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HomeMy WebLinkAboutOrdinance 4893 ORDINANCE N0. 4893 AN ORDINANCE TO WAIVE COMPETITIVE BIDDING PROCEDURES AND APPROVE A CONTRACT WITH G` DAVIS BUSINESS PLANNING IN THE AMOUNT OF f NOT TO EXCEED $60, 100.00; AND A BUDGET ADJUSTMENT OF $45, 100.00. WHEREAS, on June 9, 2006, Stephen Davis (Financial and Internal Services Director) left employment with the city after 15 years of service; and WHEREAS, Stephen Davis has unique and substantial knowledge about three critical improvement projects underway for the City: District Court Software Upgrade; Water and Sewer Rate Study; and Bond financing for completion of the Wastewater System Improvement Project; and WHEREAS, because of Stephen Davis' unique experience, knowledge and involvement in these projects and the lack of other current city personnel with the expertise and time to handle these projects, an exceptional situation exists in which competitive bidding to obtain these services is not feasible or practical. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l : That the City Council of the City of Fayetteville, Arkansas hereby determines that an exceptional situation exists where competitive bidding for the services needed by the City as outlined above is deemed not feasible or practical. Therefore, the City Council waives the requirements of competitive bidding and accepts the contract proposal from Davis Business Planning in the amount of not to exceed $60, 100.00 as attached as Exhibit A. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a Budget Adjustment in the amount of $45, 100.00 attached as Exhibit B. PASSED and APPROVED this 6's day of July, 2006. U\V;�\S Y 0 & FAYETTEVILLE APPROVED: ATTEST: By. -4By: DAN COODY, May SONDRA SMITH, City Clerk Davis Business Planning , LLC CONTRACT FOR SERVICES Project Management and Technical Advisory Services This Agreement made and entered into by and between City of Fayetteville, Arkansas, 113 W. Mountain Street, Fayetteville, AR, 72701 and Davis Business Planning, LLC ("Davis Business Planning"), #9 Township, Fayetteville, AR 72702; and WHEREAS, City of Fayetteville at it's J4ki �, 2006 City Council meeting awarded a contract for project management services and technical advisory services to Davis Business Planning and; WHEREAS, Davis Business Planning and City of Fayetteville for the consideration hereinafter named, agree and acknowledge that: Davis Business Planning agrees to provide, in good faith, contract project management services and technical advisory services for each project specified in strict conformity with all sections of the individual task orders, and agrees the individual task orders shall form essential parts of this Agreement as if fully contained herein. The City of Fayetteville shall develop a Task Order detailing the services to be provided. Davis Business Planning shall prepare a fee schedule and deliverable schedule subject to City of Fayetteville approval. Upon receipt of written City of Fayetteville approval, Davis Business Planning agrees to commence each task order authorized under this Contract on a date to be specified in a written Notice to Proceed notifying Davis Business Planning of the task order within ten (10) business days after receipt of Notice to Proceed; provided however, the parties acknowledge and agree City of Fayetteville Contract for Services Page I of 5 that Davis Business Planning will not be available until June 26, 2006. City of Fayetteville agrees to pay Davis Business Planning , in current funds, for the performance of this Contract in accordance with the fee schedule ("Fee Schedule") incorporated with each task order. The City of Fayetteville and Davis Business Planning agree that Davis Business Planning shall be compensated for out-of-scope services on a time and material basis in accordance with the attached Fee Schedule. City of Fayetteville shall designate a city representative for each task order and both the City of Fayetteville and Davis Business Planning stipulate that all direction, management and communication regarding such Task Order shall be through the designated City representative for the aforesaid Task Order. Davis Business Planning shall submit all written communications and invoices to the City of Fayetteville's aforesaid designated City representative for each task order. City of Fayetteville shall have 30 calendar days to pay such invoices on each Task Order. Davis Business Planning agrees to provide documentation to the City representative as the documentation pertains directly to the invoice submitted to aid the City of Fayetteville in evaluating the completeness and accuracy of monies due pursuant to each submitted invoice. Davis Business Planning shall submit a written progress report and an electronic version of such report to the City's designated representative on a monthly basis. Davis Business Planning assumes sole responsibility for completion of the work undertaken pursuant to this Agreement. City of Fayetteville shall consider Stephen Davis, representing Davis City of Fayetteville Contract for Services Page 2 of 5 Business Planning as the sole point of contact with regard to contractual matters. Davis Business Planning shall indemnify and hold harmless City of Fayetteville, and its Officers, Directors, Employees, Agents, and other Consultants of each and any of them from and against claims, costs, damages, losses, and expenses, arising out of or resulting from performance of each Task Order, but only to the extent caused in whole or in part by acts or omissions of Davis Business Planning, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence. The liability of Davis Business Planning to indemnify and hold harmless the City of Fayetteville shall be limited to the fee income due Davis Business Planning as it pertains to the subject Task Order. Davis Business Planning agrees to comply with the laws of the State of Arkansas. Notwithstanding statutory exemptions or exclusions, Davis Business Planning agrees to subject itself to the jurisdiction and process of the Courts of Washington County, State of Arkansas as to all matters and disputes arising or to arise under this Agreement and the performance thereof, including all issues relating to liability for taxes, licenses or fees levied by the State. Davis Business Planning irrevocably consents that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract, shall be brought in any court of competent jurisdiction in Washington County, Arkansas. Davis Business Planning without the express written consent of City of Fayetteville hereunder shall make no assignment or transfer of this Agreement or any right accruing in whole or in part. City of Fayetteville Contract for Services Page 3 of 5 Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A. C.A. 25-19-101 et. Seq. ). Only legally authorized photo coping costs .pursuant to the FOIA may be assessed for this compliance. Changes in scope: Changes, modifications, or amendments in scope that result in changes to the Fee Schedule on the subject Task Order shall not be allowed without a prior formal contract amendment approved by the City of Fayetteville in advance of the services provided based on the change in scope. A waiver by either party of any breach of the provisions hereof shall not be deemed a waiver of any succeeding breach of such provision or any other provision of this Agreement. Should any term, provision or other part of this Agreement be declared illegal or unenforceable, it shall be excised or modified to conform to the appropriate laws or regulations, and the remainder of the Agreement shall not be affected but shall remain in full force and effect. No modification or amendment of the terms hereof shall be effective unless written and signed by the authorized representatives of all parties hereto. This Agreement constitutes the final and complete agreement and understanding between the parties regarding the subject matter hereof. All prior and contemporaneous Agreements and understandings, whether oral or written, are to be without effect in the construction of any provisions or term of this Agreement if they alter, vary or contradict this Agreement. City of Fayetteville Contract for Services Page 4 of 5 Davis Business Planning and City of Fayetteville, their successors, executors, administrators and assigns hereby agree to the full performance of the covenants herein contained. WITNESS OUR HANDS THIS DAY OF 2006. CITY OF FAYETTEVILLE, FAYETTEVILLE, ARKANSAS BY — L DAN COODY ayor ATTEST- BY SO DRA SMITH, City Clerk ,11111111 IffrPri TR Y O�c Cons Itant Firm's Authorized Signature ; FAYETTEVILLE ; BY Stephen L. Davis, 0 PRINTED NAME AND TITLE ,y .9Q sP�00 .�sy KAN, oJ�.. 09 TO ATTEST: City of Fayetteville Contract for Services Page 5 of 5 Put your City of SOW for Services logo hereFayetteville Rev. 1.0, &252006 Task Order STATEMENT OF WORK (SOW) FOR SERVICES District Court Software Improvements Fayetteville Project Number 05003 =1 with Davis Business Planning , LLC for Project Management Services 27 June 2006 30 May 2006 Template source: http://www.cvr-it.com Page 1 of 5 Put your City of SOW for Services logo hereFayetteville Rev. 1.0, WWO06 Introduction The purpose of this Statement of Work (SOW) is to detail the tasks and responsibilities of Davis Business Planning, LLC (hereinafter, Davis Business Planning) in relation to the contract with the City of Fayetteville, Arkansas (hereinafter, Fayetteville) for contract project management services in-conjunction with the District Court Software Upgrade Project. t 1 1 . 1 Background Fayetteville seeks to upgrade the comprehensive case management system from a software system operating on a PICK platform to a software system operating on a Sequel server platform . Resources do not exist within Fayetteville to perform these dedicated project management oversight services. Davis Business Planning will provide Project Management oversight duties to assure the Fayetteville District Court that the software project is completed on the schedule and with the deliverables as agreed to between Fayetteville and MSICG . 2. Scope This SOW shall apply to the term stated in the Davis Business Planning contract. • This task order provides for project management oversight services for the District Court Software Upgrade project. These services will generally consist of providing project management oversight for the implementation of a new comprehensive case management system for Fayetteville District Court. This Task Order shall be deemed to be complete ( 1 ) when Fayetteville's comprehensive case management software provider (MSICG, Inc.) certifies the software is installed and operational, the software passes Fayetteville's acceptance testing which will identify and log software bugs, and all identified bugs are satisfactorily resolved to the satisfaction of Fayetteville, which includes regression testing to ensure bug fixes operate as designed and represented by MCISG , Inc. ; (2) the District Court staff is adequately trained in the configuration and use of the new software and all required data has been converted from the current PICK case management system to the new MSICG system , or (3) October 13, 2006, which ever occurs first. • Fayetteville and Davis Business Planning agree the scope of services Fayetteville contracted with MSICG , Inc. shall serve as the basis for development of the base-line scope of services that Davis Business Planning is to provide Fayetteville. Fayetteville District Court management agrees to identify a dedicated Project Team (Fayetteville Project Team) for the duration of this project. This project team , at minimum, shall consist of Fayetteville stake-holder/user division representation . The Fayetteville Template source: http://www.evr-it.com Page 2 of 5 Put your City Of SOW for Services logo hereFayetteville Rev. 1.0, W&2006 Project Team shall assist Davis Business Planning with completion of resource analysis, testing resources, training resources, documentation resources, etc. • Fayetteville and Davis Business Planning shall jointly develop a comprehensive project schedule that identifies the critical path for this project to be completed prior to October 13 , 2006. • Davis Business Planning shall assist District Court management with the: 1 . Development of the data scrubbing parameters for the existing court data (this is where Fayetteville's and vendor's tech support resources will come in handy) ; 2 . Data migration/data conversion schedule; 3. Staff training schedules and monitoring ; 4. Evaluation of business processes utilizing the comprehensive case management system. Develop a report that details the change in business practice required by utilizing the new comprehensive case management system . 