HomeMy WebLinkAboutItem 30 - Agreement for Automated Metering Infrastructure Implementation Support ServicesPublic Works Agency
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Item # 30
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 20, 2024
TOPIC: Automated Metering Infrastructure Implementation Support Services
AGENDA TITLE
Agreement with E Source Companies, LLC for Automated Metering Infrastructure
Implementation Support Services (Project 16-6460) (Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with E Source Companies, LLC to
provide Automated Metering Infrastructure implementation support services, for a total
amount not to exceed $450,000, for a three-year term beginning August 20, 2024 and
expiring December 31, 2027, with a provision for one two-year extension (Agreement
No. 2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA)'s Water Resources Division oversees the daily
operations and maintenance of the City's water and sanitary sewer systems. The water
system is composed of approximately 480 miles of water main, 21 groundwater wells,
seven pump stations, 10 reservoirs with a storage capacity of 49 million gallons, four
pressure regulating stations, and seven connection points to the Metropolitan Water
District. The system has an average daily demand of 30 million gallons from its roughly
45,150 metered service connections.
The City is currently in the process of delivering the Automated Metering Infrastructure
(AMI) Project, which will replace or retrofit all of the existing, manually -read water
meters in the city with smart meters capable of communicating water consumption and
other system information to both the utility and the customer. An integral part of the AMI
project involves billing software system upgrades, as well as the integration of new
software platforms that will allow the City to gain operational efficiencies and fully utilize
the newly captured data.
On June 25, 2024, PWA released Request for Proposals (RFP) No. 24-085 for qualified
firms to provide implementation support services for the AMI project. The RFP was
advertised on the City's online bid management and publication system, PlanetBids,
with proposals due on July 11, 2024. System records indicate a total of 990 vendors
Automated Metering Infrastructure Implementation Support Services
August 20, 2024
Page 2
were notified via PlanetBids, with two vendors downloading bidding documents and one
proposal received.
Staff recommends awarding an agreement to E Source (Exhibit 2) to provide needed
implementation support services. E Source is currently providing similar services for the
City, and throughout the AMI project, has successfully guided City staff in its
development and execution of the tasks needed to accomplish the City's vision for the
AMI project. Due to the complexity and volume of work to properly analyze all real and
potential system integration issues, PWA has relied on E Source to successfully deliver
this project.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted and available for expenditure in FY 2023-24. Therefore, a
proposed carryover of $300,000 in unspent funds will be presented to City Council for
approval of carryover to FY 2024-25. Future fiscal year funding will be included in the
proposed budgets for City Council consideration
Fiscal
Accounting
Fund
Accounting Unit,
Year
Unit
Description
Account Description
Amount
- Account #
Contract (3-Year Term)
06017645-
Water
62300
Water
Admin/Engineering,
2024-25
(16--6460)
Contract Services -
$300,000
Professional
06017645-
Water
2025-26
62300
Water
Admin/Engineering,
(16-6460)
Contract Services -
$100,000
Professional
06017645-
Water
2026-27
62300
Water
Admin/Engineering,
(16-6460)
Contract Services -
$30,000
Professional
Optional Two-year Extension
06017645-
Water
2027-28
62300
Water
Admin/Engineering,
(16-6460)
Contract Services -
$10,000
Professional
Automated Metering
August 20, 2024
Page 3
Infrastructure Implementation Support Services
Fiscal
Accounting
Fund
Accounting Unit,
Year
Unit
Description
Account Description
Amount
- Account #
06017645-
Water
2028-29
62300
Water
Admin/Engineering,
(16-6460)
Contract Services -
$10,000
Professional
TOTAL
$450,000
EXHIBIT(S)
1. RFP No. 24-085
2. Agreement with E Source Companies, LLC
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Alvaro Nunez, City Manager
REQUEST FOR PROPOSALS (RFP)
FOR
AUTOMATED METERING INFRASTRUCTURE (AMI) IMPLEMENTATION
SUPPORT SERVICES
RFP NO.: 24-085
CITY OF SANTA ANA
PUBLIC WORKS AGENCY
220 S. Daisy Avenue, Building A
Santa Ana, CA 92703
Leif Lovegren
Project Manager
(714) 647-3327 Office
LLovegren@santa-ana.org
for Release:
kAG
Q.V Nabil Saba, PE
Executive Director
Public Works Agency
KEY RFP DATES (Sebiect to change at discretion of City):
Issue Date: Tuesday, June 25, 2024
Deadline for Requests for Information: Friday, July 5, 2024; at 12:00 P.M.
Proposal Due Date: Thursday, July 11, 2024; at 2.00 P.M.
Projected Award Date (anticipated): Tuesday, August 20, 2024
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for Automated
Metering Infrastructure (AMI) Implementation Support Services.
Responses to this Request for Proposals (RFP) will be accepted until Friday, July 12, 2024, at
12:00 p.m.
Responses to this Request for Proposals (RFP) must be submitted electronically to the PlanetBids
system. It is the responsibility of the proposer to ensure that any proposals submitted have been
uploaded to PlanetBids prior to this proposal due date and time.
Proposals shall NOT be mailed or sent via telegraphic, electronic or facsimile means.
All notifications, updates and addenda will be posted online on PlanetBids at
https://www.planetbids.com/portal/portal.cfm?CompanylD=20137 and on the City's RFP Bid page at
www.santa-ana.org/bids-rfps. Proposers shall be responsible for monitoring PlanetBids and the City's
RFP Bid page to obtain information regarding this solicitation. Failure to respond to required updates
may result in a determination of a nonresponsive proposal.
LETTER OF INTENT: As a courtesy to the City, all interested firms are encouraged to submit a Letter
of Intent of their pending proposal to the noted Project Manager by the required date as shown on the
cover page of this RFP. Letters shall be sent via certified mail or email. A decision, by an interested
firm, not to submit a Letter of Intent would not lead to the disqualification of the firm.
TABLE OF CONTENTS
I. GENERAL..........................................................................................................................................................................4
A.
NATURE OF WORK: .......................................................................................................................................... 4
B.
SUBMITTAL OF PROPOSAL: ........................................................................................................................... 4
C.
PROPOSAL EVALUATION AND RATING: ..................................................................................................... 4
D.
PROJECT FUNDING: ......................................................................................................................................... 5
E.
TERM OF CONTRACT AGREEMENT: ........................................................................................................... 5
II. PROPOSAL TERMS AND CONDITIONS.....................................................................................................................5
A.
EXAMINATION....................................................................................................................................................5
B.
EXECUTION OF AGREEMENT........................................................................................................................5
C.
PROPOSAL VALIDITY.......................................................................................................................................5
D.
PRE -CONTRACTUAL EXPENSES..................................................................................................................5
E.
JOINT OFFERS/SUBCONTRACTORS...........................................................................................................5
F.
DIR REGISTRATION..........................................................................................................................................6
G.
PREVAILING WAGE..........................................................................................................................................6
H.
PREVAILING WAGE COMPLIANCE AND MONITORING...........................................................................6
III. INSTRUCTIONS
TO PROPOSERS...............................................................................................................................7
A.
CITY RESPONSIBILITIES.................................................................................................................................7
B.
PROPOSER RESPONSIBILITIES....................................................................................................................7
C.
REQUEST FOR INFORMATION OR CLARIFICATION................................................................................7
D.
ADDENDA............................................................................................................................................................7
E.
LICENSES & PERMITS.....................................................................................................................................7
F.
INSURANCE........................................................................................................................................................7
G.
PAYMENT INFORMATION PACKET..............................................................................................................8
H.
CITY RIGHT TO REJECT..................................................................................................................................8
I.
