HomeMy WebLinkAbout555271 AAC UTILITY PARTNERS LLC - CONTRACT - RFP - 8075 CONSULTATION SERVICES FOR REVIEW & RECOMMENDA (2)AMENDMENT #01
RFP 8075 CONSULTATION SERVICES FOR REVIEW AND RECOMMENDATION OF
UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM
This First Amendment (“First 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 City desires to add additional scope to the Agreement and extend the Term;
and
WHEREAS, Consultant agrees to add additional scope to the Agreement and extend the Term;
NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises herein
contained, the parties agree as follows:
1. Scope. The Agreement is amended to add the attached Scope of Work #2 consisting of twenty-
two (22) pages and dated February 10, 2017.
2. Term. The Term of the Agreement will be from March 20, 2017 to March 19, 2018.
Except as expressly amended by this First Amendment, all other terms and conditions of the
Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this First 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: BD99698E-B280-4E76-941D-B972A5570BF7
2/22/2017 2/21/2017
EXHIBIT B
Fort Collins Utilities
Scope of Work # 2
with AAC Utility Partners for CIS Selection
Fort Collins Utilities
PO Box 580
Fort Collins, CO 80522
AAC Utility Partners, LLC
PMB 374
4711 Forest Drive, Suite 3
Columbia, SC 29206
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Table of Contents
1.0 Overview ................................................................................................................ 3
1.1 Controlling Provisions............................................................................................................... 3
2.0 Definitions ............................................................................................................. 3
3.0 Project Assumptions ............................................................................................ 4
4.0 Scope ..................................................................................................................... 6
4.1 CLIENT Responsibilities .......................................................................................................... 6
4.1.1 General Responsibilities ............................................................................................ 6
4.1.2 Project-Related Responsibilities................................................................................ 6
4.2 Project Stage Descriptions ...................................................................................................... 6
4.2.1 Updated Project Charter and Project Plan/Schedule ................................................ 6
4.2.2 RFP Development & Evaluation Criteria ................................................................... 7
4.2.3 Issuance and Management of the RFP Process....................................................... 7
4.2.4 Response Evaluation and Shortlist ........................................................................... 8
4.2.5 Demonstration Activities and Reference Checks ...................................................... 9
4.2.6 Identify Preferred Vendor and Confirmation Activities .............................................. 9
4.2.7 Contract Development and Negotiations ................................................................ 11
5.0 Project Deliverables ........................................................................................... 12
5.1 Overview ................................................................................................................................ 12
5.2 CLIENT Assessment Deliverable Descriptions ...................................................................... 12
6.0 Project Payment Milestones .............................................................................. 18
7.0 Acceptance of Project Deliverables .................................................................. 20
8.0 Dispute Resolution Process .............................................................................. 20
9.0 CLIENT’s Right to Request Personnel Replacement ....................................... 21
10.0 Work Product.............................................................................................. 21
11.0 Travel Charges and Payment .................................................................... 21
11.1 Travel Expenses ............................................................................................................... 21
12.0 Hourly Rates by Resource Types ............................................................. 22
13.0 Conflict of Interest ..................................................................................... 22
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1.0 Overview
THE PURPOSE OF THIS SCOPE OF WORK NO. 2 (“SCOPE OF WORK NO. 2”) 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 NO. 2
DOCUMENT) FOR FORT COLLINS UTILITIES (CLIENT).
1.1 Controlling Provisions
This Scope of Work No. 2 shall be governed by the Terms and Conditions as outlined in the
Professional Services Agreement ("Agreement"). In the event of a conflict in terms between the
Agreement and this Scope of Work No. 2, the Agreement shall take precedence.
2.0 Definitions
All capitalized terms used and not defined herein shall have the same meanings given them in
the Scope of Work No. 2 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.
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Term Definition
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.
Holidays CLIENT holiday schedule.
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
Project.
2. CLIENT will authorize one person to manage this Scope of Work No. 2.
3. AAC will provide resource(s) to manage this Scope of Work No. 2.
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4. The Project is estimated to require the following timeframe:
Selection Services - Approximately 6 - 7 months to complete.
