HomeMy WebLinkAboutAgenda_GUS_11.13.2015Notice of Meeting for the
Georgetown Utility System Advisory Board
of the City of Georgetown
November 13, 2015 at 2:00 PM
at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown TX
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA).
If you require assistance in participating at a public meeting due to a disability, as defined under the
ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please
contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City
Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711.
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A Call to Order
The Board may, at any time, recess the Regular Session to convene in Executive Session at the
request of the Chair, a Board Member, the City Manager, Assistant City Manager, General
Manager of Utilities, City Council Member, or legal counsel for any purpose authorized by the
Open Meetings Act, Texas Government Code Chapter 551, and are subject to action in the
Regular Session that follows.
B Introduction of Visitors
-- City Manager, David Morgan introduction
Employee Recognition
-- none submitted at time of posting
C Discussion regarding the Project Progress Report, timelines including projects and Council
Actions. – Michael Hallmark, Project Manager
D Industry Updates
Legislative Regular Agenda
E Review and possible action to approve the minutes from the regular GUS Board meeting held on
October 9, 2015. - Sheila K. Mitchell, GUS Board Liaison
F Consideration and possible action to hold a Special GUS Board Meeting on Monday, November
30, 2015. -- Wesley Wright, P.E., Systems Engineering Director
G Consideration and possible recommendation to approve Task Order CDM-16-001 with CDM
Smith, Inc. of Austin, Texas, for professional services related to the Domel Pump Station
Improvements in the amount of $322,814.00 – Wesley Wright, P.E., Systems Engineering
Director/Michael Hallmark, CIP Manager.
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H Discussion and possible recommendation to begin contract negotiations for the purchase and
installation of a Customer Information Software (CIS) system with Itineris NA, Inc. – Leticia
Zavala, Customer Care Director/Mike Babin, Deputy General Manager, Utilities
I Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas
Codes, Annotated, the items listed below will be discussed in closed session and are subject to
action in the regular session.
Sec. 551.086 Competitive Matters and Sec. 551.071 Consultation with Attorney
-- Discussion and possible recommendation to approve an Interconnection Agreement with ESS
Rabbit Hill Project, LLC. – Chris Foster, MPA, CGFO, Manager of Resource Planning and
Integration
-- Discussion and possible recommendation to approve a Site Lease Agreement with ESS Rabbit
Hill Project, LLC. – Chris Foster, MPA, CGFO, Manager of Resource Planning and Integration
J Action from Executive Session
-- Interconnection Agreement
-- Site Lease Agreement
Adjournment
CERTIFICATE OF POSTING
I, Shelley Nowling, City Secretary for the City of Georgetown, Texas, do hereby certify that this
Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general
public at all times, on the ______ day of __________________, 2015, at __________, and remained
so posted for at least 72 continuous hours preceding the scheduled time of said meeting.
____________________________________
Shelley Nowling, City Secretary
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City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Call to Order
The Board may, at any time, recess the Regular Session to convene in Executive Session at the
request of the Chair, a Board Member, the City Manager, Assistant City Manager, General
Manager of Utilities, City Council Member, or legal counsel for any purpose authorized by the
Open Meetings Act, Texas Government Code Chapter 551, and are subject to action in the Regular
Session that follows.