PROTESTS.......................................................................................................................................................... 8
IV. SUBMITTAL REQUIREMENTS......................................................................................................................................8
A. GENERAL.............................................................................................................................................................8
1. NUMBER OF COPIES AND SIGNATURE........................................................................................8
2. DEADLINE.............................................................................................................................................8
B. PROPOSAL CONTENTS...................................................................................................................................9
1. STATEMENT OF QUALIFICATIONS................................................................................................9
2. FEE SCHEDULE.................................................................................................................................10
4. CERTIFICATIONS..............................................................................................................................10
V. PROPOSAL REVIEW (CONTRACTOR SELECTION).............................................................................................10
A. EVALUATION AND RATING........................................................................................................................... 10
B. SELECTION.......................................................................................................................................................10
VI. AWARD OF AGREEMENT............................................................................................................................................10
A. REQUEST FOR COUNCIL ACTION.............................................................................................................. 10
B. EXECUTION OF AGREEMENT......................................................................................................................10
VII. IMPLEMENTATION........................................................................................................................................................11
A. NOTICE TO PROCEED...................................................................................................................................11
VIII. PUBLIC RECORDS........................................................................................................................................................11
APPENDIX
ATTACHMENT 1: SCOPE OF WORK
ATTACHMENT 2: FEE SCHEDULE
ATTACHMENT 3: REFERENCES
ATTACHMENT 4: STANDARD AGREEMENT (SAMPLE)
ATTACHMENT 5: CERTIFICATIONS
I. GENERAL
The City of Santa Ana ("Santa Ana" or "City") is the county seat and second most populous
city in Orange County, California, with over 343,000 residents. It is the 64th most -populous
city in the United States.
Santa Ana is located in Southern California, adjacent to the Santa Ana River, about 10 miles
away from the California coast. Founded in 1869, the City is part of the Greater Los Angeles
Area, the second largest metropolitan area in the United States with more than 20 million
residents in 2023.
A. NATURE OF WORK:
The City of Santa Ana is seeking qualified firms to provide implementation support
services for the City's Automated Metering Infrastructure (AMI) project, including, but not
limited to, project management, software integration, data management, and
performance analysis. The City of Santa Ana is seeking proposals from qualified firms
with experience in performing these tasks for municipal utilities. The City intends to enter
into agreements with a single firm to provide the described services. A detailed Scope of
Work is included in ATTACHMENT 1: SCOPE OF WORK in the Appendix of this RFP.
B. SUBMITTAL OF PROPOSAL:
Responses to this Request for Proposals (RFP) must be submitted electronically to the
PlanetBids system. It is the responsibility of the proposer to ensure that any proposals
submitted have been uploaded to PlanetBids prior to this proposal due date and time.
The Fee Proposal shall be submitted separately and electronically to the PlanetBids
system prior to this proposal due date and time.
C. PROPOSAL EVALUATION AND RATING:
The criteria for evaluating the proposals submitted will take the following items into
consideration:
• Firm/Team Experience 25%
• Understanding Scope of Services 30%
• Relevant Project Experience 25%
• Fee 10%
• References 10%
The City has established a proposal review committee to evaluate proposers
based on the response to the RFP, which includes adherence to outlined
directions and format, and the City evaluation criteria set forth above.
A final score will be calculated for each submitted proposal and used to rank the
proposers.
D. PROJECT FUNDING:
Project is funded with Water Enterprise funds.
E. TERM OF CONTRACT AGREEMENT:
This term is outlined in the Standard Consultant Agreement, as contained in
ATTACHMENT 2: STANDARD AGREEMENT in the Appendix of this RFP.
II. PROPOSAL TERMS AND CONDITIONS
By submitting a Proposal, the Proposer acknowledges that it has thoroughly examined and
accepts the Terms and Conditions of this RFP as described below:
A. EXAMINATION
Proposer represents that it has thoroughly examined and become familiar with the
services and responsibilities required in this RFP and that it is capable of effectively and
efficiently performing quality work to achieve the City's objectives. Any attachments
referenced herein or any interpretations, clarifications or amendments subsequently
posted in the relation to this RFP are fully incorporated.
B. EXECUTION OF AGREEMENT
The City and the selected Proposer will enter into an Agreement similar to that as shown
in ATTACHMENT 2: STANDARD AGREEMENT in the Appendix of this RFP. If a
Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being
notified of selection under this RFP, the City reserves the right to select the next most
qualified Proposer or call for new Proposals, whichever the City deems most appropriate.
C. PROPOSAL VALIDITY
Services, pricing and warranties indicated in a respondent's Proposal must be valid for a
period of 120 days after the submission of the Proposal.
D. PRE -CONTRACTUAL EXPENSES
Santa Ana shall not, in any event, be liable for any pre -contractual expenses incurred by
Proposers in the preparation of its proposal.
E. JOINT OFFERS/SUBCONTRACTORS
Where two or more Proposers desire to submit a single Proposal in response to this RFP,
they should do so on a prime sub -Contractor basis. The City intends to contract with a
single firm and not with multiple firms doing business as a joint venture. Should the use
of sub -Contractors be offered, the Proposer shall provide the same assurances of
competence for the sub -Contractor plus the demonstrated ability to manage and
supervise the subcontracted work. Sub -Contractors shall not be allowed to further
subcontract with others for work under the Agreement. The provisions of the Agreement
shall apply to all sub -Contractors in the same manner as the Proposer.
F. SAFETY PROGRAM REQUIREMENTS
Work Site Safety shall be as defined by the Standard Specifications and these special
provisions:
The Proposer shall be solely responsible for ensuring that all work performed under the
contract is performed in strict compliance with all applicable Federal, State and local
occupational safety regulations. The Consultant/Contractor shall provide at its expense
all safeguards, safety devices and protective equipment, and shall take any and all
actions appropriate to providing a safe Project site.
The following is required in addition to the requirements of the Standard Specification:
a. The Proposer shall train all employees, or subcontractor personnel in the work
practices necessary to safely perform his or her job.
b. The Proposer shall identify all kno\n
performed and train all employees and
the potential hazards.
i potential hazards related to the work
subcontractor personnel on how to handle
c. The Proposer, their employees and subcontractors shall follow all safety rules and
safe work practices.
d. The Proposer will immediately notify the City of any significant and/or unusual
hazards found during the course of work.
e. The Proposer shall submit copies of Safety Data Sheets (SDS) for all hazardous
materials to be utilized on site in the performance of work. The Proposer is solely
responsible for the legal disposal of hazardous waste generated in the
performance of their work.
Safety Indemnification: To the extent allowed by law, the Proposer agrees to defend,
indemnify and hold harmless the City, its officers, employees and agents from and against
any and all investigations, complaints, citations, liability, expense (including defense costs
and legal fees), claims and/or causes of action for damages of any nature whatsoever,
including but not limited to injury or death to employees of the Proposer, its subcontractors
or City, attributable to any alleged act or omission of the Proposer or its subcontractors
which is in violation of any Cal OSHA regulation. The obligation to defend, indemnify and
hold harmless includes all investigations and proceedings associated with purported
violations of Section 336.10 of Title 8 of the California Code of Regulations pertaining to
multi -employer work sites. The City may deduct from any payment otherwise due the
Proposer any costs incurred or anticipated to be incurred by the Agency, including legal
fees and staff costs, associated with any investigation or enforcement proceedings
brought by Cal OSHA arising out of the assigned work.
III. INSTRUCTIONS TO PROPOSERS
A. CITY RESPONSIBILITIES
The City will provide information in its possession relevant to preparation of required
information in RFP. The City will provide only the staff assistance and documentation
specifically referred to herein.
B. PROPOSER RESPONSIBILITIES
Point of Contact: The selected proposer will assume responsibility for all services in its
proposal. The selected proposer shall identify a sole point of contact with the greatest
knowledge in regard to the required service operations and contractual matters, including
payment of any and all charges resulting from the Agreement.
Evidence of Financial Capacity: Proposer may be requested to submit its most recent
audited financial statement, evidencing proposer's financial capacity to fully perform the
required services, including provision of equipment and personnel expenses over a ninety
(90) day period. If said financial statement does not reflect full ninety (90) day operational
capacity, proposer may include a letter of credit as evidence of supplemental capacity.
C. REQUEST FOR INFORMATION OR CLARIFICATION
All questions or requested clarifications shall be made in writing via PlanetBids portal by
or before the "Deadline for Requests for Information" date noted on the cover page of this
RFP. No verbal requests or responses will be accepted. Significant interpretations or
clarifications will be addressed via addenda to this RFP, as indicated below in SUB-
SECTION D "ADDENDA".
D. ADDENDA
Any changes in RFP from the date of release to date of submittal will result in an
addendum or amendment. Notification of such addendum or amendment shall be
posted on Plan etBids https://vendors.planetbids.com/portal/20137/portal-home.
E. LICENSES & PERMITS
The selected Proposer shall be required to obtain a City of Santa Ana Business license
within ten (10) business days of selection and must provide a copy to the City Project
Manager or designee prior to commencing any work in Santa Ana.
Additionally, Proposer will be responsible for obtaining any licenses/permits required by
the Scope of Work.
