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Home My WebLink About118550 R W BECK INC - CONTRACT - CONTRACT - KEY ACCOUNT PROGRAM DEVELOPMENTPROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and R. W. Beck, hereinafter referred to as "Professional'. LVV", �*-1*WA In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of seven (7) pages, and incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "A", consisting of seven (7) pages, and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within five (5) days following execution of this Agreement. Services shall be completed no later than August 1, 2006. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent Professional Services Agreement —January, 2005 1 Ms. Bigner January 18, 2006 Page S Time estimate: Meeting: 2 hours added to one of the Task 6 meetings Identification of alternatives, if necessary: 2 hours Task total: 4 hours Task 8 - Presentation to Stakeholders and Plan Adoption When the KA Plan is in the final draft stage, the larger group of stakeholders convened in Task 3 above will meet again for two hours. The purpose of this meeting will be for the KA Representatives to present the plan, to solicit any further input for refinement from the larger stakeholder group, build buy -in to the plan, and develop understanding of the direction and the team's various roles in KA Program implementation. Time estimate: Meeting preparation: 3 hours Group meeting: 2 hours Documentation and follow-up: 3 hours Task total. 8 hours Task 9 - External Validation (optional; not included in scope) After a three- to six-month period for implementation of the new KA Plan, Consultant will validate the process with the end users — the customers themselves. The Consultant will conduct 30-minute interviews with 20 KA customers, based on their availability, at their site. A report summarizing this input, with any recommended changes, will be prepared. Time estimate: Interviews: 15 hours (at 45 minutes per interview to allow transit time) Summary report: 6 hours Task total. 21 hours Task 10.Ongoing Support for Implementation (optional; not included in scope) Consultant is available for ongoing support as determined during the course of the project. No additional work is included in the scope at this point, but there could be an ongoing need for organizational work to move the plan to a daily reality. Time estimate: to be determined 00_00000-60241.1100 7 41 t000 J:IBDPersnlWa\FCUIFCU Proposal Ltr.doc ________� __—_._ Y_ Ms. Bigner January 18, 2006 Page 6 Work Products The following deliverables will result from this effort: ■ KA Business Plan, which will include but not be limited to: ■ KA Mission ■ Revised list of KAs based on new analysis ■ Identification of KA team and how they will integrate efforts ■ Attributes of a successful KA Manager ■ Elements detailed in the APPA KA Certifications Business Plan Guide ■ Customer Information Management Recommendation ■ Customer Marketing Plans — three sample plans as template for others ■ Customer Validation Report (optional; not budgeted at this time) Budget Summary Table I is a summary of estimated Consultant hours for this project, by task. Table 1 Estimated Consultant Hours Task Description Hours Task 1 Background and Context 3 Task 2 Internal Stakeholders 0 Task 3 Planning Meeting #1 18 Task 4 Work Sessions 24 Task 5 Sponsor Review and Refinement 5 Task 6 Customer Marketing Plan Development 8 Task 7 Customer Information Management 4 Task 8 Presentation to Stakeholders and Plan 8 Adoption Total Tasks 1.8 TO Task 9 External Validation not budgeted at this time Task 10 Ongoing Support to be determined 00-00000-60241.1100 ! 411000 1:\eOPawRl4alFClAFCUPm_posa4lAc.doc___.._. Ms. Bigner January 18, 2006 Page 7 Total Estimated Cost for Tasks 1— 8: $8,750 plus expenses All expenses (e.g., mileage, copies, phone charges) are additional and will be billed at direct cost. Consultant does not charge FCU for travel time. Our aim is to precisely meet your project needs through work tasks, work products, and level of effort. Please call me at 303-299-5248 to discuss and finalize the work plan for this project. Thank you for contacting me, and I look forward to contributing to an enhanced KA Program! Sincerely, IL W. BECK, INC. /Ayrd-� Lynn L. Adams Senior Director Strategic Planning LLA/cmr c: Financial Services/Marketing - R. W. Beck, Denver 00-00000-60241-1100 / 411000 1:U3DPersnI111a1FCU1FCU Pm_posal Ltr.&R__.___._____ Clientg: 69710 RWRFrKINIr ACORD- CERTIFICATE OF LIABILITY INSURANCE 0629/0'°�'""" PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Seattle Office ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE ABD Insurance 8 Financial Services HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. 601 Union Street Suite 3310 Seattle, WA 98101 INSURERS AFFORDING COVERAGE NAIC # INSURED R.W. Beck Inc. 1001 Fourth Avenue Suite 2500 Seattle, WA 98154-1004 INSURER A: Twin City Fire Insurance Company INSURERB: Travelers Property Casualty Co. of A INSURER c: Lexington Insurance Company INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR NSRdDATE TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE IMMIDDfffl POLICY EXPIRATION DATE IMMIDDED0 LIMITS A GENERAL LIABILITY X COMMERCIAL GENERAL LIABILITY CLAIMS MADE O OCCUR 52UUNT06989 07/01/05 07/01/06 EACH OCCURRENCE $1000000 DAMAGE TO RENTED $3OO OOO MED EXP (Any one person) $10 000 PERSONAL S AOV INJURY $1 000 000 GENERALAGGREGATE $2 000 000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICYEl j CT LOC PRODUCTS-COMP/OP AGG $2000000 B AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-OWNEDAUTOS