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
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City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Discussion regarding the Project Progress Report, timelines including projects and Council
Actions. – Michael Hallmark, Project Manager
ITEM SUMMARY:
GUS Projects:
2nd St. Street and Waterline Replacement
Berry Creek Wastewater Interceptor
County Road 255 Waterline Improvements
EARZ 2014-15
Public Training Facility Offsite Wastewater
Rabbit Hill Elevated Water Storage Tank (EST)
Sequoia Spur Elevated Storage Tank (EST)
Shell Road Waterline Improvements
Snead Drive Streets and Wastewater Improvements
Westinghouse Regional Lift Station (LS)
Council Actions
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Michael Hallmark
ATTACHMENTS:
Description Type
GUS November Project Reports Backup Material
Council Rpt Oct mtg for Nov GUS Backup Material
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GUS BOARD ITEMS FORWARDED TO COUNCIL
October 27, 2015
F Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve task orders for professional engineering services: Task
Order MEI-16-001 for Electric System & Planned Capital Improvement Projects in the amount of
$750,000.00, Task Order MEI-16-002 for Electric System Engineering Planning and Engineering in the
amount of $400,000.00, and Task order MEI-16-003 for New Development Engineering and Design in the
amount of $550,000.00 with McCord Engineering, Inc., of College Station, Texas -- Wesley Wright, P.E.,
Systems Engineering Director and Jimmy Sikes, Electric Engineering Manager
F Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve task orders for professional engineering services: Task
Order MEI-16-001 for Electric System & Planned Capital Improvement Projects in the amount of
$750,000.00, Task Order MEI-16-002 for Electric System Engineering Planning and Engineering in the
amount of $400,000.00, and Task order MEI-16-003 for New Development Engineering and Design in the
amount of $550,000.00 with McCord Engineering, Inc., of College Station, Texas -- Wesley Wright, P.E.,
Systems Engineering Director and Jimmy Sikes, Electric Engineering Manager
H Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve the contract for the Edwards Aquifer Recharge Zone
(EARZ) – 2014-2015, Wastewater Rehabilitation to T Construction, LLC of Houston, Texas, for the
amount of $959,176. 00 --Wesley Wright, P.E., Systems Engineering Director and Michael Hallmark, CIP
Manager
I Forwarded from Georgetown Utility Systems Advisory Board GUS):
Consideration and possible action to approve Task Order KPA-16-001 with Kasberg, Patrick &
Associates, LP of Georgetown, Texas, for professional services related County Road 255 Waterline
Improvements in the amount of $909,380.00 -- Wesley Wright, P.E., Systems Engineering Director and
Michael Hallmark, CIP Manager
L Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to amend the contract with CH2M HILL for the management, operation
and maintenance of the City’s water and wastewater treatment facilities for the period starting October 1,
2015 through September 30, 2016 for a total combined operating budget of $3,377,222.69 -- Glenn W.
Dishong, Utility Director and David W. Thomison, Water Services Manager
ALL ITEMS PASSED
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City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Review and possible action to approve the minutes from the regular GUS Board meeting held on
October 9, 2015. - Sheila K. Mitchell, GUS Board Liaison
ITEM SUMMARY:
Board to review, revise and/or approve the minutes from the regular meeting held on October 9,
2015.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Sheila K. Mitchell/GUS Board Liaison
ATTACHMENTS:
Description Type
GUS October 09 2015 DRAFT Minutes Backup Material
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Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
October 09, 2015 at 2:00 PM
at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If
you require assistance in participation at a public meeting due to a disability, as defined under the ADA,
reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the
City at least four (4) days prior to the scheduled meeting date, at (512)930-3652 or City Hall at 113 East 8th
Street for additional information: TTY users route through Relay Texas at 711.
Board Members Present: Bill Stump – Chair, Ed Pastor – Vice Chair, Mike Cunningham –
Secretary, Robert Kostka, Steve Fought, Joyce Mapes
Board Members Absent: Ty Gibson
Staff Members Present: Jim Briggs, Mike Babin, Glenn Dishong, David Thomison, Jana Kern,
Jimmy Sikes, Wes Wright, Michael Hallmark, Chris Foster, Trina Bickford, Casey Lane, Bridget
Chapman, Vanessa Conde
Others Present: Trae Sutton, Michael Newman – KPA, Rex Wood – McCord Engineering, Kirby
Chaney & Duyen Tran – CH2M Hill, Curtis Steger – Steger Bizzell
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A. Call to Order -- Called to order by Chair at 2:00PM.
The Board may, at any time, recess the Regular Session to convene an Executive Session at the
request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager
of Utilities, City Council Member, or legal counsel for any purpose authorized by the Open Meetings
Act, Texas Government Code Chapter 551, and are subject to action in the Regular Session that
follows.
B. Introduction of Visitors
Employee Recognition – Mike Babin recognized Vanessa Conde. Staff received a very nice note from
a customer stating that Vanessa went above and beyond to help her.
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. –
Michael Hallmark, Project Manager
Hallmark stated updated reports included in packets.
-- CIS Update – Mike Babin, Deputy General Manager Utilities: Babin stated that staff has had
product demos from the two finalist vendors. Did a site visit to a sister utility and will be going
on another site visit next week, then have a couple of conference calls. Planning on making the
final decision and will bring a recommendation to the November GUS Board meeting .