5. Delivery and set-up scheduling for computer equipment (hardware) necessary to utilize the new comprehensive case management system; 6. Development of an implementation schedule for the new software; 7. Development of a training evaluation system that provides confirmation to District Court management of the training proficiencies of District Court staff and develop recommendations as needed to provide assurance of proficiencies with the new software. 8. Develop post-implementation support plan to include back-up and recovery of sensitive court data, redundant hardware, UPS power systems, etc. 3 . Tasks 3. 1 General Requirements • Davis Business Planning shall submit a cost proposal with an associated project management plan addressing the tasks specified in the SOW. • All written deliverables must be phrased in terms and language that can be easily understood by non-technical personnel (e.g. , laypersons without subject matter expertise.) • All document deliverables must be in formats (hard copy and electronic) as specified by the customer/client - at a minimum , the formats must be in industry accepted standards (e.g . , MS Word , MS PowerPoint, MS Excel . ) • District Court management will complete a review of each submitted deliverable within specified ten ( 10) working days for the date of receipt. Template source: http://wwvi.evr-it.com Page 3 of 5 Put your City of SOW for Services logo here Fayetteville Rev. 1.0, X252006 • Davis Business Planning shall facilitate a kickoff meeting will be held at a location and time selected by Fayetteville where MSICG, Inc. and its staff will be introduced to the Fayetteville District Court and the Fayetteville Project Team . 3.2 Mandatory Tasks and Associate Deliverables 3.2. 1 Development of the data scrubbing parameters report documenting the procedures to be followed for data scrubbing prior to data migration ; 3.2 .2 Development of Staff training calendar; 3.2.3 Development of a review of the existing business process and proposed improvements based on the new comprehensive case management system ; 3.2.4 Development of an implementation calendar for the new comprehensive case management system ; 3.2 . 5 Address internal controls, since this is basically a revenue generation system . 4.0 Reports and Meetings • Davis Business Planning is required to provide the District Court Software Upgrade Project Manager with bi-weekly written progress reports (one copy) of the implementation phase of this project. Davis Business Planning shall develop a proposed report format for Fayetteville District Court approval . • The progress reports shall cover all work performed and completed during the two weeks for which the progress report is provided and shall present the work to be performed during the subsequent two weeks. • The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved . • Fayetteville District Court assisted by Davis Business Planning will be responsible for conducting weekly status meetings with the District Court Software Upgrade Project Manager and the Fayetteville Project Team stakeholder. The meetings will be held on Tuesday of each week - at a time and place so designated by the District Court Software Upgrade Project Manager - unless revised by the District Court Software Upgrade Project Manager. The meetings can be in person or over the phone. i Template source: http://w\wi.cvr-it.com Page 4 of 5 .. Put your' City Of SOW for Services logo here Fayetteville Rev. r.o, W&2006 5. Period of Performance • Davis Business and Fayetteville agree the period of performance for this task is from July 7 , 2006 to no-later-than October 13, 2006. Extensions of this time can be negotiated if the need arises. 6. Fees and Payments Fayetteville agrees to compensate Davis Business Planning, on a lump-sum basis $ 15,000 for the project management services as enumerated in this SOW. Davis Business Planning shall invoice Fayetteville on a bi-monthly basis for payment on this statement of work. Fayetteville agrees to pay the invoices within thirty (30) calendar days from the date of invoice. 7 . Davis Business Planning Personnel Requirements Davis Business Planning must have specialized experience and knowledge commensurate with Fayetteville's specified task. 8 . Travel • Travel shall be authorized by Fayetteville in advance. Pre-approved travel by Davis Business Planning shall be reimbursed based on the Rand-McNally mileage distances utilizing the IRS mileage reimbursement rate. Meal expenditures shall be reimbursed based on the per diem rate published by the IRS for the location traveled to. ACCEPTANCE: SUBMITTED: CITY OF FAYE EVILLE, DAVIS BUSINESS PLANNING, LLC: FAYETTEVIL , ARKA S BY BY DAN COODY, Mayor S H N DAVIS, •PRS QM 6f2 ATTEST: ATTEST: BYE` BY S NDRA Smith CITY C!„ `��.•�% RyVTRe9s''�. DATE: a°•'6� YOF .GOPA� DATE: .U • • � � ' fl1Y€Tr QJILI F Template source: http://www.cvr-itToyrr. ;a Page 5 of 5 Y %,9sy Oo kANS%-';S` " uuuuuua . § TOR 0 Q | A 0 . \ / \ m \ k \ ( ) ( 0 \ 3o w a & k } & ® \ a § \ ; - ^ > i ; ! 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City of Fayetteville, Arkansas V N, r task Order SOW for Services Rev. 1.0, 05252006 Task Order Statement of Work For Services Water & Sewer Rate Study - 2006 with Davis Business Planning, LLC for Technical Advisory Services Template source: httpJ/www.cvr-it.com 6 Page 1 of 6 City Logo City of Task Order SOW for services r Fayetteville, Rev. 1.0, o�zsrzoos Arkansas • TABLE OF CONTENTS 1. INTRODUCTION................................................................................................................................... 3 1.1 Background............................................................................. .. ..3 2. SCOPE.................................................................................................................................................. 3 3. TASKS.................................................................................................................................................. 3 3.2.4 Deliverables........................................................................................................................................... 5 4 DELIVERY SCHEDULE........................................................................................................................ 6 4.1 Reports and Meetings .............................. 5 5. PERIOD OF PERFORMANCE.............................................................................................................6 6. PAYMENTS.......................................................................................................................................... 6 7. VENDOR PERSONNEL REQUIREMENTS.........................................................................................6 • 8. TRAVEL................................................................................................................................................6 • Template source. httpJtwww.cvr-it.com Page 2 of 6 . I . City Logo City of Fayetteville, Arkansas 1. Introduction Task Order SOW for Services Rev. 1.0, 05/25/2006 The purpose of this Statement of Work (SOW) is to detail the tasks and responsibilities of Davis Business Planning, LLC (hereinafter, Davis Business Planning) in relation to the contract with the City of Fayetteville, Arkansas (hereinafter, Fayetteville) for Technical Advisory Services in conjunction with the Water & Sewer Rate Study — 2006 and development of the necessary data links between the Fayetteville financial data, Fayetteville water and sewer utility data, Fayetteville cost data contained within the municipal management system and existing water or sewer master plans. 1.1 Background Fayetteville owns and operates a publicly owned water distribution system and a publicly owned treatment works that serves a population of approximately 85,000 located within Fayetteville and surrounding communities. Fayetteville is negotiating long-term loans with Arkansas Natural Resources Commission (ANRC). Existing revenue bonds and the ANRC loan documents requires a minimum revenue coverage for the mandatory debt service payments. Fayetteville has engaged HDR/ESS to conduct a cost -of -services rate study to assist Fayetteville in determining the most appropriate rate structure to meet the requirements of existing bond indentures and ANRC regulations. Additionally, Fayetteville has purchased rate -making software for use by Fayetteville staff to perform future rate reviews in-house. Finally, Fayetteville has a need to develop a long-term financing plan that is linked to the master water facility plan that addresses water system enhancements and reinforcements to meet predicted future needs. 2. Term This SOW shall apply to the term stated in the Davis Business Planning: • The contract goes into effect July 7, 2006 and shall terminate on June 30, 2007. 3. Tasks/Scope 3.1 General Requirements • Davis Business Planning shall submit a cost proposal with an associated project management plan addressing the tasks specified in the SOW • All written deliverables must be phrased in terms and language that can be easily • understood by non -technical personnel (e.g., laypersons without subject matter expertise) Template source: http://www.cvr-it.com Page 3 of 6 City Logo City of Task Order SOW for Services Fayetteville, Rev. 1.0, 05/25/2006 Arkansas CJ • All document deliverables must be in formats (hard copy and electronic) as mutually agreed upon by Fayetteville and Davis Business Planning - at a minimum, the formats must be in industry accepted standards (e.g., MS Word, Adobe Reader, MS PowerPoint) • Fayetteville will complete a review of each submitted deliverable within ten (10) working days for the date of receipt. • A kickoff meeting will be held at a location and time selected by Fayetteville where Davis Business Planning and its staff will be introduced to Fayetteville. • Davis Business Planning and/or its staff must have knowledge and expertise of the subject matter (e.g., AWWA rate -making methodology, financial reporting systems, job order costing principles, work order costing accumulation systems, cost analysis, report design and development, etc.) for which work is to be performed 3.2 Mandatory Tasks and Associate Deliverables 3.2.1 Review, Analysis and Assistance in Preparation of Data Needs for the Water and Sewer Rate Study 2006 • Davis Business Planning shall participate in the Rate Study kick-off meeting conducted by HDR/EES and assist Fayetteville staff in development of the necessary background data as defined by HDR/EES. • Davis Business Planning shall review documents developed by Fayetteville staff to ensure the data meets the stated goal as identified by HDR/EES. • Davis Business Planning shall review drafts of HDR/EES work papers to ensure a clear understanding of the application of rate -making principles. Davis Business Planning may participate in meetings (teleconference, video -conference and/or face to face meetings, customer group workshops) conducted by HDR/EES, as Davis Business Planning is authorized by Fayetteville. 