HomeMy WebLinkAboutContracts & Agreements_103-2021AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the establishment of a water distribution and production asset
management system ("Agreement") is made and entered in this 15th day of June, 2021
("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and
Sedaru, Inc, a Delaware corporation ("Consultant") City and Consultant are sometimes
individually referred to herein as a "Party" and, together, as the "Parties." In consideration of the
mutual promises contained herein, City and Consultant agree as follows
ARTICLE 1 — ENGAGEMENT OF CONSULTANT
1 1 City hereby engages Consultant to produce and provide to City a water distribution and
production asset management system for City (the "Services")
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit
"A," titled "Scope of Services," which is attached hereto and incorporated herein by
reference
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to, any applicable State
prevailing wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3 1 City designates John R. Harris, Municipal Utilities and Engineering Department Director,
as City's representative with respect to performance of the Services, and such person
shall have the authority to transmit instructions, receive information, interpret and define
City's policies and decisions with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4 1 Consultant shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit "B," titled "Project Schedule," which is
attached hereto and incorporated herein by reference
4.2 The term of this Agreement shall be for a period of three (3) years commencing as of the
Effective Date, unless terminated earlier as provided herein.
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4.3 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to the City, consistent with
City Council adopted policy for the same It shall be the obligation of Consultant to
obtain a copy of such policy from City staff.
ARTICLE 5 — PAYMENTS TO CONSULTANT
5 1 Total compensation for Consultant's performance of the Services shall be in an amount -
not -to -exceed two hundred sixty five thousand two hundred sixty five dollars ($265,265)
City shall pay Consultant on a time and materials basis up to the not to exceed amount in
accordance with Exhibit "C," titled "Service Cost," which is attached hereto and
incorporated herein by reference
5.2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom, and a description of reimbursable expenses related to the Services City
shall pay Consultant no later than thirty (30) days after receipt and approval by City of
Consultant's invoice
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person, (ii) five (5) days after deposit in first class registered mail, with
return receipt requested, (iii) on the actual delivery date if deposited with an overnight
courier, or (iv) on the date sent by facsimile or electronic mail transmission (including
PDF), if confirmed with a copy sent contemporaneously by first class, certified,
registered or express mail, in each case properly posted and fully prepaid to the
appropriate address set forth below, or such other address as a Party may provide notice
in accordance with this section.
CITY.
City Clerk
City of Redlands
35 Cajon Street
P 0 Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
Phone (909) 798-7531
CONSULTANT.
James Griffiths, VP Finance
Sedaru, Inc
168 East Arrow Hwy, Suite 101
San Dimas, CA 91773
james.griffiths@aquaticinformatics.com
Phone (604) 630-3702
Fax. (626) 244-0702
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6 1 The following insurance coverage required by this Agreement shall be maintained by
Consultant for the duration of its performance of the Services. Consultant shall not
perform any Services unless and until the required insurance listed below is obtained by
Consultant. Consultant shall provide City with certificates of insurance and endorsements
evidencing such insurance prior to commencement of the Services Insurance policies
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shall include a provision prohibiting cancellation or modification of the policy except
upon thirty (30) days prior written notice to City
A. Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Consultant is self -insured or exempt from the workers' compensation laws
of the State of California. Consultant shall execute and provide City with Exhibit
"D," titled "Workers' Compensation Insurance Certification," which is attached
hereto and incorporated herein by this reference, prior to performance of the Services
B Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate, for public liability, property damage and
personal injury is required. City shall be named as an additional insured and such
insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City
C Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and
property damage liability This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services, hired and non -owned
vehicles, and employee non -ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City
D Consultant is expressly prohibited from assigning or subcontracting any of the
Services without the prior written consent of City In the event of mutual agreement
by the Parties to assign or subcontract a portion of the Services, Consultant shall add
such assignee or subcontractor as an additional insured to the insurance policies
required hereby and provide City with the insurance endorsements prior to any
Services being performed by the assignee or subcontractor
6.2 Consultant shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from and against any and all claims, losses or liability, including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by any negligent act or omission by, or the willful misconduct of, Consultant, or its
officers, employees and agents in performing the Services.
ARTICLE 7 — CONFLICTS OF INTEREST
7 1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement.