D. Industry Updates: Briggs stated that the Lieutenant Governor has now issued his charge to the Chair
of the Senate Committees on what they want to take up on the next legislative session. Some of the
charge to those committees is regulated industries and business and commerce. They have to do with
the electric utility industry, the market and some issues there related to transmission and other
operations within the electric utility business. Staff will be following this but at this point there has
not been a charge or any question issued to the committee.
Brazos Region “G” Water Planning Group met this week. The planning group will formalize its plans
and make final vote to send the draft plan to the Water Development Board and the Executive
Director, at the State Level in November 2015.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
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E. Review and possible action to approve the minutes from the Regular GUS Board meeting held on
September 11, 2015. – Sheila K. Mitchell, GUS Board Liaison
Motion by Pastor, seconded by Kostka to approve the minutes as presented. Approved
Unanimously 6-1 (Gibson Absent)
F. Consideration and possible recommendation to approve task orders for professional engineering
services: Task Order MEI-16-001 for Electric System & Planned Capital Improvement Projects in the
amount of $750,000.00, Task Order MEI-16-002 for Electric System Engineering Planning and
Engineering in the amount of $400,000.00, and Task order MEI -16-003 for New Development
Engineering and Design in the amount of $550,000.00 with McCord Engineering, Inc., of College
Station, Texas. – Jimmy Sikes, Electric Engineering Manager/Wesley Wright, P.E., Systems
Engineering Director
Wright gave a brief overview of the three task orders since they were presented at the September
11, 2015 Board meeting. Motion by Cunningham second by Pastor to approve the task orders
with McCord Engineering. Approved Unanimously 6-1 (Gibson Absent)
G. Consideration and possible recommendation to amend the contract with CH2M HILL for the
management, operation and maintenance of the City’s water and wastewater treatment facilities for
the period starting October 1, 2015 through September 30, 2016 for a total combined operating budget
of $3,377,222.69. -- David W. Thomison, Water Services Manager/Glenn W. Dishong, Utility Director
Dishong/Thomison stated that the City’s contract with CH2M HILL is for the management,
operations, and maintenance of the City’s water and wastewater plants . This contract is for a
period of five years beginning on October 1, 2013 and ending on September 30, 2018. The terms of
the contract provide for annual amendment to adjust the total fee based upon standard cost
escalators, changes in production volume, and other factors. The contract also provides for the
transition of management, operations, and maintenance from CH2M HILL to the City during the
term of the agreement. The annual cost of service is comprised of a base fee, volumetric fee, a
repairs budget and additional items that are not expected to construe throughout the term of the
contract. Motion by Kostka, second by Mapes to approve the amended contract with CH2M Hill
in the amount of $3,377,222.69. Amended by Fought accepted by Kostka and Mapes that this
amendment will be for a period of one year, October 1, 2015 through September 30, 2016, after
that operation will be done in house. Approved Unanimously 6-1 (Gibson Absent)
Ed Pastor left meeting at 2:42PM - Returned at 2:45PM
H. Consideration and possible recommendation on a Wastewater Services Agreement with Parmer
Ranch Partners, L.P. -- Wesley Wright, P.E., Systems Engineering Director.
Wright stated that Parmer Ranch is a proposed commercial and residential development. They
are seeking MUD status from Planning and Zoning and City Council. There is one major issue for
this development, the provision of wastewater. Wright went on to discuss all of the scenarios for
this development. There was also discussion on ensuring that Pulte/Sun City has seen and
understands this agreement. Motion by Cunningham second by Pastor to approve the
Wastewater Service Agreement with the stipulation that a discussion with Pulte/Summerset
representatives. Approved Unanimously 6-1 (Gibson Absent)
Cunningham left meeting at 2:57PM – Returned at 3:01PM
I. Consideration and possible recommendation of a Utility Relocation and Joint Use Agreement
between Williamson County and the City of Georgetown for the relocation of a waterline on County
Road 258. – Wesley Wright, P.E., Director of Engineering/Michael Hallmark, CIP Manager.
