HomeMy WebLinkAboutAgenda_GUS_06.09.2017Notice of Meeting for the
Georgetown Utility System Adv isory Board and the Gov erning Body
of the City of Georgetown
June 9, 2017 at 2:00 PM
at Georgetown Municipal Complex, 300-1 Industrial Av enue, Georgetown TX
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's
Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Regular Session
(This Regular S es s io n may, at any time, b e rec es s ed to convene an Exec utive S es s io n fo r any p urpose
authorized b y the Op en Meetings Act, Texas Go vernment Co d e 551.)
A Call to Ord er
The Board may, at any time, rec es s the R egular S es s io n to convene in Exec utive S es s io n at the reques t of
the Chair, a Board Memb er, the City Manager, As s is tant City Manager, G eneral Manager of Utilities, City
Co uncil Member, o r legal c o uns el for any p urpos e authorized b y the Op en Meetings Act, Texas
Government C o d e Chapter 551, and are s ubjec t to actio n in the Regular Ses s ion that follows .
B Introduction of Vis itors
Emp lo yee R ec ognitio n
-- none submitted at time o f posting
C -- June 2017 GUS P ro ject Up d ates and May 2017 Counc il Ac tions -- Wes ley Wright, P.E., S ystems
Engineering Directo r/Mic hael Hallmark, C IP Manager.
-- CIS Projec t Update -- Mike Bab in, Deputy General Manager o f Utilities
D Ind ustry Up d ates
Legislativ e Regular Agenda
E Review and p o s s ib le ac tion to approve the minutes from the regular GUS Bo ard meeting held on May 12,
2017. - Sheila K. Mitchell, GUS Board Liais o n
F Co nsideration and possible recommendatio n to ap p ro ve a c o ntract with Arc her Western Cons tructio n,
LLC. o f Irving, Texas fo r Domel Pump Station Improvements in the amount of $2,147,800.00 – Wesley
Wright, P.E., Sys tems Engineering Director/Michael Hallmark, CIP Manager.
G Co nsideration and possible recommendatio n to ap p ro ve change order 004 with Itineris N.A to develop,
c o nfigure, and imp lement integrations into the UMAX CIS software that will trans fer d ata fro m/(to ) the
GUS b usines s s ys tems in the amo unt o f $103,000.00. – Mike Bab in, Deputy General Manager o f Utilities
H Co nsideration and possible recommendatio n to ap p ro ve change order 005 with Itineris N.A. whic h
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extend s the C IS Projec t imp lementation d ate b y fo ur (4) mo nths at a c os t no t to exc eed $294,000.00. –
Mike Babin, Dep uty General Manager of Utilities
Adjournment
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2017, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
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City of Georgetown, Texas
Utility System Advisory Board
June 9, 2017
SUBJECT:
Call to Ord er
The Bo ard may, at any time, recess the Regular Ses s ion to c o nvene in Exec utive Ses s ion at the req uest of
the Chair, a Bo ard Member, the City Manager, As s is tant City Manager, General Manager o f Utilities , City
Counc il Memb er, or legal counsel fo r any purp o s e autho rized by the Op en Meetings Ac t, Texas
Go vernment Code Chap ter 551, and are s ub jec t to ac tion in the Regular Ses s io n that fo llo ws.
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
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City of Georgetown, Texas
Utility System Advisory Board
June 9, 2017
SUBJECT:
-- June 2017 GUS Projec t Updates and May 2017 C o uncil Actio ns -- Wesley Wright, P.E., Sys tems
Engineering Direc tor/Michael Hallmark, CIP Manager.
-- CIS Projec t Up d ate -- Mike Babin, Deputy General Manager of Utilities
ITEM SUMMARY:
Berry Creek Wastewater Interceptor
Engineering ap p ro ved b y GUS Board 5/15 & City Counc il 5/15. Final Des ign Plans are 90% c o mp lete &
eas ements are 10% complete
Cedar Breaks EST
Notice to Pro c eed 7/18/16. 24” water main ins talled and c o nc rete p ed es tal is 100% complete, Gro und tank
Crew is installing intermed iate coat and bowl to b e ho is ted in s econd week of June (weather p ermitting)
CR 255
Rec o mmended by GUS 10/09/15, ap p ro ved by C C o n 10/27/15. Preliminary C o ns truc tion P lans are near
80% c o mp lete & Eas ements 50% complete
Pecan Branch WWTP
Bid Opening 3/28/17 with CS A Co nstruc tion lo w b id d er, GUS Bo ard appro ved b y Counc il April 25, 2017.
Tentative NTP date s ec o nd week of June, 2017.