P810532D5822TIL05 07/01/05 07/01106 COMBINED SINGLE LIMIT (Ea accident) $1,000,000 X BODILY INJURY (Per person) $ X BODILY INJURY (Per accident) $ X PROPERTY DAMAGE (Per accident) $ rl GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EAACC AUTO ONLY: AGG $ $ EXCESSIUMBRELLA LIABILITY OCCUR CLAIMS MADE DEDUCTIBLE RETENTION $ EACH OCCURRENCE $ AGGREGATE $ S $ $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETORIPARTNERIEXECUTIVE OFFICERIMEMBER EXCLUDED? If yes, deacrbe under SPECIAL PROVISIONS below 52WENZ8302 07/01I05 07101I06 X WC STATU- I OTH- EEL E.L. EACH ACCIDENT $1,000000 E.L. DISEASE - EA EMPLOYEE $1,000,000 E.L. DISEASE - POLICY LIMIT $1 000,000 C OTHER Professional Liability 5139774 07/01105 07/01/06 $1,000,000 Each Occ. $1,000,000 Ann. Agg. DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT SPECIAL PROVISIONS Evidence Only SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL _30_ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO OO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR ACORD 25 (2001108) 1 of 2 #M694259 RWBECKINC N2M 0 ACORD CORPORATION 1988 to the following addresses: Professional: City: With Copy to: R. W. Beck City of Fort Collins, Purchasing City of Fort Collins, Utilities Attn: Lynn Adams PO Box 580 Attn: Patty Bigner 1801 California St. Fort Collins, CO 80522 700 Wood St Denver, CO 80202-2615 Fort Collins, CO 80521 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of 1,000,000. 6. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of Eight Thousand Seven Hundred Fifty Dollars ($ 8,750) plus reimbursable direct costs. All such fees and costs shall not exceed Nine Thousand Seven Hundred Fifty Dollars ($9,750). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such Professional Services Agreement —January, 2005 2 partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Proiect Drawings. Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable mylar base material using a non -fading process to provide for long storage and high quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the owner in and AutoCAD version no older then the established city standard. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. Professional Services Agreement —January, 2005 3 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either parry should fail or refuse to perform according to the terms of this agreement, such parry may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting parry shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal Professional Services Agreement —January, 2005 4 representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. THE CITY OF FORT COLLINS, COLORADO By: J es B. O'Neill II, CPPO, FNIGP irector of Purchasing & Risk Management DATE: 4 - ,-9 1 • � dy to R. W. Beck By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: (Corporate Seal) r. EA-Y Professional Services Agreement —January, 2005 rt.. 5 January 18, 2006 Ms. Patty Bigner Customer Connections Manager Fort Collins Utilities 700 Wood St. Fort Collins, CO 80522-0580 Subject: Key Accounts Program Development Dear Ms. Bigner: Based on our recent meeting, I have given some thought to the best way to approach the task of enhancing the Fort Collins Utilities ("FCU") Key Accounts ("KA") Program while complementing the training and direction of the APPA KA Certificate Program. There is no doubt that FCU already performs at one of the highest levels of all municipal utility systems as shown by a comparison of customer satisfaction research data. Your interest in refining the KA Program is further evidence of this commitment to excellence, The scope presented here is focused on the development of a KA Plan specific to the Utilities. We will prepare the plan keeping in mind that there may be subsequent integration with other city functions that would dovetail with overall economic development efforts as they evolve. Purpose The stated purpose of this KA Program development effort is as follows: ■ Streamline and integrate FCiJ's KA efforts in order to provide seamless value delivery to the customers. a Shore up internal support for and provide recognition of the KA efforts. ■ Clarify roles and responsibilities related to KA work, including full-time to KA personnel, as well as staff and executive commitment to the effort. ■ Integrate with the direction provided by the APPA KA's Certificate Program. ■ Develop a specific KA Business Plan. ■ Develop specific Customer Marketing Plans. Scope of Work Given the purpose as stated above, the work begins with a broad look at the KA Program that integrates broad organizational perspectives. This would include those directly or indirectly involved in KA service. The focus will then narrow to a small working team that will develop plan specifics to be later reviewed with the larger group to build understanding and buy -in. For the purposes of this effort, there is a core team comprised of KA Representatives Sharon Held and Dennis Sumner, as well as a project sponsor, Patty Bigner. Others to be involved will be detailed in Task 2 below. 