Wright stated that County Road 258 is a proposed county project. It is about one mile long. It
connects HWY 183 to Regan Blvd. and about one mile north of SH 29. The Western District has a
water line that goes in and out of our easement in this area. There are portions of the water line
that are in the county right of way. We were informed that the water line needs to be moved.
Additionally this water line had experience numerous breaks and is at the end of its useful life. In
exchange for releasing our waterline easement rights, the County will grant and assignment with Page 18 of 45
the right of way, as well as reconstruct and upsize the water line along the entire length of the
project at no cost to the city. The County will be responsible and liable for all design and
construction costs. The City will review and approve the design as well as inspect the
construction. Motion by Kostka second by Mapes to approve the Utility Relocation and Joint Use
Agreement between Williamson County and the City of Georgetown. Approved Unanimously
5-2 (Gibson & Cunningham Absent)
J. Consideration and possible recommendation to approve the contract for the Edwards Aquifer
Recharge Zone (EARZ) – 2014-2015, Wastewater Rehabilitation to T Construction, LLC of Houston,
Texas, for the amount of $959,176. 00 – Wesley Wright, P.E., Systems Engineering Director/Michael
Hallmark, CIP Manager
Wright explained that this contract is for 1,900 LF of mechanical root cleaning of existing
wastewater lines varying from 6 to 18-inches in diameter, 2,500 LF of cured-in-place line repair,
approximately 4,000 LF of pipe bursting expansion and repair, as well as 340 vertical feet of
epoxy coating existing manholes, rehabilitation of the existing Indian Creek lift Station.
Motion by Kostka second by Mapes to approve the contact with T construction, LLC in the
amount of $959,176.00. Approved Unanimously 6-1 (Gibson Absent)
K. Consideration and possible recommendation to approve Task Order KPA -16-001 with Kasberg,
Patrick & Associates, LP of Georgetown, Texas, for professional services related County Road 255
Waterline Improvements in the amount of $909,380.00 – Wesley Wright, P.E., Systems Engineering
Director/Michael Hallmark, CIP Manager
Wright explained that the Task Order is for professional engineering services to prepare plans
and specifications for the construction of approximately 44,500 LF of 1 6-inch water line. The
proposed 16-inch water line will replace an existing 15 -inch water line that has reached the end of
its service life and is experiencing a significant amount of leaks . Motion by Cunningham second
by Kostka to approve Task Order KPA 16-001 in the amount of $909,380.00. Approved
Unanimously 6-1 (Gibson Absent)
Adjournment
Motion by Kostka second by Mapes to adjourn meeting. Approved Unanimously 6-1 (Gibson Absent).
Meeting adjourned at 3:13PM.
__________________________ _____________________________
Bill Stump – Board Chair Mike Cunningham – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison
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City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Consideration and possible action to hold a Special GUS Board Meeting on Monday, November
30, 2015. -- Wesley Wright, P.E., Systems Engineering Director
ITEM SUMMARY:
Staff is requesting that the GUS Board convene for a brief special meeting on Monday, November
30th to consider a bid award for the Rabbit Hill Elevated Storage Tank.
The project is currently out to bid and will open just before Thanksgiving.
A special GUS Board Meeting will allow this critical project to move forward aggressively
through holidays, and ultimately save over a month of construction time.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Wesley Wright, P.E., Systems Engineering Director
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City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Consideration and possible recommendation to approve Task Order CDM-16-001 with CDM
Smith, Inc. of Austin, Texas, for professional services related to the Domel Pump Station
Improvements in the amount of $322,814.00 – Wesley Wright, P.E., Systems Engineering
Director/Michael Hallmark, CIP Manager.
ITEM SUMMARY:
This Task Order is Professional Engineering Services to prepare plans and specification for the
construction of a new pump station to replace the existing Domel Pump Station. The existing
Domel Pump Station was an asset of the CTSUD and currently pumps to the 1178 pressure plane.
It has been determined that the new pump station would best serve the combined water systems if
it were to pump to the 1015 pressure plane. The improvements include: a new vertical turbine
pump station on the existing site with a firm capacity of 2,200 gpm and a new electrical building
to supply power to the new pumps; the new pumps will be operated by VFDs and will be
controlled by the level in the Sun City EST; modifications to the incoming electrical facilities as
required to support the new pumps, and demolition of the existing pump station building,
including the existing six pumps and associated electrical equipment.
