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HomeMy WebLinkAbout000777 AmendmentGitr of Pc7 rt ^r7£-r,�IES FRccard a000777 MONROE PARTNERS April 11, 2014 Mr. Craig Fulton City of Port Angeles 321 East 5th Street P.O. Box 1150 Port Angeles, VIA 98362-0217 RE: 60 -Day Remedy Plan ("Project") Dear Craig: 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 creating the 60 -Day Remedy Plan ("Project") for your Advanced Metering Infrastructure (AMI) and Smart Meter Project (AMI Project), in collaboration with the City and Mueller Systems. 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 April 11, 2014 ("SOW Effective Date") by and between VVMP 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 a prior engagement, WMP conducted an assessment of the City's AMI and Smart Meter Project. In that deliverable, WMP outlined a 60 -day pian to remedy the AMI Project. On March 18, 2014 the City Council approved 60 work days for the City Staff to create an acceptable remedy plan with Mueller Systems. This SOW defines the activities to be performed by WMP— together with City staff—to develop an acceptable remedy plan for both the City and Mueller Systems. OBJECTIVES The City desires WMP to lead the development and execution of a remedy plan that is acceptable to both the City and Mueller Systems for subsequent presentation to the City Council for its approval. It is the expectation of the City that at the end of the 60 -work day recovery effort it would have a plan to remedy the AMI System for the current in-place meters and a roadmap, implementation plan and acceptance test plan (ATP) for the balance of the system's installation for Phases 1 and 2 per the City's AMI and Smart Meter contract with Mueller Systems. The objectives of this Project are for WMP to work collaboratively with Mueller and City Staff to: - Address the "open" technology and integration issues with Mueller Mi.Net system components and processes - Develop a City -approved Acceptance Test Plan and Implementation Plan for Phases 1 & 2 of the Mueller - City AMI and Smart Meter Contract SCOPE OF WORK The scope of work is to develop a recovery plan over the next 60 -work day period from which Mueller would deliver a functional AMI System for the current in-place meters and a roadmap, implementation plan and acceptance test plan (ATP) for the balance of the system's installation in Phases 1 and 2. WMP would work collaboratively with Mueller and City Staff in development and execution of the recovery activities, and perform all project management functions related to tracking activities and rectifying issues in completion of the Project objectives. ACTIVITIES AND DELIVERABLES Subject to the terms of this SOW and the Agreement, WMP will provide Services related to the following activities, and to document completion of these activities in the identified Deliverables. Reproduction, and distribution without 2014'Nest 'llenrce Partners, LLC prior consent prohibited. Page 1 of 7 Proprietary and confidential Rev 100108 MONROE + PARTNERS This Project has been organized into six (6) activity areas: 1. Create Acceptance Criteria 2. Negotiate Acceptance Criteria 3. Create and Negotiate Updated Implementation Plan 4. Negotiate Acceptance Test Plan 5. Execute Cyber Security and Customer Privacy Assessment of Mueller Hosted Service 6. Support City Council Briefing 1. Create Acceptance Test Criteria WMP has primary responsibility to develop the acceptance test criteria consistent with the AMI system objectives and configuration. WMP will work with Mueller and the City to document all open: issues with the currently deployed Mi.Net system and ensure that the acceptance test criteria cover the resolution of these issues. WMP will perform the following activities: Create draft requirements for electric and water meters, AMI, NIDMS ePortal and DR (demand response) using Mueller RFP response documents, Existing AMI and Smart Meter Contract, and WMP industry knowledge. Create a consolidated 'open' issue list. Mueller would incorporate the open issues list into its JIRA system and provide the tracking between JIRA and the City list. After the list is finalized and loaded into JIRA then JIRA will become the master issue list. - Create draft requirements that address all the open issues in the City List. 2. Negotiate Acceptance Criteria In this activity, WMP (Lead) would work collaboratively with Mueller and City Staff to finalize the acceptance requirements defined in Phase 1. The final acceptance criteria would be documented by WMP through discussion and require approval of by Mueller and the City. 3. Create and Negotiate an Updated implementation Plan Based on the negotiated acceptance criteria approved in Phase 2, Mueller (Lead) would—with support from WMP— define the updated activities and schedule for completion of Phase 1 and implementation of Phase 2. Mueller would— with guidance and support from WMP—define a resource plan (staff and budget), create a plan to address the support of the Mi.Net system, and finalize a nese implementation plan. The implementation plan is subject to approval from the City and City Council. 4. Negotiate Acceptance Test Plan that Conforms to Contract For this activity, Mueller (Lead) would—with support from WMP--develop all acceptance test plans (ATPS) except that for the Mueller -SunGard interface. WMP (Lead) would develop the acceptance test plans for the Mueller—SunGard interface on behalf of the City. WMP would ensure that all ATPs conform to the Mueller -City contract. Once all ATPS are prepared, WMP (Lead) would facilitate their review and agreement by Mueller and the City. 5. Execute Cyber Security and Customer Privacy Assessment of Mueller Hosted Services In this phase, WMP (Lead) would assess—with input and guidance from Mueller and the City— the cyber security and customer privacy protections in a Mi.Net hosted environment, relative to 1) the protections that were defined by the City when it planned to host the Mi.Net system, and 2) typical AMI, ePortal, DR, and MDMS hosted -system requirements. 6. Support City Council Briefing In this phase, 10110P (Lead) would work collaboratively with the City to 1) prepare a briefing for the City Council on the outcome of the 60 -day remedy plan and the roadmap going forward for completing Phase 1 & 2 of the AINJI Project. The anticipated level of task effort by West Monroe staff is provided in the table below; the table also indicates the expected proportion of effort by WMP, Mueller and the City within each task. Reproduction and distribution ,%,ithout "c_'. 