Rabbit Hill EST
1 millio n gallo n tank is in service with Sub s tantial C o mp letion dated 3/17/17. Punc h lis t items b eing c leared
with Projec t c lo s eo ut in mid-June. Projec t is 99% c o mp lete
Shell Road Water line
Final Des ign Plans are 90% c o mp lete & Easements are 60% c o mp lete
Westinghouse Regional Lift Station
Lift station 12” forc emain is 95% installed with o ne ro ad bore completed and ACM lift d iversion line bore
is within 40 feet o f c o mp letion. Projec t o verall is 20% c o mp lete
San Gabriel Park Lift Station
Task Order R ec ommend ed by GUS 2/10/17 and approved by CC 2/28/17 with Des ign P lans read y fo r
review in Augus t, 2017.
EARZ 2015-2016
Manho le Rehab c o ating and rehab work und erway, P ro ject is 60% c o mp lete
EARZ 2016-2017
Task Order R ec ommend ed by GUS 2/10/17 and approved by CC 2/28/1
Final Des ign Plans 85% complete
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Sun City 2.0 MG Elevated Storage Tank
Plans & Sp ec s are und er review and are 90% c o mp lete
Pastor Pump Station – Westloop Waterline
Engineering Tas k Order ap p ro ved b y GUS Bo ard April 14 and approved b y Counc il April 25
Council Actions -- No items fo rwarded to C o unc il o n May 23rd for ap p roval
CIS Project Update -- attac hed
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager.
ATTACHMENTS:
Description Type
June 2017 GUS Updates Cover Memo
CIS Project Update Backup Material
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Figure 1
Georgetown Utility System Advisory Board
Meeting Date: Item No.
SUBJECT
CIS Project Update
ITEM SUMMARY
The CIS Project is moving along as expected and will be completed within the approved budget of
$4.072 million (Figure 1). The complexity of the project has provided challenges. There are multiple
ways to make IT systems “talk” to each other. It has taken more time than expected to analyze how
each IT system “talks” or interfaces with the CIS. In the course of evaluating the options, more work
for new interfaces was added to the original Itineris scope of work for the project.
Both of these decisions (taking longer than expected to determine how the IT systems “talk” with the
CIS and adding new interfaces) impacted the original Itineris contract by increasing the scope and
extending the timeline and are the reasons for the change orders (004 & 005) below. The
challenging nature of getting systems to “talk” with each other i s well known in IT projects and has
figured significantly in previous GUS projects such as the asset management (EAM) implementation
in 2015. For this reason, funding was included in the overall project budget in anticipation of
unknown expenses and was based on lessons learned from past IT projects .
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City of Georgetown, Texas
Utility System Advisory Board
June 9, 2017
SUBJECT:
Review and pos s ible actio n to ap p ro ve the minutes fro m the regular GUS Board meeting held o n May 12,
2017. - Sheila K. Mitc hell, GUS Bo ard Liais on
ITEM SUMMARY:
Bo ard to review, revis e and /or ap p ro ve the minutes fro m the regular GUS Board meeting held o n May 12,
2017.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Sheila K. Mitc hell/GUS Bo ard Liais o n
ATTACHMENTS:
Description Type
GUS May 12 2017 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
May 12, 2017 at 2:00PM
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 Secretary’s Office, at least three (3) 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 Te xas at 711.
Board Members Present: Mike Cunningham – Chair, John Copelan – Vice Chair, Edward
Wiley, Steve Fought, Arthur Yaeger
Board Members Absent: Joyce Mapes -- Secretary
Staff Members Present: Mike Babin, Wesley Wright, Chris Foster, Leticia Zavala, Cindy
Pospisil, Sheila Mitchell, Glenn Dishong (joined at 2:03p.m.), Jimmy Sikes (joined at 2:03p.m.),
Tristan Whitmire (joined during item F)
Others Present: none
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 2:00p.m.
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 – none present
Employee Recognition
--None submitted at time of posting
C. Discussion regarding May GUS Project Updates and April Council Actions. – Michael Hallmark, CIP
Manager/Wesley Wright, P.E., Systems Engineering Director
Wright gave updates included in packet, noting the Cedar Breaks (EST) tank raising is planned for
June and he will notify the board and council as date nears.
D. Industry Updates
Babin updated the board on recent resignation of board member, Ed Pastor, due to family health
reasons. A replacement member will be selected from the Western District and appointment of the
new member will take place at the May 23rd Council meeting. Babin provided legislative update –
Schwertner bill was still active. House bills are dead and a Senate bill will be considered. Some
budget bills will also be considered. The issue in the Third Court of Appeals was affirmed; not sure if
moving forward to Supreme Court. The Legislature should have the support to move forward with
dissolving boards.
Legislative Regular Agenda.
The Board will individually consider and possibly take action on any or all of the following items:
E. Review and possible action to approve the minutes from the Regular GUS Board meeting held on
April 14, 2017. – Sheila K. Mitchell, GUS Board Liaison
No discussion. Motion by Copelan, seconded by Wiley to approve the minutes from the Regular
GUS Board meeting held on April 14, 2017. Approved 5-0-1 (Mapes absent)
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F. Consideration and possible recommendation to approve change order 004 with Itineris N.A. to
develop and configure integrations into the UMAX CIS software system from other GUS business
systems in the amount of $103,000.00. – Leticia Zavala, Customer Care Director
Zavala provided update on project status, noting the need for addition al work to meet requirements
of data exchanges between the systems. Change order 004 will cover the additional work. Zavala also
stated change order 005 (Item G) is required, as additional time is needed for project implementation.