5. The CLIENT team will be comprised of 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 March 20, 2017 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 2013 and MS Project 2013, 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.
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 work outlined within this Scope of Work No. 2.
14. The AAC Resources and the CLIENT Project Manager will work together to schedule the
specific on-site time for the AAC Resources.
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4.0 Scope
CLIENT has embarked on this Project for the purpose of assisting in the development of a
robust Statement of Work (SOW) and selection processes for a new Customer Information
System.
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 No. 2) 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 No. 2
Provide CLIENT specific resources as reasonably 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 No. 2
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 selecting a
new Customer Information System. The Deliverables Section 5.2 provides further detail
regarding each Scope of Work No. 2 deliverable.
4.2.1 Updated Project Charter and Project Plan/Schedule
AAC will update the Project Charter and Project Plan/Schedule created during the Assessment
Phase to reflect the Selection process steps. The approved document will guide both Project
execution and control.
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4.2.2 RFP Development & Evaluation Criteria
The process of developing an RFP will begin with an in-depth exploration of CLIENT business
strategy and processes. ACC’s RFP template has been developed specifically for utilities and
will focus on the unique needs of CLIENT’s business, functional and technical areas.
The RFP template will also identify interfaces and hardware needs, which CLIENT may use to
develop and pursue identified business strategies. The result is a concise and logical framework
of content that clearly communicates CLIENT’s needs to potential Vendors. AAC will conduct the
necessary on-site workshops during the development of the RFP, and will work with the CLIENT
Core Team to tailor and augment our tested RFP packet base format to include areas such as:
instructions on how to respond, specific CLIENT procurement and legal requirements and forms,
functional matrices, business objectives and pricing lists.
AAC, along with the CLIENT Core Team, will develop an evaluation framework (Evaluation
Worksheet) and scoring matrices for evaluation of Vendor proposals. This process will take into
account CLIENT’s current and long-term needs, which may include the following areas:
Procurement Requirements
Functional Requirements
Technical Requirements (including System Integration Requirements)
Security Requirements
Total Solution Costs
Risk Identification
Demonstration Results
Support Requirements
Vendor Demographics
Vendor Viability
4.2.3 Issuance and Management of the RFP Process
AAC will also coordinate the release of the RFP with the CLIENT’s Purchasing Department in
accordance with CLIENT requirements and procedures. The RFP will be posted by the
CLIENT’s Purchasing Department at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
AAC will also provide a list of Vendors AAC believes will be able to meet CLIENT’S stated
requirements. CLIENT may add to or delete Vendors from this list as needed.
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Following the release of the RFP, AAC will assist CLIENT in supporting Vendor inquiries
regarding RFP contents. All inquiries will be addressed by Addendum prepared by ACC in
collaboration with the CLIENT’s Purchasing Department and Project Manager. The
Addendum(s) will be posted by the CLIENT’s Purchasing Department.
Sequence of events:
Develop and issue RFP Document to Vendors
Pre-proposal Meeting
Vendors Prepare their Responses
Support Research and Respond to Vendor Questions
Issue Clarifications to Vendors
AAC and CLIENT Finalize Evaluation Framework as Needed
Receive the RFP Responses
4.2.4 Response Evaluation and Shortlist
Following the close of the RFP response period, CLIENT Core Team and AAC will work together
to evaluate and identify the three to five CIS Vendors that best meet approved selection criteria
as defined in the RFP. AAC will conduct the necessary on-site workshops during the
procurement stage to document and present the Core Team’s findings to stakeholders as
required.
Factors that may be considered in scoring and selecting a short-list of Vendors/System
Integrator:
RFP scoring with Functional Requirements Matrix
Vendor experience on similar projects as CLIENT’s
Demonstration of software’s ability to meet CLIENT’s business needs.