20? 4 `Nest bionrce Partners. l Li - prior consent Prohibited Pa0e 2 of 7 Proprietary and confidential Rev `00+08 MONROE PARTNERS The Project Deliverables would consist of the following: - ',Meekly progress reports that document progress made relative to the pian - Draft requirements document - Consolidated issue report - Draft requirements that address issue report - Final Acceptance test criteria document - Final Implementation Plan, including resource, timeline and hosting - Final Acceptance Test Plan (ATP), created by Mueller, edited by WMP, and approved by the City - Report documenting Cyber Security and Customer Privacy of Mi.Net vs City and Industry Benchmark specifications - City Council briefing 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. TIMELINE The Services pursuant to this SOW are estimated be performed over an elapsed period of twelve (12) weeks (maximum). Interim checkpoints will determine progress and Mueller commitment. During the last two weeks, WMP would work with the City to prepare a briefing package for the City Council. Phase Task Name Duration W, 1 Create Acceptance Criteria 4w i I 2 Negotiate Acceptance Criteria 2w 3 ( Create and Negotiate Updated Implementation Plan 2w 4 Negotiate the Acceptance Test Plan that meets i Acceptance Criteria; Create Change Order to the j Contract 2w t -- Execute 0, bar Security and Customer Privacy Plan v 6 i � Support City Council Briefing 2w Figure 1 • High-level Gant; Timeline Reproduction and distribution without i; 2014 'Nest 110onree Partners. LLC prior consent prohibited. Page 3 of 7 Proprietary and confidential Rev 100108 KEW PARTNERS PROJECT STAFFING The following VVMP 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. Figure 2 - Project Organization Chart Reproduction and distribution vrithout 4D 2014 West Monroe Partners, LLC prior consent prohibited. Page 4 of 7 Proprietary and confidential Rev 100108 MONROE PARTNERS The following Client roles are to be engaged during this Project: 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 (scope or schedule) 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 Project 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. The scope of this work does not cover the resolution of any dispute or appearance in court. If our presence in court is requested or required by law, Client will reimburse WMP for time and expenses incurred, including expenses for outside counsel. 6. Client will provide WMP with reliable, accurate and complete information as required. 7. 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. 8. Client will provide WMP personnel with a suitable office environment and adequate resources and supplies, as needed. 9. Client will retain responsibility for its compliance with all applicable federal, state/provincial and local laws and regulations. 10. WNIP 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. 11. 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 - Reproduction and distribution without I2014 West I'donroe Partners, LLC prior consent prohibited. Pane S of 7 Proprietary and confidential Rev 100108 COPA Project Sponsor a 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 C Serves as primary COPA point of contact for contractual issues and City commitments Key Stakeholders e Represents the various internal organizational groups or external that participate in the AMI Project or are affected by the results of the AMI Project 6 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, systems, & SMEs business processes, resources and information required during the assessment 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 (scope or schedule) 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 Project 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. The scope of this work does not cover the resolution of any dispute or appearance in court. If our presence in court is requested or required by law, Client will reimburse WMP for time and expenses incurred, including expenses for outside counsel. 6. Client will provide WMP with reliable, accurate and complete information as required. 7. 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. 8. Client will provide WMP personnel with a suitable office environment and adequate resources and supplies, as needed. 9. Client will retain responsibility for its compliance with all applicable federal, state/provincial and local laws and regulations. 10. WNIP 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. 11. 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 - Reproduction and distribution without I2014 West I'donroe Partners, LLC prior consent prohibited. Pane S of 7 Proprietary and confidential Rev 100108 MONROE PARTNERS 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. 12. 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. 13. 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 $252,858. Expenses are expected to be 15-20% of Service Fees, and will be billed as incurred and invoiced when the fixed fee payment milestones are invoiced. Per authorization from the City, WMP will initially perform services up to $25,000; no further work will be performed without authorization from the City. WMP will invoice the City for $25,000 upon execution of this SOW. Upon receiving approval to proceed, WMP will then invoice the City $100,000 30 days and then 60 days after authorization to proceed. The final payment of Service Fees ($27,858) will be invoiced upon acceptance of all defined deliverables. Should the Project be terminated at any point prior to completion of the final deliverables, WMP will submit an invoice for any costs not previously submitted for payment. Please indicate your agreement with these terms by signing and returning this SOW on or before April 16, 2014 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 7�o+.ya� �w�wQo�v By: Thomas G. Hulsebosch Managing Director, Energy & Utilities West Monroe Partners, LLC Reproduction and distribution without 2014 'Nest Monroe Partners, LLC prior consent prohibited. Page o of 7 Proprietary and confidential Rev 100108 MONROE PARTNERS Agreed and Acknowledged by: Cit a ort Angeles Authorized Signature Da n r <.f tvi C'c e'e'r , Printed Name and Title q l l y Date Reproduction and distribution without 2014'r/est Monroe Partners, LLC prior consent prohibited, Pace 7 of 7 Proprietary and confidential Rev 100108