F. INSURANCE
The selected Proposer shall provide the required evidence of insurance coverage as set
forth in the standard agreement within ten (10) business days after receipt of notice of award.
G. PAYMENT INFORMATION PACKET
The selected Proposer shall return a completed payment information packet within ten
(10) business days after the successful Proposer has received notice that the agreement
has been awarded. The packet is available on the City's website: www.santa-ana.org/bids-
rfps-
H. CITY RIGHT TO REJECT
The City reserves the right to reject any or all proposals submitted and no representation
is made hereby that any agreement will be awarded pursuant to this RFP or otherwise.
The City reserves the right to accept or reject the combined or separate components of
this proposal in part or in its entirety or to waive any minor inconsistency, informality or
technical defect in the proposal.
The City reserves the right to reject, replace and approve any and all subcontractors. All
subcontractor(s) shall be identified in the response to the RFP. Subcontractors shall be
the responsibility of the successful Proposer and the City shall assume no liability of such
subcontractors.
I. PROTESTS
Proposers with concerns or rebuttal of any staff determination of non -responsiveness or
non -responsibility may submit, in writing within five (5) business days, to the Project
Manager, any concerns regarding the RFP process or staff determination. Such writing
shall be considered by the City Manager or his designated representative, and may be
acted upon within five (5) business days. If no action is taken within such time, there shall
be no change to the staff determination. The exercise by Proposer of its right to submit
written concerns shall be a condition precedent to seeking judicial review of any award of
a contract hereunder.
IV. SUBMITTAL REQUIREMENTS
A. GENERAL
NUMBER OF COPIES AND SIGNATURE
Refer to SECTION I "GENERAL" above.
2. DEADLINE
Proposals are due, to the City of Santa Ana (via PlanetBids submittal), at the
date and time set forth above in the Notice Inviting Proposals.
B. PROPOSAL CONTENTS
A responsive proposal shall contain the following documentation:
1. STATEMENT OF QUALIFICATIONS
The Statement of Qualifications shall be limited to a MAXIMUM of (10) DOUBLE -
SIDED PAGES (excluding front and back covers, section dividers and attachments
such as resumes, forms). Font size shall be minimum 11-point Arial. Proposal exhibits
shall be maximum 11" x 17". The Statement of Qualifications includes the following:
a. Cover Letter
Proposals shall include a letter signed by a principal or authorized representative
who can make legally binding commitments for the entity. Include type of business
entity.
b. Agreement Statement
Proposal shall include a statement outlining your concurrence or concerns with
any and all provisions as contained in the standard agreement attached as
ATTACHMENT 2: STANDARD AGREEMENT in the Appendix of this RFP.
c. Firm and Team Experience
Proposal shall include a profile of the firm's experience. At a minimum, this should
include the project manager/principal agent, associates in charge when project
manager/principal agent is unavailable, key personnel, firm size, and a description
of the organization. The project manager/principal agent shall be the primary
contact person to represent your firm.
d. Understanding Scope of Services
Proposal shall include an outline, which demonstrates the firm's understanding of
the scope of services and relevant experience performing relative tasks. This
outline should include anticipated approach, tasks necessary for successful
completion, and suggestions or special concerns that the City should be made
aware of.
e. Relevant Project Experience
Proposal shall include a list of relevant projects which your firm or personnel have
completed within the last five (5) years, including significant work with public
agencies. Project information should include project description, year completed,
client name, along with a person to contact and their telephone number.
f. References
The Proposer shall include references for three public entities for which Proposer
has performed similar work within the past five (5) years.
2. FEE SCHEDULE
Proposer's fee schedule shall be submitted concurrently with the technical proposal,
but in a separate submission to the PlanetBids system. This shall include the firm's
Standard Hourly Fee Schedule as stated in the Appendix: Attachment 2: Fee
Schedule.
Where fees are NOT included as part of evaluation criteria, the fee proposal will not
be opened until the proposals have been evaluated by the proposal selection
committee. The City will select the Consultant based on qualifications, and then
negotiate a contract price based on available funding.
Where fees ARE included as part of the evaluation criteria, the fee proposal will be
opened and reviewed concurrently with the proposal, and weighted per the
percentage identified in SECTION I "GENERAL" above.
3. CERTIFICATIONS
The following forms, included in ATTACHMENT 5: CERTIFICATIONS in the Appendix
of this RFP, shall be signed and included as part of the proposal submittal package:
• Non -Collusion Affidavit
• Non -Lobbying Certification
• Non -Discrimination Certification
V. PROPOSAL REVIEW (CONTRACTOR SELECTION)
A. EVALUATION AND RATING
Refer to SECTION I "GENERAL" above.
B. SELECTION
The committee may interview the top-ranking proposers. The City will recommend award
of the agreement to the proposers who will provide the best quality and value to the City.
City reserves the right to begin negotiations and enter into an agreement without interview
or further discussions.
VI. AWARD OF AGREEMENT
A. REQUEST FOR COUNCIL ACTION
Following evaluation and rating by the proposal review committee, the Executive Director
will recommend award of an agreement to the proposer providing the best quality and
value to the City.
B. EXECUTION OF AGREEMENT
A sample standard agreement is included as ATTACHMENT 2: STANDARD
AGREEMENT in the Appendix of this RFP. "Proposer" will hereinafter be referred to as
"Consultant" in standard agreement. The term of the agreement will begin after the
agreement is fully executed, and all required bonds, insurance documents and contents
of the payment information packet have been received and approved.
VII. IMPLEMENTATION
A. KICK-OFF MEETING
A kick-off meeting will be held after award of contract. Consultant and its team will meet
with City of Santa Ana staff to conduct introductions, discuss scope of services, and
implementation process.
B. NOTICE TO PROCEED
Following the kick-off meeting, a formal Notice to Proceed (NTP) may be issued after the
agreement is fully executed, and all insurance documents and contents of the Payment
Information Packet have been received and approved.
VIII. PUBLIC RECORDS
All responses to the RFP shall become property of the City, and proposals will become public
record after award of agreement. Proposer information identified as proprietary information
shall be maintained confidential, to the extent allowed under the California Public Records
Act.
Appendix
ATTACHMENT 1: SCOPE OF WORK
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
Page 12 of 32
SCOPE OF WORK
INTRODUCTION AND BACKGROUND
The City of Santa Ana is located in the County of Orange in Southern California. The City
encompasses 27.2 square miles and a population over 343,000 people. The City of Santa
Ana Public Works Agency — Water Resources Division oversees and maintains the daily
operations of the Water System and Sanitary Sewer System. The City of Santa Ana's water
system has an average day demand of about 43 MG with approximately 45,500 metered service
connections.
The City is currently in the process of implementing Automated Metering Infrastructure (AMI) for
all of its metered water service connections. Communications equipment has been installed and
the installation of meters is ongoing. However, the City of Santa Ana Public Works Agency
desires to engage professional firms to provide additional support for the project in the areas of
project management, systems integration and data analysis, and quality assurance field
inspection services. The primary emphasis will be assisting City staff with testing data and
system functionality to validate that the delivered systems can support the City's daily business
and user requirements. Specifications for the project can be found in the agreement with the
project's prime contractor here: https://publicdocs.santa-
ana.org/WebLink/DocView.aspx?id=125140&searchid=ac4e8f00-1 d6c-476a-ba09-
cde533ca092c&dbid=1. Existing knowledge of the Sensus Regional Network Interface (RNI),
enQuesta Customer Interface System (CIS), and SmartWorks Compass Meter Data
Management (MDM) system is required.
CONTRACTOR RESPONSIBILITIES
The Consultant shall provide all labor, materials, services, and equipment necessary for the
completion of the work entailed herein. All work shall be in accordance with applicable trade
practices, workmanship, meet warranties and shall conform to all applicable laws, codes and
regulations. Business hours are considered from 7:00 A.M. to 5:00 P.M. (Monday through
Friday). Any time outside of business hours of operation may be considered after
hours/weekends.
All work will be scheduled upon confirmation of scope and cost and completed within the time
agreed upon for each specific item of work. The Consultant may not begin work before receiving
a written Notice to Proceed by the City's Project Manager. All services, equipment and materials
provided by the Consultant must be in accordance with all applicable Federal, State and local
regulations, laws, and codes.