3.2.2 Analysis of Existing Financial System and Work Order System Workflow • Davis Business Planning shall develop a workflow diagram illustrating the process, in place, to record and document expenses incurred by Fayetteville employees assigned to the Water & Sewer Utility. • Davis Business Planning shall develop a workflow diagram illustrating the process, in place, to record and document labor, equipment and material costs incurred for each work order or service request. • Davis Business Planning shall develop a reconciliation process for Fayetteville staff to implement that reconciles the financial system data and the work order system data. Template source http://www.cvr-it.com Page 4 of 6 • • City Logo City of rask Order SOW for Services Rev. 1.0, 05(25/2006 Fayetteville, • Arkansas 3.2.3 Implementation Plan • Davis Business Planning shall devise and develop an implementation plan for Fayetteville staff, provide training for no -more -than five (5) Fayetteville staff members in four (4) training sessions and conduct two (2) follow-up reviews for quality assurance. • Deliverables: • Implementation Plan Development and associated documentation. • Conduct training sessions. • Conduct quality assurance follow-up sessions. 3.2.4 Workshops, Public Meetings, Customer Group Meetings • Davis Business Planning may be requested to assist Fayetteville staff or HDR/EES in development of presentation materials for the results of the Water & Sewer Rate Study -2006. • Deliverables: • Development of presentation materials for approval by designated Fayetteville representatives. •• Participation in public meetings/workshops. • Participation in meetings/workshops with Fayetteville Bond Underwriters, Fayetteville Bond Counsel or ANRC staff. 3.2.5 Reporting Davis Business Planning shall provide reporting to the assigned City representative on a monthly basis. The report shall provide a status of each sub -task. Deliverables: • Monthly Reports • Davis Business Planning may be requested to assist in development of materials for Fayetteville staff, public meetings and/or workshops with the Fayetteville City Council or any customer group. 4. Deliverables 4.1 Reports and Meetings • Davis Business Planning is required to provide the City representative with monthly written progress reports (one copy) and an electronic copy of the implementation phase of this project. • Progress reports shall cover all work performed and completed during the month for which the progress report is provided. The progress report shall identify any problems • encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved. Template source: http://www.cvr-it.com Page 5 of 6 City Logo City of Task Order SOW for Services Rev. 1.0, 05(22006 Fayetteville, Arkansas • • Meetings as requested by designated Fayetteville representative. 5. Period of Performance • The period of performance for Task 3.2.1 is from July 7, 2006 to February 28, 2007. • The period of performance for Task 3.2.2 is from July 7, 2006 to April 30, 2007. • The period of performance for Task 3.2.3 is from October 2, 2006 to April 30, 2007. • The period of performance for Task 3.2.4 is from July 7, 2006 to April 30, 2007. 6. Payments Davis Business Planning shall invoice Fayetteville on a bi-monthly basis for payment on this statement of work. Fayetteville shall pay the invoices within thirty (30) calendar days from the date received by Fayetteville. Payments made beyond these terms may be assessed late fees as authorized by Arkansas law. 7. Davis Business Planning Personnel Requirements • Davis Business Planning must have specialized experience and knowledge commensurate with the specified task. 8 Travel In all circumstances, travel must be authorized by Fayetteville prior to Davis Business Planning invoicing Fayetteville for travel cost. Travel shall be limited to Arkansas and shall be paid based on Davis Business Planning utilizing distances published by Rand - McNally and the most recent IRS mileage rate. Meal expenses shall be reimbursed based on the most recent IRS allowances. All other out-of-pocket expenses shall be reimbursed with the presentation of a detailed receipt. • Template source: hftp:/).cvr-It.com Page 6 of 6 C. Davis Business Planning, LLC CONTRACT FOR SERVICES Project Management and Technical Advisory Services This Agreement made and entered into by and between City of Fayetteville, Arkansas, 113 W. Mountain Street, Fayetteville, AR, 72701 and Davis Business Planning, LLC ("Davis Business Planning"), #9 Township, Fayetteville, AR 72702; and WHEREAS, City of Fayetteville at it'sip1/ n, 2006 City Council meeting awarded a contract for project management services and technicaladvisory services to Davis Business Planning and; WHEREAS, Davis Business Planning and City of Fayetteville for the consideration hereinafter named, agree and acknowledge that: Davis Business Planning agrees to provide, in good faith, contract project management services and technical advisory services for each project specified in strict conformity with all sections of the individual task orders, and agrees the individual task orders shall form essential parts of this Agreement as if fully contained herein. The City of Fayetteville shall develop a Task Order detailing the services to be provided. Davis Business Planning shall prepare a fee schedule and deliverable schedule subject to City of Fayetteville approval. Upon receipt of written City of Fayetteville approval, Davis Business Planning agrees to commence each task order authorized under this Contract on a date to be specified in a written Notice to Proceed notifying Davis Business Planning of the task order within ten (10) business days after receipt of Notice to Proceed; provided however, the parties acknowledge and agree City of Fayetteville Contract for Services Page 1 of 5 that Davis Business Planning will not be available until June 26, 2006. City of Fayetteville agrees to pay Davis Business Planning, in current funds, for the performance of this Contract in accordance with the fee schedule ("Fee Schedule") incorporated with each The City of Fayetteville and Davis Business Planning agree that Davis Business Planning shall be compensated for out -of -scope services on a time and material basis accordance with the attached Fee Schedule. City of Fayetteville shall designate a city representative for each task order and both the City of communication regarding such Task Order shall be through the designated City representative for the aforesaid Task Order. Davis Business Planning shall submit all written communications and invoices to the City of Fayetteville's aforesaid designated City representative for each task order. City of Fayetteville shall have 30 calendar days to pay such invoices on each Task Order. Davis Business Planning agrees to provide documentation to the City representative as the documentation pertains directly to the invoice submitted to aid the City of Fayetteville in evaluating the completeness and accuracy of monies due pursuant to each submitted invoice. Davis Business Planning shall submit a written progress report and an electronic version of such report to the City's designated representative on a monthly basis. Davis Business Planning assumes sole responsibility for completion of the work undertaken pursuant to this Agreement. City of Fayetteville shall consider Stephen Davis, representing Davis City of Fayetteville Contract for Services Page 2 of 5 Business Planning as the sole point of contact with regard to contractual matters. Davis Business Planning shall indemnify and hold harmless City of Fayetteville, and its Officers, Directors, Employees, Agents, and other Consultants of each and any of them from and against claims, costs, damages, losses, and expenses, arising out of or resulting from performance of each Task Order, but only to the extent caused in whole or in part by acts or omissions of Davis Business Planning, its Officers, Directors, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence. The liability of Davis Business Planning to indemnify and hold harmless the City of Fayetteville shall be limited to the fee income due Davis Business Planning as it pertains to the subject Task Order. Davis Business Planning agrees to comply with the laws of the State of Arkansas. Notwithstanding statutory exemptions or exclusions, Davis Business Planning agrees to subject itself to the jurisdiction and process of the Courts of Washington County, State of Arkansas as to all matters and disputes arising or to arise under this Agreement and the performance thereof, including all issues relating to liability for taxes, licenses or fees levied by the State. Davis Business Planning irrevocably consents that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract, shall be brought in any court of competent jurisdiction in Washington County, Arkansas. Davis Business Planning without the express written consent of City of Fayetteville hereunder shall make no assignment or transfer of this Agreement or any right accruing in whole or in part. City of Fayetteville Contract for Services Page 3 of 5 Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. Changes in scope: Changes, modifications, or amendments in scope that result in changes to the Fee Schedule on the subject Task Order shall not be allowed without a prior formal contract amendment approved by the City of Fayetteville in advance of the services provided based on the change in scope. A waiver by either party of any breach of the provisions hereof shall not be deemed a waiver of any succeeding breach of such provision or any other provision of this Agreement. Should any term, provision or other part of this Agreement be declared illegal or unenforceable, it shall be excised or modified to conform to the appropriate laws or regulations, and the remainder of the Agreement shall not be affected but shall remain in full force and effect. No modification or amendment of the terms hereof shall be effective unless written and signed by the authorized representatives of all parties hereto. This Agreement constitutes the final and complete agreement and understanding between the parties regarding the subject matter hereof. All prior and contemporaneous Agreements and understandings, whether oral or written, are to be without effect in the construction of any provisions or term of this Agreement if they alter, vary or contradict this Agreement. City of Fayetteville Contract for Services Page 4 of 5 Davis Business Planning and City of Fayetteville, their successors, executors, administrators and assigns hereby agree to the full performance of the covenants herein contained. WITNESS OUR HANDS THIS4ADAY OF Consul nt irm's Authorized Signature BY Stephen L. Davis, Part MnaJA PRINTED NAME AND TITLE ATTES PR ATTEST: _ City of Fayetteville Contract for Services Page 5 of 5 2006. CITY OF FAYETTEVILLE, FAYETTEVILLE, ARKANSAS BY ;FAYETLEVILLE* I/411111+P+ City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Department: Operations, 2006 Division: Meter Operations Program: Meter Capital Projector Item Added/Increased: Request additional funding for Project 06010 Utility Rate Review and Analysis Project. Justification of this Increase: These funds are requested to fund a contract to provide technical advisory services for the 2006 water & sewer rate study and the WSIP financing program. I Date Requested 6/6/2006 Adjustment Number Project or Item Deleted/Reduced: Remaining funds from the Utility Rate Software Project and use of fund balance is proposed for this adjustment. istification of this Decrease: The City has resolved all outstanding