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HomeMy WebLinkAboutE Source 2024-06-06COU No. 2324-215 PAGE 1 OF 7 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES This Agreement, made and entered into this 6th day of June, 2024 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and E Source LLC, a Limited Liability Company organized and in good standing under the laws of the state of California, hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a.City requires consulting services related to project management services to transition Millview and Redwood Valley water billing to the City’s CIS software. b.Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. c.City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services by 1/1/2025. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $88,485. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment A, DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 COU No. 2324-215 PAGE 2 OF 7 which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment A. Consultant shall complete the Scope of Work for the not-to- exceed guaranteed maximum, even if actual time and expenses exceed that amount. 4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Consultant shall pay all estimated and actual federal and state income and self- employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 COU No. 2324-215 PAGE 3 OF 7 Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A.Minimum Scope of Insurance Coverage shall be at least as broad as: 1.Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed Operations Form No. CG 20 37 10 01. 2.ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3.Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4.Errors and Omissions liability insurance appropriate to the consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability. B.Minimum Limits of Insurance Consultant shall maintain limits no less than: 1.General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2.Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 COU No. 2324-215 PAGE 4 OF 7 3.Worker's Compensation and Employers Liability: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4.Errors and Omissions liability: $1,000,000 per occurrence. C.Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D.Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1.General Liability and Automobile Liability Coverages a.The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b.The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. c.Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d.The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2.Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 COU No. 2324-215 PAGE 5 OF 7 3.Professional Liability Coverage If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend one year from receipt of final invoice for the project. 4.All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E.Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating. F.Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium. G.Subcontractors Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each sub- contractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 COU No. 2324-215 PAGE 6 OF 7 “Indemnify,” as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses. References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 COU No. 2324-215 PAGE 7 OF 7 performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH E SOURCE DEPT. OF FINANCE TECHNOLOGY PLANNING & IMPLEMENTATION 300 SEMINARY AVENUE 3020 S CARBON PLACE, SUITE 300 UKIAH, CALIFORNIA 95482-5400 BOULDER, CO 80301 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT BY: __________________________ ____________________ Date PRINT NAME: _________________ __________________ IRS IDN Number CITY OF UKIAH BY: ____________________ Date CITY MANAGER ATTEST ____________________ CITY CLERK Date Nicole Naassan 20-4402870 DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 6/10/2024 Jun 26, 2024 Kristine Lawler (Jun 26, 2024 12:36 PDT) Kristine Lawler Jun 26, 2024 E Source Technology Planning & Implementation 3020 S. Carbon Pl., Suite 300 | Boulder, CO 80301 www.esource.com | SalesSupport@esource.com Customer Information System Customer Acquisition Support E Source Proposal Prepared for City of Ukiah Mary Horger, Financial Services Manager City of Ukiah 411 West Clay Street Ukiah, CA 95482 via email to mhorger@cityofukiah.com May 17, 2024 ATTACHMENT A DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 A Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah Table of Contents About E Source .............................................................................................................................................................. 2 Proposed Scope of Work ............................................................................................................................................... 3 Task 1: Project Planning and Kickoff ....................................................................................................................... 3 Task 2: Functional Requirements/Solutions Architecture ........................................................................................ 3 Task 3: Project Management................................................................................................................................... 3 Task 4: Testing Support ........................................................................................................................................... 4 Task 5: Operational Transition/Training ................................................................................................................... 5 Proposed Project Team .................................................................................................................................................. 6 Fee ................................................................................................................................................................................. 