DESCRIPTION OF WORK
The consultant will be expected to develop a work plan in order to provide support in the following
areas:
1. Project Management.
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
Page 13 of 32
a. Support City staff in managing overall scope of work by prime contractor and
subcontractors to ensure that all project tasks are executed, and provide advice and
recommendations on how to address project -specific issues that may arise;
b. Conduct weekly status meetings with City staff and contractors/vendors for overall
project and/or systems integration performance and progress.
2. System Testing.
a. Coordinate with vendors to ensure configuration of systems are delivered and working
to specifications;
3. Reporting.
a. Review daily reports to ensure communication systems are responsive;
b. Investigate and/or recommend actions for City or contractor to take to make corrections.
4. Validation of Reads.
a. Review and analyze daily reporting data to ensure validity of reads received.
5. Quality Assurance and Field Inspection Services.
a. Perform in -field installation quality audits of meter installations, including checking for
post -installation leaks;
b. Perform data quality audits using installation contractor's work order management
software to verify meters are installed correctly.
CITY RESPONSIBILITIES
The City will provide access to the information in its possession and systems/software platforms
relevant to the preparation of the required information in the RFP. Selected consultant is
expected to perform a substantial review of the project's schedule and milestones to -date, and
be familiar with all software platforms and data sources being utilized.
SUBCONTRACTORS
The use of Subcontractors is allowed, but will require approval by City prior to start of any
assigned work. When a Subcontractor performs all or any part of the work, a markup shall be
applied to the Subcontractor's actual cost of such work. The Contractor may add a markup of 10
percent on the first $5,000 of the subcontracted portion of the extra work and a markup of 5
percent on work added in excess of $5,000 of the subcontracted portion of the work may be
added by the Contractor.
---End of SCOPE OF WORK Section. ---
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
Page 14 of 32
Appendix
ATTACHMENT 2: FEE SCHEDULE
Certification - I certify that I have read, understand and agree to the terms and conditions
of this Request for Proposals. I have examined the Scope of Services (Appendix:
Attachment 1) and am familiar with the scope of work. I am familiar with all the existing
conditions and limitation that may impact work requests. I understand and agree that I
am responsible for reporting any errors, omissions or discrepancies to the City for
clarification prior to the submission of my proposal.
Proposer shall submit hourly rates schedule, which shall include but not limited to,
direct and indirect costs for labor, for staff per job classification, material,
equipment rates, overhead, incidental supplies, travel, mileage, and fuel. Any
special materials will be purchased by the contractor only after discussed and
authorized by the City projects manager or designee in writing.
Prior to commencement of services, Consultant shall provide separate quotes,
upon request by the City, which shall be approved by the City's Public Works
Agency.
Note: This contract is subject to prevailing wages.
COMPLETE LEGAL NAME OF COMPANY
TAXPAYER I.D. NO.
BUSINESS ADDRESS STREET CITY/STATE ZIP CODE
X
SIGNATURE OF AUTHORIZED AGENT NAME (PRINT) TITLE
EMAIL ADDRESS PHONE NUMBER
CSLB NUMBER
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AMI Implementation Support Services
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DIR REGISTRATION NUMBER
Appendix
ATTACHMENT 3: REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to
provide the supplies, equipment or services included in the scope of the proposal specifications.
Attach additional pages if required. The City reserves the right to contact each of the references
listed for additional information regarding your firm's qualifications.
Reference
Customer Name:
Address:
Contract Amount:
Contact Individual:
Phone Number:
Facsimile Number:
Year:
Description of supplies, equipment, or services provided:
Reference
Customer Name:
Address:
Contract Amount:
Contact Individual:
Phone Number:
Facsimile Number:
Year:
Description of supplies, equipment, or services provided:
Reference
Customer Name: Contact Individual:
Address:
Contract Amount:
Phone Number:
Facsimile Number:
Year:
Description of supplies, equipment, or services provided:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
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AMI Implementation Support Services
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Appendix
ATTACHMENT 4: STANDARD AGREEMENT (SAMPLE)
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AMI Implementation Support Services
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CONSULTANT AGREEMENT (SAMPLE)
CITY OF SANTA ANA
THIS AGREEMENT is made and entered into this day of , 2024 by and
between , ("Consultant"), and the City
of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. The City desires to retain a Consultant having special skill and knowledge in the
field of professional planning and implementation services for Automated Metering
Infrastructure.
B. Consultant represents that Consultant is able and willing to provide such services
to the City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under
this Agreement will be performed in compliance with such standards as may
reasonably be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject
to the terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
a. Consultant shall perform during the term of this Agreement, the tasks and
obligations including all labor, materials, tools, equipment, and incidental
customary work required to fully and adequately complete the services
described and set forth in Scope of Services - Exhibit A, attached hereto and
incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its
services for City, the rates and charges identified in Compensation - Exhibit
B. The total amount to be expended under this Agreement shall not exceed
$XXX,XXX, during the term of this Agreement, including any extension periods
exercised under Section 3.
b. Payment by City shall be made within 45 days (forty-five) days following receipt
of proper invoice evidencing work performed, subject to City accounting
procedures. Payment need not be made for work which fails to meet the
standards of performance set forth in the Recitals which may reasonably be
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AMI Implementation Support Services
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expected by City.
3. TERM
This Agreement shall commence on the date first written above for a three-year
term with the option for the City to grant a single two-year renewal, exercisable by a writing
by the City Manager and City Attorney, unless terminated earlier in accordance with
Section 16, below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et
seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000,
et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates
and the performance of other requirements on "public works" and "maintenance" projects.
If the services being performed are part of an applicable "public works" or "maintenance"
project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000
or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant
shall defend, indemnify and hold the City, its elected officials, officers, employees and
agents free and harmless from any claim or liability arising out of any failure or alleged
failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended
nor shall it be construed to create an employer -employee relationship, a joint venture
relationship, or to allow the City to exercise discretion or control over the professional
manner in which Consultant performs the services which are the subject matter of this
Agreement; however, the services to be provided by Consultant shall be provided in a
manner consistent with all applicable standards and regulations governing such services.
Consultant shall pay all salaries and wages, employer's social security taxes,
unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy,
use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual
property embodied in plans, specifications, studies, drawings, estimates, and other
documents or works of authorship fixed in any tangible medium of expression, including
but not limited to, physical drawings or data magnetically or otherwise recorded on
computer diskettes, which are prepared or caused to be prepared by Consultant under
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AMI Implementation Support Services
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this Agreement ("Documents & Data"). Consultant shall require all subcontractors to
agree in writing that City is granted a non-exclusive and perpetual license for any
Documents & Data the subcontractor prepares under this Agreement. Consultant
represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited
in any way in its use of the Documents and Data at any time, provided that any such use
not within the purposes intended by this Agreement shall be at City's sole risk.
7. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as
described below:
a. Commercial General Liability Insurance. Consultant shall maintain
commercial general liability insurance naming the City, its officers,
employees, agents, volunteers and representatives as additional insured(s)
and shall include, but not be limited to protection against claims arising from
bodily and personal injury, including death resulting therefrom and damage
to property, resulting from any act or occurrence arising out of Consultant's
operations in the performance of this Agreement, including, without
limitation, acts involving vehicles. The amounts of insurance shall be not
less than the following: single limit coverage applying to bodily and personal
injury, including death resulting therefrom, and property damage, in the total
amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate.
Such insurance shall (a) name the City, its officers, employees, agents, and
representatives as additional insured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City;
and (c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined
single limit of not less than $1,000,000 per occurrence. Such insurance
shall include coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the provisions of
Section 3700 of the Labor Code, Consultant, if Consultant has any
employees, is required to be insured against liability for worker's
compensation or to undertake self-insurance. Prior to commencing the
performance of the work under this Agreement, Consultant agrees to obtain
and maintain any employer's liability insurance with limits not less than
$1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or
engineer: Professional liability (errors and omissions) insurance, with a
combined single limit of not less than $1,000,000 per claim with $2,000,000
in the aggregate.
