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HomeMy WebLinkAbout000777 Amendment (4)October 21, 2013 Cit�r of Port An�olos F2�acard #000777 •ki T \__i Statement of Work (SOW) AMI and Smart Meter Project Assessment West Monroe Partners, LLC ("WMP") is pleased to submit this statement of work ("SOW") to the City of Port Angeles ("Client" or "City") for services related to your Advanced Metering Infrastructure (AMI) and Smarter Meter ("Project"). This SOW sets forth the allocation of responsibilities, overview, services and deliverables, assumptions, team structure, and estimated timeline and services fees. This SOW is made as of October 21, 2013 ("SOW Effective Date") by and between WMP and Client, and is incorporated into and subject to the terms of the Professional Services Agreement dated September 27, 2013 between WMP and Client ("Agreement"). BACKGROUND In addition to other services, the City provides water and electric service to approximately 10,600 households and has engaged Mueller Systems to provide hardware, software and related services to implement their Advanced Metering Infrastructure (AMI) and Smart Meter Project. OBJECTIVES The City wants to assess their current (AMI) and Smart Meter Project related to: meter collection and communications equipment performance; data quality and retention; application integration; project management and business processes. The goals of the assessment are, based on the information provided by City, as follows: • Determine the root causes of issues in the AMI and Smart Meter Project; • Determine if the current AMI and Smart Meter Project can achieve the City's objectives; and • Define potential path(s) for the City to achieve its AMI and Smart Meter Project objectives, including consideration of other meter alternatives such AMR and manual meter reading. SCOPE OF WORK The scope of work is the evaluation of the current state of the project, and the creation of an assessment report ("Report") documenting the current AMI and Smart Meter Project. WMP will review the following areas of the City's AMI and Smart Meter Project, based on information provided by the City to WMP: • Project management methods and controls; • New business processes established to support the new AMI and Smart Meter Technology; • IT system integration between the AMI system and other City IT systems; and, • AMI and Smart Meter Solution performance and ability to meet the City's requirements. WMP will also create a roadmap of tasks that will position the AMI and Smart Meter Project to achieve the City's objectives for the City's AMI and Smart Meter Project. WMP will consider critical constraints such as financial, external resources, city employee effort, and timing in the evaluation of alternative pathways in the roadmap. Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 1 of 8 Proprietary and confidential Rev 100108 ACTIVITIES AND DELIVERABLES Subject to the terms of this SOW and the Agreement, WMP will provide Services related to the following activities, and document its completion of these activities in the identified Deliverables. This Project has been organized into four (4) activity areas to expedite their completion and produce the Project Deliverables. 1) Assess Current Project Health 2) Assess AMI Data and Systems Integration 3) Assess AMI Technology 4) Develop & Review Assessment Report 1. Assess Current Proiect Health WMP will collect information and develop an understanding of the AMI Project from existing documentation provided by the City to WMP and obtain, through interviews as set forth below, the perspective of City utility leadership, AMI Project team members and vendors. a) Desk Audit submission and review This activity is to collect available information, consisting of the following: o WMP will provide a list of questions and requested documentation to the City o The City will provide responses and documentation as is available, prior to on-site visit b) Conduct Stakeholder Interviews (approximately 4-8) On-site or by phone, these meetings provide the WMP Team with a better understanding of City and utility leadership perceptions, expectation and concerns relating to both this Assessment and the AMI Project. One- on-one meetings will be conducted with the following: o City Manager o Project Sponsor o Customer Services Manager o Operations Managers (Water and Electric) o IT Manager o Others as determined by WMP beneficial to the Assessment c) Conduct Vendor Interviews (approximately 2-4) On-site or by phone, these meetings provide the WMP Team with a better understanding of Vendors perceptions, constraints and issues relating to their products and delivery commitments and methods. One- on-one meetings would be conducted with the following: o Mueller o SunGard o Other vendors identified as engaged in the Project 2. Assess AMI Data and Systems Integration This activity area will 1) examine the data captured from the AMI and retained within the City's meter data management system (MDMS), based upon data provided by City to WMP and 2) assess the integration methods and issues in interfaces within the AMI Project, based upon information provided by the City to WMP. a) Data Quality Assessment will examine the state of the captured data with regard to missing and irregular intervals. b) Integration Assessment will review Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 2 of 8 Proprietary and confidential Rev 100108 MONROE PARTNERS o Interface designs for methods and controls o Developed applications and related errors/issues. 