STAFF RECOMMENDATIONS:
Staff recommends executing Task Order CDM-16-001 for professional services relating to the
Domel Pump Station Improvements.
FINANCIAL IMPACT:
Funds for this expenditure are budgeted in the Water CIP. See attached CIP Budgetary &
Financial Analysis Sheet.
SUBMITTED BY:
Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager.
ATTACHMENTS:
Description Type
B&FAW Backup Material
Task Order Backup Material
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City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Discussion and possible recommendation to begin contract negotiations for the purchase and
installation of a Customer Information Software (CIS) system with Itineris NA, Inc. – Leticia
Zavala, Customer Care Director/Mike Babin, Deputy General Manager, Utilities
ITEM SUMMARY:
The City began the process of procuring a new Customer Information Software (CIS) system to
replace the existing system in the summer of 2014 after placing the original project on hold in
2010. The project is an end of life replacement of the current CIS which is a COBOL based
proprietary system implemented in 1994. The new CIS system will deliver the following
enhancements:
· Scalability for future growth;
· Flexibility of a point of sale system;
· Campaign management functionality for administration of marketing (conservation) programs;
· Operating efficiencies through integration with existing systems;
· Expanded customer data;
· Specialized billing options (e.g., Time of use rates);
· “Opt in” readiness for future deregulation.
Staff completed the evaluation of the proposals submitted by CIS vendors with the assistance of
Westin Engineering. The consulting services contract included assistance in assessing the City’s
current utility objectives, evaluating current technology and CIS products to determine the
necessary requirements for replacement, and assisting in acquiring a replacement system. The
consulting services contract was approved by City Council in January 2015.
Proposals from seven (7) vendors were received in July 2015. Following evaluations of the
proposals for compliance with functional system specifications, cost, implementation services, and
vendor qualifications, two (2) firms were short-listed. These firms made follow-up presentations to
staff in late September 2015.
Reference checks and site visits were completed in early October 2015 and a final evaluation
workshop, facilitated by Westin Engineering, was held in late October 2015. Based upon the
evaluation criteria, Itineris NA, Inc. was the proposer selected as the recommended system vendor.
Upon Council approval, staff would begin contract negotiations with Itineris NA, Inc.
SPECIAL CONSIDERATION
Total project cost for CIS replacement is anticipated at $3.5 million which includes the contract
with Itineris NA, Inc. ($2,000,000), additional IT costs & infrastructure (servers, licenses,
integrations etc) ($400,000), consulting services for project management assistance ($600,000),
and a contingency amount ($500,000). Ongoing maintenance and upgrade support is estimated at
6% per year following implementation and will be budgeted in future years.
FINANCIAL IMPACT:
Funding for this project is in the GUS capital improvement plan and will be funded equally
between the Electric and Water utilities with cash reserves and/or utility revenue bonds. The
budget was originally estimated at $4.5 million and the lower total project estimate of $3.5 million
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provides additional funding in the capital improvement plan that can be used to accelerate GUS
projects currently slated for future years.
SUBMITTED BY:
Leticia Zavala, Customer Care Director/Mike Babin, Deputy General Manager, Utilities
ATTACHMENTS:
Description Type
Executive Summary Backup Material
Presentation Backup Material
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CIS Project:
Vendor Recommendation November 2015
1
Executive Summary:
The Customer Information Software (CIS) system replacement project initially began in the
summer of 2009 as an Enterprise Resource Planning (ERP) project that encompassed a CIS along
with a Financial Information System (FIS). A Request for Proposal (RFP) was released and the
vendors were narrowed to a short list of two. After further evaluation of the short listed vendors,
the City determined that the 2010 Market did not have a solution for our long term needs.
Georgetown Utility Systems (GUS) instead focused on completing the AMI Replacement project
and developing the scope for an Enterprise Asset Management (EAM) system that would manage
the assets, workflow, and inventory for all the utilities.