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7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make a governmental decision whether to
(i) approve a rate, rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item,
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B Does not serve in a staff capacity with City and in that capacity, participate in
making a governmental decision or otherwise perform the same or substantially
the same duties for City that would otherwise be performed by an individual
holding a position specified in City's Conflict of Interest Code under Government
Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests,
Consultant shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8 — GENERAL CONSIDERATIONS
8 1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement. Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, result in City's immediate termination of this Agreement.
8.3 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor Neither City nor any its agents shall
have control over the conduct of Consultant or Consultant's employees, except as herein
set forth. Consultant shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City Consultant
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shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority, express or implied, to
bind City to any obligation.
8 4 This Agreement may be terminated by City, in its sole discretion, by providing not less
than five (5) days prior written notice to Consultant of City's intent to terminate If this
Agreement is terminated by City, an adjustment to Consultant's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant. Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
otherwise make available to City, copies (in both hard copy and electronic form, where
applicable) of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services. Consultant shall be compensated
on a pro-rata basis for Services completed up to the date of termination.
8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant.
8 6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8 7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
8 8 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
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IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have
signed in confirmation of this Agreement
Paul T Barich, Mayor
ATTEST
ne Donaldson, City Clerk
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SEDARU, INC
By
EXHIBIT "A"
SCOPE OF SERVICES
Task 1— Discovery
Tasks
1 1 Hold a kickoff meeting with GIS, IT, Engineering, Water Distribution and Production
staff
1.2 Discovery Workshops and interviews with various key staff to learn City's business
processes and needs
1.3 Develop Needs Assessment document
1 4 Submit data request list based on outcomes of Project Kickoff and Discovery Workshops
1.5 Provide monthly status updates with the progress payment requests
1 6 Overall project management throughout the project duration
Deliverables
• Kickoff meeting agenda and meeting minutes
• Needs Assessment document, including current GIS Entity Relationship Diagram
• Data Request List
• Setup of Sedaru test environment
• Detailed monthly status updates for each sub -task
Approach
Project Kickoff — An onsite project kickoff meeting will be led by the City's Sedaru Project
Manager to review the project goals, schedules, data requirements, anticipated bottlenecks, key
milestones, and priorities It is expected that the kickoff meeting will be attended by key City
stakeholders and leadership, including but not limited to City GIS, IT, Engineering, Water
Distribution & Water Production staff.
Discovery Workshops — Following project kickoff, Sedaru will lead workshops with City GIS,
IT, Engineering, Water Distribution & Water Production staff to review its current workflows
and needs, Esri GIS locally hosted environment and data model, and gather user requirements
from office and field staff end users. The project team will work with the designated City Sedaru
Project Manager across each stakeholder team to gather detailed requirements for all workflows
and configurations required for the project. Sedaru staff will provide examples of how similar
work orders, workflows, field data collection forms, dashboard Key Performance Indicators
(KPIs), and automated reports have functioned for other customers.
Sedaru will provide all stakeholders a high-level product demonstration to help build consensus
around goals, vision, and direction. This will facilitate a discussion amongst City staff about how
the City's workflows may differ and help reach consensus on what the desired workflow for the
software should be
Two %2 day discovery workshops are planned as follows
Workshop #la — All Attend
• Product demonstrations
• Identify enterprise and departmental goals & define success
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• Identify pitfalls and fatal flaws (i.e., what success doesn't look like)
• Establish priority tasks to establish and maintain Project momentum
• Agree on phasing and scheduling
• Prioritize immediate next steps
Workshop #1b — IT, including GIS
• Establish IT and GIS direction and goals
• Identify current infrastructure, incl. firewalls and resources
• Define existing and desired field device direction for the Project
• Identify internal departmental critical needs and priorities
• Prioritize Project data requests and next steps
Workshop #2a — Engineering, Distribution & Operations staff
• Review existing work order types generated in Enquesta
• Identify which work order types to implement in Sedaru
• Provide examples of how similar work orders, workflows, field data collection forms,
and dashboard KPIs have functioned for other customers
• Identify internal departmental critical needs and priorities
• Prioritize Project data requests and next steps
Workshop #2b — Engineering, Distribution & Operations staff
• Overview of City's Wonderware SCADA
• Identify 100 SCADA tags to be brought over into Sedaru
• Prioritize Project data requests and next steps
Workshops will be used to develop a Needs Assessment document which will be integrated into
the overall Implementation Plan to support cohesive communications, messaging, and
expectations throughout, with advanced awareness of data requirements and critical milestones
ahead. An example data request list (DRL) will be provided, as reference to one method of the
Sedaru team's communication. Based on the kickoff meeting and Discovery workshop findings,
the DRL will be further refined, customized, and color -coded to reflect the most critical,
available data to meet the Project's schedule and goals
Software Rapid Rollout — The City's implementation team will set up an initial Sedaru
environment, soon after a notice to proceed, to allow access to Sedaru OMNI and Fieldforce
software This will be populated without any configured forms or data and serve to provide
momentum and reassurance to the City that the Software is available as a baseline and getting
configured per City's specifications. This step also includes setting up a Sedaru hosted
environment for configuration and testing. Completing the rapid rollout allows City staff early
access to the software and to be more prepared for subsequent conversations in the Project.
