Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
RFP - 8075 CONSULTATION SERVICES FOR REVIEW & RECOMMENDATION OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM (4)
PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 1 of 28 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 AAC UTILITY PARTNERS, LLC, 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 for RFP 8075 Consultation Services for Review and Recommendation of Upgrading or Purchasing a New Utility Customer Information System in accordance with the scope of services attached hereto as Exhibit A & Exhibit B, consisting of two (2) pages and thirteen (13) pages respectively, and incorporated herein by this reference. Irrespective of references in Exhibit A & B to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Sample Project Work Schedule attached hereto as Exhibit C, consisting of one (1) page, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence September 28, 2015, and shall continue in full force and effect until April 14, 2016, unless sooner terminated as herein provided. 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 to the following addresses: Professional: City: Copy to: AAC Utility Partners, LLC Attn: Edwin Crow 4711 Forest Drive, Suite 3 PMB 374 Columbia, SC 29206 City of Fort Collins Attn: Lori Clements PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 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 DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 2 of 28 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 attorney’s 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 insurance in accordance with Exhibit E, consisting of one (1) page, attached hereto and incorporated herein. 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 eighty five thousand dollars ($85,000) plus reimbursable direct costs as detailed in Exhibit B. Travel will be paid on an actual cost basis per Exhibit D, consisting of two (2) pages, and incorporated herein by this reference. All such fees and costs shall not exceed one hundred two thousand, two hundred eighty one dollars ($102,281) in accordance with Exhibit B, attached hereto and incorporated herein. 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 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. 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. 9. Independent Contractor. The services to be performed by Professional are those of an DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 3 of 28 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. 10. Subcontractors. Professional may not subcontract any of the Work set forth in the Exhibits A & B, Scope of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Professional. 11. Personal Services. It is understood that the City enters into the 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 the 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. 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, DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 4 of 28 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 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 DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 5 of 28 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. 19. Red Flags Rules. Professional must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Professional must take appropriate steps to mitigate identity theft if it occurs with one or more of the City’s covered accounts and must as expeditiously as possible notify the City in writing of significant breeches of security or Red Flags to the Utilities or the Privacy Committee 20. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit F - Confidentiality, consisting of one (1) page, and Exhibit G – City of Fort Collins Expense Guidelines, consisting of two (2) pages, attached hereto and incorporated herein by this reference. 21. Background Checks. Consultant agrees that all employees or other representatives or agents of Consultant shall be screened/investigated at the expense of the Consultant; and that the results of such background screening/investigation shall be provided to the City prior to any such persons participation in the provision of services. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 6 of 28 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney AAC UTILITY PARTNERS, LLC By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 Edwin Crow 9/24/2015 Managing Partner 9/29/2015 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 7 of 28 EXHIBIT A CITY OF FORT COLLINS SCOPE OF WORK A. SCOPE OF WORK The City of Fort Collins Utilities is contracting with AAC Utility Partners to provide consulting services to assist the City in evaluating whether the City should upgrade the existing Utility Customer Information System (CIS) or purchase a new CIS. The general scope of work is to provide an assessment and comparison of the existing CIS and available systems in the marketplace. Based on these assessments and their collection of CIS requirements, AAC will provide recommendations and a detailed written evaluation outlining the cost and value of upgrading or purchasing a CIS. In working with Fort Collins to determine the best strategy for its CIS direction (upgrade or replace), AAC will work with the project team to understand the Utility's business and technical strategy/direction and the systems and tools it uses to effectively manage its operations today. The existing business and technical environment will be considered, evaluated and documented in the assessment. B. GENERAL RESPONSIBILITIES 1. Before access to any systems is granted, AAC will provide a background check for each individual AAC employee who will need access to City of Ft. Collins systems. The check will include the name of the company that performed the background check, and the date of the most recent background check. 