issues and these funds are available for other uses. Increase Expense Budget (Decrease Revenue Budget) Account Name Account Nu Professional services 5400 1840 mber Amount Project Number 5314 00 45,100 06010 1 Decrease Expense Budget (Increase Revenue Budget) Account Name Account Number Amount Project Number Fixed assets 5400 1840 5801 00 4,075 04045 1 Use of fund balance 5400 0940 4999 99 41,025 Approval Signatures Z-iy oh Date Si4, ct- Date DDate z�D/c Budget Office Use Only Type: A B C Posted to General Ledger Posted to Project Accounting Entered in Category Log Initial E Date Initial Date Initial Date City of Fayetteville Staff Review Form City Council Agenda Ite or Contracts City Council Meeting Date Marsha Farthing FIS Director Submitted By - Division Action Reauired: Finance & Internal Services Department 644 7!4104 r03 Action Required: Approval of a bid waiver for Davis Business Planning for project management services and technical advisory services for use by Fayetteville for the District Court Software Upgrade Project, the 2006 Water & Sewer Rate Study and completion of the WSIP Financing. Approval of a budget adjustment for the technical advisory services is requested from Water & Sewer Fund. $15,000.00 $45,10000. Cost of this request 4470-9470-5801-00 5400-1840-5314-00 Account Number 05003-1 06010-1 Project Number 118,491.00 Category/Project Budget $ 202,100.00 $ 118,490.00 Funds Used to Date Remaining Balance District Court Software Upgrade Utility Rate Review and Analysis Program Category / Project Name Program / Project Category Name Sales Tax Capital Water & Sewer Fund Name Budgeted Item Budget Adjustment Attached 1 XX Previous Ordinance or Resolution # Department Director Date Original Contract Date: original Contract Number: QC 5-23 0� City Received itO,CCleDr 's Office i Financ and Internal Service Directo Date Received in Mayor's Office a Mayor Date lr FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Fayetteville City Council THROUGH: Dan Coody, Mayor FROM: Marsha Farthing, Interim Finance & Internal Services Director DATE: May 18, 2006 SUBJECT: Approval of a bid waiver for professional services from Davis Business Planning and acceptance o proposal for the services and approval of a budget adjustment fu ding the technical advisory services for water & sewer. Recommendation Staff recommends approval of a bid waiver authorizing the Mayor to sign necessary documents to contract with Davis Business Planning for: 1) project management oversight for the District Court Software Upgrade, 2) technical advisory services in conjunction with the 2006 water & sewer rate study and 3) technical advisory services in conjunction with completion of the financing program on the wastewater system improvements project. Approval of a budget adjustment in the amount of $45,100 for the technical advisory services for water & sewei is also requested. Discussion Davis Business Planning has the expertise and time to assist Fayetteville with the implementation of these projects. • District Court Software Upgrade— this project is scheduled to be fully implemented by mid - to -late September, 2006 and requires dedicated project oversight to ensure that these tight timeframes are met. Completion of this project will allow the integration of the Court data with the Police Department software to streamline dataflow between these two agencies with the goal of eliminating duplicate entry of data. The Police Department is planning to upgrade ticket writing during the 4'h quarter 2006 that will take further advantage of dataflow streamlining. • Water & Sewer Rate Study Technical Advisory Services — this task order will provide the necessary resources to assist Fayetteville in the development and presentation of a comprehensive water & sewer rate study. The technical advisory services will develop the linkages between ekisting city financial and maintenance databases and database applications owned by Fayetteville for future water & sewer rate reviews. Fayetteville purchased rate development software in 2005 with the intention of utilizing the 2003 rate study as a baseline for future rate reviews. In mid -2005, the City determined the data available from the 2003 J:\City Council\Agenda Items\Davis Business Planning.doc was not suitable for use as a baseline so implementation of the ratemaking software was postponed. The 2006 rate study is expected to develop sufficiently robust data so that this data can be used as a baseline. It is the plan to calibrate rates developed by HDR/EES with rates developed with this software so the City will have the option to perform detailed I. periodic rate reviews in-house and postpone the requirement for an outside consultant for these services. WSIP Financing Technical Advisory Services — it is expected that dedicated, focused effort will be needed during the 2"d and 3 quarters 2006 to finalize the financing package with Arkansas Natural Resources Commission for the wastewater system improvement project. These services will include presentations of the rate study results to ANRC staff and providing explanations as questions are developed. 1I The cost of this request is estimated to be $60,100. The District Court Project Management cost is funded within the project. The technical advisory services for the Water & Sewer Rate Study and WSIP Financing will need a budget adjustment funding the agreement. FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Marsha Farthing, Accounting Manager FROM: Stephen Davis, FIS Director DATE: May 22, 2006 SUBJECT: Davis Business Planning I am submitting this memorandum in response to your request. On June 9 2006 I will be leaving employment with the City of Fayetteville. The City of Fayetteville has three specific actions currently underway that require specific sets of project knowledge and background (project history), specific capabilities (management of budget and time) and specific expertise (knowledge of financing procedures for Arkansas Natural Resources Commission, rate - making principles as established by the American Water Works Association, job cost accounting theories and applications and development of systematic progress reporting). The reason a bid waiver was requested was primarily due to the following items 1 The City has three (3) very critical improvements underway: • District Court Software Upgrade; • Water & Sewer Rate Study; and • Completion of the financing package for the WSIP. 2 Unique skill sets are desired for the successful completion of these projects. 3 The City does not have any existing staff to assign to these projects. 4 The City must have all of these tasks completed within a very tight time period. The City also needs a high level of confidence that these tasks will be completed on time, professionally and within budget. My history with the City of Fayetteville demonstrates that I have the unique skills and expertise to meet the City's objectives. Fayetteville could prepare competitive procurement documents and seek to obtain these services on the open market. If Fayetteville chooses to competitively procure the services listed above then it would be my recommendation that the City re -consider the timelines for each of the tasks listed ORDINANCE NO. AN ORDINANCE TO WAIVE COMPETITIVE BIDDING PROCEDURES AND APPROVE A'CONTRACT WITH DAVIS BUSINESS PLANNING IN THE AMOUNT OF $60,100.00; AND A BUDGET ADJUSTMENT OF $45,100.00. WHEREAS, on June 9, 2006, Stephen Davis (Financial and Internal Services Director) will be leaving employment with the city after 15 years of service; and WHEREAS, Stephen Davis has unique and substantial knowledge about three critical improvement projects underway for the City: District Court ;Software Upgrade; Water and Sewer Rate Study; and Bond financing for completion of the Wastewater System Improvement Project; and WHEREAS, because of Stephen Davis' unique experience, knowledge and involvement in these projects and the lack of other current city personnel with the expertise and time to handle these projects, an exceptional situation exists in which competitive bidding to obtain these services is not feasible or practical. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that an exceptional situation exists where competitive bidding for the services needed by the City as outlined above is deemed not feasible or practical. Therefore, the City Council waives the requirements of competitive bidding and accepts the contract proposal from Davis Business Planning in the amount of $60,100.00 as attached as Exhibit A. 1 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a Budget Adjustment in the amount of $45,100.00 attached as Exhibit B. PASSED and APPROVED this 6th day of June, 2006. APPROVED: By: DAN COODY, Mayor ATTEST: By: SONDRA SMITH, City Clerk - — - Marsha Farthing - Section 5 - Period of Performance Page 1 From: Stephen Davis <davisbizplan@yahoo.com> To: Marsha Farthing<mfarthing@ci.fayetteville.ar.us> Date: 6/26/2006 4:37PM Subject: Section 5 - Period of Performance Marsha The period of performance for the Technical Advisory Services can be moved as follows: Task 3.2.1 change beginning date to July 7, 2006. No change to end date. Task 3.2.2 change beginning date from June 26, 2006 to July 7, 2006. No change to end date. Task 3.2.3 - No change to either dates. Task 3.2.4 change beginning date to July 7, 2006. No change to end date. District Court Software Upgrade - change beginning date to July 7, 2006 and end date to October 15, 2006. Stephen DAVIS BUSINESS. PLANNING Stephen L. Davis P.O. Box 3381 Fayetteville, Arkansas 72702 Cell number: 479-225-2106 davisbizplan@yahoo.com May 18, 2006 City of Fayetteville 113 West Mountain Street Fayetteville, AR 72701 Dear Mayor Coody: I am submitting this proposal to provide the City of Fayetteville with project management and technical advisory services for the following three areas: ❑ Project management oversight to the District Court Software Upgrade; ❑ Technical advisory services in conjunction with the 2006 Water and Sewer Rate Study; and, ❑ Technical advisory services in conjunction with completion of the financing plan for the • Wastewater System Improvements Project. these f.�lIi - I •I•. 31 •G• .j y:. ITj 1 • - I j.I .11• • O ii • -•• ii Task Project Schedule Start and Completion Date Services Provided Proposed Fee Additional Comments It is further proposed the Task i fee months District Court July 2006 to Project management Lump Sum - beyond Software September 2006 oversight $15,000.00 will Upgrade be $175.00 per be hour. Technical advisory services to include linking the 2006 water & sewer rate study Lump Sum - to the City's financial $40,000.00 plus system data, maintenance travel expenses It is further and operating data Travel expense to proposed the Task 2 contained within a fisting Little Rode will be fee for months Water & Sewer July 2006 to February 2007 data -bases as well as presentation of the results charged at a rate beyond Rate Study to interested customer of $300.00 for a February will be day trip and $175.00 per groups and regulatory $400.00 for a trip hour. agencies and calibration of the City -owned rate requiring an overnight stay. development software. DAVIS BUSINESS PLANNING Stephen L. Davis P.O. Box 3381 Fayetteville, Arkansas 72702 davisbizplan@yahoo.com $175.00 per hour Task 3 July 2006 to Technical Advisory , plus trips Cost to WSIP Rnancing Sepleinber 2006 Services — As Needed Little Rock I appreciate the opportunity to provide these services to the City of Fayetteville and look forward to a successful completion of the tasks outlined above. Sincerely, Stephen L. Davis Principal Davis Business Planning Proposal Acceptance: By: Date: t City of Fayetteville, Arkansas Dan Coody, Mayor City Logo City of • Fayetteville, Arkansas Order SOW for Services Rev. 1.0, 05252006 7r i_ 1. r_ .r4.. f ,. ._': / fl,l C�av'�sj o.caa ?