HomeMy WebLinkAbout2003-08-04 City Council (12)CRy a ager s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:
SUBJECT:
AUGUST 4, 2003 CMR: 253:03
APPROVAL OF AMENDMENT NO. 3 IN THE AMOUNT OF
$154,500 TO EXISTING CONTRACT NO. C8100757 WITH INDUS
UTILITY SYSTEMS (INDUS) FOR SOFTWARE MAINTENANCE
SERVICES FOR UTILITIES CUSTOMER INFORMATION
SYSTEM
RECOMMENDATION
Staff recommends that Council:
1.Approve and authorize the Mayor to execute the attached Amendment No. 3 in the
amount of $154,500 to the existing contract, No. C8100757, with Indus Utility
Systems (Indus) for consulting services.
Authorize the City Manager or his designee to negotiate and execute one or more
change orders to Amendment No. 3 with Indus for related additional but unforeseen
services. The total value of change orders shall not exceed $11,000.
BACKGROUND
In 1997, a Request For Proposal (RFP) was issued for a Utilities Customer Information
System (CIS). It was prompted by the recognition that the City needed to provide high
quality customer service while remaining efficient and effective in an increasingly
competitive, deregulated environment. In August 1997 the City Council approved a $1.2
million fixed-price contract with SCT Utility Systems for acquisition and implementation
of a CIS (CMR 347:97). In October 1999, Council approved an amendment to the
contract in the amount of $500,000, (plus $45,000 for change orders) for additional
services required for work that staff could not perform internally as plam~ed due to Y2K
compliance issues. In August 2001, Council approved a second amendment to the
contract with SCT in the amount of $557,620 (plus $120,000 for change orders) to
implement Customer Web Access as part of the CIS (CMR: 316:01). In March 2003,
SCT Utility Systems was purchased by Indus International Inc. and SCT’s name was
changed to Indus Utility Systems, Inc.
CMR: 253:03 Page 1 of 3
DISCUSSION
The proposed Amendment No. 3 will allow the completion of the Customer Web Access
(CWA) implementation. This component of the system will provide functionality to the
City of Palo Alto utility customers by allowing them to view their account and usage
information, as well as make payments over the Internet. The initial funds were
inadequate to complete the project because of additional unforeseen modifications, which
only came to light when actual analysis was completed. An example of an additional
modification is the need to store email from Utility customers in the database and
associate them with their account. The initial design was to have the email sent to a
generic email address within Utilities, which would lose the link to the customer and
make the access to the email difficult. Additional costs will also be incurred due to a
change in the implementation strategy which affected resource schedules and work effort
both at the City and with SCT. The implementation strategy changed from an installation
of all functionality at once to a phased installation approach. This change was needed to
mitigate risks associated with the large scope of the project and due to the availability of
business personnel to participate in the project. For Phase 1 of the CWA implementation,
an additional 280 hours at $200/hr is required. Phase 1 delivers the ~bill presentation’
part of the system, as well as email notification functionality. Phase 2 has an estimated
120 hours at $200/hr for modifications. Phase 2 provides the final component of bill
payment and credit card processing over the Internet. This amendment also covers further
support costs and additional application maintenance.
Indus Utility Systems will provide the following serviceS:
Technical consulting services to complete software implementation and
modifications to the CWA component. Services include quality assurance testing,
data base configuration, training, application server configuration, and
documentation. This cost also includes the additional implementation costs
generated from adopting a different strategy of implementation, and additional
modifications not foreseen before the start of the project.
Due to the complexity of the system and the confidence level of the estimate for
the phase 2 modifications, the additional $11,000 for change orders will provide
the ability to accommodate unforeseen intricacies when modifying and testing
numerous custom modules.
RESOURCE IMPACT
The appropriated funding for development by Indus Utility Systems and other outside
consultants for the Utilities Customer Information Services is in Capital Improvement
Project No. 9357. There is currently funding available in the CIP to support this contract
amendment.
CMR: 253:03 Page 2 of 3
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies.
ENVIRONMENTAL REVIEW
These services do not constitute a project under the California Environmental Quality Act
(CEQA).
ATTACHMENTS:
Attachment A:Amendment No.
Utility Systems.
3 to Consulting Contract (C8100757) with Indus
PREPARED BY:/
IT Manager,Management Applications
DEPARTMENT HEAD APPROVAL:
CARL
Director, A Services
DEPARTMENT HEAD APPROVAL:
Director, Utilities
CITY MANAGER APPROVAL:
EMILY HARRISON
Assistant City Manager
2)a.OaCMR: ....Page 3 of 3
AMENDMENT TO
SOFTWARE LICENSE &
SERVICES AGREEMENT
INDUS UTILITY SYSTEMS, INC.
