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HomeMy WebLinkAboutRFP - 7143 KNOWLEDGE TRANSFER CONSULTANTRequest for Proposals CITY OF FORT COLLINS KNOWLEDGE TRANSFER CONSULTANT RFP #7143 City of Fort Collins 7 �PuM1asing PROPOSAL DUE DATE: 3:00 p.m. (our clock), July 13, 2010 The Workforce Continuum Recruitment Retention EXHIBIT A Learning Workforce Management Succession . Planning FE Performance Management Compensation EXHIBIT A Developmental Succession Planning: A process that indicates not only possible internal replacements for critical positions but also provides for developing individuals to meet the challenges of future organizational change by grooming them e.g., leadership development activities, for advancement possibilities and for exercising increasing technical proficiency. Leadership Development Program Application Process * Application.Form * Supervisor's Nomination/Signature * .Leadership .Review: e.g. SIT C A N MM► D I D A T E S Not Accepted Wait -Listed Accepted Assessment Process Development Activities: * Classes * Coaching * Lectures/seminars * Assignments/homework * Organizational project Not Suitable: * Lacks potential * Lacks desire Talent Pool: * Ready to Lead * High Potential for leadership Opportunities PROFESSIONAL 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 , hereinafter referred to as "Professional'. WITNESSETH: 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 ( ) pages, and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Professional and mailedno later than ninety (90) days prior to contract end. 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. 12 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: City of Fort Collins City of Fort Collins, Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 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 $ 6. Compensation. [Use this paragraph or Option 1 below.] 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 ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be 13 performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor Clause 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. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such 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 reimbursable direct costs. 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. Project Drawings. [Optional] 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, 14 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 City in an 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. 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 party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 15 14. Remedies. In the event a party has been declared in default, such defaulting party 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 party'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 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. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established 16 pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 17 18. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. 18 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary 19 (Corporate Seal) City of Fort Collins Purchasing Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/Purchasing REQUEST FOR PROPOSAL 7143 KNOWLEDGE TRANSFER CONSULTANT City of Fort Collins Utilities is inviting proposals from experienced consultants to assist the Fort Collins Utilities staff in developing and conducting a pilot program for succession planning for up to ten key positions in Utilities. If successful this program may be implemented for additional department within the City of Fort Collins. Written proposals, seven(7) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), July 13, 2010. Proposal No. 7143 Knowledge Transfer Consultant. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager, Bill Freeman, Utilities Finance and Budget Manager (970)221-6524. Questions regarding bid submittal or process should be directed to Opal Dick, CPPO, Senior Buyer, (970)221-6778. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. 2 EXHIBIT " " CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Contractor hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as "information") that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Contractor has agreed to perform, the Contractor hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Contractor agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Contractor shall not disclose any such information to any person not having a legitimate need -to -know for purposes authorized by the City. Further, the Contractor shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Contractor ceases to perform services for the City, or the City so requests for any reason, the Contractor shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it.otherwise has access. The Contractor understands and agrees that the City's remedies at law for a breach of the Contractor's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. 20 Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management 7143 Knowledge Transfer Consultant Scope of Work Background Information The City of Fort Collins is a community of almost 140,000 highly educated and engaged residents located approximately 60 miles north of Denver along Interstate 25. The City utilizes a Council -Manager form of government and is governed by an elected seven member Council, including an elected mayor. Fort Collins Utilities (Utilities) provides electric, water, wastewater and stormwater services to the community. The Utilities Executive Director reports directly to the City Manager. Two citizen advisory boards, the Electric Board and Water Board, advise Council regarding electric and water utility policy issues. Council appoints Board Members. Utility Services: Electric The electric utility operates as a municipal utility wholly -owned by Fort Collins citizens since 1935. In 1973, when operations at the City's generation plant were no longer financially feasible, the City of Fort Collins joined with municipal governments in Loveland, Estes Park and Longmont to create the Platte River Power Authority (Platte River), a joint action agency. Platte River allows the four cities to share the costs and benefits of generating, transmitting and exchanging electric power. Fort Collins Utilities owns and operates the distribution system. Our electric utility recently received a Smart Grid Investment Grant from the Department of Energy to modernize our electric grid and implement automated metering infrastructure in the Fort Collins community. Water Resources and Treatment Fort Collins Utilities strives to provide a reliable and high quality water supply to our customers. Steps include diverting and storing the raw water supplies, processing the water at our treatment facility, distributing the treated water, and assuring water quality during each of these steps. Through careful management of our supplies and with continued conservation efforts by our customers, the City's water supply projects do not indicate the need for mandatory watering restrictions. Water needs to be used efficiently, however, and voluntary conservation efforts are still highly recommended. The Water Supply & Demand Management Policy helps guide the Utilities in balancing supplies and demands into the future, even during drought conditions. Fort Collins has two plants that treat wastewater, one plant that is currently decommissioned for reconstruction. Before water is returned to waterways, the Pollution Control Laboratory ensures that it meets or surpasses state and federal standards. Wastewater that enters the facilities is monitored for heavy metal contaminants. Some industries must pre -treat their wastewater before it can be collected and treated. 