Functional Fit
Technology Fit
Implementation Methodology
Staffing
Vendor Costs and 5 year total cost of ownership
References
Contract language
Vendor Viability
Price/Cost
Additional factors as determined by Fort Collins
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Sequence of events:
Conduct Proposal Evaluation Workshops with Core Team to assess and record scores
Identify sub-set of Vendors to move to next stage (Short-List)
Document and present findings
4.2.5 Demonstration Activities and Reference Checks
AAC, along with the CLIENT Core Team, will develop a demonstration schedule. Internal
demonstration participants may include end users and/or executive staff. AAC will schedule and
facilitate demonstrations consisting of a half-day Vendor/company overview and a two-day
detailed product demonstration. The demo scripts will be developed by AAC with the support of
the CLIENT. These demonstration meetings will at least include the following:
Vendor Profile
Technical Architecture
Implementation Strategy
Presentation from Vendor/System Integration firm on their approach and methodologies
as well as discussion of prior implementation projects.
CIS Functional Review (demonstration)
End User Questions
AAC will then document demonstration results including summarization of scores, providing a
written recap of CLIENT users’ notes and comments. In addition to guiding demonstrations, AAC
will assist the CLIENT in coordinating reference checks for the short-listed Vendors. CLIENT can
utilize AAC’s reference check template to capture detailed questions and responses. The
CLIENT and AAC will develop the best time to conduct the reference checks. AAC will organize
and update the scoring matrix to reflect the appropriate reference scores and comments.
4.2.6 Identify Preferred Vendor and Confirmation Activities
Develop Ranking of Vendors from Demonstrations and References
AAC’s selection approach will provide the necessary documentation and hands-on exposure to
select a solution that best fits the needs of CLIENT. AAC will conduct follow-up meetings to
review the results of the demonstrations. In addition, AAC and CLIENT will review reference
results and document issues. AAC will then conduct the necessary on-site workshops to update
the scoring matrix to reflect the most recent vendor/system integrator evaluation activity that
may include the following scoring items:
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Requirements Matrix
Procurement Requirements
Technical Requirements
Total Solution Costs
Vendor/System Integrator Statistics
Risk
Support Requirements
Demonstration Scores
Demonstration Comments
References
Additional factors as determined by Fort Collins
Vendor Confirmation
AAC will lead additional workshops with CLIENT to identify the Preferred Vendor. Once the
Preferred Vendor is identified, AAC will coordinate and conduct an on-site, three to four day drill
down of key requirements needed by CLIENT. This additional three to four day workshop will be
conducted with the Preferred Vendor to identify and validate the following costs:
Modifications
Interfaces
Conversion
Implementation
Process Engineering
Hardware
Support
Third-Party Software
Travel
Licensing
Project Staffing
This process ensures that the Preferred Vendor has been given the opportunity to make certain
they have a complete understanding of CLIENT’s requirements in order to provide a final price
based on the most accurate information. The Preferred Vendor knows the information gathered
will be included in the Statement of Work and contract. This prevents the Preferred Vendor from
saying that they did not have a complete understanding of CLIENT’s requirements once the
implementation project has started. This process eliminates cost increases for the proposed
Statement of Work and project. AAC will conduct the necessary on-site workshops to document
the Core Team’s findings and participate in or conduct the presentation of the Core Team’s
results to members of CLIENT management team, requested by CLIENT.
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Participate In Preferred Vendor and Reference Site Visits
After the CLIENT Core Team has ranked and identified the Preferred Vendor, AAC’s objective is
to confirm the Preferred Vendor and obtain an understanding of the proposing Vendor’s support
structure and client base through site visits. AAC will coordinate and participate in up to three
Preferred Vendor production site visits and one Preferred Vendor corporate visit while adhering
to CLIENT travel policy. AAC will work with the Preferred Vendor in scheduling the necessary
site and corporate visits. AAC and the CLIENT Core Team will develop a site visit schedule that
accounts for functional, technical and project management-related interviews. AAC will
summarize the Core Team’s evaluations conduct the necessary on-site workshops to review the
team’s findings.