(Fka SCT Utility Systems, Inc.)
Carolina Research Park
9 Science Court
Columbia, SC 29203-9344
FAX Number (803) 935-8032
("Indus")
and
CITY OF PALO ALTO
250 Hamilton Avenue
Palo Alto, CA 94301
FAX Number (415) 321-0651
("Licensee")
Original Software License and Services Agreement dated
This Amendment No. 3 (the "Amendment").
Effective Date of this Amendment: August .2003
September 30. 1997 (the "Agreement").
(the "Amendanent Date").
LICENSEE AND INDUS, intending to be legally bound, agree as follows:
1. Defined Terms. Unless specifically defined herein, all terms defined in the Ageement, shall have the same meaning
when used in this Amendment.
v ,~nendment to and Modification of A~eement. Indus a~ees to provide Licensee with the services identified in the
Statement of Services attached hereto as Exhibit 1 and the Scope of Supplemental Services attached hereto as Exhibit 2.
The fees payable to Indus under this Amendment are in addition to, and not in lieu of, all other amounts that Licensee is
obligated to pay Indus under the Ageement.
3. Inte~ation Provision. Except as expressly modified by this Amendment, the Ageement shall remain in full force
and effect. As of the Amendment Date, the A~eement, as further amended by this Amendment constitutes the entire
understanding of the parties as regards the subject matter hereof and cannot be modified except by written ageement of the
parties.
(Continued on next page)
Indus Utility Systems, Inc. SLSA Amendment 1
IN \\qTNESS \\q-IEP,_EOF, the parties have set their respective hands and seals below.
By:
IN’I;)US LICENSEE
(Dat~) \(Date)
PUBLIC NOTARY
(Commission Expires)
Official Seal
PUBLIC NOTARY
By:
(Commission Expires)
(Date)
Official Seal
Indus Utilib’ Systems, Inc. SLSA Amendment 2
EXHIBIT 1
STATEMENT OF SERVICES
The Statement of Services for this A~eement consists of the fo!lowing professional services activity:
Customer Web Access Consulting Services. Indus will provide an estimated 415 hours of functional, technical and
management consulting services (the "Consulting Services")* in order to complete the Phase 1 and Phase 2 services as set
forth in the Scope of Additional Work attached hereto as Attachment A.
*Indus will provide Licensee with up to Fifo’ SLx Thousand Dollars ($56,000) worth of Consulting Services for the
Phase 1 services ("Phase 1 Cap") and up to Twen~’ Four Thousand Dollars ($24,000) worth of Consulting Services for
the Phase 2 services ("Phase 2 Cap"), as further described in Attachment A to this Exhibit 1. Indus will provide such
services based on the hourly rate table show-n in this Exhibit 1. Indus and Licensee agee that regardless of whether or
not the Consulting Services provided by Indus pursuant to this Exhibit 1 have been completed, if Indus reaches the
Phase 1 Cap and/or the Phase 2 Cap as identified in this Exhibit 1, Licensee wil! not be obligated to pay for additional
services above the Phase 1 Cap and/or the Phase 2 Cap, nor will Indus have any obligation to provide additional
services above the Phase 1 Cap ancF’or Phase 2 Cap, unless Licensee and Indus execute an amendment to the
A~eement for additional services to be provided to Licensee by Indus.
Consulting Services Fees and Payment Terms. Indus will provide Licensee with the Consulting Services on a time and
materials basis. Licensee will additionally reimburse Indus for actual travel, living and related expenses that Indus and/or
its personnel incur in providing the Consulting Services. Indus a~ees that all travel, living, and related expenses will be
subject to Licensee’s travel policy and will remain within Licensee’s limitations and guidelines. Indus will invoice Licensee
for the Consulting Services and expenses on a monthly basis, as Indus renders the Consulting Services or Licensee incurs
the charges, as applicable. Licensee shall pay the undisputed amount invoiced by not later than thirty (30) days after the
invoice date. The Consulting Services will be provided at the following rates:
Project Manager 40 $200 $8,000
Functional Trainer 130 $200 $26,000
Business Analyst 100 $200 $20,000
Test Analyst 60 $175 $10,500
85 $175 $14.875
* The number of hours of effort represents an estimate only. Actual fees for the Consulting Services wil! vary according
to the billin2 rate of the Indus professional rendering the Consulting Services and the number of person-hours of services
actually rendered. All Consulting Services are provided on a time and material basis.
