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AMENDMENT #02
RFP 8075 CONSULTATION SERVICES FOR REVIEW AND RECOMMENDATION OF
UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM
This Second Amendment is entered into by and between AAC Utility Partners, LLC (the “Consultant”),
and the City of Fort Collins, Colorado (the “City”).
WHEREAS, the Consultant and City have mutually entered into a Professional Services
Agreement dated September 28, 2015 (“Agreement”); and
WHEREAS, the Consultant and City have mutually entered into Amendment #01 dated
February 22, 2017; and
WHEREAS, the City desires to replace language in Section 11.1 of Amendment #01 with the
attached Exhibit A;
WHEREAS, the City desires to replace Exhibits D and G of the Professional Services
Agreement with the attached Exhibit A;
WHEREAS, Consultant agrees to replace language in Section 11.1 of Amendment #01 with the
attached Exhibit A and to replace Exhibits D and G of the Professional Services Agreement with the
attached Exhibit A;
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises herein
contained, the parties agree as follows:
1. Amendment #01, Section 11.1: Replace current language with “AAC will bill travel expenses to
the Client per the attached Exhibit A, AAC Travel Estimate & Fort Collins Expense Guidelines,”
which is hereby made part of the contract documents.
2. The attached Exhibit A hereby replaces Exhibits D and G set forth in the Professional Services
Agreement dated September 28, 2015.
Except as expressly amended by this Second Amendment, all other terms and conditions of the
Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Second Amendment the day and year shown.
CITY OF FORT COLLINS:
By:
Printed Name: Gerry Paul
Title: Director of Purchasing
Date: _____________________
AAC UTILITY PARTNERS, LLC:
By:
Printed Name: Edwin Crow
Title: Managing Partner
Date: _________________________
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707- fax
fcgov.com/purchasing
DocuSign Envelope ID: 72F87F24-D085-4A55-8601-0413D74C46B9
2/28/2017 2/28/2017
EXHIBIT A
AAC TRAVEL ESTIMATE & FORT COLLINS EXPENSE GUIDELINES
Lodging, Per Diem Meals and Incidentals and Other expenses:
January 1, 2016
Lodging:
Hotels will be reimbursed at $109/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 $109 limit, i.e. the rate is $109 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: $59
Travel Days rate: 75% of $59 = $44.25
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
2016 is $0.54.
Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins.
Airfare 700
Lodging 436 (Per Exhibit C) (109*4 nights) (Not including taxes)
Rental Car 160
Rental Car Gas 25
Meals and Incidentals 265 2Days @$44---3Days @59
Parking 70
Per Person Weekly Total 1656
Per Person Weekly Estimated Travel Costs
# of Estimated Estimated Travel Cost
On-site Cost Per For
Person Weeks Person Week CIS Assessment Project
16 (Recommended) $1,656 $26,496
18 (If Needed) $1,656 $29,808
Estimated Travel Costs for Fort Collins CIS Project
DocuSign Envelope ID: 72F87F24-D085-4A55-8601-0413D74C46B9
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.
Time Frame for Reporting
Per contract (every 30 days).
Reference:
The Federal GSA guidelines for Fort Collins are $109/day for hotel and $59 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: $13
Lunch: $15
Dinner: $26
Incidentals: $5
Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $44.25 for
Fort Collins.
DocuSign Envelope ID: 72F87F24-D085-4A55-8601-0413D74C46B9