Summary of Confirmation Activities
Schedule drill down / Preferred Vendor preparation
Conduct three to four day drill down working sessions to include detail CIS discussions
(Preferred Vendor only)
Preferred Vendor provides final pricing proposal
Develop total cost to implement & five (5) year operating cost projections which includes
costs of the vendor/system integrator.
Facilitate/Participate in reference site visits
Present Preferred Vendor recommendation
4.2.7 Contract Development and Negotiations
Contract Negotiations
AAC will assist CLIENT in contract negotiations with the Preferred Vendor. In support of the
negotiation process, AAC will lead negotiations in collaboration with the CLIENT’s Purchasing
Department and Project Manager as requested by CLIENT. AAC will utilize the RFP’s base
statement of work to establish a CLIENT focused Statement of Work. In addition, AAC will
provide suggested language to be included in Vendor agreement. Note; AAC will assist CLIENT
with industry leading contract language, but AAC does not provide legal advice.
Negotiations
Statement of Work document
Conduct price and term negotiations
Contract key issues
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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.
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Selection Deliverables
No
.
Deliverable Name
Description & Acceptance Criteria
Approxi
mate
Length
AAC
Role
CLIENT
Role
Anticipated
Notification /
Deliverable
Type
1
Updated Project
Charter / Strategy
Document
The Project Charter will include
descriptions of the major project
components, establishment of the
steering committee, identified project
resources, assumptions, risks and
the early estimated budget. 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
Updated Project
Plan
AAC will update the plan created
during the assessment phase to
reflect the selection process. This
will be an approved document used
to guide both project execution and
control. It includes planning
assumptions, decisions, scope, cost
and schedule, and it is used to
facilitate communication among
stakeholders. There will be a
summary and a detailed version.
2 to 5
pages
Lead Support Microsoft
Project
3
Project Kick-Off
Presentation
The intent of this presentation by
AAC to CFCU is to formally kick off
the selection project, initiate end-
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hardware and ancillary software
requirements and third-party
applications that will require
integration to the CIS. The
document will ask the vendor to
describe their strategy for system
integrations.
6
RFP Template
Document
AAC to provide an RFP outline that
lists major categories of information
specific to CFCU that may be
included in the CFCU-specific RFP.
Sections include but are not limited
to: business purpose of project, utility
history, utility statistics, technical
requirements, functional
requirements, other CFCU
evaluation criteria and template
vendor required response format.
5 to10
pages
Lead Support Microsoft
Word
7
Scoring Work
Sheet
AAC to provide and explain the
completed scoring worksheet that
reflects CFCU’s scoring criteria and
weights.
5 to 10
pages
Lead Co-Lead Microsoft
Excel
8
Final RFP
Document
AAC to provide a document that
builds on the template information
from Deliverable 6 and is updated
based on data gathering and
meetings about CFCU’s specific
business, functional, technical
requirements and evaluation criteria.
50 to
100
pages
Lead Co-Lead Microsoft
Word
9
Base Product
Demo Scripts
Templates – AAC to provide a
document that defines the
functionality from Deliverable 4 to
guide CIS vendor’s system
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11
Clarification
Document
AAC will assist in obtaining answers
to questions from the pre-proposal
meeting and in writing addenda for
CFCU to issue to all vendors.
1 to 2
pages
Lead Co-Lead Microsoft
Word
12 Evaluation
AAC to prepare documents that
summarize and rank vendor
responses from the RFP for the
evaluation criteria. AAC to guide the
evaluation committee through the
instructions of how to complete this
document.
TBD Lead Co-Lead Microsoft
Word and or
Excel
13
Selection Vendor
Finalists based on
Scores
CFCU to select vendor finalists
based on Deliverable 12. Once the
evaluation committee has scored the
proposals, AAC is to compile the
individual scores into one summary
score for each vendor response, as
well as a compilation of all
responses received. AAC to lead
discussion of the scores with the
evaluation committee.
