HomeMy WebLinkAboutAgenda Report - May 4, 2016 C-15CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
e45
TM
AGENDA TITLE: Adopt Resolution Authorizing the City Manager to Execute a Professional Services
Agreement for a Database Conversion with MilSoft Utility Solutions of Abilene,
Texas ($45,000)
MEETING DATE: May 4, 2016
PREPARED BY: Electric Utility Director
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute a
professional services agreement for a database conversion with
MilSoft Utility Solutions of Abilene, Texas in an amount not to
exceed $45,000.
BACKGROUND INFORMATION: In 2009, the City Council adopted Resolutions No. 2009-40 and
2009-59, authorizing R.W. Beck, Inc. to perform power system
studies and the sole source purchase of engineering analysis
software from MilSoft Utility Solutions, Inc., respectively.
R.W. Beck modeled the Lodi Electric Utility (LEU) electric distribution system in MilSoft Windmill. This
software is used to perform complex circuit analysis on the City's electric distribution system for Toad
balancing, time coordination studies for protection schemes, arc flash hazard analysis and feeder
loading, as well as Toad analysis for future development. However, the model only included the feeders
and tap lines to the distribution transformers without fully extending the circuit model to each individual
customer meter. Analysis to this point has been done with the assumption that all of the distribution
transformers are fully loaded, since the actual data wasn't available at that time.
Now that the City has fixed network meter data, if the model is updated to include the meters, much more
accurate data will be available in the circuit model. For example, actual energy and demand data can be
used for more accurate power flow studies, time coordination studies, and transformer loading studies.
The results of these studies will assist the utility in updating relay and breaker settings for more efficient,
reliable, and safe operation of the distribution system. The LEU engineering staff will also be able to
determine transformer overloads so they can be upgraded before failure, mitigating unplanned outages
as well as potential injuries. In addition, the data will assist in providing more accurate designs for future
development projects.
Staff is recommending engaging MilSoft Utility Solutions to assist with a database conversion to import all
of the meter data from the ESRI GIS map database into the MilSoft circuit model to approximate each
meter and transformer connection based on physical location. LEU staff and a summer intern will then
confirm meter connections are accurate to the actual distribution transformer and make corrections as
needed. Once these connections are in the circuit model, automatic meter reading data obtained from the
fixed network will reflect actual loading on each of the distribution transformers.
APPROVED:
en Schwab . er, City Manager
Adopt Resolution Authorizing the City Manager to Execute a Professional Services Agreement for a Database Conversion with
MilSoft Utility Solutions of Abilene, Texas ($45,000)
May 4, 2016
Page 2 of 2
FISCAL IMPACT: Not -to -exceed $45,000.
FUNDING AVAILABLE: Included in FY2015/16 Budget Account No. 50061500.72450
Jordan
--
Jordan Ayers
Deputy City Manager/Internal Services Director
Elizabeth A. lelrkiey
Electric Utility Director
PREPARED BY: Jules Marchesseault, Engineering and Operations Manager
AGREEMENT FOR PROFESSIONAL SERVICES
ARTICLE 1
PARTIES AND PURPOSE
Section 1.1 Parties
THIS AGREEMENT is entered into on , 20 , by and between the
CITY OF LODI, a municipal corporation (hereinafter "CITY"), and Milsoft Utility Solutions
(hereinafter "CONTRACTOR").
Section 1.2 Purpose
CITY selected the CONTRACTOR to provide the services required in
accordance with attached Scope of Services, Exhibit A, attached and incorporated by
this reference.
CITY wishes to enter into an agreement with CONTRACTOR for Database
Conversion (hereinafter "Project") as set forth in the Scope of Services attached here as
Exhibit A. CONTRACTOR acknowledges that it is qualified to provide such services to
CITY.
ARTICLE 2
SCOPE OF SERVICES
Section 2.1 Scope of Services
CONTRACTOR, for the benefit and at the direction of CITY, shall perform the
Scope of Services as set forth in Exhibit A.
Section 2.2 Time For Commencement and Com:.Ietion of Work
CONTRACTOR shall commence work pursuant to this Agreement, upon receipt
of a written notice to proceed from CITY or on the date set forth in Section 2.6,
whichever occurs first, and shall perform all services diligently and complete work under
this Agreement based on a mutually agreed upon timeline or as otherwise designated in
the Scope of Services.
CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other
work products as may be designated in the Scope of Services.
CONTRACTOR shall not be responsible for delays caused by the failure of CITY
staff to provide required data or review documents within the appropriate time frames.
The review time by CITY and any other agencies involved in the project shall not be
counted against CONTRACTOR's contract performance period. Also, any delays due to
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weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall
remain in contact with reviewing agencies and make all efforts to review and return all
comments.
Section 2.3 Meetings
CONTRACTOR shall attend meetings as may be set forth in the Scope of
Services.