Project Management — Throughout the project there will be general Project Management
functions and activities that will be performed by the Sedaru team. These activities will include
those items listed in the Management Approach including but not limited to managing resources,
the project schedule, communication, issues, and billing.
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Assumptions
• The City will have a Project Manager designated as the main point of contact for the
Sedaru team.
• City will provide Sedaru with data as requested within 5 business days of request being
made or at a reasonable time as agreed upon by both parties.
• Data collected during the workshops will be used for all phases of implementation.
• Workshops will be well attended and conducted at the City or via web conference
• The City will provide Wi-Fi for onsite workshops.
• For the Needs Assessment document, the document review guidelines and feedback time
durations listed in the Management Approach will be used as targets by the City The
lack of adherence to these durations could cause project schedule delays
Task 2 — Implementation Plan
Tasks
2.1 Develop Implementation Plan
Deliverables
• Implementation Plan, including agreed to project phasing and schedule
Approach
Sedaru will work with the City's stakeholders and use the Needs Assessment developed in Task
1 as a basis for developing the overall Implementation Plan including detailed tasks and
responsibilities required for implementation of each of the Sedaru apps (OMNI, Fieldforce,
Outage) and Sedaru Connect integrations (DigAlert, Wachs, SCADA) To ensure the product
suite delivers all key functions and is rolled out in a manner that matches the City's highest
priority needs, the implementation will be deployed in phases as determined and mutually agreed
to during the Discovery and development of the Implementation Plan.
A general overview and framework of the Implementation Plan is summarized below
Sedaru Intro & Discover (Task 1)
• Project planning and kick-off, including communications plan and protocol
• Overall Project Management
• Workshops
• Sedaru team and the City's team will work together to collect and review current City
background documents, current systems, and collected data
• Rapid Rollout of Sedaru OMNI and Fieldforce
Connect
• Setup Sedaru hosted GIS environment for initial configuration and testing
Design & Build
• Development of the Implementation Plan
• Configuration of Sedaru AMS, including Sedaru Connect integrations
Deploy and Test
• Initial training for City's power users
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• User Acceptance Testing
Training
• Cutover from Development to Production, Testing, and Rollout
• Training & Documentation, including Sedaru Studio for City self -Administration
Go Live
• Go Live with City's complete Sedaru AMS solution
Optimize
• Continue to optimize City's Sedaru solution through City's Managed Services Program
(MSP) subscription and Sedaru Studio
Assumptions
• An Implementation Plan will be developed to specifically address scoped Sedaru apps
and per items as defined in the Task 3 — System Implementation.
• For the Implementation Plan document, the document review guidelines and feedback
time durations listed in the Management Approach will be used as targets by the City
The lack of adherence to these durations could cause project schedule delays
Task 3 — System Implementation
Tasks
3 1 Setup Sedaru hosted GIS environment for initial configuration and testing
3.2 Sedaru OMNI and Fieldforce Configuration, including user-editable management
dashboards to track, trend, monitor, and report on work status and productivity
3.3 Sedaru Outage Configuration
3 4 Sedaru Connect for Wachs Configuration
3.5 Sedaru Connect for DigAlert Configuration
3 6 Sedaru Connect for SCADA Configuration
3 7 User Acceptance and Testing
Deliverables
• Fully configured water system management software
• Customized dashboards, workflows, functionalities, etc
Approach
GIS Integration — Integration to the Esri GIS is important to the success of the project. The
Sedaru implementation team will work with the City to obtain a copy of all relevant GIS data.