/4f1.,.dk3 Task Order Statement of Work Fop# Services Water & Sewer Rat Study - 2006 with Davis Business Planning, LLC A for Cal Advisory. LJcZ!/O 27 Junel2006 Template source: http://www,cvr-it.com Page I of 6 i City Logo City of • Fayetteville, Arkansas TABLE OF CONT *ask Order SOW for Services Rev. 1.0, 0@252006 1. INTRODUCTION.....,.............................................................................................................................. 3 1.1 Background........................................................................................................................I.................. 3 2. SCOPE.................................................................................................................................................. 3 3. TASKS.................................................................................................................................................. 3 3.1 General Requirements ...............................................................................................3 3.2 Mandatory Tasks and Associate Deliverables......................'................................................................ 4 3.2.1 Review, Analysis, and Assistance.......................................................................................... 4 3.2.3 Reporting........................................................................................................................ ................... 3.2.4 Deliverables........................................................................................................................................... 5 ..................................................... 6 5. PERIOD OF PERFORMANCE............................................................................................................6 6. PAYMENTS..........................................................................................................................................6 7. VENDOR PERSONNEL REQUIREMENTS.........................................................................................6 8. TRAVEL................................................................................................................................................ 6 Template source: http://www.cvr-it.com I Page 2 of 6 -I -k City Logo City of • Fayetteville, Arkansas 1. Introduction *ask Order SOW for Services Rev, 1.0, 05252006 The purpose of this Statement of Work (SOW) is to detail the tasks and responsibilities of Davis Business Planning, LLC (hereinafter, Davis Business Planning) in relation to the contract with the City of Fayetteville, Arkansas (hereinafter, Fayetteville) for Technical Advisory Services in conjunction with the Water & Sewer Rate Study — 2006 and development of the necessary data links betweenr the Fayetteville financial data, Fayetteville water and sewer utility data, Fayetteville cost data contained within the municipal management system and existing water or sewer master plans. 1.1 Background Fayetteville owns and operates a publicly owned water; distribution system and a publicly owned treatment works that serves a population of approximately 85,000 located within Fayetteville and surrounding communities. Fayetteville is negotiating long-term loans with Arkansas Natural Resources Commission (ANRC). Existing revenue bonds and the ANRC loan documents requires a minimum revenue coverage for the mandatory debt service payments. Fayetteville has engaged HDR/ESS to conduct a cost -of -services rate study to assist Fayetteville in determining the most appropriate rate structure to meet the requirements of existing bond indentures and ANRC regulations. Additionally, Fayetteville has purchased rate -making software for use by Fayetteville staff to perform future rate reviews in-house. Finally, Fayetteville has a need to develop a long-term financing plan that is linked to the master water facility plan that addresses water system enhancements and reinforcements to meet predicted future needs. 2. Term This SOW shall apply to the term stated in the Davis Business Planning: • The contract goes into effect July 7, 2006 and shall terminate on June 30, 2007. 3. Tasks/Scope 3.1 General Requirements • Davis Business Planning shall submit a cost proposal with an associated project management plan addressing the tasks specified in' the SOW • All written deliverables must be phrased in terms and language that can be easily understood by non -technical personnel (e.g., laypersons without subject matter expertise) Template source: http://www.cvr-it_com Page 3 of 6 City Logo City of • ask Order SOW for Services Rev. 1.0, 05/252006 Fayetteville, Arkansas • All document deliverables must be in formats (hard copy and electronic) as mutually agreed upon by Fayetteville and Davis Business Planning - at a minimum, the formats must be in industry accepted standards (e.g., MS Word, Adobe Reader, MS PowerPoint) • Fayetteville will complete a review of eachsubmitted deliverable within ten (10) working days for the date of receipt. • A kickoff meeting will be held at a location and time 'selected by Fayetteville where Davis Business Planning and its staff will be introduced to Fayetteville. • Davis Business Planning and/or its staff must have knowledge and expertise of the subject matter (e.g., AWWA rate -making methodology, financial reporting systems, job order costing principles, work order costing accumulation systems, cost analysis, report design and development, etc.) for which work, is to be performed 3.2 Mandatory Tasks and Associate Deliverables 3.2.1 Review, Analysis and Assistance in Preparation of Data Needs for the Water and Sewer Rate Study 2006' • Davis Business Planning shall participate in the Rate Study kick-off meeting conducted by HDR/EES and assist Fayetteville staff in development of the necessary background data as defined by HDR/EES. • Davis Business Planning shall review documents developed by Fayetteville staff to ensure the data meets the stated goal as identified by HDR/ESS. • Davis Business Planning shall review drafts of HDR/EES work papers to ensure a clear understanding of the application of rate -making principles. Davis Business Planning may participate in meetings (teleconference, video -conference and/or face tc face meetings, customer group workshops) conducted by HDR/EES, as Davis Business Planning is authorized by Fayetteville. 3.2.2 Analysis of Existing Financial System and Work Order System Workflow • Davis Business Planning shall develop a workflow diagram illustrating the process, in place, to record and document expenses incurred by Fayetteville employees assigned to the Water & Sewer Utility. • Davis Business Planning shall develop a workflow diagram illustrating the process, in place, to record and document labor, equipment and material costs incurred for each work order or service request. • Davis Business Planning shall develop a reconciliation process for Fayetteville staff to implement that reconciles the financial system data and the work order system data. Template source: http://www.evr-it.com I Page 4 of 6 City Logo City of • I ask Order SOW for Services •IRev_ 1.0, 0525/2006 Fayetteville, Arkansas 3.2.3 Implementation Plan • Davis Business Planning shall devise and develop an implementation plan for Fayetteville staff, provide training for no -more -than five (5) Fayetteville staff members in four (4) training sessions and conduct two (2) follow-up reviews for quality assurance. • Deliverables: Implementation Plan Development and associated documentation. • Conduct training sessions. • Conduct quality assurance follow-up sessions. 3.2.4 Workshops, Public Meetings, Customer Group Meetings • Davis Business Planning may be requested to assist Fayetteville staff or HDR/EES in development of presentation materials for the results of the Water & Sewer Rate Study -2006. Deliverables: Development of presentation materials for approval by designated Fayetteville representatives. Participation in public meetings/workshops. I Participation in meetings/workshops with Fayetteville Bond Underwriters, Fayetteville Bond Counsel or ANRC staff. 3.2.5 Reporting Davis Business Planning shall provide reporting to the assigned City representative on a monthly basis. The report shall provide a status ofeach sub -task. Deliverables: Monthly Reports Davis Business Planning may be requested to assist in development of materials for Fayetteville staff, public meetings and/or workshops with the Fayetteville City Council or any customer group. 4. Deliverables 4.1 Reports and Meetings Davis Business Planning is required to provide the City representative with monthly written progress reports (one copy) and an electronic copy of the implementation phase of this project. Progress reports shall cover all work performed and completed during the month for which the progress report is provided. The progress •report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved. Template source: http://www.cvr-it.com Page 5 of 6 City Logo City of • Fayetteville, Arkansas *ask Order SOW for Services Rev. 1.0, 0525/2006 • Meetings as requested by designated Fayetteville representative. 5. Period of Performance • The period of performance for Task 3.2.1 is from July 7, 2006 to February 28, 2007. • The period of performance for Task 3.2.2 is from July 7, 2006 to April 30, 2007. • The period of performance for Task 3.2.3 is from October 2, 2006 to April 30, 2007. • The period of performance for Task 3.2.4 is from July 7, 2006 to April 30, 2007. 6. Payments Davis Business Planning shall invoice Fayetteville on a bi-monthly basis for payment on this statement of work. Fayetteville shall pay the invoices within thirty (30) calendar days from the date received by Fayetteville. Payments made beyond these terms may be assessed late fees as authorized by Arkansas law. 7. Davis Business Planning Personnel Requirements Davis Business Planning must have specialized experience and knowledge commensurate with the specified task. 8 Travel • In all circumstances, travel must be authorized by Fayetteville prior to Davis Business Planning invoicing Fayetteville for travel cost. Travel shall be limited to Arkansas and shall be paid based on Davis Business Planning utilizing distances published by Rand - McNally and the most recent IRS mileage rate. Meal expenses shall be reimbursed based on the most recent IRS allowances. All other out-of-pocket expenses shall be reimbursed with the presentation of a detailed receipt. Template source: http://www.cvr-it.com I Page 6 of 6 City Logo City of -_ Fayetteville, Arkansas Task Order Task. Order SOW for Services Rev. 1.0, 05/2512006 Statement of Work For Services Water & Sewer Rate Study - 2006 with Davis Business Planning, LLC for Technical Advisory Services 25 May 2006 Template source: http:/twww.cvr-it.com Page 1 of 6 City Logo City of Task Order SOW for Services Rev. 1.0, 05/25/2006 Fayetteville, Arkansas TABLE OF CONTENTS 1. INTRODUCTION................................................................................................................................... 3 1.1 Background .. ... 3 2. SCOPE.................................................................................................................................................. 3 3. TASKS.................................................................................................................................................. 3 3.1 General Requirements.........................................................3 .. 3.2 Mandatory Tasks and Associate Deliverables .. ... ... 4 3.2.1 Review, Analysis, and Assistance ................................................4 3.2.3 Reporting........................................................................................................................ ................... 