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AMI Implementation Support Services
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e. The following requirements apply to the insurance to be provided by
Consultant pursuant to this section:
i. Consultant shall maintain all insurance required above in full force
and effect for the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution
of this Agreement and shall be approved by the City.
iii. Certificates and policies shall state that the policies shall not be
canceled or reduced in coverage or changed in any other material
aspect without thirty (30) days prior written notice to the City.
iv. Consultant shall supply City with a fully executed additional insured
endorsement.
f. If Consultant fails or refuses to produce or maintain the insurance required
by this section or fails or refuses to furnish the City with required proof that
insurance has been procured and is in force and paid for, the City shall have
the right, at the City's election, to forthwith terminate this Agreement. Such
termination shall not affect Consultant's right to be paid for its time and
materials expended prior to notification of termination. Consultant waives
the right to receive compensation and agrees to indemnify the City for any
work performed prior to approval of insurance by the City.
8. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its
officers, agents, employees, contractors, special counsel, and representatives from
liability: (1) for personal injury, damages, just compensation, restitution, judicial or
equitable relief arising out of claims for personal injury, including death, and claims for
property damage, which may arise from the negligent operations of the Consultant, its
subcontractors, agents, employees, or other persons acting on its behalf which relates to
the services described in section 1 of this Agreement; and (2) from any claim that personal
injury, damages, just compensation, restitution, judicial or equitable relief is due by reason
of the terms of or effects arising from this Agreement. This indemnity and hold harmless
agreement applies to all claims for damages, just compensation, restitution, judicial or
equitable relief suffered, or alleged to have been suffered, by reason of the events
referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs
for the defense of the City, including fees and costs for special counsel to be selected by
the City, regarding any action by a third party challenging the validity of this Agreement,
or asserting that personal injury, damages, just compensation, restitution, judicial or
equitable relief due to personal or property rights arises by reason of the terms of, or
effects arising from this Agreement. City may make all reasonable decisions with respect
to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent
Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall
be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the
Consultant.
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AMI Implementation Support Services
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9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents,
representatives, and employees against any and all liability, including costs, for
infringement of any United States' letters patent, trademark, or copyright infringement,
including costs, contained in the work product or documents provided by Consultant to
the City pursuant to this Agreement.
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any services,
expenditures, and disbursements charged to the City for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant under this Agreement. All such records and invoices shall be clearly
identifiable. Consultant shall allow a representative of the City to examine, audit, and
make transcripts or copies of such records and any other documents created pursuant to
this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period
of three (3) years from the date of final payment to Consultant under this Agreement.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant
agrees that it shall not use or disclose such information except in the performance of this
Agreement, and further agrees to exercise the same degree of care it uses to protect its
own information of like importance, but in no event less than reasonable care.
"Confidential Information" shall include all nonpublic information. Confidential information
includes not only written information, but also information transferred orally, visually,
electronically, or by other means. Confidential information disclosed to either party by
any subsidiary and/or agent of the other party is covered by this Agreement. The
foregoing obligations of non-use and nondisclosure shall not apply to any information that
(a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the
Consultant without an obligation of confidentiality; (d) is required to be disclosed by
operation of law; or (e) is independently developed by the Consultant without reference
to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests,
direct or indirect, which would conflict in any manner with performance of services
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AMI Implementation Support Services
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specified under this Agreement.
13. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex,
marital status, sexual orientation, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, training, utilization,
promotion, termination or other employment related activities. Consultant affirms that it is
an equal opportunity employer and shall comply with all applicable federal, state and local
laws and regulations.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the
City and Consultant, and supersedes any and all other agreements, oral or written,
between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may
not be modified except by written instrument signed by the City and by an authorized
representative of Consultant. The parties agree that any terms or conditions of any
purchase order or other instrument that are inconsistent with, or in addition to, the terms
and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this
Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on
behalf of any party, which is not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of
Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest
herein without the prior written consent of the City and any such assignment, transfer,
delegation or subcontract without the City's prior written consent shall be considered null
and void. Nothing in this Agreement shall be construed to limit the City's ability to have
any of the services which are the subject to this Agreement performed by City personnel
or by other consultants retained by City.
16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice
of termination. In such event, Consultant shall be entitled to receive and the City shall
pay Consultant compensation for all services performed by Consultant prior to receipt of
such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require
Consultant to deliver to the City all work product(s) completed as of such
date, and in such case such work product shall be the property of the City
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
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unless prohibited by law, and Consultant consents to the City's use thereof
for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
i1IV/ =11:7
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and
signed by the party waiving the breach, failure, right or remedy. No waiver of any breach,
failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or
remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless
the writing so specifies.
18. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California
and the validity, interpretation, performance, and enforcement of any of the clauses of
this Agreement shall be determined and governed by the laws of the State of California.
Both parties further agree that Orange County, California, shall be the venue for any
action or proceeding that may be brought or arise out of, in connection with or by reason
of this Agreement.
19. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary
licenses, permits, approvals, waivers, and exemptions necessary for the provision of the
services hereunder and required by the laws and regulations of the United States, the
State of California, the City of Santa Ana and all other governmental agencies. Consultant
shall notify the City immediately and in writing of its inability to obtain or maintain such
permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for
termination of this Agreement.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below
has the power, authority and right to bind their respective parties to each of
the terms of this Agreement, and shall indemnify City fully, including
reasonable costs and attorney's fees, for any injuries or damages to City in
the event that such authority or power is not, in fact, held by the signatory
or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as
if fully set forth in the body of this Agreement.
21. NOTICE
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AMI Implementation Support Services
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Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in
person or mailed by first class or certified mail, postage prepaid, or sent by fax or other
telegraphic communication in the manner provided in this Section, to the following
persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Nabil Saba, P.E.
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-5635
To Consultant:
First & Last Name
Title
Consultant Firm Name
Address
City, State, Zip
Fax:
Sonia R. Carvalho
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6515
A party may change its address by giving notice in writing to the other party.
Thereafter, any communication shall be addressed and transmitted to the new address.
If sent by mail, communication shall be effective or deemed to have been given three (3)
days after it has been deposited in the United States mail, duly registered or certified, with
postage prepaid, and addressed as set forth above. If sent by fax, communication shall
be effective or deemed to have been given twenty-four (24) hours after the time set forth
on the transmission report issued by the transmitting facsimile machine, addressed as
set forth above. For purposes of calculating these time frames, weekends, federal, state,
County or City holidays shall be excluded.
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AMI Implementation Support Services
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST:
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
Bv:
City Attorney Name
City Attorney (title)
RECOMMENDED FOR APPROVAL:
Nabil Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Alvaro Nunez
Acting City Manager
CONSULTANT:
Name:
Title:
Tax I D#
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
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APPENDIX
ATTACHMENT 5: CERTIFICATIONS
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AMI Implementation Support Services
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NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and Public Contract Code Section 7106)
In conformance with Title 23 United States Code Section 112 and Public Contract Code
7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that
the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly
induced or solicited any other BIDDER to put in a false or sham bid, and has not directly
or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to
put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in
any manner, directly or indirectly, sought by agreement, communication, or conference
with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to
secure any advantage against the public body awarding the contract of anyone interested
in the proposed contract; that all statements contained in the bid are true; and, further,
that the BIDDER has not, directly or indirectly, submitted his or her bid price or any
breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, or paid, and will not pay, any fee to any corporation, partnership, company
association, organization, bid depository, or to any member or agent thereof to effectuate
a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are
cautioned that making a false certification may subject the certifier to
criminal prosecution.
Signed
State of California
County of
Subscribed and sworn to (or affirmed) before me on this day of , 20_, by
, proved to me on the basis of satisfactory evidence to be
the person(s) who appeared before me
Notary Public Signature Notary Public Seal
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AMI Implementation Support Services
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CITY OF SANTA ANA
RFP NO.: 24-085
AMI IMPLEMENTATION SUPPORT SERVICES
NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the
best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of
the undersigned, to any person for influencing or attempting to influence an officer
or employee of any Federal agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any Federal agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its
instructions.
This certification is a material representation of fact upon which reliance was placed when
this transaction was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code.
Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he
or she shall require that the language of this certification be included in all lower tier
subcontracts, which exceed $100,000 and that all such subrecipients shall certify and
disclose accordingly.
Signed:
Title:
Firm:
Date:
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
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CITY OF SANTA ANA
RFP NO.: 24-085
AMI IMPLEMENTATION SUPPORT SERVICES
NON-DISCRIMINATION CERTIFICATION
The undersigned Consultant or corporate officer, during the performance of this contract, certifies as
follows:
The Consultant shall not discriminate against any employee or applicant for employment because
of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure
that applicants are employed, and that employees are treated during employment without, regard
to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to,
the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The Consultant agrees to post in conspicuous places, available to
employees and applicants for employment, notices to be provided setting forth the provisions of this
nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of
the Consultant, state that all qualified applicants will receive consideration for employment without
regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which he/she has
a collective bargaining agreement or other contract or understanding, a notice to be provided
advising the said labor union or workers' representatives of the Consultant's commitments under
this section, and shall post copies of the notice in conspicuous places available to employees and
applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965,
and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order 11246 of
September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant
thereto, and will permit access to his/her books, records, and accounts by the administering agency
and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules,
regulations, and orders.
6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract
or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or
suspended in whole or in part and the Consultant may be declared ineligible for further Government
contracts or federally assisted construction contracts in accordance with procedures authorized in
Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and
remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule,
regulations, or order of the Secretary of Labor, or as otherwise provided by law.
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CITY OF SANTA ANA
RFP NO.: 24-085
AMI IMPLEMENTATION SUPPORT SERVICES
7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and
the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless
exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204
of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each
subcontract or purchase order as the administering agency may direct as means of enforcing such
provisions, including sanctions for noncompliance; provided, however, that in the event the
Consultant becomes involved in, or is threatened with, litigation with a Subcontractor or Consultant
as a result of such direction by the administering agency, the Consultant may request that the United
States enter into such litigation to protect the interests of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as
amended, no discrimination shall be made in the employment of persons upon public works because
of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition,
marital status, or sex of such persons, except as provided in Section 1420, and any Contractor of
public works violating this Section is subject to all the penalties imposed for a violation of the
Chapter.
Signed:
Title:
Firm:
Date:
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AMI Implementation Support Services
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CITY OF SANTA ANA
RFP NO.: 24-085
AMI IMPLEMENTATION SUPPORT SERVICES
---End of RFP NO 24-085
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Docusign Envelope ID: 8DB22FEB-26C9-4AA8-92E8-033D22A87DE7
EXHIBIT 2
AGREEMENT -WITH E SOURCE COMPANIES, LLC TO PROVIDE AMI
IMPLEMENTATION SUPPORT SERVICES FOR THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 20th day of August, 2024 by and between E
Source Companies, LLC ("Consultant"), and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of California
("City").
RECITALS
A. On June 25, 2024, the City issued Request for Proposals No. 24-085 ("RFP"), by which it
sought a Consultant to provide Automated Metering Infrastructure (AMI) Implementation
Support Services for the Public Works Agency Water Resources Division, including but
not limited to project management, software integration, data management, and
performance analysis.
B. Consultant submitted a responsive proposal that was selected by the City. Consultant
represents that it is able and willing to provide the services described in the scope of work
that was included in the RFP.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform the services described in the scope of work that was included in
the RFP, and as more specifically delineated in Consultant's proposal, which are collectively
attached as Exhibit A — Scope of Work and incorporated herein by reference.
2. COMPENSATION
a. City neither warrants nor guarantees any minimum or maximum compensation to
Consultant under this Agreement. Consultant shall be paid only for actual services
performed under this Agreement at the rates and charges identified in Exhibit B
Compensation. The total amount to be expended during the term of this Agreement
under the RFP shall not exceed Four Hundred Fifty Thousand Dollars and Zero Cents
($450,000), including any extension periods exercised under Section 3.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. City and
Consultant agree that all payments due and owing under this Agreement shall be made
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through Automated Clearing House (ACH) transfers. Consultant agrees to execute the
City's standard ACH Vendor Payment Authorization and provide required
documentation. Upon verification of the data provided, the City will be authorized to
deposit payments directly into Consultant's accounts) with financial institutions.
Payment need not be made for work which fails to meet the standards of performance
set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on 20th day of August, 2024 and terminate on December
31, 2027, with the option for the City to grant up to one 2-year extension (through December 31,
2029) exercisable by a writing by the City Manager and City Attorney, unless terminated earlier
in accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent Consultant and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
Perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data, Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require any subcontractors to obtain and maintain insurance as described
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below for the entire Term of this Agreement against claims for injuries to persons or damage
to property which may arise from or in connection with services, products and materials
supplied to the City. Total cost of insurance shall be borne by Consultant.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00
01 covering CGL on an "occurrence" basis, including products and completed
operations, property damage, bodily injury and personal & advertising injury with
limits no less than $1,000,000 per occurrence and $2,000,000 in the aggregate.
Required policy limits can be met with primary and umbrella/excess insurance
policies.
2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1
(any auto), with limits no less than $1,000,000 combined single limits. In the event
Consultant does not maintain commercial automobile liability insurance, City will
accept evidence of personal automobile insurance.
3. Workers' Compensation: insurance as required by the State of California, with
statutory limits, and Employers' Liability insurance with a Iimit of no less
than$1,000,000 per accident, policy or employee for bodily injury or disease.
Coverage is not required if Consultant has no employees and signs request to waive
such insurance.
4. Professional Liability Insurance: with limits no less than $1,000,000 per
occurrence or claim, and $2,000,000 aggregate.
If Consultant maintains broader coverage and/or higher limits than the minimum requirements
for each line of coverage shown above, City requires and shall be entitled to the broader
coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds
in excess of the specified minimum limits of insurance and coverage shall be made available to
the City.
Other Insurance Provisions
The above required insurance policies are to contain, or be endorsed to contain, the following
provisions:
1. City, its City Council, officers, officials, employees, agents, and volunteers are to be
covered as additional insureds under Consultant's CGL, Professional Liability, and
Automobile Liability policies with respect to any liability arising out of work or operations
performed by or on behalf of Consultant including materials, parts, equipment, and
personnel furnished in connection with such work or operations.
2. Consultant's Insurance company(ies) agrees to waive all rights of subrogation against
the City, its City Council, its officers, officials, employees, agents, and volunteers for
losses paid under the terms of any policy which arise from work performed by
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Consultant under this Agreement.
3. For any claims related to this contract, ConsuItant's insurance coverage shall be primary
and any insurance maintained by City, its City Council, its officers, officials, employees,
agents or volunteers shall not contribute with it.
4. A severability of interest provision must apply for all the additional insureds, enduring
that Consultant's insurance shall apply separately to each insured against whom a claim is
made or suit is brought, except with respect to the insurer's limits of liability,
5. Insurance policies required herein shall provide that coverage shall not be canceled,
suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or
materially changed except after thirty (30) days prior written notice has been given to the
City. Ton (10) days prior written notice shall be provided to the City for policy
cancellation or non -renewal due to non-payment of premium.
6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa
Ana, Attention: Public Works Agency, Executive Director, 20 Civic Center Plaza,
M-21, Santa Ana, CA 92701. The name and location of project must be indicated
in the Description of Operations section of each certificate.
Self -Insured Retentions
Self insured retentions must be declared to and approved by City. The City may require the
Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses
and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state of California
with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to CITY.
Verification of Coverage
Consultant shall furnish the City with original Certificates of Insurance including all required
amendatory endorsements (or copies of the applicable policy language effecting coverage required
by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all
policy endorsements before work begins. However, failure to obtain the required documents prior
to the work beginning shall not waive Consultant's obligation to provide them.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other circumstances,
7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
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injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant,
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
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nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
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Agreement performed by City personnel or by other Consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
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first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax:
To Consultant:
E Source Companies, LLC
Attn: Dave Perotti
CEO
3020 Carbon Place, Suite 300
Boulder, CO 80301
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
C. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
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set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
B
a4
Andrea Garcia -Miller
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
C Digitally signed by Nabil
laa
N d b i I J a b s Date: 2024.08.05 12:41.47
-07'00'
NabiI Saba, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
Alvaro Nunez
Acting City Manager
E Source Companies, LLC
vaw' Pwrofft
Name: Dave Perotti
Title: CEO
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EXHIBIT A
SCOPE OF SERVICES
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SCOPE OF WORK
INTRODUCTION AND BACKGROUND
The City of Santa Ana is located in the County of Orange in Southern California. The City
encompasses 27.2 square miles and a population over 343,000 people. The City of Santa
Ana Public Works Agency -- Water Resources Division oversees and maintains the daily
operations of the Water System and Sanitary Sewer System. The City of Santa Ana's water
system has an average day demand of about 43 MG with approximately 45,500 metered service
connections.
The City is currently in the process of implementing Automated Metering Infrastructure (AMI) for
all of its metered water service connections. Communications equipment has been installed and
the installation of meters is ongoing. However, the City of Santa Ana Public Works Agency
desires to engage professional firms to provide additional support for the project in the areas of
project management, systems integration and data analysis, and quality assurance field
inspection services. The primary emphasis will be assisting City staff with testing data and
system functionality to validate that the delivered systems can support the City's daily business
and user requirements. Specifications for the project can be found in the agreement with the
project's prime contractor here: htt s:// ublicdocs santa-
ana.orgNVebLinklDocView.aspx?id=125140&searchid=ac4e8f00-1 d6c-476a-ba09-
cde533ca092c&dbid=1. Existing knowledge of the Sensus Regional Network Interface (RNI),
enQuesta Customer Interface System (CIS), and SmartWorks Compass Meter Data
Management (MDM) system is required.
CONTRACTOR RESPONSIBILITIES
The Consultant shall provide all labor, materials, services, and equipment necessary for the
completion of the work entailed herein. All work shall be in accordance with applicable trade
practices, workmanship, meet warranties and shall conform to all applicable laws, codes and
regulations. Business hours are considered from 7:00 A.M. to 5:00 P.M. (Monday through
Friday). Any time outside of business hours of operation may be considered after
hours/weekends.
All work will be scheduled upon confirmation of scope and cost and completed within the time
agreed upon for each specific item of work. The Consultant may not begin work before receiving
a written Notice to Proceed by the City's Project Manager. All services, equipment and materials
provided by the Consultant must be in accordance with all applicable Federal, State and local
regulations, laws, and codes.
DESCRIPTION OF WORK
The consultant will be expected to develop a work plan in order to provide support in the following
areas:
1. Project Management.
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
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a. Support City staff in managing overall scope of work by prime contractor and
subcontractors to ensure that all project tasks are executed, and provide advice and
recommendations on how to address project -specific issues that may arise;
b. Conduct weekly status meetings with City staff and contractors/vendors for overall
project and/or systems integration performance and progress.
2. System Testing.
a. Coordinate with vendors to ensure configuration of systems are delivered and working
to specifications;
3. Reporting.
a. Review daily reports to ensure communication systems are responsive;
b. Investigate and/or recommend actions for City or contractor to take to make corrections.
4. Validation of Reads.
a. Review and analyze daily reporting data to ensure validity of reads received.
5. Quality Assurance and Field Inspection Services.
a. Perform in -field installation quality audits of meter installations, including checking for
post -installation leaks;
b. Perform data quality audits using installation contractor's work order management
software to verify meters are installed correctly.
CITY RESPONSIBILITIES
The City will provide access to the information in its possession and systems/software platforms
relevant to the preparation of the required information in the RFP. Selected consultant is
expected to perform a substantial review of the project's schedule and milestones to -date, and
be familiar with all software platforms and data sources being utilized.
SUBCONTRACTORS
The use of Subcontractors is allowed, but will require approval by City prior to start of any
assigned work. When a Subcontractor performs all or any part of the work, a markup shall be
applied to the Subcontractor's actual cost of such work. The Contractor may add a markup of 10
percent on the first $5,000 of the subcontracted portion of the extra work and a markup of 5
percent on work added in excess of $5,000 of the subcontracted portion of the work may be
added by the Contractor.
---End of SCOPE OF WORK Section,—
City of Santa Ana - RFP 24-085
AMI Implementation Support Services
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ESOURCE PROPOSAL TO CITY OF SANTA ANA FOR AM I IMPLEMENTATION SUPPORT SERVICES
Understanding of Scope of Services
E Source has had the pleasure of working with the team at Santa Ana on your AMI project. We have
supported your team on the tasks that you have requested in your RFP and that are outlined below in
our scope of work. We have established a positive and productive working relationship with your vendor
partners, including AquaMetric, Xylem (Sensus), Harris SmartWorks, Systems & Software, and Concord
Utility Services (Concord). We have extensive working knowledge of Santa Ana's entire AN system,
including RNI headend, Sensus Analytics, Compass MDMS, enQuesta CIS, and Peak Workflow Work
Order Management system (WOMS).
Task 1: Project Management
One of the primary factors that distinguish successful AM] projects is the quality of the overall project
management. In the E Source model, based on the Project Management Institute's (PMI's) PMBOKQ
and Agile methodologies, our Project Manager (PM) works very closely with Santa Ana's PM and the
project team using proven process, methodologies, and templates to produce a robust, flexible
implementation approach. We are very experienced in helping a combined vendor and utility team
execute successfully to the project baseline.
Tara Turch, the E Source PM, will be responsible for supporting the activities listed in Table 1. Our PM
will manage vendor performance, risk management, items of concern, and open action items. These
items will be managed regularly and will be consistently tracked.
Table I. E Source Project Management Activities
Scope Ensure the project plans outline all of the work required to complete the project successfully and
Management that the client and vendors avoid scope creep. Scope management consists of initiation, scope
planning, scope definition, scope verification, and scope change control.
Change i Ensure a formal change control process is in place to control changes to the baseline project plan
Management and SOW throughout the project lifecycle.
Cost Ensure the project is completed within the approved budget. Cost management consists of
Management resource planning, cost estimating, cost budgeting, and cost control.
Quality Ensure the project will satisfy the needs for which it was undertaken. Quality managementconsists
Management . of quality planning, quality assurance, and quality control.
Reporting Ensure timely & appropriate generation, collection, distribution, and storage of project information.
Management Handle communications planning, performance reporting, and administrative closure.
Schedule Ensure timely project completion. Time management consists of activity definition, sequencing, and
Management duration estimating, as well as schedule development and control.
Vendor
Ensure vendors are completing their contractual scope of work on schedule and within budget.
Management Coordinate with technical resources as necessary to ensure verification of technical deliverables.
Resource Ensure qualified resources are available and properly prepared to perform each task. Identify
Management project resourcing needs and coordinate with the appropriate organizations to meet them.
Ensure risk is identified, analyzed, and responded to appropriately based on probability and impact
Risk & Issue in accordance with the risk management plan. Once a risk is realized, transition it to a
Management pre -defined issue tracking and resolution process.
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E SOURCE PROPOSAL TO CITY OF SANTA ANA FOR AMI IMPLEMENTATION SUPPORT SERVICES
The E Source PM will host a kickoff meeting with E Source and Santa Ana staff following award of the
contract to conduct introductions, discuss the scope of services and the implementation process. The E
Source PM will assist the City in managing the overall scope of work by the prime vendor and
subcontractors to ensure that all tasks are executed and provide advisory support and
recommendations on how to address project specific issues that may arise. We will conduct weekly
status meetings with City staff and vendor partners to monitor overall project and systems integration
and testing performance and progress.
As part of our services, E Source will also closely monitor Santa Ana's readiness to take ownership of
all tasks and activities to support the AMI system following system acceptance and stabilization. We will
collaborate with the Santa Ana PM over the life of the project to assess and ensure that our level of
support by task meets your needs. In the event that your needs change, we will work with you to adjust
accordingly.
DELIVERABLES
— Weekly status meetings with City staff and contractors/vendors
— Weekly integration and testing status reports
— Maintain AMI implementation schedule
Task 2: System Testing Support
A graduated, thorough, and robust test program is needed for an AMI project, and E Source has
implemented hundreds of successful integrated technology testing programs for our clients. Our testing
approach minimizes your risk by providing early validation of the technologies in steps, so that any
problems are identified early and corrected. All discovered defects are formally logged, managed, and
resolved as appropriate until acceptance is achieved. We produce test plans that exercise the
functionality of systems that must interface to meet business, technical, functional, integration,
performance, and any other specified requirements.
Should issues be identified during the testing process, we are ready and able to work with each vendor
partner and development teams to resolve those issues. We follow a corrective action process that
ensures the problem is documented, root -cause determined, corrective and preventive actions are
taken, and retesting is performed to verify that the problem has been resolved.
Understanding where Santa Ana is at in the testing process based on our previous experience working
with your team, we will focus on finalizing the following testing element:
User Acceptance and Business Process Testing — This testing verifies that the correct
information flows through for a particular business process, including both automated and
manual business processes. It is the final gate and ensures that the system functions and is
aligned with requirements and processes that are used operationally. In this testing, a single
trigger can initiate data transfers between multiple source and destination systems. It is the most
comprehensive test of the complete set of business processes and maximizes to the extent
possible the real -world use of Santa Ana's integrated systems. Test cases are executed by
Santa Ana users of the systems on a day-by-day basis with direct support from E Source
resources.