GUS restarted the process of procuring a new CIS system to replace the existing system in the
summer of 2014. The project continued to be an end of life replacement of the existing CIS which
is a COBOL based proprietary system originally implemented in 1994. The new CIS system will
deliver the following enhancements:
Scalability for future growth;
Flexibility of a point of sale system;
Campaign management functionality for administration of marketing (conservation)
programs;
Operating efficiencies through integration with existing systems;
Expanded customer data;
Specialized billing options (e.g., Time of use rates);
“Opt in” readiness for future deregulation.
Staff completed the evaluation of the CIS vendor proposals submitted with the assistance of Westin
Engineering. The consulting services contract with Westin included assistance in assessing the
City’s current utility objectives, evaluating current technology and CIS products to determine the
necessary requirements for replacement, and assisting in acquiring a replacement system. The
Westin consulting services contract was approved by City Council in January 2015.
Proposals from seven (7) CIS vendors were received in July 2015. Following evaluations of the
proposals for compliance with functional system specifications, cost, implementation services, and
vendor qualifications, two (2) firms were short-listed (Cayenta and Itineris/UMAX). Both firms
provided scripted scenario presentations to staff in late September 2015.
Reference checks and site visits were completed in early October 2015 and a final evaluation
workshop, facilitated by Westin Engineering, was held in late October 2015. Based upon the
evaluation criteria, Itineris NA, Inc. is the recommended system vendor.
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CIS Project:
Vendor Recommendation November 2015
2
The following sections provide key differentiators in the Information Technology (IT) and
Functional areas that factored into the selection team’s recommendation.
IT Considerations:
1. Overall architecture – Our existing Incode CIS is based on a client-server technology first available
in the 1990s. In this model the data is stored on a central server but significant portions of the
business logic reside in programs (known as a “fat client”) on each individual’s PC. This means that
if there are 100 users accessing the system, there are 100 copies of that business logic out on the City
network. (The City’s use of virtual desktops mitigates this risk somewhat by consolidating multiple
users into a single code base). The “fat client” approach is also riskier for data security reasons. The
current state of the art for this architecture is to have the data and business logic reside on a series of
servers, with users accessing the system over a web browser (such as Internet Explorer, or Firefox).
a. Cayenta architecture – continues to use the “fat client” model, and has no plans to change
architectures on their current technical roadmap (3-4 years into the future)
b. Itineris/UMAX architecture – In its current release, it is split into two sections – the “front
office” used by Customer Service Representatives (CSRs) is browser based, and the “back
office” used by other employees is a “fat client”. However, Itineris’ next UMAX upgrade
(due Summer 2016) will make the entire product browser-based. If that schedule holds, the
product would arrive in time for our implementation.
2. Use of underlying technologies – The City IT team has extensive experience with Microsoft-based
servers, databases, desktops and other components. As a result, being able to implement CIS on
Microsoft-based platforms is highly desirable.
a. Cayenta – Can be implemented on Microsoft platforms such as servers, databases and
desktops.
b. Itineris/UMAX – Also can be implemented on Microsoft platforms, but has the additional
advantage of being based on/integrated with the Microsoft Dynamics AX ERP system. This
means that Microsoft is providing core underlying business logic to the UMAX system,
freeing Itineris to focus on utility-specific features. Further, this allows the City in the future
extend the Dynamics implementation into Finance or Customer Relationship Management
(CRM) features, which already exist in Dynamics (both of these projects are already
included on the City’s IT Master Plan).
3. Integration capabilities – The new CIS product will be heavily integrated (exchanging transactions)
with multiple existing City systems. In many cases, those integrations should exchange data in near-
real time with the partner system. Being able to easily define, implement and manage those
integrations using our existing integration system (Microsoft BizTalk) is an important capability. In
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CIS Project:
Vendor Recommendation November 2015
3
addition, specialized linkages to the City’s Geographical Information System (GIS) and Active
Directory (AD) systems are highly desirable.
a. Cayenta – Makes approximately 400 transaction types available for integration to other
systems. Transactions pass through a Cayenta subsystem but could then be linked to MS
BizTalk. GIS integration only available for mobile components at this time, but a project is
underway to support GIS maps within their main product in an upcoming release. AD
integration exists but does not support Single Sign-On (SSO) capability.
b. Itineris/UMAX – Has approximately 170 transaction types available for integration, directly
into MS BizTalk (less technical complexity). GIS is supported in a modern fashion (called a
WebPart). AD integration exists, including SSO.