3.2.4 Deliverables........................................................................................................................................... 5 4 DELIVERY SCHEDULE........................................................................................................................ 6 4.1 Reports and Meetings ...............I............... 5 5. PERIOD OF PERFORMANCE.............................................................................................................6 6. PAYMENTS..........................................................................................................................................6 7. VENDOR PERSONNEL REQUIREMENTS.........................................................................................6 8. TRAVEL................................................................................................................................................ 6 Template source: http://www.cvr-it.com Page 2 of 6 City Logo City of Fayetteville, Arkansas 1. Introduction Task Order SOW for Services Rev. 1.0, 05/25/2006 The purpose of this Statement of Work (SOW) is .to detail the tasks and responsibilities of Davis Business Planning, LLC (hereinafter, Davis Business Planning) in relation to the contract with the City of Fayetteville, Arkansas (hereinafter, Fayetteville) for Technical Advisory Services in conjunction with the Water & Sewer Rate Study — 2006 and development of the necessary data links between the Fayetteville financial data, Fayetteville water and sewer utility data, Fayetteville cost data contained within the municipal management system and existing water or sewer master plans. 1.1 Background Fayetteville owns and operates a publicly owned water distribution system and a publicly owned treatment works that serves a population of approximately 85,000 located within Fayetteville and surrounding communities. Fayetteville is negotiating long-term loans with Arkansas Natural Resources Commission (ANRC). Existing revenue bonds and the ANRC loan documents requires a minimum revenue coverage for the mandatory debt service payments. Fayetteville has engaged HDR/ESS to conduct a cost -of -services rate study to assist Fayetteville in determining the most appropriate rate structure to meet the requirements of existing bond indentures and ANRC regulations. Additionally, Fayetteville has purchased rate -making software for use by Fayetteville staff to perform future rate reviews in-house. Finally, Fayetteville has a need to develop a long-term financing plan that is linked to the master water facility plan that addresses water system enhancements and reinforcements to meet predicted future needs. 2. Term This SOW shall apply to the term stated in the Davis Business Planning: • The contract goes into effect June 26, 2006 and shall terminate on June 30, 2007. 3. Tasks/Scope 3.1 General Requirements • Davis Business Planning shall submit a cost proposal with an associated project management plan addressing the tasks specified in the SOW • All written deliverables must be phrased in terms and language that can be easily understood by non -technical personnel (e.g., laypersons without subject matter expertise) Template source: http:/twww.cvr-it.com Page 3 of 6 4. City Logo City of Task Order SOW for Services Rev. 1.0, 05/25/2006 Fayetteville, Arkansas • All document deliverables must be in formats (hard copy and electronic) as mutually agreed upon by Fayetteville and Davis Business Planning - at a minimum, the formats must be in industry accepted standards (e.g., MS Word, Adobe Reader, MS PowerPoint) • Fayetteville will complete a review of each submitted deliverable within ten (10) working days for the date of receipt. • A kickoff meeting will be held at a location and time selected by Fayetteville where Davis Business Planning and its staff will be introduced to Fayetteville. • Davis Business Planning and/or its staff must have knowledge and expertise of the subject matter (e.g., AWWA rate -making methodology, financial reporting systems, job order costing principles, work order costing accumulation systems, cost analysis, report design and development, etc.) for which work is to be performed 3.2 Mandatory Tasks and Associate Deliverables 3.2.1 Review, Analysis and Assistance in Preparation of Data Needs for the Water and Sewer Rate Study 2006 • Davis Business Planning shall participate in the Rate Study kick-off meeting conducted by HDR/ESS and assist Fayetteville staff in development of the necessary background data as defined by HDR/ESS. • Davis Business Planning shall review documents developed by Fayetteville staff to ensure the data meets the stated goal as identified by HDR/ESS. • Davis Business Planning shall review drafts of HDR/ESS work papers to ensure a clear understanding of the application of rate -making principles. Davis Business Planning may participate in meetings (teleconference, video -conference and/or face to face meetings, customer group workshops) conducted by HDR/ESS, as Davis Business Planning is authorized by Fayetteville. 3.2.2 Analysis of Existing Financial System and Work Order System Workflow • Davis Business Planning shall develop a workflow diagram illustrating the process, in place, to record and document expenses incurred by Fayetteville employees assigned to the Water & Sewer Utility. • Davis Business Planning shall develop a workflow diagram illustrating the process, in place, to record and document labor, equipment and material costs incurred for each work order or service request. Davis Business Planning shall develop a reconciliation process for Fayetteville staff to implement that reconciles the financial system data and the work order system data. Template source: http:/twww.cvr-it.com Page 4 of 6 City Logo City of Task Order SOW for Services Rev. 1.0, 05/25/2006 Fayetteville, Arkansas 3.2.3 Implementation Plan Davis Business Planning shall devise and develop an implementation plan for Fayetteville staff, provide training for no -more -than five (5) Fayetteville staff members in four (4) training sessions and conduct two (2) follow-up reviews for quality assurance. Deliverables: • Implementation Plan Development and associated documentation. • Conduct training sessions. Conduct quality assurance follow-up sessions. 3.2.4 Workshops, Public Meetings, Customer Group Meetings Davis Business Planning may be requested to assist Fayetteville staff or HDR/ESS in development of presentation materials for the results of the Water & Sewer Rate Study — 2006. Deliverables: • Development of presentation materials for approval by designated Fayetteville representatives. • Participation in public meetings/workshops. • Participation in meetings/workshops with Fayetteville Bond Underwriters, Fayetteville Bond Counsel or ANRC staff. ' 3.2.5 Reporting Davis Business Planning shall provide reporting to the assigned City representative on a monthly basis. The report shall provide a status of each sub -task. Deliverables: • Monthly Reports • Davis Business Planning may be requested to assist in development of materials for Fayetteville staff, public meetings and/or workshops with the Fayetteville City Council or any customer group. 4. Deliverables 4.1 Reports and Meetings Davis Business Planning is required to provide the City representative with monthly written progress reports (one copy) and an electronic copy of the implementation phase of this project. Progress reports shall cover all work performed and completed during the month for which the progress report is provided. The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved. Template source: http://www.cvr-it.com I Page 5 of 6 City Logo City of Task Order SOW for Services Rev. 1.0, 05/25/2006 Fayetteville, Arkansas • Meetings as requested by designated Fayetteville representative 5. Period of Performance • The period of performance for Task 3.2.1 is from June 26, 2006 to February 28, 2007. • The period of performance for Task 3.2.2 is from June 26, 2006 to April 30, 2007. • The period of performance for Task 3.2.3 is from October 2, 2006 to April 30, 2007. • The period of performance for Task 3.2.4 is from June 26, 2006 to April 30, 2007. 6. Payments Davis Business Planning shall invoice Fayetteville on a bi-monthly basis for payment on this statement of work. Fayetteville shall pay the invoices within thirty (30) calendar days from the date received by Fayetteville. Payments made beyond these terms may be assessed late fees as authorized by Arkansas law. 7. Davis Business Planning Personnel Requirements Davis Business Planning must have specialized experience and knowledge commensurate with the specified task. 8 Travel • In all circumstances, travel must be authorized by Fayetteville prior to Davis Business Planning invoicing Fayetteville for travel cost. Travel shall be limited to Arkansas and shall be paid based on Davis Business Planning utilizing distances published by Rand - McNally and the most recent IRS mileage rate. Meal expenses shall be reimbursed based on the most recent IRS allowances. All other out-of-pocket expenses shall be reimbursed with the presentation of a detailed receipt. Template source: http://www.cvr-it.com Page 6 of 6 c -- Put your City of * SOW for Services logo here Rev. 1.0, 5252006 Fayetteville Task Order STATEMENT OF WORK (SOW) FOR SERVICES District Court Software Improvements Fayetteville Project Number 05003-1 with Davis Business Planning, LLC for Project Management Services 27 June 2006 30 -May -2006 • Template source: http://vnvw.cvr-it.com Page 1 of 5 t Put your City of SOW for Services logo here Rev. 1.0, 5252006 Fayetteville Introduction The purpose of this Statement of Work (SOW) is to detail the tasks and responsibilities of Davis Business Planning, LLC (hereinafter, Davis Business Planning) in relation to the contract with the City of Fayetteville, Arkansas (hereinafter, Fayetteville) for contract project management services in -conjunction with the District Court Software Upgrade Project. 1.1 Background Fayetteville seeks to upgrade the comprehensive case management system from a software system operating on a PICK platform to a software system operating on a Sequel server platform. Resources do not exist within Fayetteville to perform these dedicated project management oversight services. Davis Business Planning will provide Project Management oversight duties to assure the Fayetteville District Court that the software project is completed on the schedule and with the deliverables as agreed to between Fayetteville and MSICG. 