This GIS data will be used to configure the Sedaru-hosted GIS environment for initial testing,
configuration, and Go -Live in Year 1 Sedaru will work with the City to integrate with the City -
hosted Esri environment including Portal with single sign -on as a defined task under the
Managed Services Program (MSP) in Year 2 (see Task 5)
Sedaru OMNI and Fieldforce Configuration — Using the information gathered in the
preceding project steps, the Sedaru project team will configure Sedaru screens and input forms
for OMNI (office) and Fieldforce (field) As each workflow is configured it, will be released to
the City's project manager for review by City staff. Based on the workflows summarized in the
provided functionality requirements, Sedaru has identified 11 work order and field data
collection forms + 1 universal form for Enquesta service orders + an additional 3 forms to be
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determined during the Discovery workshops Sedaru proposes to use pre -defined templates for 6
forms (as deployed successfully for other water distribution and production utility customers)
that most closely compare to the City's current existing work plus 9 custom forms, across 6
different asset types including pipelines, valves, hydrants, customers, facilities, and Enquesta
service orders for a total of 15 work order and field data collection forms. Sedaru will share the
templates with the City as a baseline during the Discovery workshops. Following workshop user
requirements, Sedaru will start from the workflow templates, configure those to reflect the City's
current work, equivalent Enquesta work types, and field data collection forms, and implement
into Sedaru Fieldforce for field data collection with the associated key performance indicators
(KPIs) to support work order dispatching, tracking, trending, monitoring, and reporting -on both
planned and reactive work in the field
Sedaru Outage Configuration — Sedaru Outage allows utilities to manage pipe leaks and breaks
and the associated valve operations. Together with a valve exercise program, Sedaru Outage will
recognize an inoperable valve, and allow field users to more accurately and efficiently identify
valve isolations in the field in response to a leak, break, or planned outage Configuring Sedaru
Outage utilizes the GIS information gathered earlier in the project. The Sedaru Outage engine
analyzes the pipe network for common connectivity problems, "meter to main" relationships, and
other features. The Sedaru team will configure the standard Outage workflow to be used by City
staff.
Sedaru Connect for Wachs Valve Machine Integration and Hardware Setup — Sedaru
Fieldforce integrates directly to the Wachs Vitals software Sedaru will purchase (2) Windows 10
Panasonic Toughbook (one for each valve turning truck) with ruggedized case and install the
Sedaru field applications for use by the City's valve crews. While onsite to accomplish the
Wachs Vitals integration configuration, the Sedaru project team will also connect City
Toughbooks to the City Wachs Valve Machine trucks.
Sedaru Connect for DigAlert 811 Configuration — Sedaru will use the City's GIS information
gathered earlier in the project to configure the DigAlert integration and standard workflow,
including positive response To connect with DigAlert (811) Requests, the Sedaru Connect
service will be set to read all emails sent to the City's (1) member code for one -call locate
requests The email format will be parsed and the geographic area of the one call locate
determined. This information will be set up to push directly to Sedaru OMNI. From OMNI, the
locate can be assigned to the appropriate staff for completion. Sedaru can also configure the
tickets to be auto assigned by location or person/group to streamline and automate the 811-ticket
assignment.
Sedaru Connect for Wonderware SCADA Configuration — The Sedaru Connect integration
framework allows one-way connection to the City's SCADA historian. The integration
mechanism for SCADA uses a secure outbound FTP transmission of `tag_id' and `value' at user -
configurable intervals. This approach is designed to facilitate connections to external systems
with limited or no API.
The SCADA integration portion of the project will require the following steps
• Identify SCADA tags that need to be presented in Sedaru and confirm tag names
(determined in the Discovery workshop)
• Build a mapping table that associates each SCADA tag to a GIS feature
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• Configure Sedaru Connect for a one-way, read-only connection to the SCADA historian
• Configure Sedaru performance tiles and trends in OMNI to present SCADA information
User Acceptance Testing (UAT) — Before training for the entire team is scheduled, a one -day
onsite user acceptance testing session will be held. This session will be run by the Sedaru project
manager and should include key power users from City staff. During this step, all functionality
for all workflows will be reviewed in a hands-on office setting. During this session the
expectation is that the correct functionality of all final configurations will be reviewed and
accepted by the City If required, the Sedaru team will make any corrections to configuration as
soon as possible
Sedaru Studio Sedaru will train City in-house Sedaru administrator(s) on Sedaru Studio to
support ongoing edits, after training and Go -Live, to support any changes to employees (staff
turnover, reassignments, etc ), as well as ongoing field staff comments and requests to update
field data collection forms.