Section 2.4 Staffing
CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's
capabilities and on the qualifications of CONTRACTOR's principals and staff as
identified in its proposal to CITY. The Scope of Services shall be performed by
CDNTFACT{}R. unless agreed to otherwise by GITY in writing. CITY shall be notified
by CONTRACTOR of any change of Project Manager and CITY is granted the right of
approval of all original, additional and replacement personnel at CITY's sole discretion
and shafl be notified by CONTRACTOR of any changes of CONTRACTOR's projectject staff
prior to any change.
CONTRACTOR represents it is prepared to and can perform all services within
the Scope of Services (Exhibit A) and is prepared to and can perform all services
specified therein. CONTRACTOR represents that it has, or will have at the time this
Agreement is executed, all |icen8eS, pernlit3, qualifications, insurance and approvals of
whatsoever nature are legally required for CONTRACTOR to practice its profession, and
that CONTRACTOR shall, at its own cost and 8XpeDSg, keep in effect during the life of
this Agreement all such licenses, pernnitS, qualifications, insurance and approvals, and
shall iOdenlOif«, defend and hold harmless CITY against any costs associated with such
licenses, permits, qualifications, insurance and approvals which may be imposed against
CITY under this Agreement.
Section 2.5 Subcontracts
Unless prior written approval of CITY is obtained. CONTRACTOR shall not enter
into any subcontract with any other party for purposes of providing any work or services
covered by this Agreement.
Section 2.6 Term
The term of this Agreement commences on April 21, 2016 and terminates upon
the completion of the Scope of Services or on April 21, 2017, whichever occurs first.
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ARTICLE 3
COMPENSATION
Section 3.1 Compensation
CONTRACTOR's compensation for all work under this Agreement shall conform
to the provisions of the Fee Propoea|, attached hereto as Exhibit B and incorporated by
this reference.
CONTRACTOR shall not undertake any work beyond the scope of this
Agreement unless such additional work is approved in advance and in writing by CITY.
Section 3.2 Method of Payment
CONTRACTOR shall submit invoices for completed work on a monthly basis, or
as otherwise agreed, providing, without limitation, details as to amount of hour8,
individual performing said work, hourly rate, and indicating to what aspect of the Scope
of Services said work is attributable. CONTRACTOR's compensation for all work under
this Agreement shafl not exceed the amount of the Fee Proposal.
Section 3.3 Costs
The Fee Proposal shall include all reimbursable costs required for the
performance of the Scope of Services. Payment of additional reimbursable costs
considered to be over and above those inherent in the original Scope of Services shall
be approved in advanced and in writing, by CITY.
Section 3.4 Auditing
CITY reserves the right to periodically audit all charges made by CONTRACTOR
to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to
furnish CITY, or a designated [ep[8SSOt8tiVe, with necessary information and assistance
needed to conduct such an audit.
CONTRACTOR agrees that CITY or its delegate will have the right to review,
obtain and copy all records pertaining to performance of this Agreement.
CONTRACTOR agrees to provide CITY or its delegate with any relevant information
requested and shall permit CITY or its delegate access to its pre0iSSa, upon reasonable
notioe, during normal business hours for the purpose of interviewing employees and
inspecting and copying such boohs, recorde, accounta, and other material that may be
relevant to a matter under investigation for the purpose of determining compliance with
this requirement. CONTRACTOR further agrees to maintain such records for a period of
three (3) years after final payment under this Agreement.
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ARTICLE 4
MISCELLANEOUS PROVISIONS
Section 4.1 Nondiscrimination
In performing services under this Agreement, CONTRACTOR shall not
discriminate in the employment of its employees or in the engagement of any sub
CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital
status, national origin, ancestry, age, or any other criteria prohibited by law.
Section 4.2 ADA Compliance
In performing services under this Agreement, CONTRACTOR shall comply with
the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well
as all applicable regulations and guidelines issued pursuant to the ADA.
Section 4.3 Indemnification and Responsibility for Damage
CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold
harmless CITY, its elected and appointed officials, directors, officers, employees and
volunteers from and against any claims, damages, losses, and expenses (including
reasonable attorney's fees and costs), arising out of performance of the services to be
performed under this Agreement, provided that any such claim, damage, loss, or
expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any
subcontractor employed directly by CONTRACTOR, anyone directly or indirectly
employed by any of them, or anyone for whose acts they may be liable, except those
injuries or damages arising out of the active negligence, sole negligence, or sole willful
misconduct of the City of Lodi, its elected and appointed officials, directors, officers,
employees and volunteers. CITY may, at its election, conduct the defense or participate
in the defense of any claim related in any way to this indemnification. If CITY chooses at
its own election to conduct its own defense, participate in its own defense, or obtain
independent legal counsel in defense of any claim related to this indemnification,
CONTRACTOR shall pay all of the costs related thereto, including without limitation
reasonable attorney fees and costs. The defense and indemnification obligations
required by this Agreement are undertaken in addition to, and shall not in any way be
limited by the insurance obligations set forth herein.
Section 4.4 No Personal Liability
Neither the City Council, nor any other officer or authorized assistant or agent or
City employee shall be personally responsible for any liability arising under this
Agreement.
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Section 4.5 Responsibility of CITY
CITY shall not be held responsible for the care or protection of any material or
parts of the work described in the Scope of Services prior to final acceptance by CITY,
except as expressiy provided herein.
Section 4.6 Insurance Requirements for CONTRACTOR
CONTRACTOR shall take out and maintain during the life of this Agreement,
insurance coverage as set forth in Exhibit C attached hereto and incorporated by this
reference.
Section 4.7 Successors and Assigns
CITY and CONTRACTOR each bind th8noae|ve5, their partners, successors,
assigns, and legal representatives to this Agreement without the written consent of the
others. CONTRACTOR shall not assign or transfer any interest in this Agreement
without the prior written consent of CITY. Consent to any such transfer shall be at the
sole discretion of CITY.
Section 4.8 Notices
Any notice required to be given by the terms of this Agreement shall be in writing
signed by an authorized representative of the sender and shall be deemed to have been
given when the same is personally served or upon receipt by express or overnight
delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class
or certified Dl8i|, postage prepaid, addressed to the respective parties @Sfollows:
To CITY:
To CONTRACTOR:
City of Lodi
221 West Pine Street
P.{}.Box 3O0O
Lodi, CA 95241-1910
Attn: Jules L. Marchesseauit
Milsoft Utility Solutions Inc.
4400 Buffalo Gap Road, Ste 5150
Ab||ene, TX 79606
Attn: Josh Wolf
Section 4.9 Cooperation of CITY
CITY shall cooperate fully and in a timely manner in providing relevant
information it has at its disposai relevant to the Scope of Services.
Section 4.10 CONTRACTOR is Not an Employee of CITY
CONTRACTOR agrees that in undertaking the duties to be performed under this
Aoneenoent, it shall act as an independent contractor for and on behalf of CITY and not
an employee of CITY. CITY shall not direct the work and means for accomplishment of
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the services and work to be performed hereunder. CITY, however, retains the right to
require that work performed by CONTRACTOR meet specific standards without regard
to the manner and means of accomplishment thereof.
Section 4.11 Termination
CITY may terminate this Agreement, with or without cause, by giving
CONTRACTOR at least ten (10) days written notice. Where phases are anticipated
within the Scope of Services, at which an intermediate decision is required concerning
whether to proceed further, CITY may terminate at the conclusion of any such phase.
Upon termination, CONTRACTOR shall be entitled to payment as set forth in the
attached Exhibit B to the extent that the work has been performed. Upon termination,
CONTRACTOR shall immediately suspend all work on the Project and deliver any
documents or work in progress to CITY. However, CITY shall assume no liability for
costs, expenses or lost profits resulting from services not completed or for contracts
entered into by CONTRACTOR with third parties in reliance upon this Agreement.
Section 4.12 Confidentiality
CONTRACTOR agrees to maintain confidentiality of all work and work products
produced under this Agreement, except to the extent otherwise required by law or
permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents
owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or
"Proprietary", except to the extent otherwise required by law or permitted in writing by
CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California
Public Records Act.
Section 4.13 Applicable Law, Jurisdiction, Severability, and Attorney's Fees
This Agreement shall be governed by the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be venued with the San
Joaquin County Superior Court. If any part of this Agreement is found to conflict with
applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict
with said laws, but the remainder of this Agreement shall be in force and effect. In the
event any dispute between the parties arises under or regarding this Agreement, the
prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's
fees from the party who does not prevail as determined by the San Joaquin County
Superior Court.
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Section 4.14 City Business License Requirement
CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020
requires CONTRACTOR to have a city business license and CONTRACTOR agrees to
secure such license and pay the appropriate fees prior to performing any work
hereunder.
Section 4.15 Captions
The captions of the sections and subsections of this Agreement are for
convenience only and shall not be deemed to be relevant in resolving any question or
interpretation or ntent hereunder.
Section 4.16 Integration and Modification
This Agreement represents the entire understanding of CITY and
CONTRACTOR as to those matters contained herein. No prior oral or written
understanding shall be of any force or effect with respect to those matters covered
hereunder. This Agreement may not be modified or altered except in writing, signed by
both parties.
Section 4'17 Contract Terms Prevail
All exhibits and this Agreement are intended to be construed as a single
document. Should any inconsistency occur between the specific terms of this
Agreement and the attached exhibits, the terms of this Agreement shall prevail.
Section 4.18 Severability
The invalidity in whole or in part of any provision of this Agreement shall not void
or affect the validity of any other provision of this Agreement.
Section 4.19 Ownership of Documents
All documents, photographs, reports, analyses, audits, computer media, or other
material documents or data, and working papers, whether or not in final fO[nO, which
have been obtained or prepared under this Agreement, shall be deemed the property of
CITY. Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such
documents during CONTRACTOR's regular business hours. Upon termination or
completion of services under this Auneennant, all information oo||ected, work product and
documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days.
CITY agrees to indennnifv, defend and hold CONTRACTOR harmless from any
liability resulting from CITY's use of such documents for any purpose other than the
purpose for which they were intended.
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Section 4.20 Auth$ritv
The undersigned hereby represent and warrant that they are authorized by the
parties to execute this Agreement.
Section 4.21 Federal Transit Funding Conditions
If the box at left is checked, the Federal Transit Funding conditions attached as
Exhibit [} apply to this Agreement. In the event of a conflict between the terms of this
Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the
Federal Transit Funding Conditions will control.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this
Agreement as of the date first above written.
ATTEST:
CITY OF LODI, a municipal corporation
JENNIFER M. FERRAIOLO STEPHEN SCHWABAUER
City Clerk City Manager
APPROVED AS TO FORM: Milsoft Utility Solutions, Inc.
JANICE D. MAGDICH, City Attorney
By: By:
Name: Adam Turner
Title: CEO; Administration
Attachments:
Exhibit A - Scope of Services
ExhibitB-FoePropomm|
ExhibitC -|nsoroncwRmquinonmenba
Exhibit D Federal Transit Funding Conditions (if applicable)
Funding Source: 50061500.72450
(Business Unit & Account No)
Doc ID:
ouRe,01.2015
8
M ILSOFTi
Utility Solutions `
APPENDIX A
Database Conversion
Statement of Work
TABLE OF CONTENTS
Introduction/Background1
Scopeof Work1
Placeof Performance1
Data Sources 1
DataDestination1
Conversion Process.... ........ ........ ....... ............. ........... ...... ..... 1
Cityof Lodi, CA Deliverables2
Milsoft Deliverables... ..... .......... ............ ......... ..... ..... .......... ...... 3
Installation................................................................................................................................... 4
DatabaseAcceptance Criteria .............. .4
ChangeOrders4
Scope of Work Acceptance 5
MILSOFT}
Utility Solutions
IntroductionBackground
City of Lodi, CA (hereafter referred to as "City of Lodi, CA") contracted Milsoft Utility
Solutions (hereafter referred to as "Milsoft") to convert data from several City of Lodi, CA
sources to a format that is compatible with the Milsoft Engineering and Operations (E&O)
Model. The database conversion process is interdependent between City of Lodi, CA and
Milsoft and will require several review iterations.
Scope of Work
The scope of work (SOW) is limited to electrical circuit elements and map points recognized by
Milsoft E&O software. Corrections or modification to the source data will be the responsibility
of City of Lodi, CA and will not be included in Milsoft's scope of work.
Place of Performance
Milsoft will perform work at one or all of the following places:
• Abilene, Texas
• Pensacola, Florida
• Other mutually agreed upon places
Data Sources
• City of Lodi, CA -supplied data sets correlated to Attachment A
• Supplemental data outside City of Lodi, CA data set in compliance with Attachment A
Data Destination
• Milsoft E&O Model (FairCom)
• Milsoft External Tables (MS SQL)
Conversion Process
During the conversion process, Milsoft will expect City of Lodi, CA to provide prompt (2
business days) and detailed reviews of mapped and converted data. Milsoft cannot provide any
missing data or independently identify/fix latent data errors. Engineering assumptions (snapping
transformers and lines to poles based on proximity) will be used to create data. However,
assumptions are not guaranteed to be engineering -accurate.
1. Milsoft will provide connection details to a secure FTP site to be used in the exchange of
City of Lodi, CA data files. Connection details for the FTP will be communicated to City
of Lodi, CA prior to the kick-off call.
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M ILSOFT
Utility Solutions
2. Milsoft will initiate and conduct a database conversion project kick-off call
with City of Lodi, CA team to discuss and identify:
a. Required Interfaces (ex. Billing, AMI, Staking ...)
b. Grid Requirements
c. Coordinate System
d. Workflow
e. Data Sources and Request Data
f. Project Contacts
3. If City of Lodi, CA wishes to use grid -based naming within the Milsoft E&O Model, a
schema will be provided by City of Lodi, CA supplying unique element names which can
be programmatically defined within the Milsoft E&O Model. The grid -based naming may
be used for all electrical elements within the Milsoft E&O Model. City of Lodi, CA is
responsible for all renaming of elements within their model and database.