4 Stormwater Utilities updated the City's Drainage Basin Master Plan in June 2004 and revised the Floodplain Regulations in March 2005. Master plans describe the flooding history, identify potential problem areas and look at possible solutions. Floodplain regulations are used to manage the floodplain by reducing future damages and helping protect the health and safety of citizens. Utilities provides information and promotes awareness of flooding hazards and water quality issues; reduces flooding hazards with cost-effective capital projects; assists in the emergency response to flooding; manages policies and regulations to reduce future flooding hazards; and makes recommendations to City Council. Monthly rates fund these activities. Utilities Aae Demoaraohics The most successful employers are the ones who have a competitive staffing/recruitment strategy and who are proactively prepared to deal with future staffing challenges. According to both the US Bureau of Labor Statistics and the Office of Personnel Management, in 2010, 40% of America's workforce will be eligible to retire. Further, there is a projected shortfall of 10 million workers to contend with in the next few years. In particular, about 35% of the 8 million state and local government workers nationwide are eligible for retirement or are close to retirement age. We are on the brink of the largest turnover of human capital in history. As of May 18, 2010 the City of Fort Collins Utilities Department supports 389 employees in various job classifications. Of these 389 employees, 335 (86%) are classified/unclassified management and approximately 30% are 56 years of age & older, while approximately 15% are between the ages of 20 and 35 (Gen X, Gen Y, and Millennial). Studies show that the younger working generation historically only holds a position for 20 months or less. Some jobs, when vacated, will be more difficult to backfill than others. Utility statistics show that in many cases there is only one person in the job who is a mature employee with years of experience, and we are at risk for losing that knowledge. Internally backfilling these jobs may be difficult and there must be an increased effort through knowledge transfer efforts to groom employees for these jobs in order to gain the necessary knowledge, skills and abilities required to sustain the workload when the incumbents decide to leave the City of Fort Collins Utility. Eventually, the economy will rebound, and ultimately the retirement wave will wipe out a huge percentage of our workforce. Talent will become a highly sought-after commodity. Now, more than ever, it's important to continue recruiting efforts to maintain a pipeline of prospects and to heighten retention efforts through succession planning and knowledge transfer to keep employees challenged, motivated and dedicated to their jobs. Although the specific focus here is on our Utilities Organization, there are other service areas within the City of Fort Collins facing the same challenges. There are approximately another 90 classified/unclassified management employees that are 56 years of age and older and approximately another 90 between the ages of 20 and 35 years of age. 5 KNOWLEDGE TRANSFER SCOPE OF WORK Assist the Utilities staff in developing and conducting a pilot program for succession planning for up to ten key positions in Utilities. The consultant will be provided job descriptions and any related materials pertinent to each position being analyzed in the pilot program. This work would involve at least the following minimum steps: 1. Meet with senior staff to review the workplan, the list of key positions identified, the interview tool and any other knowledge transfer tools to be used, and the form of the final reports for the positions used in the pilot. 2. Interview an incumbent (selected by the consultant and Utilities staff) in each selected position. 3. Produce a report on each position which profiles the unique information needs and requirements for each position and the appropriate method(s) of capturing and recording the information or resources required to develop/locate candidates for the position and any additional skills or experience not identified on the current job descriptions. 4. Using the information from steps 1-3 above, provide a strategy document for implementing succession planning in Utilities that incorporates the additional career development program requirements as illustrated in Exhibit A, currently in place in the City's Human Resources department and those additional program elements to be developed as part of the RFP for the City's Leadership Development Program. 5. Meet with senior staff to review the results of the interviews and the strategy document developed in step 4. The tasks outlined above are intended to be minimum requirements. Respondents are asked to submit proposed programs which identify additional tasks deemed necessary for successful implementation of a program for succession planning. All tasks should be detailed in the proposal. In addition, the City of Fort Collins may choose to implement the strategy in all or some other service areas. It is the intention of the City to expand the use of succession planning throughout City staff utilizing internal resources. Therefore, any tools, strategies or programs provided to, or used in, Utilities in the pilot program must be available for use by the City in any such expansion of the program. Respondents must provide an estimate of any external costs of licensing or use of proprietary tools utilized in the pilot program which would be incurred by the City in such an expansion. At the option of the City, this contract may be used for like or similar work. 0 Submittal Qualified consultants interested in the work described in the RFP should submit a minimum of the following information to the City: • Please provide a brief description of your firm's experience in providing succession plan development for municipal utilities and municipalities listing references for possible contact. • Please provide a description of all tools, interview instruments, software or other items that you plan to use in providing services to Fort Collins. In addition, please provide a sample of the results produced by each item described. • Please provide a one page resume of all personnel who will be involved in the project. • Please provide a timeline for estimated hours, by task/step, including the time required of Utilities staff for interviews, meetings, conference calls, etc. • Please detail the cost by task/step for the completion of this project. • Curriculum for knowledge transfer utilized previously by municipal or utility clients, that you have been involved with. Note which tools you have used with specific organizations. Review And Assessment Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? N. Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. STANDARD QUALIFICATION Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) .If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively?