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Home My WebLink About506424 EXCERGY CORPORATION - PURCHASE ORDER - 9134845 (2)Req. # Entered by: PURCHASE ORDER REQUISITION FORT COLI.INS UTILITIES P Vendor Excergy Corporation Address Suite 575 3773 Cherry Creek North Drive Denver, CO 80209 Date: MOT�AL __ ACHARGE,NUMBER, _ ? 1 Technical Consultation and Program Management Services per RFP #7414 and associated Work Order #6 1 $92,500.00 460210.521210 Comments 1��i1t✓3� 2�I '�� j� vk�.C's1 requested By Date orized 3 Technical Consultation and Program Management for support and integration of smart grid solution and related services WORK ORDER #6: This Work Order is as provided in Professional Services Agreement dated May 1, 2013 by and between the City of Fort Collins, a Municipal Corporation hereinafter referred to as the "City" and Excergy Corporation, hereinafter referred to as "Professional", this Work Order for Professional Services is agreed to by these parties. This Scope of Work summarizes the steps and deliverables for a Utilities Strategic Planning. In order to support the realization of the benefits of the Advanced Meter Fort Collins (AMFC) project, Utilities is embarking on development of a new strategic direction to guide the organization for the next five years. The overall objective is to align with AMFC and build from the direction established by the Utilities for the 21" Century (U21 C) to develop an enduring strategic direction. We will accomplish this by conducting a series of six workshops that engages a broad cross-section of the organization in constructive dialog and decision making. Based on years of strategic planning experience and leveraging a proven process, we will provide a clear strategic framework, prioritization of activities and tactical implementation steps as illustrated on the diagram below. C cte-&e` the Market D _ Environment i *Research /survey •Current & Future State (Gap, SWOT) •Benchmark •Scenarios Scope of Work t Pry ep Strategic D _21 n -Planning Horizon .Vision /Mission /Values -Issues/Goals •Aligned Strategies. The following tasks are included in this effort: fFep re llmelement=& _. Business Monitor 3Plan ,Performance •Key Performance •Implementation Indicators .Accountability ■Tactical Action Plan .Measure Progress •Budgets .Adapt 8 Modify ■Assignments Task 1/Kick-off Project, Data Request & Outline Logistics: Consultant will first issue a data request for various background documents necessary for development of a comprehensive plan. We will then conduct a kick-off meeting with Senior Staff and/or the designated Project Manager to review scope, outline expectations, 1 direction and desired outcomes. We will refine the format, review participants, finalize dates, and discuss the scope of online research to be conducted (per Task 2 below). In order to weave the U21C effort forward, it will be helpful to have a focused discussion on participation and integration of that work with the new planning effort. Similar to the U21C effort, we recommend approximately 20 people on the Core Planning Team, comprised of a cross-section of the organization, with some thought also given to integration of others (i.e., City sustainability). Lastly, we will discuss the potential role of an Advisory Panel during the process, similar to the engagement method used during development of U21C. Task 2/Conduct Online Research & Interviews: Seeding strategic planning with a comprehensive external and internal view is an essential element of characterizing the market environment. Research serves to ground the entire effort in a view based on direct input from stakeholders. This task includes work to develop, field and 'analyze results of a brief (approximately five-minute) online survey of all Utilities and select City staff, as well as customers. We will then incorporate the findings into presentation used at the planning workshop. Based on our recent conversations, we will work to field a portion of the bi-annual customer satisfaction survey as an online survey during the September/October time frame. The goal will be to test the standard battery of questions and limited others, keeping within the brief format indicated by an online methodology. In addition, consultants will conduct up to 12 interviews (30 minutes in length) of selected external and internal stakeholders including the following: • City Manager • Sustainability Service Office Manager • Electric Board Representative • Water Board Representative • Platte River Power Authority Director • Selected Staff (not on the Core Planning Team) • Others to be determined The goal of the interviews