4. City of Lodi, CA data will be converted by Milsoft to the Milsoft E&O Model. City of Lodi, CA will
be provided an evaluation of the City of Lodi, CA electric model and overall accuracy. Missing or
inaccurate information will be detailed so City of Lodi, CA can update the source data.
5. Database conversion will be limited to data from City of Lodi, CA data sources selected
by Milsoft. Milsoft will create data mappings based on City of Lodi, CA data and Milsoft
standardized file structure. These mappings are documented in a City of Lodi, CA -
specific spreadsheet to be reviewed by City of Lodi, CA GIS and engineering teams. In
the event that the element data required for a connectivity model is not provided, Milsoft
will insert the elements without electrical connectivity. City of Lodi, CA is responsible
for data cleanup not provided in source data.
6. After initial conversion, Milsoft will conduct an evaluation of City of Lodi, CA electric model
and provide a report assessing the overall accuracy. The report will detail missing or
inaccurate information. It is City of Lodi, CA responsibility to update source data.
Milsoft will provide City of Lodi, CA with ongoing analysis of the data quality throughout the
conversion process, and will work with City of Lodi, CA to address any issues.
City of Lodi, CA Deliverables
1. City of Lodi, CA will provide a defined detailed list of data required by Milsoft, and
linking information for External Tables in their database by:
a. Collectively determining how equipment not presently modeled by Milsoft
will be handled to include underground switch gear, feed-thru cabinets, pad -
mounted transformers, and open -points.
b. Defining:
i. Naming conventions
ii. Unique identifiers required to link devices in the Milsoft E&O Model
M ILSOFT
Utility Solutions
to external data
iii. Attributes to use for the Milsoft E&O Model's equipment device
definitions (EQDB)
2. City of Lodi, CA will provide the current data source to be used for the
conversion and attribute data associated with the model elements to be used with
Milsoft External Tables prior to the start of the conversion project.
3. City of Lodi, CA must establish a cut-off date for posting changes to the source data
prior to the final conversion and the transition to the Milsoft E&O Model.
City of Lodi, CA will make corrections to the source data requested by Milsoft as errors and/or
inconsistencies surface during the joint reviews of the Milsoft E&O Model generated by the
database conversion. Corrections will be completed and returned to Milsoft within two (2) business
days to prevent software installation delays for City of Lodi, CA. City of Lodi, CA may elect to
forego some corrections at their discretion if the corrections cannot be made in a timely manner prior
to the cut-off date.
MILSOFT DELIVERABLES
1. Milsoft will deliver a completed Milsoft E&O Model and attribute data associated
with the model elements in the form of Milsoft External Tables. This delivery is
contingent upon the timely participation and prompt responses of City of Lodi, CA
throughout the data conversion work.
2. A virtual machine will be hosted for City of Lodi, CA to facilitate the review of
their converted data using Milsoft's WindMil software. If City of Lodi, CA is not
familiar with WindMil, formalized training can be obtained by contacting Milsoft.
3. Milsoft will convert City of Lodi, CA data using proprietary coding and conducting
detailed quality assurance reviews of the Milsoft E&O Model and data provided from
the data conversion.
4. Milsoft will initiate joint reviews of the Milsoft E&O Model throughout the
conversion process.
a. Programmatic changes to correct issues discovered during joint reviews will
be completed by Milsoft.
b. City of Lodi, CA and Milsoft will evaluate progress toward a final
conversion and cut-off date after the second data review.
c. All third party updates must be posted prior to the cut-off date.
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M ILSOFT
Utility Solutions
INSTALLATION
Milsoft will install the Milsoft E&O Model on City of Lodi, CA system following the
review of the final conversion.
Database Acceptance Criteria
Acceptance of the database conversion will occur when City of Lodi, CA has reviewed the
conversion and found no significant errors within Milsoft's scope of work and signs the
acceptance below. Acceptance is assumed thirty (30) calendar days after date of delivery.
Change Orders
Any modification to this Statement of Work must be requested, reviewed, and agreed to by
both parties. Any Change Order will be created by Milsoft and submitted for City of Lodi, CA
review and approval. Such changes may result in required adjustment of the project deadlines
or additional fees.
Once reviewed, approved, and signed by a Chief Executive Officer of Milsoft and City of Lodi,
CA, the Change Order will become effective.
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MILSOFT
Utility Solutions
Scope of Work Acceptance
MILSOFT UTILITY SOLUTIONS, INC.
Signature Signature
Printed Name Printed Name
Title
Date
Project Acceptance
Signature
Printed Name
Title
Date
Title
Date
EXHIBIT 1
City of Lodi, CA data required to complete Milsoft E&O Model.
City of Lodi, CA Coordinate System and Projection (WGS-84) to be used
City of Lodi Location Data for each element
The Parent and Child data (Up -line & Down -line) information for all model elements
Equipment Database (If current WindMil customer)
Elements
Each data element must be identified. Elements are required to have a unique name, type and
include attribute data listed in this attachment.
1. Overhead
a. Unique Name (ID) include preferred prefixes to distinguish OHPRI, OHSEC
b. Phase Data
c. Conductor Definitions (both phase and neutral conductors)
d. Impedance Length
2. Underground
a. Unique Name (ID) include preferred prefixes to distinguish OHPRI, OHSEC
b. Phase Data
c. Conductor Definitions (phase conductor, if neutral is concentric, or tape shield)
d. Impedance Length
3. Regulator
a. Unique Name (ID) include preferred prefix
b. Phase Data (phase of the bank, include the controlling phase where applicable)
c. Regulator Size (in kva or amps/designate equipment definition)
d. Voltage Level
e. LD Comp R&X (preferred)
f. First House High & Low (preferred)
4. Transformer
a. Unique Name (ID) include preferred prefix
b. Phase Data
c. Winding Connections
d. Transformer Equipment/Impedance Definition
e. Rated L -L Input Voltage
f. Rated L -L Output Voltage
g. Nominal of Output System
h. Overhead, Step, or Pad Mounted? — Transclosures will be typed as Pad Mount. If
they are identified in the data, they can be given unit tables in the External Data
Tables
i. kva data
j. input/output voltage data (preferably line -to -line)
5. Switch
a. Unique Name (ID) include preferred prefix
b. Phase Data
c. Switch Status (open/closed/looped)
d. Switch ID (optional)
e. Open Points can be modeled as switches, or nodes, if data supports this. This will
require a unique prefix
6. Source
a.
b.
c.
d.
e.
f.
g.
h.
j.
k.
1.
7. Generator
Unique Name (ID)
Phase Order(?) Data (position of lines leaving substation)
Impedance Code Minimum (often this is the substation number and name)
Impedance Code Maximum(often this is the substation number and name)
Sub Number (optional)
Bus Voltage
Overhead Ground Ohms
Underground Ground Ohms
Nominal L -G
Nominal L -L
Connection (wye/delta)
Regulation (yes or no)
a. Unique Name (ID) include preferred prefix
b. Phase Data
c. Generator Model
d. Total Generator kVA
e. PU Volts
f. Output (kW)
g. Maximum Leading Output (kvar)
h. Maximum Lagging Output (kvar)
i. Connection (wye/delta)
8. Motor
a. Unique Name (ID) include preferred prefix
b. Phase Data
c. Motor Mode (example: horse power)
d. Total Motor HP
e. Rated LG Volts
f. Rated LL Volts
g. Load in kW
h. Load in kvar
i. Motor Status (off/on)
j. Locked Rotor
k. Soft Start (if applicable)
9. Device
a. Unique Name (ID) include preferred prefix
b. Phase Data
c. Device Code (example: 3-phase operation)
d. Device Status (phase open/closed)
e. If Feeder Device (require feeder number/feeder alias)
f. Device Equipment Definitions
g. Amp and Link Ratings, Device Type data
10. Capacitor
a. Unique Name (ID) include preferred prefix
b. Phase Data
c. How Capacitor Bank Connected (series/shunt)
d. Capacitor Connection (same as parent/wye/delta)
e. Capacitor kVAR Rating (total/phase)
11. Consumer
a. Unique Name (ID) unique tie between model and CIS
b. Phase Data
c. Active (yes/no)
d. Consumer Type (example: residential/small commercial/traffic light)
e. Meter Number
12. Map Points and Assemblies (requires all domain values and codes necessary for
identifying the proper categories noted below)
a. Assembly Label/Code
b. Parent Type
i. Pole
ii. Junction Box
iii. Tower
iv. Pad
v. Pedestal
vi. Enclosure
vii. Vault
viii. Pull Box
ix. Marker
x. Light
xi. Surface Structure
xii. Foreign Structure
xiii. Storage Location
xiv. Non -Utility Facility
c. Quantity
This list contains data elements and attributes Milsoft requires to build an E&O Model. If
supplied data does not contain all information, Milsoft will request missing data from City of
Lodi, CA. If City of Lodi, CA does not have all data required Milsoft will work with City of
Lodi, CA to establish default values where possible. Not all City of Lodi, CA supplied data is
needed or will be used. Milsoft
reserves the right to define what data is needed to create the Milsoft E&O Model and Miisoft
External Tables.