2. AAC will provide laptop computers for use during this project. These laptops will be scanned by IT personnel prior to allowing them on the City network. C. REQUIRED DELIVERABLES 1. Collection of CIS requirements (through interviews, prior experience and discussions with Utility personnel. AAC will guide the City in prioritization of those requirements. This requires an understanding of CIS functionality and the fit with the existing and needed business processes. 2. Detailed written evaluation, including an executive summary summarizing the analysis and recommendations, outlining the cost and value of upgrading the existing CIS (Banner version 4.1) to more recent versions vs. implementing a new CIS. The written evaluation will include analysis of the functionality of the existing CIS, and more recent CIS Banner version(s). It will also provide analysis of the functionality of other available and appropriate systems in the marketplace, as well as the implications of implementing a new system based on system requirements. The written evaluation should contain a list of the pros and cons of each of the possible scenarios from the standpoint of: Business process fit; scalability, flexibility, technical currency, expected ease of implementation, costs, implementation level of effort for the business, implementation level of effort for IT; expected implementation duration; ability to provide customization; ability to support standard web services; on-going supportability; cyber security considerations; ease of compatibility with phone systems (IVR) and other systems and software used by the Utility. 3. Recommendation regarding the ability of all system options to bill broadband service to utility customers. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 8 of 28 4. Comprehensive assessment of integrations with the existing CIS as well as the capability and implications of existing and potential systems to integrate with IVR phone systems, electronic billing systems, the SOA solution/tool, meter reading, MDM, work management, web portal, and other systems that the utility uses. In support or in addition to the deliverable listed above, AAC will provide the Scope of Work as detailed in their proposal and attached herein. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 9 of 28 EXHIBIT B AAC UTILITY PARTNERS SCOPE OF WORK EXHIBIT B Fort Collins Utilities Scope of Work #1 with AAC Utility Partners for CIS Assessment Fort Collins Utilities PO Box 580 Fort Collins, CO 80522 AAC Utility Partners, LLC PMB 374 4711 Forest Drive, Suite 3 Columbia, SC 29206 DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 10 of 28 Table of Contents 1.0 Overview ........................................................................................................................... 11 1.1 Controlling Provisions ............................................................................................... 11 2.0 Definitions ........................................................................................................................ 11 3.0 Project Assumptions ....................................................................................................... 12 4.0 Scope ................................................................................................................................ 13 4.1 CLIENT Responsibilities ........................................................................................... 13 4.1.1 General Responsibilities .............................................................................. 13 4.1.2 Project-Related Responsibilities .................................................................. 13 4.2 Project Stage Descriptions ....................................................................................... 13 4.2.1 Project Strategy and Planning (Project Direction) ........................................ 13 4.2.2 Project Kick-off ............................................................................................ 14 4.2.3 CIS Industry Educational Workshop ............................................................ 14 4.2.4 Systems Environment Review ..................................................................... 14 4.2.5 Functional and Technical Requirements ...................................................... 15 4.2.6 Risk Register ................................................................................................ 16 4.2.7 Organizational Readiness Assessment ...................................................... 16 4.2.8 Assessment Report and Recommendation ................................................. 16 5.0 Project Deliverables ........................................................................................................ 17 5.1 Overview ................................................................................................................... 17 5.2 CLIENT Assessment Deliverable Descriptions ......................................................... 17 6.0 Project Payment Milestones ........................................................................................... 19 7.0 Acceptance of Project Deliverables ............................................................................... 19 8.0 Dispute Resolution Process ........................................................................................... 20 9.0 CLIENT’s Right to Request Personnel Replacement ................................................... 20 10.0 Work Product ................................................................................................................. 20 11.0 Travel Charges and Payment ....................................................................................... 