Assumptions
• GIS Integration
o Sedaru will host the City's GIS data in Year 1
o Sedaru will work with the City in Year 2 to integrate with the City's Esri
environment including Portal and single sign -on as a defined task under the
City's MSP
• Sedaru OMNI and Fieldforce configuration
o Includes 6 pre -defined, basic forms (no iterations) plus 9 customized forms
with up to 2 iterations per form for a total of 15 forms for horizontal water
assets. Iterations desired for pre -defined forms to utilize MSP
• Predefined forms These forms come as -is and are not iterated on by
our Sedaru Services team. These forms can be edited by the City using
Sedaru Studio Form Designer without the aid of the Sedaru Services
team depending on the City's license level The City's annual MSP
hours can be used for Studio training or form customization, as
desired.
■ Basic Form A basic form is less than 16 inputs without complex
functions such as validation, calculations, and if -then logic.
o Sedaru will configure (1) universal service order form for creating and
completing Enquesta work orders in Sedaru.
o Includes OMNI standard work order KPIs per asset type Open, Closed,
Closed Last Month, Closed Last Year, and Recently Completed + 30
additional customer -defined KPIs for creating management dashboards for
ease of querying, monitoring work, reporting, and presenting SCADA
information.
• Sedaru Connect Configuration
o Sedaru will connect to one Enquesta work order table (hosted in SQL database
or similar) via a one-way REST service endpoint connection. This does not
include a direct or bi-directional integration with Enquesta.
o DigAlert configuration assumes an integration with (1) DigAlert member
code
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o DigAlert configuration includes auto -assign by person/group or location for
incoming DigAlert tickets, implemented at the City's discretion.
o Sedaru will work with the City's GIS & IT teams to install uBolt on the
customer's server for a secure, one-way, read-only connection with (1)
SCADA historian and configure up to 100 SCADA tags for viewing and
trending in Sedaru.
o Sedaru has included costs for (2) Windows 10 Panasonic Toughbooks for use
by the City's Wachs valve crews.
• City will provide the appropriate functional and technical resources to support the Sedaru
Team as outlined in this scope of work.
• City will provide Sedaru with data as requested within 5 business days or as reasonably
agreed upon by both parties.
• Sedaru will use data as provided by City Creating, editing, and/or cleanup of data is
additional, and may utilize the City's MSP as desired.
• Sedaru will deploy compatible with Windows and iOS devices and operating systems,
including iPhones
• City will have all necessary hardware required for user acceptance and testing per agreed
upon schedule
Task 4 — Training
Tasks
4 1 Cutover from Dev to Production, Testing, and Rollout
4.2 Provide (1) 2-hr online or one on -site classroom -style training session for system
administrator(s) and manager(s)
4.3 Provide up to (6) 2-hr online or on -site classroom -style training sessions for field and
office staff
Deliverables
• User manuals for system administrators
• User manuals for field and office staff
• Product how-to videos
Approach
Training & Documentation — During each step of the implementation, the Sedaru team will be
providing hands on demonstration and informal training sessions for key aspects of the Sedaru
software platform. As the City is ready to go live with Sedaru, (1) 2-hr online or onsite training
session for administrators/managers and up to (6) 2-hr online or onsite trainings will be provided
for field and office staff. Training sessions will be hands on sessions and designed to cover each
aspect of Sedaru in detail, customized for each group within each department. A mutually agreed
upon training agenda will be developed in the weeks leading up to the training.
Sedaru has developed ruggedized, 1-page "cheat sheets" that serve as user guides for the field
crews. This type of documentation has proven both effective and durable, for LADWP and
EBMUD, as Sedaru has successfully deployed more than 200 field users for these customers,
which remain active, consistent, and frequent users today Similar documentation will be
provided herein, for City field staff ongoing reference and use Consistent with the RFP
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requirements, a full user manual or easy -to -follow user guides and how-to videos will also be
provided.
Assumptions
• How-to videos will be available using Sedaru's support portal (these are general, not
customized training videos)
• If online training is provided vs. onsite, additional City -specific training videos may be
available for on -going use by City staff.
