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File #: 1847-2019    Version: 1
Type: Ordinance Status: Passed
File created: 6/27/2019 In control: Public Utilities Committee
On agenda: 7/29/2019 Final action: 7/31/2019
Title: To authorize the Director of Public Utilities to enter into a planned renewal of the professional services agreement with EMA, Inc. for the Advanced Metering System Project; for the Division of Water; to authorize a transfer and expenditure of up to $750,000.00 from the Water General Obligations Bond Fund; and to authorize an amendment to the 2019 Capital Improvements Budget. ($750,000.00)
Attachments: 1. Ord. 1847-2019 Funding Template, 2. Ord 1847-2019 Director's Info Sheet

1.0 BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the professional services agreement with EMA, Inc. for the Advanced Metering System (AMS) Study and Implementation Project, Division of Water Contract No. 2073.

The entire project consists of four (4) Phases. Original authorizing Ordinance No. 1597-2015 indicated the agreement will be modified an additional three (3) times, however, the Department now expects additional modifications. Phases 3 and 4 will require multiple modifications due to the complex nature of the scope and to provide funding in accordance with projected Capital Improvements Budget and Bond Sales.

1.1 Amount of additional funds to be expended: $750,000.00
Original agreement: $369,077.71 (EL017444)
Modification No. 1: $550,000.00 (PO065223)
Modification No. 2 (current): $750,000.00
Total to Date: $1,669,077.71

1.2. Reasons additional goods/services could not be foreseen:
This is a planned modification as indicated in the original authorizing legislation (Ordinance No. 1597-2015). Additional modifications are expected during future phases.

1.3. Reason other procurement processes are not used:
Modifications to the agreement were planned as part of the original Request for Proposals RFP. Additionally, the current consultant is familiar with the project and has completed all the work to-date. Bidding the work to another consultant will further delay the project and will result in higher costs due to bringing the new consultant up to speed on the project.

1.4. How cost of modification was determined:
A cost proposal was provided by EMA, Inc. The proposal was reviewed by Department staff and deemed acceptable.

2.0 FUTURE CONTRACT MODIFICATION(S): Future modifications are anticipated to complete Phases 3 and 4 of the project. Modification No. 2 (current) is to provide Phase 3 a...

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