7 DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 1 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah May 17, 2024 Mary Horger, Financial Services Manager City of Ukiah 411 West Clay Street Ukiah, CA 95482 via email to mhorger@cityofukiah.com RE: E Source Proposal for Customer Information System (CIS) Customer Acquisition Support Dear Ms. Horger and the Evaluation Team: E Source Companies LLC (E Source), the leading solver of problems facing water utilities and municipalities, appreciates the opportunity to submit this proposal in response to the needs of the City of Ukiah (“City” or “Ukiah”) to support the acquisition of two new water utilities into your CIS system. We have included specific tasks in this scope of services that we believe are fundamental to a successful migration of these new customers into your existing CIS based on recent discussions about your specific needs. Accompanying this scope of services, we have included a fee by task that reflects level of effort and participation by our E Source subject matter expert that we believe best suits your needs / budget. E Source has a proven history of working with the City through the initial procurement and implementation of your CIS. We welcome the opportunity to continue our relationship with Ukiah and assist you in onboarding new customers. We appreciate the opportunity to submit our proposal and thank you in advance for your consideration of our capabilities. Should you have any questions or require additional information, please feel free to contact me at (615) 375-6396 | Kody_Salem@esource.com or Joel Westvold (503) 944-9434 | Joel_Westvold@esource.com. We look forward to working with you to implement this scope to meet the needs of the City. Sincerely, Kody Salem, Senior Vice President, Business Development, E Source DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 2 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah About E Source For more than 35 years, E Source has been providing services on a variety of projects for 500+ water, electric, and gas utilities across North America. We have fine-tuned methodologies to produce world-class tools and processes that have led to an unmatched record of successful project outcomes. As the leading solver of problems facing water, electric, and gas utilities and municipalities, E Source provides utilities with world-class consulting and system implementation services on a wide range of technologies and business and customer matters to address the challenges that utilities face today. The TPI Consulting Group has a particular business focus on municipal utility projects—from data analytics, feasibility studies, strategic plans, business cases, procurements, and contract negotiations, to all phases of the system implementation and upgrades thereafter. E Source’s TPI team has prepared 100s of business cases and technology roadmaps and successfully completed numerous system acquisition and implementation efforts for water, gas, and energy utilities of all sizes (from 5K to 4.7M meters). We have incorporated the lessons learned through our involvement in many of the nation’s largest implementations and many municipal utility projects into our current methodology and approach, which will also be leveraged to ensure Ukiah’s project success. With an average of 25+ years of utility technology experience, E Source’s consultants provide a range of services—spanning from initial needs assessment and technology roadmaps to vendor RFPs, all the way through to successful implementation and “go-live” of a holistic and integrated system. Our staff have implemented or integrated virtually every major utility information technology system in the past 20 years, including AMR/AMI, MDMS, EAM, CIS, GIS, MWFM/WMS, OMS, Customer Portal and Communications, and many other utility operational technologies. We understand the entire utility “system of systems.” Our mission is to ensure a high-quality delivery that meets your needs, budget, and schedule. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 3 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah Proposed Scope of Work Per our conversations with Ukiah, it is our understanding that the City is taking on responsibility for two additional water districts and approximately 3,000 new customers. Billing and other customer related functions for these new customers need to be incorporated into your Milsoft CIS. This proposal addresses E Source requested support for this effort. We have broken that support down into several tasks as outlined below. Task 1: Project Planning and Kickoff Immediately following notice to proceed, E Source will begin planning/preparation and then hold a kickoff meeting with the City's project team to review project scope, requirements, deliverables, schedule, and reporting relationships. This meeting will also address project issues and concerns. We’ll review the make-up of your project team and subject matter experts (SMEs) to confirm there is a complete representation. DELIVERABLES Kickoff meeting presentation Task 2: Functional Requirements/Solutions Architecture E Source will work with the City’s team to conduct a set of discovery sessions and configuration discussions to identify the functional requirements that will be provided to Milsoft to design required new configurations and build the new interfaces needed for the CIS to support the added water districts. This effort will also involve discussions with Milsoft to ensure that the requirements provided are clear and achievable. E Source will also use the information provided in the discovery and configuration discussions to define and document the overall solutions architecture to be deployed upon delivery of the CIS upgrade. This architecture will provide a guide to all involved as the upgrade effort progresses through design and testing. DELIVERABLES Listing of functional requirements Documented to-be solutions architecture