20 11.1 Travel Expenses ...................................................................................................... 21 12.0 Hourly Rates by Resource Types ................................................................................ 21 DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 11 of 28 1.0 OVERVIEW THE PURPOSE OF THIS SCOPE OF WORK (“SCOPE OF WORK”) IS TO DOCUMENT THE AGREED SERVICES THAT AAC UTILITY PARTNERS (AAC) SHALL PROVIDE IN RELATION TO THE PROJECT (AS DEFINED IN THIS SCOPE OF WORK DOCUMENT) FOR FORT COLLINS UTILITIES (CLIENT). 1.1 Controlling Provisions This Scope of Work shall be governed by the Terms and Conditions as outlined in the Professional Services Agreement ("Agreement"). 2.0 Definitions All capitalized terms used and not defined herein shall have the same meanings given them in the Scope of Work between the parties. Term Definition AAC Abbreviation for AAC Utility Partners. AAC Resource(s) References all AAC consultant(s) assigned by AAC to the Project. AAC Principal Person who represents AAC from a business relationship standpoint and is the top escalation point for AAC. AAC Project Manager (PM) Person assigned by AAC to provide project management leadership to assist with management of the overall Project activities to include; project management, task management and status updates. Change Control or Change Order Formal process utilized to change the scope or costs of the services outlined in this Scope of Work. This process is formal and must be in writing and mutually agreed to by each party. CIS Customer Information System CLIENT Fort Collins Utilities. References all business units of the CLIENT and their employees and authorized agents. CLIENT Core Team CLIENT employees identified to be available to work on the Project. CLIENT Project Manager Individual assigned by CLIENT to manage the overall activities for this Scope of Work. This person will be the primary contact with AAC Project Manager. CLIENT Executive Sponsor The CLIENT’s executive that is ultimately responsible for the CIS Project. CLIENT Steering Committee or Steering Committee Executive group assigned to review Project related reports and activities. This group consists of senior executives from each branch of the organization impacted by the Project, i.e., Finance, Information Technology, Operations, etc. The composition of the Steering Committee may change from time to time based upon the scope of the issues then being presented to the Steering Committee. CLIENT Subject Matter Expert (SME) CLIENT employees with detailed specific knowledge related to how CLIENT conducts business. Business Requirements Catalog Document that outlines the major functional items required by CLIENT to be accomplished by the new software application. PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 12 of 28 Term Definition Microsoft Project Microsoft application designed to assist with management of time, materials and work. NavigateOne AAC Proprietary tools and methodology work products. Project A series of tasks, deliverables and milestones to accomplish the assessment and/or selection of the Customer Information System. Project Schedule The Microsoft Project document that describes in detail, work activities, milestones, deliverables, and assignments that are required to complete the Project. Scope of Work This document that describes work to be performed, duties, responsibilities and pricing information for the work. Statement of Work (SOW) Document executed between CLIENT and Preferred Vendor detailing work, accountability and measurements. Vendor Firms that may provide CIS proposals to the CLIENT for consideration. 3.0 Project Assumptions 1. CLIENT will provide a Core Team and Subject Matter Experts as needed to support the scope of Project. 2. CLIENT will authorize one person to manage this Scope of Work. 3. AAC will provide resource(s) to manage this Scope of Work. 4. The Project is estimated to require the following timeframe: Phase 1 - Assessment Services - Approximately 4 - 5 months to complete. 5. The CLIENT team will be comprised resources from CLIENT. Those CLIENT resources identified as “CLIENT Core Team” are expected to place high priority on the Project. CLIENT and AAC resources participating on a part-time basis may be expected to participate full-time at various periods during the Project execution. 6. CLIENT will minimize the impact of competing initiatives within the organization that may have a negative impact to the Project through distracting or pulling Project resources/ executives. 7. The estimated start of this project is September 14, 2015 or a date mutually agreeable to CLIENT and AAC. 8. Issues that require a decision by CLIENT or AAC, except as otherwise described herein will be made no later than five (5) business days (or a mutually agreeable time) after the party receiving the notice is notified to ensure that the Project timeline is maintained. 9. All scope changes identified by either CLIENT or AAC throughout this Project will be documented and managed through the Change Order process described in the Professional Services Agreement ("Agreement"). 10. AAC will utilize the MS Office 2010 and MS Project 2010, including MS Word, MS Excel, MS Project, MS Visio and MS PowerPoint, to produce deliverables according to AAC technical standards. 11. The work plan must conform to CLIENT Holiday schedule. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 13 of 28 12. AAC team members will not travel on-site during work-weeks when the CLIENT has two days or more of Holidays scheduled. If a one-day Holiday is scheduled, the AAC team members will travel on-site on a case-by-case basis as mutually agreed by the CLIENT and AAC. 13. AAC will be provided remote access to all pertinent Project documentation needed by AAC to perform the scope of services outlined within this Scope of Work. AAC will also have access to Project related product applications as well as other products and tools required for AAC to perform the scope of services outlined within this Scope of Work. 14. The AAC Resources and the CLIENT Project Manager will work together to schedule the specific on-site time for the AAC Resources. 