Discussion followed, amongst the board, and a request was made for additional information as well
as additional time to consider the items, prior to recommending for council approval. Motion by
Fought, second by Copelan to postpone items F and G until the next GUS Board meeting, to allow
board to receive additional information and time to consider the items prior to recommending to
council for approval. Approved 5-0-1 (Mapes absent)
G. Consideration and possible recommendation to approve change order 005 with Itineris N.A. to
extend the UMAX CIS Project implementation timeline by (4) four months for an amount not to
exceed $294,000.00. – Leticia Zavala, Customer Care Director
See details from item F above. Motion by Fought, second by Copelan to postpone items F and G
until the next GUS Board meeting, to allow board to receive additional information and time to
consider the items prior to recommending to council for approval. Approved 5-0-1 (Mapes absent)
Pospisil departed meeting.
H. Presentation, discussion and possible recommendation to Council on the 2018 Georgetown Utility
Systems Advisory Board Capital Improvement Plan. – Wesley Wright, P.E., Systems Engineering
Director
Wright presented proposed FY18 CIP, for board to review. Covered water and wastewater projects.
Electric CIP to be reviewed in Executive Session. Plan to be presented to Council in June for approval
in the budget process. Some discussion on various plants. Motion by Wiley, second by Fought to
approve recommendation to Council on the 2018 Georgetown Utility Systems Advisory Board
Capital Improvement Plan. Approved 5-0-1 (Mapes absent)
Motion by Yaeger, seconded by Copelan to enter into Executive Session at 3:22p.m. for discussion of
item I.
I. Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Code,
Annotated, the item listed below will be discussed in closed session and is subject to action in the
regular session.
Sec. 551.086 Competitive Matters
Consideration, discussion and possible recommendation on the 2018 Electric Capital Improvement
Plan. —Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager
Motion by Wiley, seconded by Yaeger to return to Regular Session at 3:45p.m.
J. Action from Executive Session
- Electric Capital Improvement Plan (action required)
Motion by Yaeger, second by Copelan to approve the 2018 Electric Capital Improvement Plan.
Approved 5-0-1 (Mapes absent)
Motion by Copelan, second by Wiley to adjourn. Meeting adjourned at 3:46p.m.
Adjournment
__________________________ _____________________________
Mike Cunningham – Chair Joyce Mapes – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison Page 22 of 38
City of Georgetown, Texas
Utility System Advisory Board
June 9, 2017
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to approve a contrac t with Arc her Wes tern Co nstruc tion,
LLC. of Irving, Texas for Do mel Pump Statio n Imp ro vements in the amount o f $2,147,800.00 – Wes ley
Wright, P.E., S ys tems Engineering Direc tor/Mic hael Hallmark, CIP Manager.
ITEM SUMMARY:
The Domel Pump Station Improvements pro jec t was advertised fo r pub lic bids o n Ap ril 19, 2017 and April
26, 2017 in the Willia mson County Sun. Through C DM’s o ffice, we provided p lans and s p ecific ations to
s eventeen interes ted p arties, includ ing general c o ntracto rs , s ubc o ntracto rs , s up p liers and plan rooms. We
cannot provide the number o f interested parties that viewed the p lans o n the eBid s ite or at p lan ro o ms . On
May 23, 2017 at 2 p .m. bids were received at the P urc hasing Department fo r the cons tructio n o f Do mel
Pump Statio n Improvements projec t and then opened and pub licly read aloud . Out of the seventeen
interes ted p arties that reques ted p lans and s pec ific atio ns, six bids were received. The names of the bidders
and total base bid amo unt are summarized belo w.
1. Arc her Wes tern Co nstruc tion, LLC $2,147,800.00
2. Keys tone Co nstruc tion $2,156,600.00
3. Bryan C o nstruc tion Co mp any $2,245,100.00
4. Central Road And Utility, ltd . Db a C RU, ltd $2,273,400.00
5. Prota C o nstruc tion, Inc , & Pro ta Inc ., Jo int Venture $2,362,400.00
6. CS A C o ns truc tion, Inc . $2,383,000.00
This p ro ject c ons is ts o f a complete rebuild o f the exis ting Do mel Pump Statio n (3 millio n gallons per d ay
water) including, new controls, elec tric al, p ump s , p ro viding ultraviolet disinfec tion, and flo o d p ro o fing the
facility.
STAFF RECOMMENDATIONS:
Staff and CDM S mith rec o mmends exec uting this c o ntract for Domel Pump Station Improvements to
Arc her Wes tern Cons tructio n, LLC. o f Irvin Texas , in the amo unt o f $2,147,800.00.
FINANCIAL IMPACT:
Funds fo r this exp enditure are bud geted in the Water CIP. S ee attac hed CIP Bud getary & Financ ial
Analysis Sheet.
