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HomeMy WebLinkAbout555271 AAC UTILITY PARTNERS - CONTRACT - RFP - 8075 CONSULTATION SERVICES FOR REVIEW & RECOMMENDA (2)Page 1 of 8 AMENDMENT #04 RFP 8075 CONSULTATION SERVICES FOR REVIEW AND RECOMMENDATION OF UPGRADING OR PURCHASING A NEW UTILITY CUSTOMER INFORMATION SYSTEM This Fourth 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 December 2, 2015; and WHEREAS, the Consultant and City have mutually entered into Amendment #01 dated February 22, 2017; and WHEREAS, the Consultant and City have mutually entered into Amendment #02 dated February 28, 2017; and WHEREAS, the parties desire to clarify and correct the numbering of the previous Amendments to the Agreement; and WHEREAS, the Consultant and City desire to replace in its entirety the table detailing the deliverables in Exhibit B, Scope of Work # 2, Section 5.2; and WHEREAS, the Consultant and City desire to replace in its entirety Exhibit B, Scope of Work # 2, Section 6.0; and WHEREAS, the parties desire to extend the Term of the Agreement. NOW, THEREFORE, in consideration of the foregoing recitals and the mutual promises herein contained, the parties agree as follows: 1. The numbering and references to the Agreement Amendments shall be as follows: a) Amendment #01 dated December 2, 2015 is hereby confirmed as Amendment #01 (“First Amendment”) to the Agreement. b) Amendment #01 dated February 22, 2017 is hereby confirmed as Amendment #02 (“Second Amendment”). 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: 270EB890-4D75-4A56-B3EB-42F527E09106 Page 2 of 8 c) Amendment #02 dated February 28, 2017 is hereby confirmed as Amendment #03 (“Third Amendment”). 2. The attached Exhibit 1 table titled “Selection Deliverables” hereby replaces in its entirety the table in Exhibit B, Scope of Work # 2, Section 5.2, titled “Phase 1 – Assessment Phase Deliverables”. 3. The attached Exhibit 2 replaces Exhibit B, Scope of Work # 2, Section 6.0 in its entirety. 4. The Term of the Agreement shall be extended to December 31, 2019. 5. The following new provision is added to the Agreement: 22. Appropriation. To the extent this Agreement or any provision in it constitutes a multiple fiscal year debt or financial obligation of the City, it shall be subject to annual appropriation by City Council as required in Article V, Section 8(b) of the City Charter, Code Section 8-186, and Article X, Section 20 of the Colorado Constitution. The City shall have no obligation to continue this Agreement in any fiscal year for which no such supporting appropriation has been made. Except as expressly amended by this Fourth Amendment, all other terms and conditions of the Agreement, as previously amended by Amendments #01, #02 and #03, shall remain unchanged and in full force and effect. In the event of a conflict between the terms of the Agreement as amended and this Fourth Amendment, this Forth Amendment shall prevail. IN WITNESS WHEREOF, the parties have executed this Forth 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: _________________________ ATTEST: _____________________ APPROVED AS TO FORM: _____________________ DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106 9/20/2017 Assistant City Attorney 9/20/2017 Interim City Clerk Page 3 of 8 EXHIBIT 1 Selection Deliverables No. Deliverable Name Description & Acceptance Criteria Approx. 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-user buy-in and heighten awareness of the project. Page 4 of 8 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 Draft 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 integrators through a functional presentation of their software. 15 to 35 pages Lead Co-Lead Microsoft Word and or Excel 10 Page 5 of 8 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. 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 requirements. 5 to 20 pages Lead Co-Lead Microsoft Word and or Excel 16 Completion of the Vendor Demonstrations AAC to ensure the vendors participating in the demonstrations have completed their Page 6 of 8 20 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 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 Page 7 of 8 28 Review of materials for Final RFP packet AAC will assist CFCU in reviewing and updating the following materials to ensure these documents are relevant at the time of RFP issuance. - RFP - Functional and Technical Requirements - Response Template - Evaluation Worksheet - Cost Worksheet - Staffing Worksheet - Demonstration Scripts The review and updating of these materials will be done at AAC cost. If major rework is required, a change control will be issued to reflect the costs associated with any major rework, defined as over 10 hours to accommodate large scope related changes. DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106 Page 8 of 8 EXHIBIT 2 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 *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. 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 Draft RFP Document $20,000 6 Deliverable 11: Clarification Document $15,000 7 Deliverable 12 and 13: All Functional and Technical Scores and Project Solution Costs $10,000 8 Deliverable 9 and 14: CFCU Product Demonstration Scripts $15,000 9 Deliverable 15, 16, and 28: Completion of Vendor Demonstrations and review final RFP $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 DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106 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 documents 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 – 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 Support Lead Microsoft Word DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106 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 DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106 4/17/17 Change Control #002 deliverable removed. 11 Clarification Document AAC will assist in obtaining answers to questions during the RFP process. No formal output is required from AAC as all communication will go through the procurement department. This deliverable will be deemed complete after the last questions have been responded to. 4/17/17 Change Control #002 deliverable modified. 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 DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106 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 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. 5 to 20 pages Lead Co-Lead Microsoft Word and/or Excel DocuSign Envelope ID: 270EB890-4D75-4A56-B3EB-42F527E09106