4.0 Scope CLIENT has embarked on this Project for the purpose of assessing and determining the strategy and direction for their Customer Information System (CIS) needs. 4.1 CLIENT Responsibilities 4.1.1 General Responsibilities Unless otherwise specifically stated, CLIENT shall provide facilities, necessary computer system time, equipment and support, as described below, in performance of the work by AAC’s Resources (as described in this Scope of Work) at CLIENT’s facilities, at no cost to AAC. The facilities and services will be made available to AAC’s Resources during CLIENT’s normal working hours (8:00 am – 5:00 pm Mondays through Fridays), or as otherwise agreed. AAC shall follow any guidelines set forth by CLIENT regarding access to its facilities and services. 4.1.2 Project-Related Responsibilities CLIENT will be responsible for the following activities. Review and acceptance of AAC deliverables, as defined in this Scope of Work Provide CLIENT specific resources as needed Provide office (work) space for AAC Resources High speed internet access for AAC owned laptop computers (Mac and PC), when AAC is using CLIENT facilities CLIENT network access as needed with prior approval of the CLIENT to support this Scope of Work Telephone and access to other office equipment such as copiers and fax equipment, when AAC is using CLIENT facilities 4.2 Project Stage Descriptions Sections 4.2.1 through 4.2.8 provide a general description of the various stages of the Phase 1 - Assessment Project. The Deliverables Section 5.2 provides further detail regarding each Scope of Work deliverable. 4.2.1 Project Strategy and Planning (Project Direction) This stage of the Project is comprised of tasks and activities that focus on identifying major business drivers for the Project. Typical drivers, for example, include business limitations that DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 14 of 28 result from: regulatory changes, deregulation, technology obsolescence, inflexible software and cost of operations and maintenance. AAC will assist CLIENT in obtaining this information through AAC led meetings, interviews and surveys documenting CLIENT’s current and future business, functional and technical requirements. Our team will document business strategies and drivers and identify gaps, enabling the team to effectively assess alternatives. Each alternative may vary in risk and rate of return based on the business drivers. At the beginning of the Project, AAC will introduce the NavigateOne™ tools that will be utilized during this phase of the Project. This tool set will serve as a common thread through the lifecycle of the Project, including requirement and business process identification. Development of Project Direction: • Establishment of the Project Charter On-site meetings, interviews and planning discussions • Identify and define CLIENT drivers for the project • Establish joint roles and responsibilities CLIENT executives and staff • Meeting facilities and other logistical support identified and prepared • Project kick-off meeting • AAC provides orientation/training that provide valuable context for assessment (analysis) activities • Project strategy • Comprehensive Communication plan • Finalization of Project Plan/Schedule in Microsoft Project 4.2.2 Project Kick-off AAC will conduct one Project kick-off meeting with the CLIENT to aid in facilitating Project awareness and end-user buy in. 4.2.3 CIS Industry Educational Workshop The intent of this workshop is to educate the team regarding the major software vendors and system integrators that provide solutions and services. AAC will lead CLIENT’s project team in a CIS Industry Workshop that covers information critical to the assessment process, such as: CIS and System Integrator Market Overview Current Industry Trends 4.2.4 Systems Environment Review Through a series of meetings and information gathering in conjunction with CLIENT staff, AAC will review the CLIENT’s current technology environment, including: • All major systems • Sub-systems DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 15 of 28 • Network Architecture • Hardware • Interfaces and connectivity • Current business uses • Any third-party components working in conjunction AAC will review and document at a high level the connections between these technology resources and major business activities that utilize them as well as appropriate non-system factors such as support roles and major service protocols that may affect or be affected by any major system change. From this analysis will emerge a high-level picture of CLIENT’s information systems and technology environment, which will give context for the deeper functional/technical assessment activities that follow. 