including all new or revised interfaces Task 3: Project Management One of the primary factors that distinguish successful CIS projects is the quality of the overall project management. In the E Source model, based on the Project Management Institute’s (PMI’s) PMBOK® and Agile methodologies, our PM works very closely with Ukiah management and uses proven process, methodologies, and templates to produce a robust, flexible implementation approach. Throughout the design and implementation phases, we maintain and monitor the “iron triangle” dimensions of cost, quality, and schedule. In the implementation phase, the E Source PM will be responsible for supporting the activities listed in Table 1. Our PM will manage the project status cycle for the City, which includes measurement of progress towards the plan, performance status, risk management, items of concern, and open action items. These items will be managed regularly and will be consistently tracked. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 4 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah E Source Project Management Activities Scope Management Ensure the project plans outline all of the work required to complete the project successfully and that the client and vendors avoid scope creep. Scope management consists of initiation, scope planning, scope definition, scope verification, and scope change control. Change Management Ensure a formal change control process is in place to control changes to the baseline project plan and SOW throughout the project lifecycle. Cost Management Ensure the project is completed within the approved budget. Cost management consists of resource planning, cost estimating, cost budgeting, and cost control. Quality Management Ensure the project will satisfy the needs for which it was undertaken. Quality management consists of quality planning, quality assurance, and quality control. Reporting Management Ensure timely & appropriate generation, collection, distribution, and storage of project information. Handle communications planning, performance reporting, and administrative closure. Schedule Management Ensure timely project completion. Time management consists of activity definition, sequencing, and duration estimating, as well as schedule development and control. Vendor Management Ensure vendors are completing their contractual scope of work on schedule and within budget. Coordinate with technical resources as necessary to ensure verification of technical deliverables. Resource Management Ensure qualified resources are available and properly prepared to perform each task. Identify project resourcing needs and coordinate with the appropriate organizations to meet them. Risk & Issue Management Ensure risk is identified, analyzed, and responded to appropriately based on probability and impact in accordance with the risk management plan. Once a risk is realized, transition it to a pre-defined issue tracking and resolution process. DELIVERABLES Periodic Status Meetings with issuance of Status Reports with Action Items captured and schedule progress updated Task 4: Testing Support A graduated, thorough, and robust test program is needed to ensure the smooth transition for the City’s new customers, and E Source has implemented hundreds of successful integrated technology testing programs for our clients that trust both our processes and the experience of our people. Our test approach minimizes your risk by providing early validation of the technologies in steps, so that any problems are identified early and corrected. All discovered defects are formally logged, managed, and resolved as appropriate until acceptance is achieved. We will oversee the production of test plans and procedures that exercise the functionality of systems that must interface to meet business, technical, functional, integration, performance, and any other specified requirements. A Test Report is generated after each test phase is completed. Should issues be identified during the testing process, we are ready and able to work with applicable vendors and development teams to resolve those issues. The clear documentation of the relationship between the requirement and test case makes it easier to pinpoint the problem that needs to be addressed. Once identified, we follow a rigorous corrective action process that ensures the problem is documented, root-cause determined, corrective and preventive actions are taken, and retesting is performed to verify that the problem has been corrected. Our typical approach to a test strategy incorporates the following elements: Functional Testing – Testing on a cross section of customer configurations to confirm functional requirements and other acceptance criteria as outlined in the Test Plan. This testing phase is critical to ensure that the system as upgraded addresses the functional requirements. System Integration Testing – This brings all applicable systems together in testing to verify data sets are received and transformed properly, that data from a single source is properly routed to multiple destinations and that individual systems still perform as expected while integrated. This testing is normally conducted within a QA/test environment. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 5 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah User Acceptance Testing – This testing verifies that the correct information flows through for a particular business process, including both automated and manual business processes. It is the final gate and ensures that the system functions and is aligned with requirements and processes that are used operationally. In this testing, a single trigger can initiate data transfers between multiple source and destination systems. It is the most comprehensive test of the complete set of business processes and maximizes to the extent possible the real-world use of the City’s integrated systems. Test cases are executed by Ukiah users of the systems on a day-by-day basis. This testing is normally conducted within a QA/Test environment. DELIVERABLES Test plans, procedures, and results documentation for all tests Task 5: Operational Transition/Training The City is responsible for operating the CIS to achieve successful billing and support of your new customers. and it is essential that Ukiah personnel fully understand how to operate the system on a day-do-day basis. E Source will work with the City and Milsoft to develop an Operational Transition Plan (OTP) in conjunction with the Training Plan provided by Milsoft, incorporating the “meter-to-cash” operations and the “go-live” process. Based on our experience, significant lessons-learned and risk reduction strategies will be incorporated into the OTP. We will then help Ukiah implement the OTP. DELIVERABLES Operational Transition Plan (OTP) Support Ukiah’s implementation of the OTP DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 6 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah Proposed Project Team E Source’s mission is to provide the right focused expert(s) on each project we pursue—highly skilled consultant(s) and experts in their fields who understand the unique drivers, responsibilities, and needs of our clients. Therefore, to best deliver the scope of services requested by Ukiah and contained herein, we have identified an expert who can efficiently address all of the needs of this SOW – John Beichman, Executive Consultant. John provided the vast majority of support for Ukiah’s initial implementation of the Milsoft system and we’re confident can deliver on the needs of this upgrade project as well. The following highlights John’s qualifications for this project. John Beichman is a CIS practice area expert and brings more than 30 years of experience providing selection services, project management, and management consulting. He is a veteran of multiple CIS and selection engagements and fully immersed in both utility best practices and the CIS application marketplace. He has been involved in over 30 CIS projects, leading several successful implementations and building successful CIS projects through his focus on a utility’s people and processes. In addition to his work with CIS systems, John was recently both project manager and functional solution architect in a systems integration effort to consolidate eight ordering applications charges into a single Oracle Financials AR billing solution. His has most recently supported CIS implementation efforts for the City of Ukiah in California, Green Mountain Power in Vermont, where he provided best practices business process mapping, and at Otter Tail Power in Minnesota, where he also served as the Quality Assurance advisor to the implementation effort. John holds a Bachelor of Arts degree from Harvard and a Master of Science in Information Resource Management from Syracuse University. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80 7 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah Fee E Source has developed the not to exceed fee for services based on experience with several similar projects and understanding of the level of effort desired by Ukiah. This fee includes all services and deliverables described herein. All tasks will be invoiced monthly on a Time and Materials basis. Travel and incidentals will be billed monthly at actual cost although none is anticipated to complete this work. Table 1. Implementation Fees CIS Upgrade Support Task ID Task Hours Fee Total Task 1 Project Kick-off & Planning 22 $5,610 $5,610 Task 2 Functional Requirements/Solutions Architecture 66 $16,830 $16,830 Task 3 Project Management 176 $44,880 $44,880 Task 4 System Testing/Acceptance 70 $17,850 $17,850 Task 5 Operational Transition and Training 13 $3,315 $3,315 Total 347 $88,485 $88,485 Reimbursable Expenses Travel expenses, should they be necessary, will be submitted for reimbursement on an actual and reasonable basis. There is no markup on these direct costs, and E Source does not charge for time spent traveling. We will seek to minimize expenses using government contractor rates and teleconferences whenever possible. Assumptions The following assumptions apply to this proposal: E Source’s fee to implement this Scope of Work is based on the timely start and timely completion of each proposed task as outlined in the project schedule provided. If the duration for any proposed task exceeds the duration outlined in the proposed schedule, E Source may need to develop a change order in accordance with the additional services required to complete the task(s). Deliverable documents will be in Microsoft Office, including MS-Word, PowerPoint, Excel, MS-Project, Visio, or Adobe PDF. The Utility’s management will coordinate and consolidate all Utility comments on draft document deliverables to provide a single redline for E Source to make updates to the final document deliverables. The Utility will provide E Source with working space, network connections, infrastructure, administrative support, and other services and materials reasonably required to perform Project work while onsite at City offices, if requested. Utility personnel will support workshops and meetings as needed. Taxes These rates and estimates are exclusive of taxes. The taxes relating to applicable services are the sole responsibility of the District. Billing and Payment Terms E Source will invoice the utility on a monthly basis for actual labor and expenses incurred on the required tasks. Payment terms are net thirty (30) days. Unless otherwise agreed to, E Source reserves the right to charge one and one-half (1.5%) percent per month, or the maximum rate permitted by law, whichever is greater, on any balance remaining unpaid after thirty (30) days. Proposal Terms and Conditions Terms of this proposal remain valid for 90 days from date of submittal. E Source reserves the right to negotiate any terms and conditions of the written agreement relating to this SOW. DocuSign Envelope ID: B4B6E736-2AFF-49AF-A7D6-66B8FF012A80