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*1356 Jones Edmunds & Assocee- ptw /a ilJ UTILITY DEPARTMENT TRANSMITTAL MEMORANDUM To: City Clerk FROM: Utility Department RE: Request for Services The item(s) noted below is /are attached and forwarded to your office for the following action(s): ❑ Development Order ❑ ❑ Final Plat (original mylars) ❑ ❑ Letter of Credit ❑ ❑ Maintenance Bond ❑ Ordinance ❑ ❑ Performance Bond ❑ Resolution Once completed, please: ❑ Return original ❑ Return copy Special Instructions: Mayor's signature Recording Rendering Safe keeping (Vault) Note: SJRWMD Water Conservation Cost Share Project- Jones Edmunds related WorkOrder, approved November 8, 2010 Please advise if you have any questions regarding the above. Thank you! From 12/8/2010 Date T:\Dept_ forms \City Clerk Transmittal Memo - 2010.doc EXHIBIT A WORK ORDER FORM State of Florida Solicitation no. RFP 2- 973 -561 K Work Order Number 11 -100 CITY OF SANFORD FLORIDA Master Agreement/Contract Number: 973 - 561- 10 -b2[1] Dated: Sept 1, 2009 (3 yr term) Contract/Project Title Water Conservation Cost -Share Program Solicitation No: see above ISanford Project No. Purchase Order No. Consultant/Contractor: Jones Edmunds and Associates Consultant/Contractor's Business Address, Phone Number, Fax Numberm and E -mail Address 730 NE Waldo Road, Gainesville Florida 32641; Phone: 352.377.5821 Fax: 352.377.3166 Website: www.jonesedmunds.com ATTACHMENTS TO THIS WORK ORDER METHOD OF COMPENSATION DRAWINGS /PLANS /SPECIFICATIONS X I FIXED FEE BASIS X SCOPE OF SERVICES TIME BASIS -NOT TO EXCEED AMOUNT SPECIAL CONDITIONS TIME BASIS - LIMITATION OF FUNDS X PRICING IINFORMATION UNIT PRICE BASIS -NOT TO EXCEED AMOUNT TIME FOR COMPLETION: 3 years + Days of the effective date of this Work Order Effective date- this Work Order: Date of the Mayor's execution of this work order Time for completion: The services to be provided by the Consultant/Contractor shall commence upon execution of this Work Order by the parties and shall be completed within the time frame indicated above. Failure to meet the stated completion requirement may be grounds for termination for default. Work Order Amount: Dollars Expressed in Numbers: $ $95,000.- - Dollar Amount Written Out: Ninty five thousand dollars In Witness Where of, the parties hereto have made and executed this Work Order on the res ective dates under each signature: The City through its City Commission taking action on the 8th day of November, 2010 and the Consultant/Contractor by and through its duly authorized corporate officer having the full and comp lete authority to execute same. ATTEST: CONSULTANT /CONTRACTOR ignature f�- Douglas M. Toth, Ph.D., P.E. Signature, Corporate President C A Richard H. Jones, Ph.D., P.E. Corp r to icer printed name and title) Corporate President, Printed Name Stanley F. Ferriera, Jr., P.E. Chief Operating Officer Date: (o ATTEST: CITY OF SANFORD (>bow Janet Dough y, City C16rk Linda Kuhn, yor Date: Lr 6l) �� v r v' 0 EXHIBIT "A "(page 2) WORK ORDER TERMS AND CONDITIONS Execution of this Work Order by the CITY and the issuance of a notice to proceed, shall serve as authori- zation for the CONSULTANT /CONTRACTOR to provide goods and /or services for the above project as set out in the Scope of Services which is attached as Exhibit "A," as well as all other exhibits attached to that certain Agreement cited on the face of this Work Order all of which are incorporated herein by reference as if they had been set out in its entirety and as further delineated in the specifications, conditions and requirements stated in the listed documents which are attached hereto and made a part hereof. The CONSULTANT /CONTRACTOR shall provide said goods and /or services pursuant to this Work Order, its attachments and the above - referenced Agreement and its exhibits. If this Work Order conflicts with said Agreement or exhibits, the Agreement and exhibits shall prevail provided, however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so by the CITY TERM: This Work Order shall take effect on the date of its execution by the CITY and expires upon final delivery, inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein provided however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed to do s by the CITY METHOD OF COMPENSATION: (i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the Fixed Fee Amount indicated as the Work Order Amount. The fixed feel is an all- inclusive Firm Fixed Price binding the CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs of performance. In no event shall the CONSULTANT /CONTRACTOR be paid more than the Fixed Fee Amount. (ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method" with a Not -to- Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for a sum not exceeding the amount indicated as the Work Order Amount. In no event is the CONSULTANT /CONTRACTOR authorized to incur expenses exceeding the Not -To- Exceed Amount without the express written consent of the CITY. Such consent will normally be in the form of an amendment to this Work Order. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work required by this Work Order and the Labor Hour Rates established in the Master Agreement. (iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis Method" with a Limitation of Funds Amount, then the amount identified as the Work Order Amount becomes the Limitation of Funds amount which shall not be exceeded without prior written approval of the CITY. Such approval, if given by the CITY, will indicate a new Limitation of Funds amount. The CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR has incurred expenses on this Work Order that equals or exceeds eighty percent (80 %) of the Limitation of Funds amount. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work required by this Work Order and the Labor Hour Rates established in the Master Agreement. (iv) UNIT PRICE BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Unit Price Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the amount resulting from computing the quantity(ies) of defined units and agreed upon unit pricing to establish amount of CONTRACTOR'S compensation. All adjustments to quantities shall be approved by the Project Manager. Prior written approval by the City is required to adjust the not to exceed amount. The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms of the above - referenced Agreement. It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the CITY, does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY, prior to its execution of the Work Order, reserves the right to authorize a party other than the CONSULTANT /CONTRACTOR to perform the services called for under this Work Order if it is determined that to do so is in the best interest of the CITY. The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work Order becomes effective and binding upon execution by the CITY and not until then. A copy of this executed Work Order along with a Purchase Order will be forwarded to the CONSULTANT /CONTRACTOR at the completion of that action. It is noted that the Purchase Order Number must be indicated on all invoices germane to the Work Order. Scope of Work City of Sanford Water Conservation Cost Share Initiative September 16, 2010 Provided by: !ones Edmunds 1d+q I�fr I f/ , 7#7!7 -7 JONES EDMUNDS Purpose JONES EDMUNDS The purpose of this water conservation initiative is to build on the City of Sanford's (City) existing programs and develop water- savings goals that can be implemented, measured, reported, and modified to continuously reduce potable water demands. A primary objective will be to link the customer information system (CIS) to the geographic information system (GIS) to track historical customer consumption data so that historical billing records data will map to a relational geodatabase within the City's assets and work order management system. Once this is complete, the effort will focus on auditing the City's system to determine where there is conservation potential on the supply side and the demand side of the water distribution system. Jones Edmunds will make a detailed analysis of water loss within the City's distribution system to review industry methods for calculating water loss, evaluate water - savings potential, develop water - savings goals, and compare against existing and potential demand -side measures. Additionally, after creating the link between the GIS and CIS, a Computerized Maintenance Management System (CMMS) such as Cityworks joined with a SQL Server reporting gateway can be used to track and report the progress of water -loss control programs and water- conservation- related activities. Background The City's Utility Department provides water, wastewater, and reclaimed water services to its citizens. The water system is comprised of areas with infrastructure over 50 years old as well as new developments and commercial areas constructed in the past several years. The City recognizes that water conservation will be critical to achieving its goal of water resources protection and sustainability. The City participates in the St. Johns River Water Management District's (SJRWMD) water supply planning process and is in the Central Florida Coordination Area. SJRWMD recently awarded the City a grant for cost sharing of conservation measures. This scope covers tasks involved in the cost -share program between the City and SJRWMD. The City has made significant investments in reducing potable water demands through reclaimed water and continues to build the framework for recognizing and eliminating inefficient water use and water loss. The City is in the process of a meter change -out program, which replaces traditional meters that are read monthly with advanced metering technology. The metering technology monitors low flows over short durations, making it possible to monitor and account for water consumption at a much higher resolution than previous metering technologies. Installing the advanced metering in select areas of the distribution system is critical to this effort. At present, the meter change -outs are done on an as- needed basis. Approximately 50% of the service area has advanced metering. As part of this work, we propose installing advanced metering in specific areas to fill in accounts that don't yet have advanced metering (entire 2 ..�iurryr,,�r�i,;ma -.� 11 � JONES EDMUNDS neighborhoods or other major groupings). This will allow the City to compare areas with and without advanced metering and test conservation -based workflows over a larger area to track the impacts of conservation -based asset management. The City also uses a GIS- centric asset and work management system. By linking the work management system (Cityworks) and the water consumption data, we can make better utilities practices for managing water resources possible. Reducing water loss within utility treatment and distribution systems is one of the many alternatives for conserving water throughout SJRWMD. Comparing the cost benefits of supply - side measures and demand -side measures will be critical for utilities as they face decreasing revenue and higher marginal costs. Freidman et al. (2009 a and b) reviewed the state -of— the -art in water audits and water loss management and proposed methods for Florida. University of Florida (UF) will evaluate these methods as part of this project. The following provides additional background information on the City's current condition as outlined in the supplemental Appendices of the SJRWMD application form. Scope of Work The following are the major tasks associated with the work. The project establishes an adaptive management approach for the City to make continual improvements to its water conservation initiatives as shown in Figure 1. 