4.2.5 Functional and Technical Requirements AAC has developed a modern and comprehensive process that will help identify CLIENT- specific requirements and future needs as part of Phase 1. Our process not only accounts for the items identified in this Scope of Work, but also captures organizational needs, resources and existing skill sets and implementation needs. AAC understands the critical importance of identifying key functional and technical requirements in support of selecting a new CIS solution that will provide the stability and functionality needed to serve the CLIENT’s customer base well. AAC will work with CLIENT’s functional and technical staffs to review needs and technical requirements and to identify impact to other parts of the organization of either staying with the existing system and upgrading, or moving to a new Billing system. Our process allows for end-user and executive participation throughout the development of the requirements stage to ensure total buy-in and acceptance from CLIENT staff. All major functional items of a CIS application will be reviewed and discussed and the requirements needed by the CLIENT will be documented in the CLIENT Business/Functional Requirements Catalog. AAC will also assist in determining whether other sub-systems may need to be investigated. These items may include but are not limited to: Social Media Document Management / Archiving Cashiering Software & Services – Required Hardware & Networking Equipment Outsourcing of Components Mobile - Required Web Self-Service – Required DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 16 of 28 4.2.6 Risk Register As a component of the Needs Assessment, AAC will identify risks that should be considered in the selection and implementation of a new CIS as well as risks associated with the decision to stay with the existing system and upgrade to a newer version. AAC will document the risks of both scenarios with assistance from the project team in the Risk Register. These risks will be documented and presented to management so that decisions of whether to stay with existing system or move to another system are clearer. Mitigation strategies for both scenarios will be developed and planned by CLIENT. 4.2.7 Organizational Readiness Assessment The ORA will provide CLIENT a detailed and easy to understand analysis of staffing needs as well as a staffing plan for a migration or replacement project. This staffing plan details each role and the full-time equivalent required to fulfill that role on the project. In addition, the role definition portion of the analysis discusses the skills needed by each resource to successfully fulfill that role. This will also provide CLIENT with information to assist with staffing planning and budgeting. 4.2.8 Assessment Report and Recommendation AAC will incorporate the findings of the assessment research activities into a comprehensive presentation report and project roadmap that fully represents the scope of both scenarios (either upgrade the Billing system or replace the Billing system) and provides clear insights into both scenarios. The Report and Recommendations document will include all of the CLIENT Required Deliverables as identified in Section II. Scope of Work (A. Required Deliverables) of the RFP: • A comparison of current system functionality with that available in the market (Fit-Gap Analysis) • Upgrade versus Replace Analysis - Evaluation of the current billing system (upgrade) versus the purchase and implementation of a new CIS including functional comparison, resources, costs, risks, cost/benefit and value, etc.) • Recommendation regarding the ability of the existing billing system as well as possible new billing systems to bill broadband service to utility customers • Assessment of the capability of current and other potential systems for integrating with IVR phone systems, electronic billing systems, and other systems, including the ability to pay through the phone and/or on-line • Cost Analysis – Evaluation of cost and value of upgrade versus purchasing and implementation of a new CIS; to also include 7 year estimated costs AAC will work closely with the CLIENT team to confirm the final report and recommendations to be submitted. AAC will conduct or provide support for an on-site presentation of these findings to CLIENT management and oversight leadership or any government oversight committees, as requested. AAC will also deliver the Final Recommendations Report. Sequence of events Develop Project Charter and Strategy Document Deliver Project Kick-off Meeting DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 17 of 28 Deliver CIS Industry Overview Workshop Perform Systems Environment Review Update and deliver Business Catalog CLIENT will review the Business/Functional and Technical Catalog database (over 3,500 CIS requirements) CLIENT follow-up research Follow-up requirements / business process issues / technical requirement definitions Working session with CLIENT IT staff to identify technical requirements, standards and preferences and to identify additional items for further research Review functional & technical documents Update functional & technical sections Additional working sessions - processes & functional requirements Develop Risk Register Perform Operational Readiness Assessment Prepare and Deliver Assessment Report and Recommendation CLIENT to determine Go-Forward Decision 5.0 Project Deliverables 5.1 Overview In some instances, AAC will provide “draft” deliverables. The intent of “draft” deliverables is to ensure that the development of the required deliverables is consistent with CLIENT’s expectations. “Draft” deliverables are not subject to a time limit for review. It is expected that review of “draft” deliverables is not formal in nature; therefore, “draft” reviews will generally be completed in a shorter time frame and are not scheduled in the plan. AAC will schedule one walk through meeting for key deliverables (as deemed necessary by CLIENT and AAC) prior to the formal submission. All AAC deliverables will require significant input from the CLIENT Core Team. For the purpose of this Scope of Work, electronic media will be Microsoft Word, Microsoft Project or other compatible Microsoft Office document. 5.2 CLIENT Assessment Deliverable Descriptions Once a final delivery is made for each deliverable listed below, CLIENT will have ten (10) business days, or a mutually agreeable timeframe, to review and accept the deliverable. If the deliverable is not accepted, CLIENT will provide description of the deficiencies at a reasonable level of detail to assist AAC in the correction of the deliverable. The schedule for and order of completion of the following list of deliverables is subject to change based upon the development and acceptance of the Updated Project Plan as described in deliverable 2. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 18 of 28 Phase 1 – Assessment Phase Deliverables Del. # Deliverable Name Description & Acceptance Criteria Approximate Length AAC Role CLIENT Role Anticipated Notification / Deliverable Type 1 Project Charter / Strategy Document The Project Charter will include descriptions of the major project components, establishment of the steering committee board, identified project resources, assumptions, and risks. The strategy section of the document will describe the approach to the project and explain why the team established this strategy. 5 to 10 pages Lead Support Microsoft Word 2 Project Plan An approved document used to guide both project execution and control. Documents planning assumptions, decisions, and facilitates communication between stakeholders, and documents approved scope, cost and schedule. There will be summary and detailed versions. 2 to 5 pages Lead Support Microsoft Project 3 Project Kick-Off Presentation Presentation by AAC to the CLIENT. The intent of this presentation is to formally kick off the project and start end user buy-in and to heighten awareness of the project. 5 to 15 slides Lead Support Microsoft PowerPoint 4 CIS Educational Workshop Workshop by AAC for CLIENT PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 19 of 28 6.0 Project Payment Milestones AAC will provide the services agreed to in this Scope of Work based on the fixed price schedule below. Each milestone payment is based on a listed Deliverable from Section 5.2 of this Scope of Work. All project deliverables shall be subject to CLIENT approval prior to payment for such deliverable. Phase 1 – Assessment Services Milestone Payment # Deliverable Payment Payment Amount 1. Deliverable 1: Project Charter & Strategy Document $15,000 2. Deliverable 2 and 3: Project Plan and CIS Educational Workshop $10,000 3. Deliverable 4: CLIENT – Specific Business Requirements Catalog $15,000 4. Deliverable 5: Broadband Recommendation $10,000 5. Deliverable 6: Risk Register $5,000 6. Deliverable 7: Organizational Readiness Assessment $15,000 7. Deliverable 8: Final Report and Recommendation $15,000 Total Fixed Fee Services* $85,000 Estimated Travel Costs(will be billed actual charges) $17,281 *Total Fixed-fee services do not include travel. NOTE: If necessary and requested by CLIENT, costs for printing documents (large quantity copies) and overnight mailings will be expensed to CLIENT. 7.0 Acceptance of Project Deliverables This section shall govern the acceptance and remedy of all Deliverables described in this Scope of Work. (a) General. The acceptance criteria set forth in this Section 7 shall apply and govern with respect to each Deliverable identified in Section 5.2 above in which acceptance thereof is required by its terms. AAC will notify CLIENT when each Deliverable has been completed. CLIENT shall inform AAC in writing within ten (10) business days, or a mutually agreeable timeframe, following AAC’s notification to CLIENT, if CLIENT believes AAC has not satisfied acceptance criteria set forth in Section 5.2 above with respect to such item. To the extent that CLIENT rejects a Deliverable, it shall specify the reasons therefore to a reasonable level of detail and such reasons must be based specifically on AAC’s failure to satisfy the requirements set forth in this Scope of Work and, particularly, the descriptions set forth in Section 5 above. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 20 of 28 (b) Following a written notification to AAC described above that a Deliverable fails to meet the governing acceptance criteria, then, within a period of time, not more than ten (10) business days, or mutually agreeable time, in light of the nature and severity of the deficiency and the sequencing of the Project, AAC shall remedy the identified deficiency and provide a Deliverable which meets the acceptance criteria described in Sections 5 and 6 hereof. Following the delivery by AAC of the remedied Deliverable, then CLIENT shall again have a five (5) business day review period, or a mutually agreeable timeframe, as applicable and the provisions of Sections 5 and 7 shall control the acceptance thereof. (c) If agreement cannot be reached on a Deliverable after two review periods, then either ACC or CLIENT may initiate Section 8. 8.0 Dispute Resolution Process The Dispute Resolution Process shall consist of a three-step approach to resolve disputes related to this Scope of Work. If a dispute is identified between the parties, the following steps shall be taken: Step 1 – The initiating party’s assigned Project Manager/Director will inform the other party’s Project Manager/Director in writing that a dispute exists. The Project Manager and Project Director will work together to resolve the issue. If after five (5) business days, or a mutually agreeable timeframe, the matter has not been resolved, the issue will be escalated to Step 2. Step 2 – The Project Managers will inform their senior managers that a dispute exists. The party that initiated the dispute will clearly document their concern in writing to the other party and outline what their expectations are related to the desired cure for the outstanding issue. The party being requested to cure the problem will have ten (10) business days, or other mutually agreeable timeframe, to resolve the matter. If the matter has not been resolved after this step, the issue will be escalated to Step 3. Step 3 – The information documented from Step 2 and any other clarifications from Step 2 will be provided via certified mail to the party that is being requested to cure the issue. The party that has initiated the dispute resolution process will allow the other party ten (10) business days, or mutually agreeable timeframe, to resolve the matter. If at the end of this step the matter is not resolved, either party may pursue all other available rights and remedies. 