• Sedaru will provide 1-page "cheat sheets" for field staff and up to 10 hard copies of the
user/admin manuals.
Task 5 — Ongoing Support
Tasks
5 1 3-year, Platinum Level, Managed Services Program (MSP)
Deliverables
• Software updates and upgrades when applicable, with current licensing
Approach
A current Sedaru license provides ongoing support for software updates and technical support for
the duration of the term of the license For this Project, that would reflect a 3-year term.
Managed Services Program — Sedaru proposes to complement the proposed deliverables with a
Silver Level Managed Services Program (MSP), allowing the City to realize significant cost
savings, while promoting continued development of the asset management system, including and
not limited to, integration with the City's Esri environment through Portal with single sign -on,
work order and field data collection form and work order configuration, key performance
indicators, additional supported integrations, and growth within the Sedaru platform. The MSP
will also provide strategic consulting and training for newly hired staff or those that might
require refresher training.
Sedaru Studio will also be made available to City staff Sedaru Studio allows for the self -
configuration of Sedaru Fieldforce forms, management of users, and overall Sedaru
administration.
Customer Success — After Go -Live, the Sedaru Customer Success team will take over ongoing
support responsibilities. The Customer Success Team can be contacted via either telephone,
email, or website request to address users' questions, functionality issues, or other issues Most
technical support inquiries are resolved within 24 hours of being received. Customer Success
monitors overall usage for each customer to ensure they are getting maximum value from their
Sedaru investment. Monthly usage reports can be made available to City leadership upon
request.
Sedaru celebrates and champions your success, with the ability to monitor and promote general
usage as shown. We will notify you upon success and other types of trends.
Assumptions
• MSP terms are included in Section H of this proposal
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® Any work not specifically defined in this proposal will be established as predefined
projects or tasks with agreed -upon scopes of work as part of the City's MSP
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EXHIBIT "B"
PROJECT SCHEDULE
Tasks
Proposed
Hours
Start
Complete
Cumulative
Months
Discovery
124
6/21/2021
8/6/2021
1 5
Implementation Plan
40
8/9/2021
9/3/2021
2 5
System Implementation
331
9/6/2021
1/3/2022
6 5
Training
48
1/10/2022
2/11/2022
7 5
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EXHIBIT "C"
SERVICE COST
Software or Services Item Proposed'
Sedaru Software (annual)
Sedar MSP (3-years)
Sedaru Services (one-time)
$58,400
$14,760
$109,632
3-yr Contract
FINAL
Year 1
$49,932 $49,932
$5,600.
$5,600
$98,669
$98,669
Year 2
$49,932
$5,600
so
Year 3
$49,932
$5,600
so
Subtotals
$154,201
$55,532
$55,532
Total 3-yr Contract FINAL
$265,2651
Software
Total Licenses
Description
License per named user
Quantity,
Annual Cost
23
Sedaru OMNI &
Dispatch, track, trend, monitor, and report -on proactive and
$28,500
Fieldforce for Water
corrective work orders, with manual and automated reminders.
(19 users)
Complete work orders and field data collection for the enterprise
Sedaru OMNI Viewer
Managers Dashboard to view, monitor, and access data from
$2,400
(4 users)
Sedaru OMNI for work getting completed and data integrated
into the centralized AM system
Sedaru Outage
Respond to leaks, breaks, and planned outages knowing which
$6,000
(all users)
valve to close, hydrants to flush, and customers out of service
Track water loss and automate leak reports.
Sedaru Connect for
CA DigAlert (all
users)
Receive DigAlert tickets in real-time, dispatch ticket, locate,
resolve, and automate Positive Response
$7,700
Sedaru Connect for
Remote control the Wachs valve machine, automatically
$5,400
Wachs Valve
download valve data into Sedaru Fieldforce
Machine
(2 trucks)
Sedaru Connect for
One-way, secure integration to consume up to 100 SCADA tags
$4,800
Wonderware
(all users)
into Sedaru OMNI for trending, alerting, and reporting.