2. Scope • This SOW shall apply to the term stated in the Davis Business Planning contract. • This task order provides for project management oversight services, for the District Court Software Upgrade project. These services will generally consist of providing project management oversight for the implementation of a new comprehensive case management system for Fayetteville District Court. This Task Order shall be deemed to be complete (1) when Fayetteville's comprehensive case management software provider (MSICG, Inc.) certifies the software is installed and operational, the software passes Fayetteville's acceptance testing which will identify and log software bugs, and all identified bugs are satisfactorily resolved to the satisfaction of Fayetteville, which includes regression testing to ensure bug fixes operate as designed and represented by MCISG, Inc.; (2) the District Court staff is adequately trained in the configuration and use of the new software and all required data has been converted from the current PICK case management system to the new MSICG system, or (3) October 13, 2006, which ever occurs first. • Fayetteville and Davis Business Planning agree the scope of services Fayetteville contracted with MSICG, Inc. shall serve as the basis for development of the base=line scope of services that Davis Business Planning is to provide Fayetteville. Fayetteville District Court management agrees to identify a dedicated Project Team (Fayetteville Project Team) for the duration of this project. This project team, at minimum, shall consist of Fayetteville stake-holder/user division representation. The Fayetteville S Template source: http://www.cvr-it.com Page 2 of 5 Put your City of SOW for Services logo here Rev. 1.0, 5/152006 Fayetteville • Project Team shall assist Davis . Business Planning with • completion of resource analysis, testing resources, training resources, documentation resources, etc. • Fayetteville and Davis Business Planning shall jointly develop a comprehensive project schedule that identifies the critical path for this project to be completed prior to October 13, 2006. • Davis Business Planning shall assist District Court management with the: 1. Development of the data scrubbing parameters for the existing court data (this is where Fayetteville's and vendor's tech support resources will come in handy); 2. Data migration/data conversion schedule; 3. Staff training schedules and monitoring; 4. Evaluation of business processes utilizing the comprehensive case management system. Develop a report that details the change in business practice required by utilizing the new comprehensive case management system. 5. Delivery and set-up scheduling for computer equipment (hardware) necessary to utilize the new comprehensive case management system; 6. Development of an implementation schedule for the new software; • 7. Development of a training evaluation system that provides confirmation to District Court management of the training proficiencies of District Court staff and develop recommendations as needed to provide assurance of proficiencies with the new software. 8. Develop post -implementation support plan to include back-up and recovery of sensitive court data, redundant hardware, UPS power systems, etc. 3. Tasks 3.1 General Requirements • Davis Business Planning shall submit a cost proposal with an associated project management plan addressing the tasks specified in the SOW. • All written deliverables must be phrased in terms and language that can be easily understood by non -technical personnel (e.g., laypersons without subject matter expertise.) , • All document deliverables must be in formats (hard copy and electronic) as specified by the customer/client - at a minimum, the formats must be in industry accepted standards (e.g., MS Word, MS PowerPoint, MS Excel.) • District Court management will complete a review of each submitted deliverable within • specified ten (10) working days for the date of receipt. Template source: htlp://w.cvr-it.com Page 3 of 5 • Put your City of SOW for Services logo here Rev. 1.0, 5252006 Fayetteville • • Davis Business Planning shall facilitate a kickoff meeting will be held at a location and time selected by Fayetteville where MSICG, Inc. and its staff will be introduced to the Fayetteville District Court and the Fayetteville Project Team. 3.2 Mandatory Tasks and Associate Deliverables 3.2.1 Development of the data scrubbing parameters report documenting the procedures to be followed for data scrubbing prior to data migration; 3.2.2 Development of Staff training calendar; 3.2.3 Development of a review of the existing business process and proposed improvements based on the new comprehensive case management system; 3.2.4 Development of an implementation calendar for the new comprehensive case management system; 3.2.5 Address internal controls, since this is basically a revenue generation system. 4.0 Reports and Meetings • • Davis Business Planning is required to provide the District Court Software Upgrade Project Manager with bi-weekly written progress reports (one copy) of the implementation phase of this project. Davis Business Planning shall develop a proposed report format for Fayetteville District Court approval. • The progress reports shall cover all work performed and completed • during the two weeks for which the progress report is provided and shall present the work to be performed during the subsequent two weeks. • The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved. • Fayetteville District Court assisted by Davis Business Planning will be responsible for conducting weekly status meetings with the District Court Software Upgrade Project Manager and the Fayetteville Project Team stakeholder. The meetings will be held on Tuesday of each week - at a time and place so designated by the District Court Software Upgrade Project Manager - unless revised by the District Court Software Upgrade Project Manager. The meetings can be in person or over the phone. • Templale source. http://www.cvr-it.com Page 4 of 5 • Put your City of logo here Fayetteville 5. Period of Performance SOW for Services Rev. 1.0, 525/2006 • Davis Business and Fayetteville agree the period of performance for this task is from July 7, 2006 to no -later -than October 13, 2006. Extensions of this time can be negotiated if the need arises. 6. Fees and Payments Fayetteville agrees to compensate Davis Business Planning, on a lump -sum basis $15,000 for the project management services as enumerated in this SOW. Davis Business Planning shall invoice Fayetteville on a bi-monthly basis for payment on this statement of work. Fayetteville agrees to pay the invoices within thirty (30) calendar days from the date of invoice. 7. Davis Business Planning Personnel Requirements Davis Business Planning must have specialized experience and knowledge commensurate with Fayetteville's specified task. 8. Travel • Travel shall be authorized by Fayetteville in advance. Pre -approved travel by Davis Business Planning shall be reimbursed based on the Rand -McNally mileage distances utilizing the IRS mileage reimbursement rate. Meal expenditures shall be reimbursed based on the per diem rate published by the IRS for the location traveled to. ACCEPTANCE: CITY OF FAYETTEVILLE, FAYETTEVILLE, ARKANSAS SUBMITTED: DAVIS BUSINESS PLANNING, LLC: BY BY DAN COODY, Mayor STEPHEN DAVIS, PRINCIPAL ATTEST: ATTEST: BY BY SONDRA Smith, CITY CLERK • DATE: DATE: Template source: http://www.cvr-it.com Page 5 of 5 Put your logo here City of Fayetteville Task Order • SOW for Services Rev. 1.0, 5252006 STATEMENT OF WORK (SOW)/ FOR SERVICES District Court Software/Improvements Fayetteville Project Number 05003-1 wit Davis\Busine s Planning, LLC for Project Management Services t,)A0 27 June 2006 Template source: http://www.cvr-it.com Page I of 5 P • • SOW for Services Put your City of logo here Rev. 1.0, 5252006 Fayetteville Introduction The purpose of this Statement of Work (SOW) is to detail the tasks and responsibilities of Davis Business Planning, LLC (hereinafter, Davis Business Planning) in relation to the contract with the City of Fayetteville, Arkansas (hereinafter, Fayetteville) for contract project management services in -conjunction with the District Court Software Upgrade Project. 1.1 Background Fayetteville seeks to upgrade the comprehensive case management system from a software system operating on a PICK platform to a software system operating on a Sequel server platform. Resources do not exist within Fayetteville to perform these dedicated project management oversight services. Davis Business Planning will provide Project Management oversight duties to assure the Fayetteville District Court that the software project is completed on the schedule and with the deliverables as agreed to between Fayetteville and MSICG. 2. Scope This SOW shall apply to the term stated in the Davis Business Planning contract. • This task order provides for project management oversight services for the District Court Software Upgrade project. These services will generally consist of providing project management oversight for the implementation of a new comprehensive case management system for Fayetteville District Court. This Task Order shall be deemed to be complete (1) when Fayetteville's comprehensive case management software. provider (MSICG, Inc.) certifies the software is installed and operational, the software passes Fayetteville's acceptance testing which will identify and log software bugs, and all identified bugs are satisfactorily resolved to the satisfaction of Fayetteville, which includes regression testing to ensure bug fixes operate as designed and represented by MCISG, Inc.; (2) the District Court staff is adequately trained in the configuration and use of the new software and all required data has been converted from the current PICK case management system to the new MSICG system, or (3) October 13, 2006, which ever occurs first. • Fayetteville and Davis Business Planning agree the scope of services Fayetteville contracted with MSICG, Inc. shall serve as the basis for development of the base -line scope of services that Davis Business Planning is to provide Fayetteville. Fayetteville District Court management agrees to identify a dedicated Project Team (Fayetteville Project Team) for the duration of this project. This project team, at minimum, shall consist of Fayetteville stake-holder/user division representation. The Fayetteville Template source: http://wvw.cvr-it.com Page 2 of 5 Put your City of • • SOW for Services logo here Rev. 1.0, 5/25x2006 Fayetteville Project Team shall assist Davis Business Planning with completion of resource analysis, testing resources, training resources, documentation resources, etc. • Fayetteville and Davis Business Planning shall jointly develop a comprehensive project schedule that identifies the critical path for this project to be completed prior to October 13, 2006. • Davis Business Planning shall assist District Court management with the: 1. Development of the data scrubbing parameters for the existing court data (this is where Fayetteville's and vendor's tech support resources will come in handy); 2. Data migration/data conversion schedule; 3. Staff training schedules and monitoring; 4. Evaluation of business processes utilizing the comprehensive case management system. Develop a report that details the change in business practice required by utilizing the new comprehensive case management system. 5. Delivery and set-up scheduling for computer equipment (hardware) necessary to utilize the new comprehensive case management system; 6. Development of an implementation schedule for the new software; 7. Development of a training evaluation system that provides confirmation to District Court management of the training proficiencies of District Court staff and develop recommendations as needed to provide assurance of proficiencies with the new software. 8. Develop post -implementation support plan to include back-up and recovery of sensitive court data, redundant hardware, UPS power systems, etc. 3. Tasks 3.1 General Requirements • Davis Business Planning shall submit a cost proposal with an associated project management plan addressing the tasks specified in the SOW. • All written deliverables must be phrased in terms and language that can be easily understood by non -technical personnel (e.g., laypersons without subject matter expertise.) • All document deliverables must be in formats (hard copy and electronic) as specified by the customer/client - at a minimum, the formats must be in industry accepted standards (e.g., MS Word, MS PowerPoint, MS Excel.) • District Court management will complete a review of each submitted deliverable within specified ten (10) working days for the date of receipt. Template source: http://wvrw.cvr-it.com Page 3 of 5 Put your City of • • SOW for Services logo here Rev. 1.0, 5252006 Fayetteville • Davis Business Planning shall facilitate a kickoff meeting will be held at a location and time selected by Fayetteville where MSICG, Inc. and its staff will be introduced to the Fayetteville District Court and the Fayetteville Project Team. 3.2 Mandatory Tasks and Associate Deliverables 3.2.1 Development of the data scrubbing parameters report documenting the procedures to be followed for data scrubbing prior to data migration; 3.2.2 Development of Staff training calendar; 3.2.3 Development of a review of the existing business process and proposed improvements based on the new comprehensive case management system; 3.2.4 Development of an implementation calendar for the new comprehensive - case management system; 3.2.5 Address internal controls, since this is basically a revenue generation system. 