9.0 CLIENT’s Right to Request Personnel Replacement If CLIENT experiences difficulties, concerns or other legitimate objections with AAC assigned personnel, CLIENT shall discuss any concerns with the designated AAC Managing Partner. CLIENT will allow AAC to attempt to resolve any issues or concerns with the resource in question, to CLIENT’s satisfaction. Failing to resolve the issues or concerns within a thirty-day period of time, CLIENT may request and AAC will remove the assigned consultant and replace the resource with another qualified consultant. Both parties will work together to minimize any negative impact to the project due to a resource replacement. 10.0 Work Product CLIENT has the full right to use all AAC provided items described in the Deliverables Section 5.2 of this Scope of Work for their internal purposes. 11.0 Travel Charges and Payment This section of the Scope of Work describes the charges and payments for travel and per diem expenses related to the scope of services covered by this Scope of Work. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 21 of 28 11.1 Travel Expenses AAC will bill travel expenses to the CLIENT per Exhibit C (Fort Collins Expense Guidelines) in the RFP. 12.0 Hourly Rates by Resource Types Below is a list of resource types that AAC may provide to support CLIENT, if requested: Resource Description Standard Hourly Rate CLIENT Contract Hourly Rate Senior Project Manager $350 $275 Project Manager $250 $200 AAC Managing Partner $450 $350 Senior Consultant $350 $275 Consultant $250 $200 Technical Support $200 $175 Conversion Specialist $250 $200 Change Management Specialist $250 $200 Business Process Consultant $250 $200 Business Process Expert $400 $250 Business Analyst $225 $190 System Support $200 $150 If additional work is required beyond the Project Scope, Change Control Procedures will be utilized to manage the required changes and determine the additional charges and associated time frames requested for those additions/changes. END OF Scope of Work CONTENT DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 22 of 28 EXHIBIT C SAMPLE PROJECT WORK SCHEDULE DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 23 of 28 EXHIBIT D AAC TRAVEL ESTIMATE Trip # Purpose of Trip Consultants On‐site Number of Person Trips Project Kick‐off Project Charter Project Schedule Data Gathering Kick‐off Finalize Project Charter and Schedule CIS Industry Presentation Functional Requirements Meeting 1 3 Functional Requirements Meeting 2 11 Functional Requirements Meeting 3 Technical Review 5 Functional Requirements Meeting 4 (If required) 11 Requirements Analysis and Discussion Risk Assessment Analysis Finalize Data Gathering Draft Assessment Organizational Readiness Assessment 8 Assessment Review and Discussion 11 Executive Presentation of Assessment and Recommendation Extra trip (Only if Needed) 11 City of Fort Collins CIS Assessment On‐Site Agenda 11 Total Person Trips Recommended for 11 Project 1 2 4 7 9 6 11 22 11 11 22 DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 24 of 28 Airfare 700 Lodging 364 (Per Exhibit C) (91*4 nights) (Not including taxes) Rental Car 160 Rental Car Gas 25 Meals and Incidentals 252 2Days @$42‐‐‐3Days @56 Parking 70 Per Person Weekly Total 1571 Per Person Weekly Estimated Travel Costs # of Estimated Estimated Travel Cost On‐site Cost Per For Person Weeks Person Week CIS Assessment Project 11 (Recommended) $1,571 $17,281 12 (If Needed) $1,571 $18,852 Estimated Travel Costs for Fort Collins CIS Project DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 25 of 28 EXHIBIT E INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. C. Errors & Omissions. The Professional shall maintain errors and omissions insurance in the amount of $1,000,000. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 No new insurance required PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 26 of 28 EXHIBIT F CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional 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 Professional has agreed to perform, the Professional 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 Professional 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 Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional 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 Professional 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 Professional 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 Professional ceases to perform services for the City, or the City so requests for any reason, the Professional 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 Professional understands and agrees that the City’s remedies at law for a breach of the Professional’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. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 27 of 28 EXHIBIT G CITY OF FORT COLLINS EXPENSE GUIDELINES Lodging, Per Diem Meals and Incidentals and Other expenses: May 1, 2015 Fort Collins Policy: Lodging: Hotels will be reimbursed at $98/day provided the government rate is available. If the government rate is not available, the best available rate shall be used and a printout of the available rates at the time of the reservation provided as documentation. Hotel taxes do not count to the $98 limit, i.e. the rate is $98 plus applicable taxes. Receipts are to be provided. Actual expense will apply Meals and Incidentals: In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines. Daily rate: $56 Travel Days rate: 75% of $56 = $42 Vehicle Expenses: All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to be reimbursed. The standard for vehicle size is mid-size to lower. If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The most direct route is the standard for determining total mileage. Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The rate for 2015 is $0.575. Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collin Extra Ordinary Cost Prior authorization required. Expenses Not Allowed Liquor, movies, or entertainment (including in-room movies); Sporting events; Laundry, dry-cleaning or shoe repair; Personal phone calls, including connection and long-distance fees; Computer connections (unless required for City business); Other personal expenses not directly related to City business; Convenience charges; Rescheduling Airline Charges not related to City requirements. Excessive meal tip amounts generally over 20%; Delivery fees shall not exceed 10% of the total bill, if not already included; Hotel Cleaning Tips; Extra Baggage for one day trips; Air Travel (when local); Items that are supplied by the City. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 PSA - RFP 8075 CONSULTATION SERVICES FOR REVIEW OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM Page 28 of 28 Time Frame for Reporting Per contract (every 30 days). Reference: The Federal GSA guidelines for Fort Collins are $98/day for hotel and $56 for meals and incidentals (M&IE). (Incidentals are defined as 1) fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses , and 2) transportation between places of lodging or business and places where meals are taken). Hotel taxes (i.e. lodging taxes) are not covered by per diem and are expensed as a separate line item. The M&IE is further broken down by: Breakfast: $9 Lunch: $13 Dinner: $29 Incidentals: $5 Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $42 for Fort Collins. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE FAX (A/C, No, Ext): (A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ (Ea accident) ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS (Per accident) $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N / A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE PAYCHEX INSURANCE AGENCY INC PO BOX 33015 SAN ANTONIO TX 78265 City of Fort Collins PO BOX 580 FORT COLLINS CO 80522 ACORD 25 (2014/01) DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 CERTIFICATE.OF.LIABILITY.INSURANCE SRB DATE (MM/DD/YYYY) R001 9/22/2015 THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PAYCHEX INSURANCE AGENCY INC PHONE (A/C, No, Ext): FAX (A/C, No): (888) 443-6112 210705 P: F:(888) 443-6112 E-MAIL ADDRESS: PO BOX 33015 INSURER(S) AFFORDING COVERAGE NAIC# SAN ANTONIO TX 78265 INSURER A : Hartford Accident and Indemnity Co 22357 INSURED INSURER B : INSURER C : AAC UTILITY PARTNERS INSURER D : 4711 FOREST DR STE 3 PMB 374 INSURER E : COLUMBIA SC 29206 INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS-MADE OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) $ HIRED AUTOS NON-OWNED AUTOS PROPERTY DAMAGE (Per accident) $ $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY N/ A X PER STATUTE OTH- ER ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) Y/N E.L. EACH ACCIDENT $1,000,000 A 76 WBG DX8324 04/01/2015 04/01/2016 E.L. DISEASE- EA EMPLOYEE $1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. Notice of cancellation will be provided in accordance with Form WC990394 attached to this policy. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Fort Collins PO BOX 580 FORT COLLINS, CO 80522 AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD AACUT-1 OP ID: EH 09/24/2015 Donna DuPre Turbeville Insurance Agency 1 1800 St Julian Pl, Suite 200 Columbia, SC 29204 William L Turbeville 803-779-7666 803-779-7444 donnad@tiasc.biz Sentinel Insurance Company 11000 AAC Utility Partners, LLC Hartford Casualty Ins. Co. 29424 Edwin Crow PMB 374 4711 Forest Drive Ste 3 Columbia, SC 29206 Travelers Casualty & Surety 19038 B X 1,000,000 X X 22SBACO9803 06/18/2015 06/18/2016 300,000 X Business Owners 10,000 1,000,000 2,000,000 2,000,000 1,000,000 A X X 22UECBO8987 06/18/2015 06/18/2016 X X X X 10,000,000 B 22SBACO9803 06/18/2015 06/18/2016 10,000,000 X 10000 C Cyber Risk 10611203 06/03/2015 06/03/2016 Occ/Agg 2,000,000 A E&O Professional 22SBACO9803 06/18/2015 06/18/2016 Occ/Agg 5,000,000 City of Fort Collins, its officers, agents & employees are listed as additional insured with respects to General Liability and Auto Liabiilty as required by written contract. The insurance evidenced by this certificate will not reduce coverage or limits. Thirty (30) day notice given to the holder in the event of cancellation or non-renewal. CITYF-3 City of Fort Collins PO Box 580 Fort Collins, CO 80522 DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 project team. The intent of this workshop is to educate the team regarding the major vendors that provide solutions and services. The workshop will provide a thorough overview of each vendor. Up to 10 vendors will be profiled in this workshop. 15-25 Slides Lead Support Microsoft PowerPoint 5 CLIENT Specific CIS Business Requirements Catalog This document captures CLIENT’s specific functional requirements for the CIS system. Document is updated based on meetings with AAC and CLIENT to represent CLIENT’s specific requirements. Over 3,500 base require- ments Lead Co-Lead Microsoft Excel 6 Assessment Report and Recommendation Presentation and Documentation that outlines the recommended CIS strategy and business case including risks, costs and benefits. 20 to 40 Slides Lead Co-Lead Microsoft PowerPoint DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502 Holidays CLIENT holiday schedule. DocuSign Envelope ID: B355C8BF-E4F8-47D0-B4FF-8A3EF13DF502