MILsoFT)
Utility Solutions
Bill To
Ship To
Jay Marchesseault
Lodi Electric Utility Department
PO Box 3006
Lodi, CA 95241-1910
USA
Database Conversion
Jay Marchesseault
Lodi Electric Utility Department
1331 S Ham Lane
Lodi, 95242-3995
USA
Schedule A
Quote Number:
Date:
Account Manager:
Email:
Phone:
Valid Until:
45351
03/05/2016
Josh Wolf
josh.wolf@milsoft.com
800.344.5647
05/31/2016
APPENDIX B
Quantity
Product
List Price Ext. Price
Database Conversion
A database conversion process converts data from one format to another and establishes the
electrical connectivity in the new environment to the extent possible by the data represented. The
destination for the data conversion model is the WindMilMap GIS application.
Note: Support program not applicable
Grand Total
Subtotal:
Total:
Subtotal:
Total:
$45,000.00 $45,000.00
$45,000.00
$45,000.00
$45,000.00
$45,000.00
Quote Number: 45351 800.344.5647 -josh.wolf@milsoft.com -www.milsoft.com
Database Conversions
Conversion Tool, Database Conversion, Digitizing
Price Inclusions & Exclusions:
This quote does not include server, hardware, or Microsoft SQL Server.
Milsoft assumes the customers' geodatabases and customer information system(s) are linked with static unique identifiers and provide detailed connectivity
from the source to the customer level. Database conversion and digitizing processes are specific to the electrical connectivity model and will not add, refine,
or improve the existing original data that has been provided to Milsoft. Any errors or inaccuracies present in the original customer data will be reflected in the
converted data and will require remedial action by the customer to correct or improve. Non connectivity model data, such as spatial information or map
alignment detail, will not be affected by the conversion process and may also require corrective actions by the customer.
A detailed database conversion and/or digitizing review process and statement of work for the conversion will be accomplished upon quote signature.
Undisclosed or unidentified data deficiencies found to adversely affect product functionality or project timeline to deployment will be addressed during the
review process and may, in rare cases, drive additional costs or product deployment delays.
Terms:
75% upon quote acceptance
® 25% upon installation or a maximum of 120 days following quote acceptance, whichever occurs first
Support & Maintenance:
Database conversion and digitizing services do not incur support and maintenance charges.
Database conversion tool support will be provided at 20% of the conversion tool price once annually. Note: Conversion / migration tools are uniquely
constructed and specific to the utility GIS system database and format in use at the time of initial data conversion and tool provision. Only by participation in
Milsoft's Annual Support program will the conversion / migration tool be maintained, supported and retained as compatible with all future versions of the
applicable Milsoft provided software. Any changes made in the customer's data source, third party product or versions, or the data format may render the
conversion / migration tool inoperable. Such instances may require repair or replacement of the original conversion / migration tool at additional cost to the
Customer, and is specifically excluded from coverage under the Milsoft Annual Support program.
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Account Name:
Accepted By:
Printed Name:
Date:
PO# (if applicable):
Choose (1) option for submission:
Email: quotes@milsoft.com
Fax: 325-690-0338
Mail:
Milsoft Utility Solutions, Inc.
4400 Buffalo Gap Road, Ste 5150
Abilene, TX 79606
1-er-w itten
Quote Number: 45351 800.344.5647 - josh.wolf@milsoft.com - www.milsoft.com
EXHIBIT C
Insurance Requirements for Contractor The Contractor shall take out and maintain during the life of this
Agreement, insurance coverage as listed below. These insurance policies shall protect Contractor and any
subcontractor performing work covered by this Agreement from claims for damages for personal injury, including
accidental death, as well as from claims for property damages, which may arise from Contractor's operations under
this Agreement, whether such operations be by Contractor, or by any subcontractor, or by anyone directly or
indirectly employed by either of them, and the amount of such insurance shall be as follows:
1 COMPREHENSIVE GENERAL LIABILITY
$2,000,000 Each Occurrence
$4,000,000 General Aggregate
2. PROFESSIONAL LIABILITY / ERRORS AND OMISSIONS
$2,000,000 Each Occurrence
3. ERRORS & OMMISSIONS — TECHNOLOGY
$2,000,000 Each Occurrence
$4,000,000 General Aggregate
All limits are to be designated strictly for the City of Lodi, its elected and appointed boards, commissions, officers,
agents, employees, and volunteers. All deductibles or self-insured retentions (SIR) must be disclosed to City's Risk
Manager for approval and shall not reduce the limits of liability set forth hereinabove. Insurance policies containing
any deductible or SIR provision shall provide, or be endorsed to provide, that the deductible or SIR may be satisfied
by either the Named Insured(s) or the City of Lodi.
It is required that any available insurance proceeds broader than or in excess of the specified minimum insurance
coverage requirements and/or limits set forth above, shall be available to City as an additional insured. Furthermore,
the requirements for coverage and limits shall be (i) the minimum coverage and limits specified in these insurance
requirements; or (ii) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the Contractor; whichever is greater.
Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims
period following termination of coverage which is at least consistent with the claims period or statutes of limitations
found in the California Tort Claims Act (California Government Code Section 810 et seq.).