4.0 Reports and Meetings • Davis Business Planning is required to provide the District Court Software Upgrade Project Manager with bi-weekly written progress reports (one copy) of the implementation phase of this project. Davis Business Planning shall develop a proposed report format for Fayetteville District Court approval. • The progress reports shall cover all work performed and completed during the two weeks for which the progress report is provided and shall present the work to be performed during the subsequent two weeks. • The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved. • Fayetteville District Court assisted by Davis Business Planning will be responsible for conducting weekly status meetings with the District Court Software Upgrade Project Manager and the Fayetteville Project Team stakeholder. The meetings will be held on Tuesday of each week - at a time and place so designated by the District Court Software Upgrade Project Manager - unless revised by the District Court Software Upgrade Project Manager. The meetings can be in person or over the phone. Template source: http://www.cvr-it.com Page 4 of 5 Put your City of • • SOW for Services logo here Rev. 1.0, 5252006 Fayetteville 5. Period of Performance • Davis Business and Fayetteville agree the period of performance for this task is from July 7, 2006 to no -later -than October 13, 2006. Extensions of this time can be negotiated if the need arises. _ 6. Fees and Payments Fayetteville agrees to compensate Davis Business Planning, on a lump -sum basis $15,000 for the project management services as enumerated in this SOW. Davis Business Planning shall invoice Fayetteville on a bi-monthly basis for payment on this statement of work. Fayetteville agrees to pay the invoices within thirty (30) calendar days from the date of invoice. 7. Davis Business Planning Personnel Requirements Davis Business Planning must have specialized experience and knowledge commensurate with Fayetteville's specified task. 8. Travel • Travel shall be authorized by Fayetteville in advance. Pre -approved travel by Davis Business Planning shall be reimbursed based on the Rand -McNally mileage distances utilizing the IRS mileage reimbursement rate. Meal expenditures shall be reimbursed based on the per diem rate published by the IRS for the location traveled to. ACCEPTANCE: CITY OF FAYETTEVILLE, FAYETTEVILLE, ARKANSAS BY ATTEST: BY DATE: SUBMITTED: DAVIS BUSINESS PLANNING, LLC: BY DAN COODY, Mayor STEPHEN DAVIS, PRINCIPAL SONDRA Smith, CITY CLERK Template source: http://www.cvr-it.com ATTEST: BY DATE: Page 5 of 5 Days Business Planing, LLC Client: City of Fal'enevile AMansas Task Order Technical Advisory Services: 2006 Water & Sewer Rate Study Descdptlon: Detailed Fee Proposal Steve Admin Total Task Task Description Davis Assistance Project Hourty Billing Rates $175.00 560.00 Task 3.1 - General Requirements N/C N/C Task 3.2 - Mandatory Tasks 3.2.1 - Review, Analysis & Assistance in Prep. Of Data Needs Initial Project Kick-off Meeting Hours- 4 0 4 LeborCost $700 ' - $O $700 Review of Documents from City Hours- 16 0 16 Later Cost $2,800 $0 $2,800 Review of HDR Analysis HOu16- 24 0 24 Lax. Cost $4,200 so $4,200 32.2- AnalysIs of Existing Financial System and Work Order System Workflow Develop Workflow Diagram to document expenses Hotxs- 24 0 24 .. Labor Cost $4,2(0 $0 $4,200 Develop Worldlow Diagram to record workorders Hours- 16 0 16 - Labor Cost $2,800 $0 $2,800 Develop Reconciliation Process Hours- 20 0 2D Labor Cost $3,500 $0 $3,500 3.2.3 - Implementation Plan Develop Implementation Plan Hour- 16 - 0 16 Labor Cost $2,800 $0 $2,800 Training - UP to 5 people; 4 Training Sessions Hour- 32 0 32 Labor Cod $5.600 $0 $5,600 Conduct two follow-up reviews Hours- 16 0 16 Labor Cod $2,800 $0 $2,800 Reporh/Documentafmn Hours- 20 16 36 Labor Cost $3.500 $960 $4,460 324 - Workshops, Public Meetings and Customer Group Meetings WwkshopslMeetings Hours- 16 0 16 Labor Cost $2.800 $0 $2,800 Customer Group Meetings Hors- 20 0 20 Labor Cost $3,500 $0 $3,500 '. 325 -Reporting Monthly Reports Ilours- 12 12 24 Labor Cost $2,100 $720 $2,820 '. Total Labor Hours 236 28 264 Total Labor Wholesale Rate Development $41,300 $1,680 $42,980 EXPENSES Miace0ane0us (phone, copies, fax, etc) ],000 Total Expenses $2.000 TOTAL $44,980 541,300 51.680 Proposal Submitted 5 I Services - Lump Sum (including Miscellaneous Expenses) $ 40,000.00 {' Travel Expenses Day Try mLime Rock( Cost Per Trip Up To Feb 28.2007) 1 300.00 Oveneght Tdp to link! Rack (Cost Per Try Lip TO Feb 28.2007) $ 40000 �' w w w w w (. -i 1 0-I C) O N N N N N N to N T p CD < N N N 3-a F F N F J H o C) O y'— O N m w 0 CC In m o o o ? O CD '" N T N N P R 9 N -o N N < O N y C ♦C a O 2 p `O. 0 O C O a O �6 ^ T a J .. 3 0 o o 0 O a 3 o x a CC n O CC CC m a m m = m a D o_ D 0 D D S. b D a o $ 3 3 3 3 D - v mm y J N a 7 o a 6 Y S -♦ 3 — N O N m m m m N m o O m 0 0. m ^ O a o o ^ w m 5 N �. O d o S m 1 m m m - O 3 m a a o 3 ? Q 3 O 0 O o o m J f° o. o °� N o- 0 m - L m a m a m. p. G N O Ca 0 C) O w C T O a o A J 3 9 C.' a O a w a O a O bob O mS w 0> j m to C n m N ci m d a am o m m 3 a a ^ N O O 3 Oo y m a •O Q CD 0 0 a m a w a a o o bob I CO w w w w w w w N N N N N N N N A L a a w in ≤.l N O m D O n w D m O n a a A a O 3 n A CD o m a m o o o o 5 — m c O a Jm o m m m E a m m u m 3 v - 3 '^ m m c n p x O J O' C b. w 0 O '� H. 1a = m p J C m m -i. 0 b m 3 m m J o' m O CO J d O m m C 3 J m S 00 3 2 a N F'm c mi o J m d m m n m .C m 3 O+ a N O m m j a 9 o a 3? CO m' J p N o m n % W m a c O o m m m a m y c n J C) m m m m 0 o J ° a n a A 3 y m a 'o J O a F C m ° c_ d o a N a m a O - 1 d m m' ro o J y J o 0 m 0 O N m a OI a 0 o c o 0 0 0 oIO O> tl1 N OI a Oc a 0 0 0 CC O O o m n a n P J N W O a o d m o J CD m d C) o � 0 O S em i .. T 3 m r N to m m 3 m 0 d ID d d n d ilf l y -1 P 1.+ N w N m N A iJ N a v ; m m o O O C CD r y O m C m 0 p � m C V m a m m ' a n v .m. N 3 b m m a m m c o m n l 1 v 0 m 3 m } m a 0 n 0 m n 0 m too m C m o C 3 m 0' 3 ° 3 m CD CD m 0 3 y m c C a $ m m - a a C S N m J CD m1 N B gory m C CD 3 H n 1 III E CD n C $m m4,O m c 0 w _ m N m p O m m 7 0 N y a m r my m m n & m m a m 3 m r CD ID m 0 G n w w w r CD A O 1n C- C w O < v E 0 ' C) C) O G C) C) 0 v m 0 U) N w n w S N m J O m 0 m m 0 m C a m n C From: Clarice Pearman To: Farthing, Marsha Date: 7.14.06 3:45PM Subject: Ord. 4893 Marsha, Attached is a copy of the above ordinance passed by City Council, July 6, 2006 regarding David Business Planning. I have called Steve to let him I have received it signed for authorization and the District Court project. I am forwarding to you the two of three originals agreements for the authorization and the project via interoffice mail. I will also forward to Budget & Research the original budget adjustment. Thanks. Clarice CC: Audit; Fell, Barbara 'ACORD. CERTIFICATE OF LIABILITY INSURANCE CSR SP DATE (MMNO YYYY) DAVIS-7 08 09 06 PRODUCER .1 Eason InsuranceAgency THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 2340 Green Acres Rd, Suite #10 P.O. Box 4217 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Fayetteville AR 72703 Phone:479-521-2233 INSURERS AFFORDING COVERAGE NAIC# INSURED INSURER A: UNITED STATES LIABILITY INS CO INSURER B: DAVIS BUSINESS PLANNING LLC STEVE DAVIS INSURER C: INSURER O: PO BOX 3381 FAYETTEVILLE AR 72702 INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS. CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR NSR TYPE OF INSURANCE POLICY NUMBER DATE MMIDD/YY OLICY EXPIRATION PDATE MM/DD!YY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ l , 000 , 000 PREMISES (Ea occurence) $ COMMERCIAL GENERAL LIABILITY CLAIMS MADE OCCUR . MED EXP (Anyone person) _ .S c: _ _- •-.--_ - �A PROFESSIONAL LIAR SP1011481 _ 07/28/06 07/28/07 X PERSONAL&ADV INJURY $ GENERAL AGGREGATE 52,000,000 GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ POLICY PRO- JECT LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) BODILY INJURY ALL OWNED AUTOS SCHEDULED AUTOS (Per person) $ BODILY INJURY $ HIRED AUTOS NON -OWNED AUTOS (Per accident) PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN EAACC $ ANY AUTO $ AUTO ONLY: AGG EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE S $ $ DEDUCTIBLE $ RETENTION $ WORKERS COMPENSATION AND ITORYLIMITS I I ER EMPLOYERS' LIABILITY r: ANY PROPRIETOR/PARTNER/EXECUTNE -+ �,.-ewe._ E.L. EACH ACCIDENT $ ' OFFICER/MEMBER EXCLUDED? - -"c ---'..- -�" — '- E.L.DISEASE-EAEMPLOYEE $ N yes, describe under SPECIAL PROVISIONS below E.L. DISEASE - POLICY LIMIT $ OTHER 11 EC El 'LED DESCRIPTION OF OPERATIONS / LOCATIONS! VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS AUG 1 7 2005 PURCHASING CERTIFICATE HOLDER CANCELLATION CITY001 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 10 DAYS WRITTEN City Of Fayetteville NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Attn: Peggy Vice 113 W. Mountain IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Fayetteville AR 72701 REPRESENTATIVES. AUTHORIZED REPRESENTATIVE ACORD 25 (2001/08) © ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER .._-Yom^.-z t- _ -y.._ The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. r. '1. nFt --..!fC� t"+ ue `-'. - -- _-t ^ic __' �_... �-.��:: -. . _ _ ' �� ` l�C City of Fayetteville Staff Review Form City Council Agenda Items or Contracts am City Council Meeting Date lob JqMD� /5 at 51 a4 5 F/onl"y, LLt✓ Dena Stockalper c+.District Court General Government Submitted By Division Department Required: Approval of a ,t to February 28, 2007. $0.00 Cost of this request Account Number 05003-1 Project Number Budgeted Item XX Department Action Required: Order to Davis Business Planning to extend the completion of the $ 245,000.00 Category/Project Budget $ 214,262.00 Funds Used to Date 30,738.00 Remaining Balance Budget Adjustment Attached istrict Court Software Improvement Program Category / Project Name Program / Project Category Name Sales Tax Capital Fund Name -07 Previous Ordinance or Resolution # Date Original Contract Date: Original Contract Number: 13 -Jul -06 AMENDMENT TO THE AGREEMENT WITH Davis Business Planning, LLC AMENDMENT # 2 Project Management Services - This is an amendment to the Agreement for District Court Software Improvements executed on the 13th day of July 20 06 between the City of Fayetteville, Arkansas and Davis Business Planning, LLC Additional services required due to The contract completion date is requested to be extended to February 28, 2007. This additional time is needed to complete the documentation of the new procedures required by VJ. The software has been "live" since late November 2006 and the City has recently completed it's 3rd Monthly close. There is no aditional cost for this change order. Total contract after this change order is $18,150.00. CITY OF FAYETTEVILLE: Mayor Davis Business Planning, LLC Company Member Title Date Z? Date 7 -Feb -07 Existing P.O. # Contract # (2.27.07) Clarice Pearman - Davis Business Planning Page 1 From: Clarice Pearman To: Stockalper, Dena Date: 2.27.07 12:02 PM Subject: Davis Business Planning Attachments: 02.22.07 Davis Business Planning LLC.pdf CC: Audit Dena: Attached is a copy of Amendment #2 for the above agreement. Please let me know if anything else is needed. Thanks. Clarice