E
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E SOURCE PROPOSAL TO CITY OF SANTA ANA FOR AMI IMPLEMENTATION SUPPORT SERVICES
E Source will coordinate the testing effort between the team at Santa Ana and the vendors. The end
result is to ensure configuration of systems are delivered and working to Santa Ana's requirements and
specifications.
DELIVERABLES
— Weekly remote testing and troubleshooting meetings
— On -demand troubleshooting support
— Weekly integration meetings with vendor partners
— Test plans and results documentation for all Santa Ana -owned tests
Task 3: Reporting
The high volume of data produced by an AMI system can greatly enhance overall utility operations, but
only if that data is properly monitored, managed, and utilized. The AMI system introduces a new variety
of data sets such as consumption data, events, alerts, and various system exceptions. From previous
work that E Source has performed for Santa Ana, a plan to manage and utilize the data from these new
systems has been developed to ensure accuracy and completeness for billing and all other reporting
functions. New or updated reports and notifications generated from this plan will inform Santa Ana of
possible leaks, tampering, backflow, CIS -to -field mismatches, etc., but the data must be interpreted and
acted upon appropriately to realize the maximum benefits,
E Source will review daily reports to ensure all communication systems are responsive and functioning
within expected levels. Our team will investigate issues that arise, recommend actions to take, and work
directly with City staff and/or vendor partner to address these issues through to resolution.
In addition, E Source will continue to guide Santa Ana through the implementation of the data
management plan and provide on-the-job coaching. E Source will provide focused, hands-on support
for staff responsible for data quality management and exception handling. With this hands-on approach,
Santa Ana staff will more quickly grow familiar with their respective duties and how to troubleshoot and
remediate exceptions. After this period, E Source will work with the Santa Ana team to refine and tailor
the data management plan and assist in the development of written materials that will become
organizational process assets for current and new staff to leverage.
DELIVERABLES
— Data management coaching materials (*.doc or *.xlsx)
— Updated Data Management Plan (*.xlsx)
Task 4: Validation of Reads
In conjunction with the activities detailed in Task 3: Reporting, E Source also will review and
analyze daily reporting data to ensure the validity of meter reads received as system
implementation continues. E Source will produce exception reports for investigation by Santa Ana
and will assist Santa Ana and your vendor partners in troubleshooting and issue resolution. E
Source will factor this activity into the updates to the data management plan, on-the-job coaching,
and coaching materials detailed in Task 3.
E
Docusign Envelope ID: 8DB22FEB-26C9-4AA8-92E8-033D22A87DE7
E SOURCE PROPOSAL TO CITY OF SANTA ANA FOR AMI IMPLEMENTATION SUPPORT SERVICES
Task 5: Quality Assurance and Field Inspection Services
The AMI project involves the installation of thousands of properly configured meters and meter
interface units (MIUs) as well as the careful coordination of the materials, labor, and data. To
accomplish this scope, E Source has expertise in deployment planning and oversight to ensure the
AMI meters and communications equipment are installed correctly and efficiently with minimum
disruption to existing Santa Ana systems and business processes.
E Source personnel have decades of experience working closely with AM] and Meter Installation
Vendor (MIV) contractors and utility crews through interactive workshops to present and refine the
business processes, construction, and labor standards necessary for effective meter and MIU
installation. We also have specific experience with meter installation at Santa Ana and understand the
specific needs within your community.
E Source presents industry best practices for the planning and installation of meters/MIUs and have
worked with Santa Ana's project team to tailor these processes to the specific requirements and
standards of the City. Additionally, this implementation and planning effort includes identifying and
documenting installation, construction, and customer contact standards. E Source has and will continue
to provide advice and consulting to the City to leverage lessons learned on similar scale meter and
endpoint deployment projects in North America.
E Source will:
• Perform in -field installation quality audits of meter installations performed by Concord, including
checking for post -installation leaks and overall workmanship.
• Track and report to the City and Concord any meter and/or MIU related exceptions encountered
during installation quality audits.
• Perform data quality audits using Concord's Peak Workflow WOMS to verify meters and MI Us
are installed correctly.
• Review and advise the City on the progress of installations and volume of rework / Return to
Utility (RTU).
• Address any potential disagreements that may arise between vendor partners and/or the City
on responsibility for issues identified.
DELIVERABLES
-- Inspection reports on verification of MIV work in the field
Docuslgn Envelope ID: 8D822FEB-26C9-4AA8-92E8-033D22A87DE7
EXHIBIT B
COMPENSATION
Docusign Envelope ID: 8DB22FEB-26C9-4AA8-92E8-033D22A87DE7
E SOURCE FEE PROPOSAL TO CITY OF SANTA ANA FOR AMI IMPLEMENTATION SUPPORT SERVICES
Fee Schedule
E Source has developed the fee for services based on experience with several similar projects and
understanding of the level of effort desired by Santa Ana. This fee includes all services and deliverables
described herein. E Source will invoice Santa Ana monthly and will work with the Santa Ana project
manager to establish an agreed upon payment schedule. Travel and incidentals will be billed monthly at
actual cost.
Table 1. AMI Implementation Support services Fee
AM] Implementation Support Services
Task ID
Task
Hours
Fee
Expenses
Total
Task 1 -
Project Management
212
$
59,760
$ 9,250
$
69,010
Task 2 -Testing
Support
80
$
19,200
$ 3,700
$
22,900
Task 3 -
Reporting
432
$ 108,720
$ 3,700
$
112,420
Task 4 -
Validation of Reads
144
$
36,240
$ -
$
36,240
- Task 5 Quality Assurance and Field Inspection Services
384
$
96,000
$22,200
$
118,200
Total
1,252
$ 319,920
$ 38,850
$
358,770
Table 2. Hourly Rates
Senior Vice President
$300.00
Vice President
Program Manager
Project Manager
jExecutive Consultant
Principal Consultant
Senior Consultant
Consultant
Associate Consultant
$290.00
$280.00
$270.00
$280.00
$270.00
$260.00
$250.00
$210.00
E Source can adjust our proposed scope of work and our level of effort to provide more or less support
to match the needs of Santa Ana. We will also collaborate with the Santa Ana PM over the life of the
project to assess and ensure that our level of support by task meets the needs of Santa Ana, in the
event that your needs change, we will work with you to adjust accordingly.
�d
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Docusign Envelope ID: 8DB22FEB-26C9-4AA8-92E8-033D22A87DE7
F SOURCE FEE PROPOSAL TO CITY OF SAMAANA FOR AM IMPLEMENTATION SUPPORT SERVICES
Reimbursable Expenses
Travel expenses will be submitted for reimbursement on an actual and reasonable basis. There is no
markup on these direct costs, and E Source does not charge for time spent traveling. We will seek to
minimize expenses using government contractor rates and teleconferences whenever possible.
Assumptions
The following assumptions apply to this proposal:
17, E Source's fee to implement this Scope of Work is based on the timely start and timely
completion of each proposed task as outlined in the project schedule provided. If the duration for
any proposed task exceeds the duration outlined in the proposed schedule, E Source may need
to develop a change order in accordance with the additional services required to complete the
task(s).
d Deliverable documents will be in Microsoft office, including MS -Word, PowerPoint, Excel, MS -
Project, Visio, or Adobe PDF.
® The Utility's management will coordinate and consolidate all Utility comments on draft document
deliverables to provide a single redline for E Source to make updates to the final document
deliverables.
P3 The Utility will provide E Source with working space, network connections, infrastructure,
administrative support, and other services and materials reasonably required to perform Project
work while onsite at City offices, if requested.
® Utility personnel will support workshops and meetings as needed.
Taxes
These rates and estimates are exclusive of taxes. The taxes relating to applicable services are the sole
responsibility of the City of Santa Ana.
Billing and Payment Terms
E Source will invoice the utility on a monthly basis for actual labor and expenses incurred on the
required tasks. Payment terms are net thirty (30) days. Unless otherwise agreed to, E Source reserves
the right to charge one and one-half (1.5%) percent per month, or the maximum rate permitted by law,
whichever is greater, on any balance remaining unpaid after thirty (30) days.
Proposal Terms and Conditions
Terms of this proposal remain valid for 90 days from date of submittal. E Source reserves the right to
negotiate any terms and conditions of the written agreement relating to this SOW.
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