Many other technical considerations were evaluated as well (such as system sizing, compatibility with City
virtualization technologies, reporting capabilities, release and patch standards, cashiering capabilities, etc.),
but in those areas both products had acceptable responses to our requirements.
Both products will require a similar-sized expansion of the City’s virtual server architecture, and possibly
also additions to the virtual desktop system, which will be included in the overall project budget.
Functional Considerations:
1. Vendor Profile – Team evaluated company background and installation sites as part of the overall
ranking.
a. Cayenta – Established in Canada in 1983 and has been providing CIS solutions for over 18
years with 40 customers in the United States, including 2 sites in Texas.
b. Itineris/UMAX – Established in 2003 and provides CIS solutions to European utilities
(including deregulated utilities) using the proposed UMAX system. Currently there are no
live sites in North America. They have 2 customers in the US currently implementing the
product with expected GO LIVE dates in October/November 2016.
2. Scripted Scenarios–During the onsite scripted scenarios, which were attended by several
representatives of the overall system users group as well as the selection team, the focus was on
completeness of solution and overall quality of the system and team.
a. Cayenta – Presentations were fragmented and confusing at times. It was difficult to discern
the products that were included in the pricing and which were specific to the financial add on
system. The software’s “look and feel” was similar to our existing CIS system which made
it seem dated and cumbersome. Very limited campaign management functionality which
centered on utilizing existing workflow capabilities within the software. The mobile
workforce solution appeared basic and provided minimal overall enhancement. Cayenta
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CIS Project:
Vendor Recommendation November 2015
4
relies on traditional reporting tools which limits accessibility and use because it requires a
specialized skill set.
b. Itineris/UMAX – Team presentation was geared toward the GUS audience with a sense the
company did initial research on our organization. Software was intuitive, much like the
current Microsoft products, creating a sense of ease and familiarity with the software.
Software contained expanded campaign management functionality based on a Microsoft
Dynamics platform. The mobile workforce solution incorporates a third party solution,
which was included in the standard pricing, and allows for route optimization. Reporting in
UMAX has modern business intelligence capabilities based on Microsoft tools and
functionality.
3. Site Visits & Reference Checks– The information gained during the location site visits by the
selection team was critical. The team was able to ask questions and speak directly with front end
users and project managers on lessons learned during implementation. Valuable perspective was
gained by the team on the vendor’s overall business philosophies.
a. Cayenta – The users were pleased with the overall functionality of the system, having both
replaced legacy systems with Cayenta. One user was able to gain efficiencies and replace
manual processes by integrating the software with their other existing systems. The other
user was not able to integrate systems and is currently working to achieve that goal. A key
difference is one site had significant dedicated IT resources, specific to the utility, which
maintains the reporting and provides enhancements as needed.
b. Itineris/UMAX – We met with two US utilities currently implementing the system - both
are in the development phase with plans to fully implement the system in October/November
2016. We also spoke with a deregulated European utility that completed a full
implementation of the UMAX system in 2012. The underlying feedback was that Itineris
approached implementations with a strong “partnership” and collaborative mentality. They
understand their product and employ people in North America with vast US CIS industry
knowledge and many years of experience. Itineris views their clients as partners and have a
vested interest in their ongoing success.
4. Ongoing Support– Ongoing support for routine maintenance, upgrades, and software issues is
crucial to the long term viability of the software.
a. Cayenta – Users discussed a “hit or miss” experience with the vendor support. One
reference said it was satisfactory depending on who you asked. Another mentioned that
issues sometimes had to be escalated to be resolved. In one case, a major upgrade was done
in May 2015 and there were still outstanding support incidents related to it. Cayenta does
provide an annual User Conference that the references found very beneficial.
Page 35 of 45
CIS Project:
Vendor Recommendation November 2015
5
b. Itineris/UMAX – The ongoing support for Itineris in North America is unknown but the US
clients currently implementing the software both mentioned “excellent” support, which is to
be expected. The established client in Europe was satisfied with the ongoing support and
had a UMAX representative on site often. It is unclear what the support model will look like
in the future for North American clients but based on the client feedback, support is a top
priority for Itineris.
