The URL can be used to link to this page

Home My WebLink AboutAmendment to PSA - Arcadis - Business Case Evaluation1316 CouNTY-CITv BUILDING 227 W. JEFFE-RSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS September 13, 2016 Ms. Amy E. Smitley, PE Arcadis U.S., Inc. Suite 600 132 E. Washington Street Indianapolis, IN 46204 PHONE 574; 235-9251 FAX 574/ 235-9171 RE: Amendment to Professional Services Agreement — Business Case Evaluation Dear Ms. Smitley: The Board of Public Works, at its meeting held on September 13, 2016, approved the above referenced amendment in the amount of $17,560.00. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. GILOT DAVID P. RELOS ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU STANDARD AGREEMENT FOR PROFESSIONAL SERVICES Page 1 of 4 Between City of South Bend and ARCADIS U.S., Inc. Project Number: 03029036.0000 AMENDMENT No. 1 An Agreement was executed on April 12, 2015 between the City of South Bend, Indiana [Client], having its principal place of business at 1316 County -City Building, South Bend, Indiana 46601, and Arcadis U.S., Inc. [Arcadis], having its principal place of business at 630 Plaza Drive, Highlands Ranch, Colorado 80129 and having an office at 132 East Washington Street, Suite 600, Indianapolis, Indiana 46204. Under the Agreement, Arcadis provides professional engineering services related to the Meter -to -Cash Current Assessment. Client and ARCADIS now desire to amend the Agreement to include the amended Services as described below. In consideration of the mutual promises in the Agreement, Client and Arcadis agree to amend the Agreement as the following: Schedule A-1, Scope of Amended Services. 2. Schedule B-1, Compensation for Amended Services. Other Provisions. Except as amended herein, all other provisions, teens and conditions in the Agreement shall remain in full force and effect. Execution Authority. This Amendment to the Agreement is a valid and authorized undertaking of Client and Arcadis. The representatives of Client and Arcadis who have signed below have been authorized to do so. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment to the Agreement as of this date: 9// 3 2016. CITY OF SOUTH BEND Arcadis U.S., Inc. Title: Associatg Nice President "PROVED Board of Public Works South BeH Mdo,to-Cash Business Case D,,d,.m m_Am,H.m m No. 1 STANDARD AGREEMENT FOR PROFESSIONAL SERVICES Page 2 of 4 Between City of South Bend and ARCADIS U.S., Inc. Project Number: 03029036.0000 AMENDMENT No. 1 Schedule A-1 Scope of Amended Services and Related Matters ENGINEERING SERVICES BY ARCADIS Arcadis will build on the work performed as part of the Meter -to -Cash Current Assessment to develop a business case for the identified billing system alternatives. The business case will present the reasoning and justification for each alternative with the intent of ensuring that the selected alternative delivers the expected business value. This will become new Task 3 — Business Case Development (continued from the Current Assessment), as further described below. Task 3 — Business Case Development The following alternatives will be evaluated as part of the business case: Alternative 0 — Do Nothing Alternative 1 — Process Improvements Using NaviLine Alternative 2 —New Utility Billing CIS The citywide ERP alternative (Alternative 3) will not be further evaluated as part of the business case as we understand that the City will not be pursuing a new citywide ERP for many years so the utility should progress independently. The business case will consider the following: • Summarized problem statements • Detailed description of alternatives • Life -cycle costs for identified alternatives • Schedule for identified alternatives. • Benefits of each alternative • Benefits realization considerations • Risks • Key assumptions • Key Performance Indicators (KPIs) - we will suggest metrics that can be used in the future to confirm the benefits realization. The benefits will be described in terms of both tangible and intangible benefits. As part of the business case development, we will estimate the tangible benefits associated with the following areas. Time Savings and Process Efficiencies, specifically in the following areas: Billing, Customer Service, Meter Operations, and Financial Management. o We will conduct a series of day -in -the -life (DILO) analysis to determine the currently time (and cost) of doing certain key business processes, with emphasis on the processes that were identified as in -efficient. Arcadis stall will spend 3-days on -site shadowing South Bend Department of Public Works staff with the intent of documenting the level of effort spent perfonning key meter -to -cash transactions. Improve Non -Revenue Water Management. o We will estimate the amount of non -revenue water reductions that may be possible with different technology. Customer Issues o We will look for a way to estimate the tangible impacts to customers. Deliverable • Business Case South Bend Meterto-Cash Business Case Development_ Amendment No. I STANDARD AGREEMENT FOR PROFESSIONAL SERVICES Page 3 of 4 Between City of South Bend and ARCADIS U.S., Inc. Project Number: 03029036.0000 AMENDMENT No. 1 Schedule Arcadis is prepared to begin work immediately upon written authorization to proceed and will complete it within two months. We understand ultimately that the City needs the business case by year end to begin the next phase in 2017. Budget This task will be completed on a time and materials basis for a total fee not to exceed that indicated in the table below. Task Description Budget Hours Labor I Expenses Total 3 Business Case Development 90 $15,600 $1,960 $17,560 South Bend Meter -to -Cash Business Case Deeelopnnent_Atneadanent No. 1 STANDARD AGREEMENT FOR PROFESSIONAL SERVICES Page 4 of 4 Between City of South Bend and ARCADIS U.S., Inc. Project Number: 03029036.0000 AMENDMENT No. 1 Schedule B-1 Amended Pricing Schedule The estimated budget for services under this Amendment No. 1 is indicated below and as estimated in the attached table. The overall limit of compensation under this Agreement is as follows: Original Agreement $58,850 Amendment No. 1 $17 560 Overall Limit of Compensation $76,410 South Bend Moemo-Cash Business Case Development_ Amendment No. I ARGaDIS for natural built assets d AI Greek Utilities Director City of South Bend 3113 Riverside Drive South Bend, IN 46628 Subject: Meter -to -Cash Current Assessment Agreement for Professional Engineering Services — Amendment No. 1 Dear Al: Enclosed are two signed copies of the proposed Amendment No. 1 to the Agreement for Professional Engineering Services for the Meter -to -Cash Current Assessment project. If the amendment is acceptable to the Board, please return one fully executed copy to me for our files. Sincerely, Arcadis U.S., Inc. Amy E. fitey, PE Associate Vice President Arcadia U.S., Inc. 132 E. Washington Street Suite 600 Indianapolis Indiana 46204 Tel 317 231 6500 Fax 317 231 6514 w .arcadis.com WATER Date: August 29, 2016 Contact: Amy Smitley Phone: 317-236-2844 Email: amy.smitley@arcadis.com Our ref: 03029036.0000 G:1Projects\03029036.0000\ContraM\Amendment No. 1 - Business Case\SB Meter_to_Cash _Assessment Amnd 1_Ltr.docx Page: 1/1 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date Name 9-2-16 Kim Thompson Department Utilities BPW Date 9-13-16 Phone Extension 5969 Required Prior to Submittal to Board Legal ® Attorney Name Michael Schmidt Controller El greater review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing ❑ Check the Appropriate Item Type — Required for All Submissions ❑ Agreement ❑ Contract ❑ Proposal ❑ Addendum ❑ Professional Services ❑ Resolution ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Change Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control M Other: Amendment Company or Vendor Name New Vendor Yes MBENVBE Contractor ❑ MBE [ MBENVBE Contractor Requested ❑ No Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of uired Information No LJ If Yes, Approved by Purchasing WBE Yes Name of Company Water Works O&M 620-0640-658-3106 $ 17,560 Amendment to PSA to include business case evaluation ❑ Required Contractor's Certification Form Attached (Non - Collusion, Non -Discrimination Non -Debarment E-Verify, Iran etc.) Required For Change Orders Only Increase Decrease Previous Amount Current Percent of Change New Amount Total Percent of Change: Copy Original ❑ ❑ 7 7 Kim Dispersal After Approval