source is also providing project
management services for the AMI installation.
Delays due to the COVID-19 pandemic and supply chain impacts have caused the
remaining activities to be extended beyond the original projected completion date.
Therefore, staff recommends the approval of a Second Amendment to Agreement with E
Source for utility billing software upgrade program management.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for this agreement are budgeted and available for expenditure as follows:
FY
Accounting
Unit -
Account
No.
Fund
Description
Accounting
Unit -
Accounting
No.
Description
Contracted
Amount
Annual Rate
Increase
(Contingency)
Maximum
Amount
2021-
22
06617647-
66301
Acquisition
&
Construction
Water Utility
Capital
Projects -
Water Capital
Projects
$41,760 $4,176 $45,936
Second Amendment to Agreement with E Source
January 18, 2022
Page 3
2
3
7
9
Subtotal:Subtotal:Grand
Total:
$41,760 $4,176 $45,936
EXHIBIT(S)
1. Second Amendment to Agreement with E Source Companies, LLC
Submitted By: Nabil Saba, PE, PWA Executive Director and Kathryn Downs, CPA,
FMSA Executive Director
Approved By: Kristine Ridge, City Manager
1
SECOND AMENDMENT TO AGREEMENT TO PROVIDE PLANNING AND
IMPLEMENTATION SERVICES FOR THE AUTOMATED METER
INFRASTRUCTURE PROJECT
THIS SECOND AMENDMENT TO AGREEMENT is made and entered into this 18th day of
January, 2022, by and between E Source Technology Planning And Implementation Consulting
(E Source Companies, a Delaware LLC) formerly UtiliWorks Consulting, LLC
(“CONSULTANT”), and the City of Santa Ana, a charter city and municipal corporation organized
and existing under the Constitution and laws of the State of California (“CITY”). CITY and
CONSULTANT shall hereinafter collectively be referred to as “the PARTIES”.
RECITALS
A.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.
B.On February 18, 2020, the PARTIES entered into a First Amendment 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.
C.On February 3, 2020, UtiliWorks was acquired by E Source Companies LLC and
is now using the name E Source Companies LLC or simply E Source.
D.Pursuant to Section 15 of the Original Agreement, the City acknowledges and
accepts the assignment of services to E Source Companies LLC for the remainder
of the term of the Agreement.
E.The PARTIES have subsequently expressed their intent to enter into a Second
Amendment to the Original Agreement (“Second Amendment to Agreement”) to
amend the scope of services and compensation terms of the Agreement.
THE PARTIES THEREFORE AGREE:
1.Section 1, SCOPE OF SERVICES, shall be amended to read as follows:
Consultant shall perform the services that were described in the scope of work that was
included in RFP No. 18-064 and as more specifically delineated in Consultant’s proposal, which
is attached as Exhibit A and incorporated in full. Consultant shall also perform the related scope
of work task category services as described and specifically delineated in Exhibit A-2 and
incorporated in full.
Exhibit 1
2
2.Section 2, COMPENSATION, shall be amended to read as follows:
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, EXHIBIT A-1 of the First
Amendment to Agreement, and EXHIBIT A-2 of the Second Amendment to
Agreement, the rates and charges identified in EXHIBIT B of the Original
Agreement along with the rates and charges identified in the Fee Structure tables
incorporated in EXHIBIT A-1, together with rates and charges identified in the
Fee Structure table incorporated in EXHIBIT A-2. The total sum to be expended
under the TERM of the Original Agreement, including any extension periods, shall
not exceed $1,018,058 ($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 was 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 of the First Amendment to Agreement. To which a
further $41,760 is hereby added, with a further corresponding 10% contingency
of $4,176, for a total additional amount not to exceed $45,936 as set forth in
EXHIBIT A-2 of the Second Amendment to Agreement).
3.Except as hereinabove modified, the terms and conditions of said Agreement remain
unchanged and in full force and effect.
//
//
{Signatures continued on next page}
3
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement the date and year first above written.
ATTEST: CITY OF SANTA ANA
___________________________________ ______________________________
Daisy Gomez Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO E Source Technology Planning And
City Attorney Implementation Consulting
By: ________________________________ ______________________________
Brandon Salvatierra Name: Dale Pennington
Deputy City Attorney Title: President/CEO
RECOMMENDED FOR APPROVAL
______________________________________
Nabil Saba
Executive Director
Public Works Agency
______________________________________
Jack Ciulla
Chief Technology Innovations Officer
Information Technology Agency
______________________________________
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
Kathryn Downs (Jan 3, 2022 11:48 PST)
Nabil Saba (Jan 3, 2022 11:57 PST)
Nabil Saba
Jack Ciulla (Jan 3, 2022 11:59 PST)
Jack Ciulla
EXHIBIT A-2
EXHIBIT A-2
E Source Technology Planning
and Implementation Consulting
2351 Energy Drive. STE 1010.
Baton Rouge, LA 70808
(225) 766-4188
www.esource.com
Exhibit A-2 – Second Amendment To Agreement To Provide Planning And
Implementation Services For The Automated Meter Infrastructure Project PAGE 1
Second Amendment to Second Amendment To Agreement To Provide
Planning And Implementation Services For The Automated Meter
Infrastructure Project
---
enQuesta Upgrade PM Services
Extension of Services Needed for E-Link and Field Logic Tools
enQuesta CIS Upgrade Coordination and Oversight .03
Date : November 17, 2021
To : Rudy Rosas PE, Senior Civil Engineer
City of Santa Ana, Public Works Agency
Scope of Work – E-Link and Field Logic Tools Planning, Implementation and Training
With this Amendment, E Source will continue to manage and oversee the E-Link deployment
(mobile workorder management system) and the Field Logic Tools integration, testing and
training. Delays due to the COVID pandemic and supply chain impacts, as well as the
successful go-live activities of the enQuesta Upgrade to v6, have caused these two remaining
activities to be extended beyond the original projected completion date.
Fees (Fee Structure Table)
EXHIBIT A-2
E Source Technology Planning
and Implementation Consulting
2351 Energy Drive. STE 1010.
Baton Rouge, LA 70808
(225)766-4188
www.esource.com
Exhibit A-2 – Second Amendment To Agreement To Provide Planning And
Implementation Services For The Automated Meter Infrastructure Project PAGE 2
Approvals
The City of Santa Ana Public Works Agency hereby agrees to the above as an amendment to
the scope and compensation for the executed enQuesta Upgrade Oversight agreement.
Delivered by: Dale Pennington Date 11/17/2021
President, E Source Technology Planning
And Implementation Consulting
Approved by: Nabil Saba Date_____________
Executive Director, Public Works Agency
City of Santa Ana EXHIBIT 1
Second Amendment to Agreement_E Source
(fka Utiliworks)_Final_12.28.21
Final Audit Report 2022-01-03
Created:2022-01-03
By:Kristin Andrade (kandrade@santa-ana.org)
Status:Signed
Transaction ID:CBJCHBCAABAATI0uZuxSoZqU4YV3YwxNB4CC-212gwMp
"Second Amendment to Agreement_E Source (fka Utiliworks)_Fi
nal_12.28.21" History
Document created by Kristin Andrade (kandrade@santa-ana.org)
2022-01-03 - 7:35:10 PM GMT- IP address: 98.153.69.210
Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature
2022-01-03 - 7:35:39 PM GMT
Email viewed by Kathryn Downs (kdowns@santa-ana.org)
2022-01-03 - 7:48:18 PM GMT- IP address: 98.153.69.210
Document e-signed by Kathryn Downs (kdowns@santa-ana.org)
Signature Date: 2022-01-03 - 7:48:42 PM GMT - Time Source: server- IP address: 98.153.69.210
Document emailed to Nabil Saba (nsaba@santa-ana.org) for signature
2022-01-03 - 7:48:45 PM GMT
Email viewed by Nabil Saba (nsaba@santa-ana.org)
2022-01-03 - 7:51:42 PM GMT- IP address: 98.153.69.210
Document e-signed by Nabil Saba (nsaba@santa-ana.org)
Signature Date: 2022-01-03 - 7:57:53 PM GMT - Time Source: server- IP address: 98.153.69.210
Document emailed to Jack Ciulla (jciulla@santa-ana.org) for signature
2022-01-03 - 7:57:55 PM GMT
Email viewed by Jack Ciulla (jciulla@santa-ana.org)
2022-01-03 - 7:58:00 PM GMT- IP address: 98.153.69.210
Document e-signed by Jack Ciulla (jciulla@santa-ana.org)
Signature Date: 2022-01-03 - 7:59:15 PM GMT - Time Source: server- IP address: 98.153.69.210
Agreement completed.
2022-01-03 - 7:59:15 PM GMT