SUBMITTED BY:
Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager.
ATTACHMENTS:
Description Type
B&F Works heet Backup Material
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Recommendation letter Backup Material
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DATE:
PROJECT NAME:2JF 5/26/2017
Archer Western Construction, LLC
Division/Department:GUS / Water Director Approval
Prepared By:Michael Hallmark Finance Approval TW 5/30/17
TOTAL ANNUAL BUDGET 4,500,000.00
(Current year only)
Actual Cost Agenda Total Spent
Encumbrance Item & Encumbered % Annual
(A) before agenda item (B)(A + B)Budget
Consulting 56,840.00 56,840.00 1%
Right of Way 0.00 0%
Construction 2,147,800.00 2,147,800.00 48%
Other Costs 0.00 0%
Total Current Year Costs 56,840.00 2,204,640.00
Approved
GENERAL LEDGER ACCOUNT NUMBER CY Budget
660-9-0580-90-171 4,500,000.00
Total Budget 4,500,000.00
TOTAL PROJECT BUDGET 4,500,000.00
(includes all previous yrs)
Prior Years Current Year Total Project % Total
Spent/Encumbered Costs Costs Budget
Consulting 56,840.00 56,840.00 1%
Right of Way 0.00 0.00 0%
Construction 2,147,800.00 2,147,800.00 48%
Other Costs 0.00 0.00 0%
Total Project Costs 0.00 2,204,640.00 2,204,640.00
Comments:
Domel Pump Staion
CIP- Budgetary and Financial Analysis Worksheet
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CITY OF GEORGETOWN
DOMEL PUMP STATION IMPROVEMENTS
BID TABULATION
BASE BID AMOUNT (BASE BID ITEM Nos. 1 - 7)
Bid Item Item Description
Estimated
Quantity Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount
1
Furnish and install all necessary labor, materials, permits, tools, supplies
and equipment and incidentals to complete in place the Domel Pump
Station Improvments, as detailed and specified; and not included in
other base bid items.
1 $ 1,847,000.00 1,847,000.00$ $ 1,800,000.00 1,800,000.00$ $ 1,912,700.00 1,912,700.00$ $ 1,842,000.00 1,842,000.00$ $ 1,837,000.00 1,837,000.00$ $ 2,015,940.00 2,015,940.00$
2 Bonding, Insurance, and Mobilization/Demobilization Related Expenses
not to exceed Five (5) Percent of Total Bid.1 $ 40,000.00 40,000.00$ $ 80,000.00 80,000.00$ $ 70,500.00 70,500.00$ $ 92,000.00 92,000.00$ $ 100,000.00 100,000.00$ $ 100,000.00 100,000.00$
3
Storm Water Pollution Prevention Plan (SWPPP) and SWPPP
Implementation, including installing the stablized construction entrance,
silt fence, and other required temporary sedimentation and erosion
control best management practices as required by the SWPPP plan,
complete in place as detailed and specified.
1 $ 14,000.00 14,000.00$ $ 5,000.00 5,000.00$ $ 20,500.00 20,500.00$ $ 8,000.00 8,000.00$ $ 45,000.00 45,000.00$ $ 1,000.00 1,000.00$
4 Trench Safety Plan and Implementation, as required for all pipe trenches
deeper than Five (5) feet, complete in place as detailed and specified.
500 $ 6.00 3,000.00$ $ 2.00 1,000.00$ $ 5.00 2,500.00$ $ 5.00 2,500.00$ $ 1.00 500.00$ $ 1.00 500.00$
5 Excavation Safety Plan and Implementation complete in place as
detailed and specified.1 $ 2,000.00 2,000.00$ $ 1,000.00 1,000.00$ $ 500.00 500.00$ $ 1,500.00 1,500.00$ $ 30,000.00 30,000.00$ $ 500.00 500.00$
6 Install of gravel road, in accordance with Detail G on Sheet CZ-1,
complete in place as detailed and specified. 1,040 $ 28.00 29,120.00$ $ 15.00 15,600.00$ $ 35.00 36,400.00$ $ 10.00 10,400.00$ $ 35.00 36,400.00$ $ 14.00 14,560.00$
7 Disinfect the existing ground storage tank, in accordance with Section
01656, complete in place as detailed and specified.
1 $ 2,880.00 2,880.00$ $ 10,000.00 10,000.00$ $ 1,300.00 1,300.00$ $ 20,000.00 20,000.00$ $ 15,000.00 15,000.00$ $ 500.00 500.00$
-
ADDITIVE ALTERNATE BID ITEM No. 1
Bid Item Item Description
Estimated
Quantity
1
For furnishing and installing one new UV reactor and control power
panel, and the associated UV reactor building, including its structural
support system, lighting, and HVAC, as specified and shown in the
Contract Documents. Refer to the following Drawing Sheets: C-2, C-4, C-
5, S-7, S-8, M-8, H-2, E-9, and I-7. Note that the associated ductbank,
yard piping, process piping, and grading work shall remain in the base
bid.