00.000W60241-1100 / 411000 JABDFem1111a\FCU\FCU 1 Ltrjoc t801 California Street Denver, CO 80292-2615 Phtme (303) 299-5290 Fax (343) 297-2811 Ms. Bigner January 18, 2006 Page 2 Task 1 - Background and Context R. W. Beck, Inc. ("Consultant") will review all relevant background materials including APPA course materials, the 2001 KA Plan, KA focus group work, market research (FCU and APPA) and so on. Time estimate: Review materials: 3 hoursJ Task total: 3 hours Task 2 - Internal Stakeholders Consultant, core team, and sponsor will identify internal stakeholders who have an interest and/or role in relation to KAs. Based on initial brainstorming, this group is likely to include: •' Mike Smith ■ Executive Staff ■ Lisa (wind) ■ Joanne (billing) ■ Kevin Gertig ■ Dennis Bode ■ Bob Micek ■ Bill Tamerlin ■ Bob Smith ■ Sharon Held ■ Dennis Sumner ■ Patty Bigner ■ Climate -Wise staff and supervisor During a conference call to review the final scope prior to proceeding, we will also fmalize this list. Time estimate: included in agenda development for Task 3 below. Task 3 - Planning Meeting #1 KA Business Plan development will start with a broad -based look at internal and external issues. A meeting will be designed to solicit input from stakeholders identified in Task 2 above, and start to build a common understanding and buy -in to the KA Program. This session will include open discussion of a variety of elements such as (per the APPA Certificate Program): ■ What is the need to undertake this action now? ■ Why aren't all customers KAs? 1 Note that the "time estimate" is for Consultant hours only. Internal staff hours are not detailed in this proposal. 00-00000-60241-1100 1 411000 JABDPe dWa\FCU1FCU ProQosa(Ltr_doc.... Ms. Bigner January 18, 2006 Page 3 ■ How are others in the industry addressing this issue? ■ What happens if we do nothing? ■ Isn't this just customer service? Consultant will facilitate this session, relying on Sharon and Dennis to lead a portion of the session based on their recent training and to further position them as the leaders in relation to the KAs. In addition, the session will seek high-level input on other elements of the KAs Business Plan including, but not limited to: ■ Market segments ■ Competitive situation ■ Organizational analysis including optimal methods to respond to KA's needs ■ General input to job descriptions, resource requirements and required level of commitment for KA executives and support personnel The closing portion of this session will solicit broad input from the participants regarding the "why" of a KA program, that is, the mission statement. Time estimate: Agenda development, review, and final agenda preparation: 6 hours Group meeting: 4 hours Meeting synthesis & documentation for next step: 8 hours Task total. 18 hours Task 4 - Work Sessions The KA Representatives and Consultant will have a series of three work sessions building on the input from the planning session (Task 3). These sessions will each be four hours in length. The purpose of these meetings will be to draft the elements of the KA plan. It is anticipated that there will be other work to be completed off line as well, such as research to support KA identification. It is anticipated that FCU staff will complete most of the background/research work. The project sponsor is welcome to attend these sessions as well, or may choose to attend briefly for progress updates. Time estimate: Meeting preparation: 4 hours Work sessions: 12 hours PIan documentation/preparation: 8 hours Task total. 24 hours 00-00000-60241_1100 / 411000 J:�BDPasnl111a\FCUIFCU salLtr.doc__.--._.�_._.------------------..,---------.-- Ms. Bigner January 18, 2006 Page 4 Task 5. Sponsor Review and Refinement After the KA plan is drafted, a detailed review will occur with the project sponsor, Patty Bigner (who will receive the plan prior for review prior to the session). This will be a two hour meeting whereby the KA Representatives will present the plan and lead a discussion. Based on this review, the KA Representatives and Consultant will finalize the plan. Time estimate: Meeting: 2 hours Plan finalization: 3 hours Task total: S hours Task 6 - Customer Marketing Plan Development As soon as the KA Plan is in a final draft phase, the KA Representatives and Consultant will turn to developing specific Customer Marketing Plans for two sample customers per the APPA Certificate Program guidelines. This task will start with a work session to detail the elements of the Customer Marketing Plans while tailoring the contents to the specific needs of FCU (perhaps additional information). This task involves research on individual customers, so the KA representatives and other FCU staff will complete most of the background work for this step. There will be one additional work session at the end of the task where KA Representatives and Consultant will meet to review the three sample plans for thoroughness and effectiveness. The KA Representatives will be responsible for completing the remainder of the customer -specific marketing plans. Time estimate: Work sessions (two): 8 hours Task total: 8 hours Any other research or background work requested of the Consultant is not included in the scope at this time and would represent additional effort. Task 7 - Customer Information Management In most organizations, one of the barriers to seamless value delivery is access to and sharing of timely information. There are many software applications that can help accomplish the necessary information management. This task will look at the need for such a software tool and possible solutions. Given the array of options, from simple to complex, selection is often a matter of finding the least complicated, most user-friendly solution to meet your needs. Consultant will help KA Representatives outline their needs and identify resources, and then KA Representatives will do the legwork to investigate and make a specific recommendation. Something appropriate may already exist in-house, perhaps is even in use but in need of broader application. 00-00000-60241-11001411000J:\BDPasnNla\FCUIFCUPalttr_doc __