(Continued on next page)
Indus Utili~ Systems, inc, SLSA .%-nendment 3
Attachment A to Exhibit 1
Scope of Additional Work
Indus shall provide the following services to Licensee:
Completion of the Customer Web Access (CWA) project
Phase 1 - Bill Presentation
o Training for the following processes:
o Customer registration
o Customer Service Representative account search facility
o Account summary
o Bill history
o Sen, ice requests
o Rules and online reports
Training will be provided for a minin~um of 7 staff, approximately 40 hours of instruction, and
training materials will be provided in electronic form.
Modifications to the application to:
o Add an "E-mail Verification" field below the "E-mail Address" field to reduce the number
of e-mail data e.ntry errors;
o Modify the Account Information Page to add an "Unbilled Charges" field drill down (to
include the date, charge description and charge amount) and alter the calculation for Current
Balance to include un-billed charges;
o On all web pages change fi:om: ’ACCOUNT: CO010062612240’ To: ’100626-12240’ (The
word ’ACCOUNT’ is removed as well as the company code ’COO’;
~ Move the Account number above the Account’s name and address.)
Re-configuration requirements:
o Add additional fields to the Send Message page
o Delete Cancelled Column on Bill History page
Unit, System, and Integation Testing
Documentation: both user and technical
Phase 2 - Bill payment and credit card processing
o Training for the following processes:
o Making and modifying payment arrangements
o Recurrent pa}~nent set up process
o Credit card payment set up process
o Process flow of the credit card authorization process
Training will be provided for a minimum of 7 staff, approximately 40 hours of instruction, and
training materials will be provided in electronic form.
~Unit, System, and Inte~ation Testing
Documentation both user and technical
Indus shall also provide Licensee with problem determination, correction, and testing services for the Licensed Software on
a time and materials basis as requested by Licensee in writing.
Indus UtiliD’ Systems, Inc. SLSA Amendment 4
EXHIBIT 2
SCOPE OF SUPPLEMENTAL SERVICES
Issue Resolution Consulting. Beginning on the Amendment Date and continuing through June 30, 2004 (the "Services
Term"), Indus will provide Licensee with problem determination, correction and testing services (the "Issue Resolution
Services") for the Licensed SoNvare on an as needed and time and materials basis in an amount not to exceed Seventy-Four
Thousand Five Hundred Dollars** ($74,500). Indus and Licensee shall negotiate and execute a written task order for such
Issue Resolution Services prior to commencement of such Issue Resolution Services by Indus. The task order shall describe
the Issue Resolution Services Indus is to perform, the schedule for performance, and the maximum compensation Indus shall
receive for such Issue Resolution Services.
** Indus will provide Licensee with up to Seven~,-Four Thousand Five Hundred Dollars ($74,500) worth of
Issue Resolution Services as identified in this E,xhibit 2 of this Amendment ("Issue Resolution Services Cap").
Indus will provide such services based on the hourly rate table sho~q in this Exhibit 2 of this Amendment.
Indus and Licensee agee that regardless of whether or not the Issue Resolution Services provided by Indus
pursuant to this Exhibit 2 have been completed, if Indus reaches the Issue Resolution Services Cap as
identified in this Exhibit 2, Licensee will not be obligated to pay for additional services above the Issue
Resolution Services Cap provided pursuant to this Exhibit 2 nor will Indus have any obligation to provide
additional services above the Issue Resolution Services Cap provided for in this Exhibit 2 unless Licensee and
Indus execute an amendment to the Ageement for additional services to be provided to Licensee by Indus.
Issue Resolution Services Fees and Payment Terms:
Indus will provide Licensee with the Issue Resolution Services on a time and materials basis. Licensee will additionally
reimburse Indus for actual travel, living and related expenses that Indus and/or its personnel incur in providing the Issue
Resolution Services. Indus a~ees that all travel, living, and related expenses will be subject to Licensee’s travel policy and
will remain within Licensee’s limitations and _~uidelines. Indus will invoice Licensee for the Issue Resolution Services and
expenses on a monthly basis, as Indus renderS" the Issue Resolution Services or Licensee incurs the charges, as applicable.
Licensee shall pay the "undisputed amount invoiced by not later than thirty (30) days after the invoice date. During the
Services Term, the Issue Resolution Services will be provided at the following rates:
Pro, iect Manager
Functional Trainer
Business Analyst
Test Analyst
Pro~ammer Analyst
$200
$2OO
$200
$175
$175
Actual fees for Issue Resolution Services will vary according to the billing rate of the Indus professional rendering the Indus
Resolution Services and the number of person-hours of services actually rendered. All Issue Resolution Services are provided on a
time and material basis.
Indus UtiiiD’ Systems, Inc. SLSA Amendment 5