3 _ 06ffC'F�2 '1 {P i yy JONES EDMUNDS CISIGIS linkage Spatial Analysis and and Work Management Development of Conservation Integration Goals Adaptive Management Cycle Measurement, Tracking, and Reporting Implementation of conservation Goals Vork Management System Figure 1. Project Workflow Showing GIS to CIS Linkage with CMMS ( Cityworks) Task 1. Kickoff, Data Gathering, and Project Initiation within Cityworks Jones Edmunds and OF will meet with the City for a kickoff meeting to introduce the City's stakeholders to the Jones Edmunds and OF teams, and we will review the project goals, scope, and timeline. Jones Edmunds plans to develop these solutions internally and we will discuss deployment plans for the final deliverables with the City. The City should provide samples of all project - related data (including HTE account information) for discussion and review at this meeting. Jones Edmunds will also assist City personnel for up to 2 hours to help initiate this project within Cityworks. Task 2. Reconcile Account Addresses with Addressing System and Establish Relational Link to HTE Account Locations 2 r � i s j a4�r� JONES EDMUNDS The City maintains related data within disconnected systems for various uses. With recent changes, including the implementation of a new GIS- centric work management system, the information within each of these systems begins to have additional value once they are related. Relating these data will provide City staff a more complete picture of their assets, including how their assets are being used within their respective systems and how customers impact these systems. This task covers the items in Task 1 of the proposal accepted by SJRWMD. For this task, the City desires to improve the addresses assigned to account locations within their HTE AS -400 billing system. Therefore the City's utility customer service database (HTE) has been identified as a candidate for reconciliation with an addressing system comprised of Seminole County's (County) property and E911 information. The goal is to improve the utility's billing record addresses as listed within the customer service database. Original ►ddresses w„ wu <�w. HTE / AS 400 Reconciled improved The primary barrier to the proposed effort will be the quality and consistency of the addresses stored within HTE. Jones Edmunds will begin by normalizing the HTE address data to United States Postal System (USPS) standards and begin matching the normalized information to the County E911 system tables. Jones Edmunds anticipates that as much as 60% of the records in HTE will be able to be matched to the E911 data with minimal effort. To achieve as high as an 80% match, Jones Edmunds will apply additional matching criteria to improve the reconciliation of some of the unmatched records. i\ \./ I JONES EDMUNDS After reconciling the HTE billing records with the E911 data, Jones Edmunds will apply additional processes to reconcile the account records with the property information found in Florida Department of Revenue (FDOR) or County Property Appraiser's (CPA) parcel data. We expect a similar first -pass match result of around 60 %. We expect that, with additional editing, we will be able to successfully reconcile around 80% of the account records. Using both matched result sets, Jones Edmunds will cross reference the results to each other. Where conflicts are identified, Jones Edmunds will select the address from the E911 system tables, since it is the primary source for applying addresses within the County. Reconciled addresses will be maintained with the source by which they were reconciled (e.g., E911, CPA, or both). We will document conflicts detected between the two source data sets and give them back to the City. The City may decide to share this information with the County data stewards. The work elements for this task include: • Develop relational system that includes E911 and property appraiser data tables. • Relate HTE account records to E911 addresses. • Relate account records to FDOR or CPA parcel data. • Develop standardized operating procedures (SOPS) for the City to follow for all new accounts. • Develop a stand -alone open SQL database where the City can maintain the systems' reconciled address tables. • Integrate reconciled address tables into the stand -alone database. The City will need to assist Jones Edmunds with obtaining the following data before we can begin reconciling the HTE account information to the addressing system. Jones Edmunds will work with the City to agree on a data cutoff date when no new data will be added to this project for each of the datasets described below. • Current (as of cutoff date) HTE account location information. • Current (as of cutoff date) E911 roadway centerline, structure, and MSAG data with all associated metadata. 0 � o E (� R i / �(j� ._R ONES EDMUNDS Current (as of cutoff date) FDOR or Seminole County Property Appraiser's parcel data along with all requested tables and metadata. (Note: Jones Edmunds will work with only one of the datasets). Conditions and Exceptions: • We expect that not all account information will be able to be reconciled with an appropriate address. • Successful reconciliation of 80% of account information with an appropriate address from one of the two sources will constitute completion of this task. • The reconciled location addresses of each account will reside and be maintained within tables in a separate stand -alone enterprise database. • This is a one -time effort that will not update on its own. New records introduced into the system will need to be manually reconciled with their appropriate addresses and property information and recorded into the stand -alone enterprise database following the SOPS developed and provided by Jones Edmunds. • Jones Edmunds understands that the City has already progressed with the address matching process. Additionally, initial analyses may warrant more targeted matching in areas of highest interest to UF's portion of the work. By written agreement with the City, Jones Edmunds may focus the additional manual address matching in certain target areas to allow OF to work in further detail or to provide the City with additional Cityworks training up to the budgeted amount in Task 2. Task 3. Assist OF in Performing Spatial and Temporal Analyses and Developing Conservation Goals After Jones Edmunds matches the customer water consumption date in HTE to the customer addresses in the E911 addresses, spatial and temporal relationships and trends will need to be developed based on a comprehensive water audit of the system. Through the linkage between CIS and GIS there are relationships that can be made to assess inefficient residential and commercial, industrial, and institutional (CII) users. This information could be also be used by the City and SJRWMD to identify trends in CII usage and develop benchmarks for SJRWMD in assessing water - saving potential in this highly variable category of water consumption. OF is the lead on this task and Jones Edmunds will only be assisting UF. Jones Edmunds will provide up to 20 hours of a Senior Database Administrator's's time (with associated overhead and management costs) to convey an understanding of the underlying database principles and t J Lc design elements to allow OF to work with the SOPS for the address matching (Task 2). Task 3 covers the items in Task 2 of the proposal that was accepted by SJRWMD. Task 4. Implement Conservation Goals in Work Management System Jones Edmunds will develop and establish conservation -based thresholds and additional logic within a stand -alone enterprise database in order to trigger response -level events in Cityworks. This task covers the items in Task 3 of the proposal that was accepted by SJRWMD. To accomplish this, we will create database procedures to retrieve and process consumption data of account locations from the HTE database on a regular interval (nightly, weekly, etc.). The database procedures will evaluate a location's water consumption against standard thresholds and criteria developed in the previous task (or to be determined by Jones Edmunds and City personnel depending on the status of the work in Task 3). Additional procedures within the enterprise database will aggregate the results and logically determine a course of action to pursue. Depending upon the action, the enterprise database may trigger additional events that push information into Cityworks in order to initiate requests for service and /or work orders. Jones Edmunds will develop up to five of these conservation goal procedures and /or triggers. These procedures could also include traditional cyclical work management, such as regularly scheduled meter calibration, to maintain meter accuracy levels. The following are the work elements for this task. • Attend a workshop to evaluate and select the five conservation goals to be established within the CMMS. • Develop schema for managing the selected conservation measures in the Jones Edmunds enterprise database. • Develop and configure the conservation workflow logic and triggers based on analyses and goals developed in Task 3. • Modify the existing Cityworks CMMS implementation to accommodate workflows established around the conservation analyses. Conditions and Exceptions: If the Task 3 work to develop conservation goals is not completed yet, then Jones Edmunds will move forward by working with City personnel to identify the five conservation goals to be developed by Jones Edmunds. Task S. Develop a Measurement, Tracking, and Reporting System OR) , ' JONES EDMUNDS Jones Edmunds will develop a single web -based reporting gateway using SQL Server for the purpose of tracking and reporting on the state of water consumption throughout the City. Users of the application will be able to view a snapshot of water use throughout the City or view individual account location histories. Managers may track consumption at the account location level and develop monitoring thresholds that may be used as workflow thresholds in the future. This task covers the items in Task 4 of the proposal that was accepted by SJRWMD. Based upon the available information built within the system, up to five reports will be pre - configured. Jones Edmunds will work through the report contents and display methods with City staff. The following are the work elements for this task. • Develop reporting and tracking gateway. • Train staff to use the reporting and tracking gateway. The training effort is based on a 1 -hour training session with City staff on how to access and use the tracking and reporting gateway. Conditions and Exceptions: • SQL Server reporting services will already be installed and configured by the City. Task 6. Assist the City with Reporting Results to SJRWMD The City will need to report the results of these efforts to SJRWMD. Jones Edmunds will deliver a report to the City that will document the procedures and results of Tasks 1, 2, 4, and 5. This report will serve as a starting point for the City to develop their report for SJRWMD and will relate to the items in Task 5 of the proposal accepted by SJRWMD. The Jones Edmunds report will explain the methods and procedures to link the HTE billing information with the E911 addresses and the parcel data. The report will also detail the implementation of conservation measures within the City's work order management system and the modified conservation workflows. The reporting and tracking system and training will be detailed as well. Lump -Sum Fee Breakdown Task 1. Kickoff, Data Gathering, and Project Initiation within Cityworks $5,206 Task 2. Reconcile Account Addresses with Addressing System and Establish Relational Link to HTE Account Locations $24,333 11 r JONES EDMUNDS Task 3. Assist OF in Performing Spatial and Temporal Analyses and Developing Conservation Goals $3,277 Task 4. Implement Conservation Goals in Work Management System $35,468 Task S. Develop Measurement, Tracking, and Reporting System $11,992 Task 6. Assist the City with Reporting Results to SJRWMD $14,724 Total $95,000 10