1
Bid Item Item Description
Estimated
Quantity
1
For repainting the exterior and the interior of the Chemical Building, as
specified and shown in the Contract Documents. Refer to Drawing Sheet
M-4
1
ADDITIVE ALTERNATE BID ITEM No. 4
Bid Item Item Description
Estimated
Quantity
1
For providing corrosion protection to the sodium hypochlorite
containment area (floors, walls, etc.) the Chemical Building, as specified
in Section 09850 and shown in the Contract Documents. Refer to
drawing Sheets S-1, S-2, and M-4.
1
ADDITIVE POSSIBILITIES
-
-
-
-
-
Total Base Bid + Additive Alternate Bid Item No. 4 $ 1,956,800.00 $ 2,059,400.00 $ 2,158,000.00 $ 2,001,400.00 $ 2,073,900.00 $ 1,936,600.00
$ 8,300.00 $ 17,000.00 $ 25,000.00 $ 27,000.00 $ 13,500.00 $ 20,000.00
Lump Sum Lump Sum Lump SumLump Sum Lump Sum
$ 2,063,900.00 $ 1,912,600.00
Lump Sum
$ 2,133,000.00 $ 1,976,400.00
$ 2,362,400.00 $ 2,156,600.00 Total Base Bid + Alternate Bid Item Nos. 1 ,3 & 4 $ 2,147,800.00 $ 2,245,100.00 $ 2,383,000.00 $ 2,273,400.00
Total Base Bid (Item Nos. 1-7) $ 1,938,000.00 $ 2,044,400.00
$ 2,077,400.00 $ 1,932,600.00 Total Base Bid + Additive Alternate Bid Item No. 3 $ 1,946,300.00 $ 2,061,400.00 $ 2,158,000.00 $ 2,003,400.00
Total Base Bid + Additive Alternate Bid Item No. 1 $ 2,120,700.00 $ 2,213,100.00 $ 2,333,000.00 $ 2,221,400.00 $ 2,338,900.00 $ 2,112,600.00
Lump Sum Lump Sum Lump SumLump Sum Lump Sum
$ 182,700.00 $ 168,700.00 $ 200,000.00 $ 245,000.00
Lump Sum Lump Sum Lump SumLump Sum Lump SumLump Sum
ADDITIVE ALTERNATE BID ITEM No. 3
$ 18,800.00 $ 15,000.00 $ 25,000.00 $ 25,000.00
June 23, 2017
Archer Western Bryan Construction CSACRU Bidders
Total Base Bid (Item Nos. 1-7)
Acknowledged all Addenda
Provide Bid Security (5%)
Provide Information from 00400
$ 1,938,000.00
$ 10,000.00 $ 24,000.00
Lump Sum
Keystone Prota
$ 2,044,400.00 $ 2,133,000.00 $ 1,976,400.00 $ 2,063,900.00 $ 1,912,600.00
No
$ 275,000.00 $ 200,000.00
Page 28 of 38
City of Georgetown, Texas
Utility System Advisory Board
June 9, 2017
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to approve c hange o rd er 004 with Itineris N.A to d evelop,
configure, and implement integratio ns into the UMAX CIS s o ftware that will trans fer data from/(to) the
GUS bus iness s ys tems in the amount of $103,000.00. – Mike Babin, Deputy General Manager of Utilities
ITEM SUMMARY:
To p erfo rm well fo r GUS Custo mers , the Itineris C IS need s to electronic ally “talk” to 17 o ther s ystems
that GUS (or the City) alread y have in plac e to exc hange informatio n that s up p o rts o ur o verall b usines s
p ro cesses. Some of these sys tems are operated o n-site and some are loc ated at s ervic e b ureaus (s ee lis t in
Figure 2). Two s ys tems talking to eac h other ab o ut one “topic ” (For example, c o llecting a payment from a
cus tomer) is a s ingle integratio n with two data p o ints (thes e two “ends ” of the c onvers atio n are sometimes
referred to as a “hand s hake” between sys tems). T his p ro ject has 60 data points b etween 17 sys tems ,
which c o ntributes to the c o mp lexity o f the overall projec t.
Many fac to rs , such as the c apabilities o f the GUS IT s ystems , indus try bes t p ractices, and cos ts
as s o ciated with s o ftware red es igns ultimately determined the best way fo r IT s ys tems to “talk” with the
C I S . In the c ours e o f evaluating thes e o p tions , more work fo r new interfaces was added to the o riginal
Itineris sc o p e of work. Data p o ints were added o r removed (see F igure 2) during the Design Phas e, whic h
was c ompleted in Ap ril. T he net o f the ad ditio nal develo p ment time needed was 98 man-days or
$98,000.00. A s mall amo unt ($5K) was als o need ed to s upport GUS ’ c urrent demand charge b illing
p ro cess fo r c ommerc ial and large ind ustrial c us tomers .