In conclusion both products were acceptable in terms of City minimum standards; however, the
Itineris/UMAX product had important technical and functional advantages which made the Itineris/UMAX
preferable and was the determining factor in selecting Itineris as the recommended vendor.
Page 36 of 45
Customer Information
Software (CIS) Project Award
GUS Board
November 13, 2015
Page 37 of 45
RFP Evaluation Team
•Cindy Pospisil – Customer Ops Supervisor
•James Foutz– Customer Care Analyst
•Leticia Zavala – Customer Care Director
•Mike Babin – Deputy General Manager
•Mike Peters – IT Consultant
•Diane Wojdag– Westin Engineering
•Stacey Aukamp– Westin Engineering
Page 38 of 45
RFP Process
Submittals – Jun 2015
Advanced Utilities
Cayenta
Cogsdale
Itineris
Systems & Software
CUSI
WIMPRO
Short Listed Vendors &
Demonstrations
Sept 2015
Cayenta
Itineris
Final Evaluation Workshop
Oct 2015
Site Visits – Oct 2015
Bryan (Cayenta)
Baltimore (Itineris)
Dakota Electric (Itineris)
Brownsville PUB(Cayenta)
Staff Recommentation
Itineris
Page 39 of 45
Evaluation Scorecard – Short List
Weight
%
Weight
Pts Cayenta Itineris
Functional Requirements
Requirements Scorecard 20% 200 198 196
Technical Fit 10% 100 77 100
Scripted Demonstrations --- --- --- ---
Site Visits --- --- --- ---
Non Functional Requirements
Proposer Qualifications 25% 250 240 200
Implementation Services 20% 200 180 172
Cost 25% 250 211 211
References --- --- --- ---
Baseline Point Total 1000 906 880
Baseline % Total 100% 90.6% 88.0%
Page 40 of 45
Evaluation Scorecard – Final
Weight
%
Weight
Pts Cayenta Itineris
Functional Requirements
Requirements Scorecard --- --- --- ---
Technical Fit --- --- --- ---
Scripted Demonstrations 40% 400 288 336
Site Visits 30% 300 180 225
Non Functional Requirements
Proposer Qualifications --- --- --- ---
Implementation Services --- --- --- ---
Cost 20% 200 169 169
References 10% 100 45 67
Baseline Point Total 1000 682 797
Baseline % Total 100% 68.2% 79.7%
Page 41 of 45
Estimated Budget
•Itineris Product $2,000,000
•IT & Infrastructure 400,000
•Consulting Services 600,000
•Contingency 500,000
TOTAL: $3,500,000
Page 42 of 45
Staff Recommendation
•Move forward with negotiations with
Itineris
•Develop implementation plan
•City Council to approve final contract
QUESTIONS?
Page 43 of 45
City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas
Codes, Annotated, the items listed below will be discussed in closed session and are subject to
action in the regular session.
Sec. 551.086 Competitive Matters and Sec. 551.071 Consultation with Attorney
-- Discussion and possible recommendation to approve an Interconnection Agreement with ESS
Rabbit Hill Project, LLC. – Chris Foster, MPA, CGFO, Manager of Resource Planning and
Integration
-- Discussion and possible recommendation to approve a Site Lease Agreement with ESS Rabbit
Hill Project, LLC. – Chris Foster, MPA, CGFO, Manager of Resource Planning and Integration
ITEM SUMMARY:
-- Interconnection Agreement -- Narrow Gate Energy is proposing to build and operate an
energy storage project for the purposes of research and development inside of GUS service
territory. Narrow Gate is assuming all costs associated with the project. This item is to allow them
interconnect to our grid while providing that they cover all potential costs of their impact to our
grid.
-- Site Lease Agreement -- Narrow Gate Energy is proposing to build and operate an energy
storage project for the purposes of research and development inside of GUS service territory.
Narrow Gate is assuming all costs associated with the project. This item is to allow them a place to
set up and connect to our grid.
NOTE: Agreements/maps will be provided at meeting
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Chris Foster, MPA, CGFO, Manager of Resource Planning and Integration
Page 44 of 45
City of Georgetown, Texas
Utility System Advisory Board
November 13, 2015
SUBJECT:
Action from Executive Session
-- Interconnection Agreement
-- Site Lease Agreement
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Page 45 of 45