is to gather a broader and more diverse perspective, again as inputs to the planning process. Pending further clarification, the timeline for market research will be conducted to align with the City planning timeline, which calls for sharing data with ELT toward the end of October 2013. Task 3/13repare for Workshops: Consultant will prepare support materials for the workshop including the following: ✓ Detailed agendas ✓ Initial presentation, including overview of industry trends ✓ Workshop presentations, used for guiding the process 2 ✓ Examples/benchmarks to stimulate discussion ✓ Workshop process/interactions Consultant will also develop details of the facilitation approach, designed to make the most productive use of the allotted time. Task 4/Conduct Core Planning Team Workshops: Consultant will facilitate a series of six full -day workshops according to the schedule outlined in the graphic below. Specific dates to be determined at project kick-off in Task 1 above. Additional workshops can be added to the scope if deemed necessary (not included in cost). Task 5/Conduct Program Inventory: In order to align existing initiatives, programs and projects with plan direction, consultant will review data gathered during Task 1 and align efforts with the key issues developed during the planning process. We will use this inventory to understand how current efforts support the strategic direction, as well as to conduct a gap analysis to identify new initiatives, programs or projects. Task 6/ Document Plan: Based on the results of the workshop, prepare draft plan document for Utilities' review; incorporate consolidated comments and issue final document. The plan will be based on the output of the workshops, plus our refinements based on subject matter expertise/experience. Schedule The following graphic outlines the project schedule to meet your need for input to the 2014 budgeting process. Specific details will be developed at project kick-off. Pending specific dates set for meetings and workshops, the schedule will align with the City planning cycle as closely as possible. 0 Utilities Strategic Planning Overview/Timeline •August -September 2013 *Recognize U21C accomplishments *Define how to weave into new Plan *September -October 2013 a *Finalize process scope/logistics City Planning Cycle: •Kick-off communications Data Collection; Data Analysis Service Area Info *conduct market research Share with ELT (October) City Planning Cycle: •November2013- January 2014 *Gather market insights Strategic Objective (i.e., •Conduct planning workshops (dates TBD) Issues) Write up; Metrics Review with ELT *February 2014 City Planning Cycle: •Prepare draft and final Strategic Plan Review with Council •Include assignments; budgets; accountabilities *February 2014 *Implement Plan according to structure/process defined (e.g., Issues leads) • Use Plan direction as input to BFO process *ongoing • Focus on effective Plan execution • Monitor & adjust plan on regular basis 4 Staff Services will be provided by Communications Specialist Lynn Adams, who will coordinate project performance and Tony Georgis ofNewGen Strategies & Solutions, both of whom have substantial background with Utilities on various projects. Other staff will be assigned to the project as necessary for successful project completion (e.g., analysts, administrative staff). Cost Estimate To accomplish the tasks outlined above, we estimate budget of $92,500 on a time and materials basis, including minimal travel and other expenses billed at cost. Estimates for optional or additional tasks would be developed as requested. We would rely on Utilities to supply all support equipment and materials for the workshop series including but not limited to meeting space, meeting supplies (flip charts, easels), lunch/refreshments, and miscellaneous supplies. 5 This Work Order is agreed to by: Excergy By: Jim Ketchledqe, President DA THE CITY OF FORT COLLINS, COLORADO Dennis Sumner, Project Manager Date: Get. IC 3 ! ?J:�) ( a By: S eve Catanach, L&P Operations Manager Date: h By: Brian Janonis, Utilities Executive Director (greater than $1,000,000) Date: By: Gerry Paul Director of Purchasing & Risk Management (greater than $60,000) Date: System for Award Management Page 1 of I Search Results Current Search Terms: excergy* corporation* No records found for current search. SAM I System for Award Management 1.0 Note to all users: This is a Federal Govemment computer system. Use of this system constitutes mnsent to monitoring at all times. IBM v1.1199.20130801-1829 https://staging.sam.gov/portaUpublic/SAM/?portal:componentId=d 1011732-a781-4ea5-b0... 9/27/2013