Sedaru Connect REST
One-way Sedaru endpoint provided to consume Enquesta data
$3,600
service endpoint for
based on implementation service assumptions made below This
Enquesta connection
does not include a direct, or a bi-directional integration with
(1 user)
Enquesta
Sedaru Studio
Sedaru administration, authorization & configuration application
Included
(1 user)
Software Total Proposed:
$58,400
Software Total FINAL:
$49,932*
*See Final Cost Summary table above
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Item #
Cost Category or Item (Task)
Labor Category
# units
(hours)
re-
U o
...
iis
17.
o
U
o
o
Task 1
Discovery
Technical Advisor/QA-QC
8
$216
$1,728
Project Manager
70
$197
$13,790
Systems Integrator/Sr Implementer
38
$180
$6,840
GIS Technician/Implementer
8
$170
$1,360
Travel Copying, Mapping Computer Software
$2,000
Total Task 1 $25,718
1.1
Hold a kickoff meeting with IT Engineering, Water Distribution and Production staff
14
$3,708
1 2
Discovery Workshops and interviews with various key staff to learn City's business
processes and needs
40
$8,484
1.3
Develop Needs Assessment document
32
$6,104
1.4
Submit data request list based on outcomes of Project Kickoff and Discovery
Workshops
4
$754
1.5
Provide monthly status updates with the progress payment requests
12
$2,364
1.6
Overall project management throughout the project duration
22
$4,304
Deliverables:
• Kickoff meeting agenda and meeting minutes
Needs Assessment Document, including current GIS Entity Relationship Diagram
Data Request List
Sedaru test environment
• Detailed monthly status updates for each sub -task
Task 2
Implementation Plan
Technical Advisor/QA-QC
2
$216
$432
Project Manager
14
$197
$2,758
Systems Integrator/Sr Implementer
24
$180
$4,320
GIS-Technician/Implementer
0
$170
$0
Travel, Copying Mapping Computer Software
$g
Total Cost Task2 $7,510
2.1
Develop Implementation Plan
40
$7,510
Deliverables
Implementation Pion
Task 3
System Implementation
Technical Advisor/QA-QC
6
$216
$1,296
Project Manager
30
$197
$5,910
Systems Integrator/Sr Implementer
279
$180
$50,220
GIS Technician/Implementer
16
$170
$2,720
Travel, Copying. Mapping, Computer Software
$6,380
Total Cost Task 3 $66,526
3.1
Setup Sedaru hosted GIS environment for initial configuration and testing
20
$3,600
3.2
Sedaru OMNI and Fieldforce Configuration
148
$26,984
3.3
Sedaru Outage Configuration
43
$7,880
3.4
Sedan' Connect for Wachs Configuration
14
$8,900
3.5
Sedan' Connect for DigAlertConfigumtion
34
$6,120
3.6
Sedaru Connect for SC4DAConfigumtion
46
$8,154
3.7
User Acceptance and Testing
26
$4,888
Deliverables.
• Fully configured water system management software
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Task 4
Training
Technical Advisor/QA-QC
0
$216
$0
Project Manager
14
$197
$2,758
Systems Integrator/Sr Implementer
34
$180
$6,120
GIS Technician/Implementer
0
$170
$0
Travel, Copying, Mapping, Computer Software
$1,000
Total Cost Task 4 $9,878
4.1
Cutoverfrom Dev to Production, Testing, and Rollout
18
$3,274
42
Provide (1) 2-hr online or on -site classroom -style training session for system
administrator(s) and manager(s)
6
$1,648
4 3
Provide up to (6) 2-hr online or on -site classroom -style training sessions for field and
office staff
24
$4,956
Deliverables:
User manuals for system administrators
User manuals for field and office staff
How-to Videos
Task 5
Ongoing Support
Managed Services Program IMSP)
40
$140
$5,600
Total Cost Task 5 $5,600
5.1
3-year Managed Services Program (MSP), per year
40
$5,600
Deliverables
Ongoing support through Customer Success & MSP
S
Software updates and upgrades when applicable
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EXHIBIT "D"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways
(a) By being insured against liability to pay compensation by one or more insurers
duly authorized to write compensation insurance in this State
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees
CHECK ONE
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and I will comply with such provisions
before commencing the performance of the work and activities required or permitted under this
Agreement (Labor Code § 1861)
I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California However, at any time, if I employ any person such
that I become subject to the workers' compensation laws of California, immediately I shall
provide the City with a certificate of consent to self -insure, or a certification of workers'
compensation insurance
I certify under penalty of perjury under the laws of the State of California that the information
and representations made in this certificate are true and correct
SEDARU, INC
By
Ja e , Griffiths, V nance
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