A copy of the certificate(s) of insurance with the following endorsements shall be furnished to the City:
(a) Additional Named Insured Endorsement
Pursuant to a separate endorsement (ISO form CG 2010 (11/85) or a later version, that provides liability
coverage at least as broad as this form) such insurance as is afforded by this policy shall also apply to the City
of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers as
additional named insureds.
(b) Primary and Non -Contributory Insurance Endorsement
Additional insurance coverage under the Contractor's policy shall be "primary and non-contributory" and will
not seek contribution from City's insurance or self-insurance and shall be at least as broad as ISO form CG 20
01 04 13.
NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) above: 221 West
Pine Street, Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an
endorsement, a description of the project that it is insuring.
(c) Waiver of Subrogation
Include a waiver of subrogation against the City of Lodi, its elected and appointed boards, commissions,
officers, agents, employees, and volunteers.
(d) Limits of Coverage
The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or
excess insurance. Any umbrella or excess insurance of Contractor shall contain, or be endorsed to contain, a
provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City
before the City's own insurance or self-insurance shall be called upon to protect the City as a named insured.
Page 1 of 2 pages Risk: rev.09.2015
Insurance Requirements for Contractor (continued)
(e) Completed Operations Endorsement
For three years after completion of project, a certificate of insurance with a Completed Operations
Endorsement, CG 20 37 07 04, will be provided to the City of Lodi.
(f) Severability of Interest Clause
The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured
shall not operate to increase the limit of the company's liability.
(g) Notice of Cancellation or Change in Coverage Endorsement
This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written
notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi,
CA 95240.
(h) Continuity of Coverage
All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days
prior to the expiration of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or
extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor
shall provide proof of continuing insurance on at least an annual basis during the Term. If Contractor's
insurance lapses or is discontinued for any reason, Contractor shall immediately notify the City and
immediately obtain replacement insurance.
(i)
Failure to Comply
If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of
coverage, the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with
interest on the premium paid by the City at the maximum allowable legal rate then in effect in California. The
City shall notify Contractor of such payment of premiums within thirty (30) days of payment stating the amount
paid, the name(s) of the insurer(s), and rate of interest. Contractor shall pay such reimbursement and interest
on the first (1st) day of the month following the City's notice. Notwithstanding and other provision of this
Agreement, if Contractor fails or refuses to obtain or maintain insurance as required by this agreement, or fails
to provide proof of insurance, the City may terminate this Agreement upon such breach. Upon such
termination, Contractor shall immediately cease use of the Site or facilities and commence and diligently
pursue the removal of any and all of its personal property from the site or facilities.
(j) Qualified Insurer(s)
All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in
the State of California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are
acceptable to the City. Non -admitted surplus lines carriers may be accepted provided they are included on the
most recent list of California eligible surplus lines insurers (LESLI list) and otherwise meet City requirements.
NOTE: The City reserves the right to obtain a full certified copy of any insurance policy or endorsements
required, Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the
effective date,
Page 2 1 of 2 pages ( Risk: rev.09.2015
RESOLUTION NO. 2016-59
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT FOR A DATABASE CONVERSION
WITH MILSOFT UTILITY SOLUTIONS, OF ABILENE, TEXAS
WHEREAS, in 2009, the City Council adopted Resolutions No. 2009-40 and 2009-59,
authorizing R.W. Beck, Inc., to perform power system studies and the sole -source purchase of
engineering analysis software from MilSoft Utility Solutions, Inc., respectively; and
WHEREAS, R.W. Beck, Inc., modeled the Lodi Electric Utility (LEU) electric distribution
system in MilSoft Windmill, however the model only included the feeders and tap lines to the
distribution transformers without fully extending the circuit model to each individual customer
meter since the actual data was not available at that time; and
WHEREAS, now that the City has fixed network meter data, if the model is updated to
include the meters, much more accurate data will be available in the circuit model; and
WHEREAS, staff is recommending engaging MilSoft Utility Solutions to assist with a
database conversion to import all of the meter data from the ESRI GIS map database into the
MilSoft circuit model to approximate each meter and transformer connection based on physical
location; and
WHEREAS, LEU staff and a summer intern will then confirm meter connections are
accurate to the actual distribution transformer and make corrections as needed; and
WHEREAS, once these connections are in the circuit model, it will provide for significant
improvements in the accuracy of the engineering studies.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute a Professional Services Agreement for a database
conversion with MilSoft Utility Solutions, of Abilene, Texas, in an amount not to exceed $45,000.
Dated: May 4, 2016
I hereby certify that Resolution No. 2016-59 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 4, 2016, by the following vote:
AYES: COUNCIL MEMBERS — Johnson, Kuehne, Mounce, Nakanishi, and
Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
NNIFER i . FERRAIOLO
City Clerk
2016-59