TBD Lead Co-Lead Microsoft
Excel
14
CFCU Product
Demo Scripts
AAC and CFCU will work together to
create the appropriate level and
detail for data and various business
rules to be included in these scripts
using the templates as a starting
point from Deliverable 9. CFCU and
AAC will also mutually determine
which components of the functional
matrix will be included based on
CFCU’s level of importance. These
scripts will only use portions of
Deliverable 9 in order to
accommodate the time allocated for
software presentations. In addition
to these scripts, AAC will provide a
suggested agenda for the vendor
meetings.
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requirements.
16
Completion of the
Vendor
Demonstrations
AAC to ensure the vendors
participating in the demonstrations
have completed their presentations,
covering all information requested.
N/A Lead Co-Lead N/A
17 Reference Checks
AAC will summarize results of all
vendor/system integrator reference
checks completed by CFCU.
N/A Co-
Lead
Lead Microsoft
Excel
18
Summarization
Score Ranking of
Vendors Based on
Completed
Demonstrations
and All
Information
AAC to provide documents that
summarize and rank vendor
demonstrations using the evaluation
criteria. Through this process, a
vendor finalist will be identified.
Based
on
number
of
scoring
criteria
Lead Co-Lead Microsoft
Word and or
Excel
19
Selection of
Vendor Finalist
AAC to conduct a meeting with
evaluation committee to review
score/ranks and final selection. AAC
will provide a document to
summarize the meeting minutes.
Based
on the
spirit of
the
meeting
Co-
Lead
Co-lead Microsoft
Word
20
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23
Site Visits
Completed
AAC may assist CFCU with
scheduling and conducting one or
two on-site customer reference visits
for selected vendor. Additionally,
CFCU may choose to visit the
selected vendor’s headquarters.
4 to 5
days
Co-
Lead
Co-Lead N/A
24
Negotiation
Strategies
Workshop
In preparation for contract
negotiations, AAC will present to
CFCU a document outlining
suggested contract negotiation
strategies and will inform CFCU of
expected vendor positions.
5 to 15
slides
Lead Support Microsoft
Word
25
Contract Key
Issues (including
SOW review)
AAC will provide a document
outlining the major business issues
that should be considered by CFCU.
CFCU must have legal counsel
evaluate all contracts from a legal
perspective, as AAC does not render
legal advice.
5 to 10
Page
Review
of the
Vendors
contract
docume
nts
Lead
Co-Lead
Microsoft
Word
26 Client SOW
AAC to assist CFCU in writing an
SOW for the Agreement that reflects
CFCU’s specific project information.
This document may include AAC’s
recommended language.
50 –
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6.0 Project Payment Milestones
AAC will provide the services agreed to in this Scope of Work No. 2 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 No. 2.
All project deliverables shall be subject to CLIENT approval prior to payment for such
deliverable.
Selection Services
Milestone
Payment #
Approved Deliverables Payment
Amount
1
Deliverable 1: Updated Project Charter and Strategy Document $5,000
2 Deliverable 2: Updated Project Plan $5,000
3
Deliverable 3 and 4: Updated Client-Specific Business Catalog $15,000
4 Deliverable 5 and 6: RFP Template Document $10,000
5 Deliverable 7 and 8: Final RFP Document $20,000
6
Deliverable 9, 10 and 11: Clarification Document $15,000
7
Deliverable 12: All Functional and Technical Scores and Project Solution
Costs
$10,000
8
Deliverable 13 and 14: CFCU Product Demonstration Scripts $15,000
9
Deliverable 15 and16: Completion of Vendor Demonstrations $15,000
10
Deliverable 17, 18 and 19: Selection of Vendor Finalist $10,000
11
Deliverable 20 and 21: Vendor Confirmation $15,000
12
Deliverable 22, 23, 24, 25, 26 and 27: CFCU focused SOW and Presentation $10,000
Total Services Fixed Fee $145,000
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AAC Scope of Work #2
February 10, 2017 Page 19 of 23
*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.
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AAC Scope of Work #2
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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.
(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.
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AAC Scope of Work #2
February 10, 2017 Page 21 of 23
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 ten 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 No. 2 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.
11.1 Travel Expenses
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AAC Scope of Work #2
February 10, 2017 Page 22 of 23
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.
