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HomeMy WebLinkAboutE Source 2024-06-06; Amendment 1 2024-12-30COU 2324-215-A1 CITY OF UKIAH AMENDMENT NO. 1 TO PROFESSIONAL SERVICES CONTRACT 2324215 BETWEEN E SOURCE LLC and THE CITY OF UKIAH This Amendment No. 1, entered on December 30, 2024 revises the Agreement for consulting services related to project management services to transition Millview and Redwood Valley water billing to the City’s CIS software dated June 6, 2024 between the City of Ukiah and E Source LLC, as follows. This Amendment No. 1 adds additional scope of work to accommodate the Milsoft conversion for additional water districts, and adds an additional 595 hours and $151,725, as described in Exhibit 1. This revises the total, not-to-exceed amount to $240,210. Except as expressly amended by this Amendment, all other terms remain unchanged and in full force and effect. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AMENDMENT ON THE EFFECTIVE DATE: E SOURCE LLC BY: DATE: PRINT NAME: CITY OF UKIAH BY: DATE: SAGE SANGIACOMO, CITY MANAGER ATTEST BY: DATE: KRISTINE LAWLER, CITY CLERK NICOLE NAASSAN, SR. VICE PRESIDENT Docusign Envelope ID: CB738D8F-D2A1-472A-9757-5EA90B989A8A 12/30/2024 Kristine Lawler (Jan 13, 2025 13:20 PST) Kristine Lawler 01/13/2025 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 December 30, 2024 Exhibit 1Docusign Envelope ID: CB738D8F-D2A1-472A-9757-5EA90B989A8A 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 Management................................................................................................................................... 3 Proposed Project Team .................................................................................................................................................. 4 Fee ................................................................................................................................................................................. 5 Docusign Envelope ID: CB738D8F-D2A1-472A-9757-5EA90B989A8A 1 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah December 30, 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 extension in response to the needs of the City of Ukiah (“City” or “Ukiah”) to support the acquisition of up to four (4) new water utilities and additional Ukiah Valley Sanitation District customers and incorporate new customers into your CIS system. Per discussions the City’s current project team and management, we are proposing an extension of budget for project management services that will allow your current project manager, John C. Beichman to continue supporting and guiding the City’s activities. We welcome the opportunity to continue our relationship with Ukiah and assist you in onboarding new customers. We appreciate the opportunity to submit this contract amendment 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 Nicole Nassan 703-216-5752 | Nicole_Nassan@esource.com. We look forward to working with you again. Sincerely, Kody Salem, Senior Vice President, Business Development, E Source Docusign Envelope ID: CB738D8F-D2A1-472A-9757-5EA90B989A8A 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: CB738D8F-D2A1-472A-9757-5EA90B989A8A 3 Customer Information System Customer Acquisition Support © 2024 E Source Companies LLC | Proposal prepared for City of Ukiah Proposed Scope of Work Based on our discussions with Ukiah, we understand that the City plans to assume meter-to-cash responsibilities for up to four additional water districts. This includes providing billing services for Ukiah Valley Sanitation District customers currently billed by these water districts, collectively adding up to 4,700 new accounts. Billing and other customer service functions for these new customers must be integrated into your Milsoft CIS. This SOW outlines the City’s request for continued support from E Source for this initiative and is structured into three tasks outlined below. As it is not confirmed that all four water districts or the UVSD will be part of the scope of the project, we have presented the costs for this project on a time and material basis distributed across the possible entities. Task 1: 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. 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. Docusign Envelope ID: CB738D8F-D2A1-472A-9757-5EA90B989A8A 4 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 35 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: CB738D8F-D2A1-472A-9757-5EA90B989A8A 5 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 similar projects and understanding of the level of effort desired by Ukiah. This fee includes all services and deliverables described herein. The City will be invoiced monthly on a Time and Materials basis. Travel and incidentals will be billed monthly at actual cost although no travel is anticipated to be necessary to complete this work. CIS WD Onboarding Project Management Fees Willow Calpella UVSD Hopland River Estates Total Estimated Hours 416.5 29.75 89.25 29.75 29.75 595 Fee $106,207.50 $7,586.25 $22,758.75 $7,586.25 $7,586.25 $151,725.00 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 Rates and fee estimates are exclusive of taxes. Any taxes relating to applicable services are the sole responsibility of the City. Billing and Payment Terms E Source will invoice the City 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: CB738D8F-D2A1-472A-9757-5EA90B989A8A