The additio nal interfaces are need ed to maintain exis ting bus iness proc es s es . If thes e d ata “hand s hakes ”
are not done in an automated fas hion, GUS will need to change ho w they do bus iness to includ e manual
d ata entry. This would negatively impac t c urrent s ervice levels b as ed on the existing s taffing plans . We
would need to ad d s taff earlier than currently planned.
(SEE ATTACHED FIGURE 2)
The final d es ign d o cuments added mo re interfac e d ata p o ints (equating to 188 man-d ays) than were
remo ved (90 man-days ) netting an additio nal s c o p e of 98 man-d ays. This , c o mb ined with the additio nal
($5K) fo r the demand billing mo d ificatio ns, eq uals $103,000.00 fo r c hange order 004. This item increases
the previo usly ap p ro ved Itineris c o ntract by $103,000.00 and rep res ents ad d itional interfac e wo rk to b e
d o ne b y Itineris .
STAFF RECOMMENDATION
Staff rec o mmend s approval of this c hange order to d evelop, c o nfigure, and imp lement the d ata interface
d es igns between the GUS b usines s sys tems and the new UMAX CIS s o ftware.
FINANCIAL IMPACT:
This change o rd er for $103,000.00 d o es not impac t the CIS Projec t b udget; it reap p o rtions availab le fund s .
The p ro ject is bud geted equally in the following general ledger ac counts : 610-9-0580-91-102 & 660-9-0580-
91-102.
SUBMITTED BY:
Page 29 of 38
Leticia Zavala, C us to mer Care Directo r (skm)
ATTACHMENTS:
Description Type
Figure 2 Backup Material
Change Order 004 Backup Material
Page 30 of 38
GUS Business Systems
UMAX CIS Software - Interfaces 3rd Party Vendors
Data
Exchange
Included in
Contract
(man-days)
Added and Removed during
Project Design Phase
(man-days)
Net Increase
(man-days)
Financials & Payables Incode Bidirectional 6
Meter Reading Electsolve Bidirectional 36 60 (15)45
GIS ESRI Bidirectional 30 66 (45)21
Lock Boxes Remit Plus Inbound 11
EAM Infor Bidirectional *6 21 (10)11
Permitting MyPermitNow Inbound *6
IVR Cisco & Paymentus Bidirectional 30 10 (10)0
Outage Management Milsoft Bidirectional *6 5 (10)(5)
Bill Print Dataprose Outbound *6
Credit Card Processor Elevon, Paymentus Bidirectional 30 8 8
Bank Bill Pay Princeton, AGB, Metavante Bidirectional 6
GUARD Electsolve Outbound 15
Depository Chase Bidirectional *0
Solid Waste TDS Outbound *0 18 18
Active Directory IT Outbound *0
Text Messages Paymentus Outbound *0
Exchange IT Outbound *0
rate: may-days - $1,000/day Itineris Man Days of work:188 188 (90)98
* = Itineris will develop integration as part of base product for future markets Figure 2
Page 31 of 38
06.09.17 1Itineris Change Order 004 - Interfaces 1 | P a g e
Change Order
Change Order 004: Interfaces New Scope
Client: City of Georgetown
Project: Georgetown CIS UMAX Implementation - Project Genesis
Itineris Project Manager: K. Jeanine Stone Date Delivered: 04/25/2017
Georgetown Project
Manager: Cindy Pospisil Design Phase End Date: 04/25/2017
Background Information:
During the Design phase it was determined that several interfaces introduced additional data streams that
were not initially identified for inclusion in development. Detail provided below.
Description of Work:
Application Interface Total (Incl.
Biztalk) Scope
Ucentra Export Customer Accounts 21 New
Ucentra Export Billing History 17 New
Ucentra Ad-Hoc Remote Response 18 New
Ucentra Export Meter Read Requests 4 New
Infor EAM Service orders intermediate status (Infor > UMAX) - Status
updates from Infor 12 New
Infor EAM Service orders intermediate status (UMAX > Infor) - Cancel 9 New
ESRI Import ESRI Addresses (+ updates) 10 New
ESRI Premises Creation + Updates (UMAX > ESRI) 15 New
ESRI Premises Updates (ESRI > UMAX) 13 New
ESRI Service Creation (UMAX > ESRI) 15 New
ESRI Import Service Lat/Long 11 New
ESRI CSS Trash information 2 New
Payment
Processor CSS navigates to payment processor web page --> 8 New
TBD Mass Emailing (Bill + Non Bill Related?) 0 New
MilSoft Customers Disconnect-Non-Pay 5 New
Cisco FO auto case creation 10 New
TDS Customers --> 9 New
TDS Customers charges <-- 9 New
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06.09.17 1Itineris Change Order 004 - Interfaces 2 | P a g e
Total In Scope: 312 Initial scope - still in scope (new estimates)
Total New Scope: 188 Added scope
Total: 500
-188 Part of contract
-90 De-scoped effort
-124 Paid by Itineris
Delta: 98 Change Request to GUS
Additional gaps in Functional scope are in progress and are currently estimated @ 5 man days.