13.0 Conflict of Interest
ACC herein affirms no officer or employee shall be assigned to the Project or otherwise
participate if a real or apparent conflict of interest would be involved. Such a conflict would arise
when the officer or employee, any member of his or her immediate family, or his or her partner,
has a financial or other interest in any Preferred Vendor, Vendor, decisions, or outcomes related
to the Project. Upon the discovery of any such potential conflict of interest, ACC shall promptly
disclose in writing such interest to the City’s Director of Purchasing at purchasing.fcgov.com.
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AAC Scope of Work #2
February 10, 2017 Page 23 of 23
ACC its officers and employees are prohibited from soliciting or accepting any gift or favor which
in the judgment of a reasonably prudent person would tend to impair the individual’s
independence of judgment. Further ACC affirms it is not affiliated with any third party Vendors
related to the Project and will not accept any commissions or payments from any third parties in
connection with the Project.
END OF Scope of Work No. 2 CONTENT
DocuSign Envelope ID: BD99698E-B280-4E76-941D-B972A5570BF7
100
pages
Lead
Co-Lead
Microsoft
Word
27
Governing Body
Approval
Presentation
AAC will prepare an executive level
PowerPoint presentation that
summarizes the selection decision
for CFCUs governing body. AAC
may conduct this presentation or
support CFCU with the presentation,
based on CFCU’s preference.
15 to 25
Slides
Suppor
t
Lead Microsoft
Word
DocuSign Envelope ID: BD99698E-B280-4E76-941D-B972A5570BF7
Updated Scoring
Matrix
AAC to provide an Executive
Summary of the scoring & ranking,
based on the demonstration scores.
2 to 4
pages
per
vendor
Lead Support Microsoft
Word & Excel
21
Vendor
Confirmation
AAC to facilitate a three to four day
in-depth review of selected vendor’s
proposed solution to confirm solution
meets RFP requirements. The
review will cover product
demonstration and implementation
methodology.
Three to
four
days
Co-
Lead
Co-Lead
N/A
22
Solution Cost
Summary
AAC to provide a document that
outlines the selected vendor’s cost
summary. This document is used as
a component of the vendor
negotiations and for governing body
approval, and is delivered prior to
vendor negotiations.
Based
on
number
of
scoring
criteria
Lead Support Microsoft
Word & Excel
DocuSign Envelope ID: BD99698E-B280-4E76-941D-B972A5570BF7
15 to 35
pages
Lead Co-Lead Microsoft
Word and or
Excel
15
Demonstration
Agenda and
Schedules
AAC to provide a document that
outlines the agenda and schedule for
vendor/system integrator
demonstrations based on CFCU’s
5 to 20
pages
Lead Co-Lead Microsoft
Word and or
Excel
DocuSign Envelope ID: BD99698E-B280-4E76-941D-B972A5570BF7
integrators through a functional
presentation of their software.
15 to 35
pages
Lead Co-Lead Microsoft
Word and or
Excel
10
Pre-proposal
Meeting
AAC may assist in conducting a pre-
proposal meeting with interested
vendors, pending direction of CFCU.
AAC will document questions and
comments from the pre-proposal
meeting if one is held.
2 hours Suppor
t
Lead N/A
DocuSign Envelope ID: BD99698E-B280-4E76-941D-B972A5570BF7
user buy-in and heighten awareness
of the project.
5 to 15
slides
Lead Support Microsoft
PowerPoint
4
Updated CFCU-
Specific CIS
Business Catalog
(Functional
Requirements)
AAC to confirm with CFCU any
necessary updates to
business/functional requirements
since the completion of the
assessment.
Based
on the
number
of
updates
Lead Co-Lead Microsoft
Excel
5
Technical
Requirements
AAC to provide and explain a
document that outlines technical
aspects of a vendor solution that are
of interest to CFCU. This document
will ask questions regarding the
5 to 20
pages
Lead Co-Lead Microsoft
Word and/or
Excel
DocuSign Envelope ID: BD99698E-B280-4E76-941D-B972A5570BF7