3. Assess AMI and Smart Meter Technology This activity area will examine the AMI and Smart Meter technology performance, as well as the major components that are part of capturing and transmitting data between meter and AMI head end. This will be accomplished from design, vendor and city employee interviews, and available documentation provided to WMP by City. Facilities site visits may be beneficial depending on the issues encountered in relation to: a) Meter technology b) Telecom technology c) AMI Data Collector Technology d) Topology of the AMI network 4. Develop Assessment Report The activities of this stage are associated with compilation of findings based on the information acquired and assessed through the first three (3) activity areas, comprised of: a) Identify root cause issues found in the first three areas b) Create a roadmap of tasks (and related resource requirements) that will address the root cause issues and provide potential paths for the City to address its objectives associated with the AMI and Smart Meter Project, including consideration of other meter alternatives such AMR and manual meter reading. c) Socialize the roadmap with stakeholders d) Create draft Assessment Report e) Review Assessment Report with stakeholders f) Deliver Final Report to City Manager The Project Deliverable is a single report containing: The final format of the report will be comprised of the following components, all based on information and materials provided by Client. • AMI Project Assessment, consisting of: • Project summary overview • Documentation of issues identified in each activity area and potential options to resolve • Identification of risks and potential mitigation of each issue • AMI Project Recovery consisting of: • Proposed solutions, addressing identified issues and risks • Roadmap defining tasks associated with each solution, and resource requirements • Synopsis of solution pathways with resource requirements and timelines consistent with current Project definition, as provided by Client • AMI Project Alternative, consisting of: • Alternative pathways to complete current AMI and Smart Grid Project, including consideration of other meter alternatives such AMR and manual meter reading, with high level resource and time estimate (for use by City in assessing cost/risks of AMI Project Recovery solution) Any services not explicitly set forth in this SOW are deemed out of scope for this SOW, and will be performed pursuant to a separate statement of work or change order executed by the parties. Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 3 of 8 Proprietary and confidential Rev 100108 ■ MONROE PARTNERS TIMELINE The Services pursuant to this SOW are estimated be performed over an elapsed period of six (6) to ten (10) weeks, depending on the time required to socialize the report within the City. Socializing the report and roadmap within the City may require several iterations and time to determine a practical scheduling, considering other City priorities. AMI and Smart Meter Project Assessment week Activities 11 2 1 3 1 4 1 5 1 6 1 7 1 8 9 10 no Figure 1 - Project High-level Gantt Report presentation & Project Completion Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 4 of 8 Proprietary and confidential Rev 100108 MONROE ■ ® PARTNERS PROJECT STAFFING The following WMP roles will perform the Services pursuant to this SOW. Additional consultants may perform Services as subject matter experts (SMEs) pursuant to this SOW. Names are provided here as examples of resources; alternate individuals may be assigned, with comparable skills, depending on the timing of the Project. 4c�... .. ....,.. ,.. ..,.,...., .��.,bvs�w�, equiredto meet deliverable requirements. Figure 2 - Project Organization Chart The following WMP roles are defined in relation to the Project. Executive Sponsor • The assigned senior lead for the project • Provides project oversight, supporting the WMP Project Manager • Serves as SME for utility operations • Provides QA for WMP deliverables Project Manager . The primary WMP contact in association with this Project • Coordinates WMP personnel participation • Serves as first point of contact for WMP contractual commitments and deliverables. • Project SME conducting the Project Management Assessment Applications Integration SME . Provides technical assessment of AMI data quality and data integration process and approach • Serves as SME for AMI business systems integration and controls Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 5 of 8 Proprietary and confidential Rev 100108 •� MONROE • PARTNERS MOOEGMMMOM� PM SME • Serves as SME for Project Management, utilization of AMI within business, utility business operations and systems AMI &Telecommunications SME Provides technical assessment of AMI and Smart Meter solution performance • Serves as SME for AMI metering and telecommunications infrastructure The following Client roles are to be engaged during this Project: Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 6 of 8 Proprietary and confidential Rev 100108 COPA Project Sponsor . Serves as owner of the Project and its results • Coordinates communications with the City leadership and City Council • Provides cross -departmental coordination and issue resolution with the City • Serves as primary COPA point of contact for contractual issues and City commitments Key Stakeholders . Represents the various internal organizational groups or external that participate in the AMI Project or are affected by the results of the AMI Project • Authorized to make decisions with regard to group represented • These roles include vendors supplying products and services to the AMI and Smart Meter Project COPA Project Manager . Serves as COPA's primary contact to coordinate COPA personnel and vendor participation in the assessment process • Coordinates access and use of City facilities, as may be required Technical & Functional Leads & . Subject matter experts providing expertise with regard to the products, SMEs systems, business processes, resources and information required during the assessment Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 6 of 8 Proprietary and confidential Rev 100108 MONROE PARTNERS ASSUMPTIONS This SOW is based on the following assumptions. Changes to the assumptions, the inclusion of additional assumptions, or changes to any of the terms of this SOW, will impact the estimated fees and schedules. This SOW will be executed promptly. 1. If changes to the SOW are identified and/or requested by Client or WMP during the course of the Project, a Change Order will be mutually agreed upon and executed by Client and WMP detailing the necessary scope modification and, if applicable, revisions to the WMP resources, associated fees, and like changes. 2. WMP understands that travel can be costly. As such, WMP will work with Client to minimize travel and overnight stays through use of technology to facilitate meetings as appropriate. 3. Client will manage vendor participation in the assessment and will authorize release of AMI Project related information to WMP. 4. Implementation of, or change in, any hardware or software is specifically excluded from this Project. 5. Client will provide WMP with reliable, accurate and complete information as required. 6. Client will make timely decisions and obtain required management approvals, all consents, and/or licenses necessary from third parties required for WMP to perform its obligations in this SOW. 7. Client will provide WMP personnel with a suitable office environment and adequate resources and supplies, as needed. 8. Client will retain responsibility for its compliance with all applicable federal, state/provincial and local laws and regulations. 9. WMP will be entitled to rely on all Client decisions and approvals made in relation to this SOW and nothing in the SOW will require WMP to evaluate, advise on, modify, confirm, or reject such decisions and approvals. 10. Client will notify WMP in reasonable detail of any material deficiencies with the Deliverables within fourteen (14) days of delivery. WMP will have a reasonable period of time, based on the severity and complexity of the non-conformance, to correct the non-conformance. If Client fails to promptly notify WMP of any material non- conformance within fourteen (14) days after delivery, or unreasonably delays, then the Deliverable will be considered accepted by Client no later than the fourteenth (14th) day after delivery. 11. Client will ensure: (i) that executives, management and key application owners (both business & technical), operations, and infrastructure resources of both Client and all third party vendors will be reasonably and timely available as required by WMP, for interviews, meetings, and knowledge transfer; (ii) that both Client and all third party vendors will timely provide documentation; (iii) that all third party vendors meaningfully participate as required by WMP for the performance of this SOW; and (iv) that qualified individuals from Client and all third party vendors are made reasonably available as required and perform their assigned tasks and responsibilities in a timely manner. 12. WMP's assessment is contingent on and based upon the information and materials provided by Client to WMP. LOCATION OF SERVICES Work pursuant to this SOW will be performed on Client's premises in Port Angeles, WA and at WMP offices. PROFESSIONAL ARRANGEMENTS The Services will be performed on a fixed fee basis, plus expenses. Services Fees will be $82,500. Expenses will be billed as incurred, with travel expense limited to $4,000 unless otherwise authorized/approved. WMP will invoice Client $7,500 ten days after execution of this SOW. WMP will then invoice the City $25,000 on the 15`h of November 2013 and again on the 29`h of November 2013. The final payment of the Service Fees ($25,000) will be invoiced upon acceptance of all defined deliverables. Expenses will be invoiced with the Service Fee invoices. Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 7 of 8 Proprietary and confidential Rev 100108 MONROE ®4 ■ PARTNERS Please indicate your agreement with these terms by signing and returning this SOW on or before October 25, 2013 to enable WMP to manage our resources and business. These terms are not valid if WMP doesn't receive this signed SOW by such date. This SOW may be executed in one or more counterparts and/or by facsimile or electronic submission, each of which will be deemed an original and all of which signed counterparts, taken together, will constitute one instrument. WMP looks forward to working with you on this important project. Thank you for giving WMP this opportunity to be of service to your firm. If you have any questions please do not hesitate to contact me at 312.980.9401. Very truly yours, West Monroe Partners, LLC 11-� 4 By: Thomas G. Hulsebosch Managing Director, Energy & Utilities West Monroe Partners, LLC Agreed and Acknowledged by: City rt Angeles Authorized Signature Printed Name and Title Date Reproduction and distribution without © 2006- 2013 West Monroe Partners, LLC prior consent prohibited. Page 8 of 8 Proprietary and confidential Rev 100108