Project Impact
Impact Description
Budget
98 mandays (MDs) Development Services @ project
rate of $1,000 per MD = $98,000
5 MDs Functional Gaps @ 1,000 per MD = $5000
Total of $103,000
Resource(s)
X++ Developer
Biztalk Developer
Functional Consultants
Payments $ 25,750
$ 77,250
25% of total charges due upon endorsement of CO.
75% due upon acceptance of solution.
Schedule 98 MDs Development
5 MDs Functional Gap Designs
Risk Completing development in current schedule.
Approvals
Item # City of Georgetown Itineris Itineris
Name Dale Ross Byron King K. Jeanine Stone
Role Mayor VP Professional Services Project Manager
Signature
Date
Customer signature serves as an acceptance of the budget amount listed above as it relates to the description of
work contained in this Change Order. Your signature also indicates you have reviewed and agree to the scope of
work as detailed in any accompanying enclosures or attachments.
Page 33 of 38
City of Georgetown, Texas
Utility System Advisory Board
June 9, 2017
SUBJECT:
Cons id eration and p o s s ib le rec o mmendation to approve c hange o rd er 005 with Itineris N.A. which extends
the CIS Projec t implementatio n d ate b y fo ur (4) months at a cost no t to exc eed $294,000.00. – Mike
Bab in, Dep uty General Manager o f Utilities
ITEM SUMMARY:
The amo unt of $294,000.00 rep res ents 50% of the c o s t as s o ciated with extending the projec t timeline. It
took an extra four months to finalize the interfac e des igns (change order 004), neither GUS no r Itineris fully
anticipated the length o f the d elay and b o th are s haring in the costs .
The designs were due this p as t Dec emb er and s erved as prerequis ites to the s tart of the next projec t
p hase. Wo rk c o uld not begin until the interfac e d es igns were c o mp leted and that oc curred in April. In
change order 004, GUS increased the number of interfaces needed fo r the projec t which also imp acted the
timeline.
Itineris als o c onc lud ed that the CIS c usto mer p o rtal needed s o me important ad d itional features. They
agreed to make the nec es s ary mo d ificatio ns to their cus tomer web p o rtal as o utlined in change order 005.
As a result, Itineris is ab s o rb ing the o ther 50% c o s ts as s o ciated with the 4-mo nth d elay and will utilize the
extended timeline to inc o rp o rate the additional features .
This c hange order d o es no t imp act the funding in the CIS Projec t b udget; it reap p o rtions availab le funds.
STAFF RECOMMENDATION
Staff rec o mmend s approval of this c hange order to extend the UMAX CIS P ro ject implementatio n timeline
b y fo ur (4) months .
FINANCIAL IMPACT:
The change o rd er of $294,000.00 d o es no t impac t the CIS Projec t b udget; it reap p o rtions availab le funds.
The p ro ject is bud geted equally in the following general ledger ac counts : 610-9-0580-91-102 & 660-9-0580-
91-102.
SUBMITTED BY:
Leticia Zavala, C us to mer Care Directo r (skm)
ATTACHMENTS:
Description Type
Change Order 005 Backup Material
Page 34 of 38
06.09.17 2Itineris Change Order 005 - Project Extension 1 | P a g e
Change Order
Change Order 005: UMAX AX2012 Project Extension
Client: City of Georgetown
Project: Georgetown CIS UMAX Implementation - Project Genesis
Itineris Project Manager: K. Jeanine Stone Date Delivered: 04/27/2017
Georgetown Project
Manager: Cindy Pospisil Design Phase End Date: 04/26/2017
Background Information:
The UMAX CIS project has progressed through the design phase and additional requirements for the Customer Self-Service
portal are needed prior to go live. Development and design of the integration design documents for the work management
(INFOR) and meter data management (Electsolve) systems have taken longer than expected due to the complex nature of
the data transfer. This has resulted in the schedule for go-live being pushed out until the end of March/early April 2018
(from the original planned December 2017 date). Itineris has provided a revised project schedule to GUS of the proposed
new dates to incorporate the following customer self-service portal “priority 1” requirements.
Requirement Schedule for Customer Self-Service Portal:
Prod ID GUS Priority Description
August 2017
51 Prio 1 Productization of CSS
5 Prio 1 Revert Paperless Customers to Mail when Communication Fails/Bounces
10 Prio 1 Sign up for e-bill
14 Prio 1 Sign up for EFT
18 Prio 1 User authentication based on PIN
100 Prio 1 Ability to change username & password
103 Prio 1 Redesign of payments page in CSS
40 Prio 1 Select and Pay Customer Selected Bills and Charges
104 Prio 1 Redesign of existing UI (Baltimore) desired - Current version = poor design
105 Prio 1 Support for multiple meters
3 Prio 1 Display Minimum Payment Amount to Avoid Disconnect
November 2017
1 Prio 1 User Defined Content
2 Prio 1 HTML5
4 Prio 1 Accessibility (users with disability)
20 Prio 1 View Master (with Included Location Accounts)
102 Prio 1 Export account information (consumptions, bills, reads, payments...) to excel
12 Prio 3 Support for multiple browsers
28 Prio 3 CSS Reporting Enhancements
101 Prio 3 Ability to see average usage of customers in surrounding geographic area
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06.09.17 2Itineris Change Order 005 - Project Extension 2 | P a g e
Description of Work
The Customer Self-Service Portal requirements will be included in the UMAX software and are further defined
below. These requirements further define the schedule above:
August 2017
51 - Productization of CSS
- General productization of CSS
5 - Revert Paperless Customers to Mail when Communication Fails/Bounces
- Ability to automatically revert to paper bills upon undeliverable email (system can process bounced emails,
undeliverable, full mail, etc.).
- Customer will be automatically taken off paperless billing (e-bill) if emails to customer are returned as
undeliverable.
10 - Sign up for e-bill
- Customer can sign up for paperless billing (ebill) through CSS.
14 - Sign up for EFT
- Customer can sign up for automatic bank draft (EFT) through CSS.
18 - User authentication based on PIN
- When linking a CSS user profile to an account, customer will need to authenticate his identity by providing a
driver's license, tax ID, or social security number. CSS will match the number against account data in UMAX.
100 - Ability to change username & password
V1.0:
Customer can change his login password and email in CSS.
103 - Redesign of payments page in CSS
Debits, credits, and balance are displayed on a single line for each bill.
Note: This was based on feedback from GUS after seeing the BAL CSS demo.
40 - Select and Pay Customer Selected Bills and Charges
V1.0:
Customer can make a payment toward multiple accounts as a single payment transaction, resulting in
increased customer convenience and decreased transaction fees
104 - Redesign of UI (Baltimore)
CSS will use a clean, modern, responsive design.
105 - Support for multiple meters
Information and consumption history can be viewed for multiple meters and service segments.
3 - Display Minimum Payment Amount to Avoid Disconnect
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06.09.17 2Itineris Change Order 005 - Project Extension 3 | P a g e
Display a message to inform customer that the account is in a pending disonnect state, along with pertinent
information:
- Scheduled disconnect date.
- Minimum payment required to avoid disconnection.
November 2017
1 - User Defined Content
V1.0:
Custom static messages can be displayed on any CSS page (basic text). Messages can differ by page (e.g. billing
history page displays a different message than account information page). Messages can be easily configured
by a CSS administrator user.
2 - HTML5
The UI layer of CSS will be implemented using HTML5.
4 - Accessibility (users with disability)
Buttons are available to increase/decrease application-wide font-size. The buttons are always visible and easily
accessible in the header. A browser cookie is used to store the last used font size setting.
20 - View Master (with Included Location Accounts)
Note: The 'GUS info' description sounds like two requirements that are related but that should be tracked
separately:
1. Customer can link multiple accounts to a single CSS user profile, allowing him to log in once to manage
several accounts.
2. Customer with multiple accounts that are set up for consolidated billing can view all child accounts once he
has linked the master account.
Note: Essentially #1 covers "ability to link/manage multiple accounts (non-consolidated)" while #2 covers "how
are master/child accounts displayed in CSS"
102 - Export customer account information (consumptions, bills, reads, payments...) to excel
V1.0:
Customer can download grid data (e.g. bill history, consumption history) as an Excel spreadsheet.
12 - Support for multiple browsers
CSS will support multiple browsers. Specifics TBD but tentatively IE9+ and evergreen browsers (Chrome,
Firefox, Opera, Safari, Edge).
28 - CSS Reporting Enhancements
General reporting enhancements
101 - Ability to see average usage of customers in surrounding geographic area
Details TBD
Page 37 of 38
06.09.17 2Itineris Change Order 005 - Project Extension 4 | P a g e
Itineris has estimated the additional time needed to extend the project from early December 2017 to the end of
March/Early April on the existing AX2012 platform as follows :
Project Impact: 490 additional man days
Business Impact: Implementation Go-Live delay of 3.5 months
Itineris agrees to a 50/50 split between both parties.
Project Impact
Impact Description
Budget
490 man days (MDs) split to 245 @ project rate of
$1,000 per MD = $245,000
Additional travel costs estimated @ 20% of original
$98,000 (split 10% to GUS) = $49,000
Total of $294,000
Resource(s)
X++ Developer
Biztalk Developer
Functional Consultants
Payments $ 73,500
$220,500
25% of total charges due upon endorsement of CO.
75% due upon acceptance of solution.
Schedule 490 MDs
Risk
Approvals
Item # City of Georgetown Itineris Itineris
Name Dale Ross Byron King K. Jeanine Stone
Role Mayor VP Professional Services Project Manager
Signature
Date
Customer signature serves as an acceptance of the budget amount listed above as it relates to the description of
work contained in this Change Order. Your signature also indicates you have reviewed and agree to the scope of
work as detailed in any accompanying enclosures or attachments.
Page 38 of 38