HomeMy WebLinkAboutPR 22463: EXECUTE ITRON INTEGRATION AGREEMENT FOR TYLER TECHNOLOGIES City of
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Texas
INTEROFFICE MEMORANDUM
Date: March 31, 2022
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Calvin Matthews, P.E., Water Utilities Director
RE: PR 22463 —Execute Itron Integration Agreement for Tyler Technologies
Introduction:
The intent of this Agenda Item is to seek City Council's approval for City Manager to enter an
integration contract with Republic Meter, Inc. for consulting services related to the Customer
Information System (CIS) Conversion for Tyler Technologies for the support of residential and
commercial water meter electronic transmitters that the City currently uses. Transmitters are a
sole source from Itron. The total cost for the integration support is $38,200.00.
Background:
This procurement is exempt from the bid process under Texas Local Government Code Section
252.022, (a) (7) (D), captive replacement parts or components for equipment.
This agreement provides for electronic support of currently used meters that are purchased under
this government code section.
Budget Impact:
This agreement has a projected budgetary impact of $38,200.00 and funding is available in
Water Utilities Account No. 410-40-205-5420-00-00-000, Professional Services.
Recommendation:
It is recommended that City Council approve PR 22463, authorizing the City Manager to execute
an integration agreement with Republic Meter, Inc. as discussed/outlined above.
"Remember, we are here to serve the Citizens of Port Arthur"
P.R.NO. 22463
FY 4/12/2022
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH
REPUBLIC METER, INC. OF DALLAS, TEXAS FOR THE DEVELOPMENT OF AN
ITRON METER DATA INTERFACE (MDI) ADAPTOR TO FACILITATE THE
TRANSFER OF METER DATA INTO THE TYLER MUNIS UTILITY BILLING
SYSTEM. FUNDING IN THE AMOUNT OF $38,200.00 AVAILABLE IN WATER
UTILITIES ACCOUNT NO. 410-40-205-5420-00-00-000,PROFESSIONAL SERVICES.
WHEREAS,pursuant to Resolution No. 19-392,the City entered into a contract with Tyler
Technologies to implement an Enterprise Resource Planning system that included the Tyler
Technologies Munis Utility Billing system and,
WHEREAS, the transfer of data between the Itron water meters and the Munis Utility
Billing system requires a meter data interface; and,
WHEREAS,Itron, Inc is the sole source manufacturer for Itron products
and Republic Meter Inc is the Authorized Distributor for Itron products to the City of Port Arthur,
TX; and,
WHEREAS, this procurement is exempt from the bid process under Texas Local
Government Code Section 252.002 General Exemptions (a)(7), procurement of items that are
available from only one source; and
WHEREAS, Republic Meter's sole source letter is attached hereto as"Exhibit A"; and
WHEREAS, quote #22-0097 and the statement of work are attached hereto as "Exhibit
B".
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council hereby authorizes the City Manager to execute an
P.R. NO. 22463
FY 4/12/2022
agreement for$38,200.00 with Republic Meter Inc. for the development of a Meter Data Interface
by Itron Inc., in substantially the same form as attached hereto as Exhibit"B".
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
READ, ADOPTED AND APPROVED this the day of April, A.D. 2022 at
a regular meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
Mayor:
Councilmcmbers:
Noes:
Thurman"Bill"Bartie
Mayor
ATTEST: APP 'OVED AS TO FORM:
LktLO tom- ' ' /:•
Sherri Bellard Valecia Ti no
City Secretary City Attorn-y
APPROVED FOR ADMINISTRATION:
Ronald Burton alvin Matthews, P.E.
City Manager Water Utilities Director
P.R. NO. 22463
FY 4/12/2022
Nk) "44,,
Clifton Williams Fay Y
Purchasing Manager Inform tion Techno 1gy Director
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
.1" C_A_ \ cx"_ ,7,D
Kandy Daniel
Interim Director of Finance
P.R. NO. 22463
FY 4/12/2022
Exhibit A
ftron
Knowledge to Shape Your Future
March 31, 2022
Kay Young
IT Manager-City of Port Arthur,TX
444 4th Street
Port Arthur,TX 77701
Dear Kay Young:
Please accept this letter as verification that Itron, Inc is the sole source manufacturer for Itron products
and Republic Meter Inc is the Authorized Distributor for Itron products to City of Port Arthur,TX.
If you have any questions,please do not hesitate to call on me.
Best Regards,
Todd M. Miller
Itron, Inc
214-738-3081
2111 North Molter Road tel 509-924-9900
Liberty Lake,WA 99019 fax 509-891-3355
www.itron.com toll-free 800-635-5461
P.R.NO. 22463
FY 4/12/2022
Exhibit B
Republic Meter Inc. Quote
3839 McKinney Ave,
Suite 155-218
Dallas,TX 75204
(214) 215-2224
accountingQa republicmeter.com
ADDRESS SHIP TO
Rhonda Standberry Rhonda Standberry
City of Port Arthur City of Port Arthur
PO BOX 1089 111 W H.O. Mills Blvd.
Accounts Payable (Water Water Warehouse
Warehouse) Port Arthur,TX 77641
Port Arthur, Texas 77641
QUOTE# DATE EXPIRATION DATE
22-0097 03/08/2022 05/09/2022
ACTIVITY QTY RATE AMOUNT
Professional Services 1 35,500.00 35,500.00
Itron Professional Services - Fixed Fee-CIS
Conversion Consulting
Travel Expenses 1 2,700.00 2,700.00
Estimated Trave and Expenses
Please see attached Notes And Assumptions. TOTAL $38,200.00
Thank You.
Accepted By Accepted Date
Statement of Work
CHOICECONNECT FIXED NETWORK UPDATE TO
ITRON MDI ADAPTOR
Republic Meter Inc on behalf of the City of Port Arthur, Texas
RMI Contact:Steve Gill 214-215-2224
Steve.gill@republicmeter.com
Date: 3/25/2022
Table of Contents
A. Document Change Record Error! Bookmark not defined.
B. Introduction 3
C. Glossary of Terms 3
D. Project Scope 4
E. Assumptions 4
F. Project Schedule 5
G. Tasks and Deliverables 5
ITRON Deliverables 5
CUSTOMER Deliverables 6
H. Interface Validation Testing 6
I. Project Acceptance Criteria 6
J. Transition to ITRON Global Support Services(GSS) 7
ITRON Responsibilities 7
ITRON Deliverables 7
K. Service Fees&Related Details 7
H. Change Control Process 8
I. Contact and Billing Information 9
J. Statement of Work Agreement Approval 9
A. Introductio
This Statement of Work ("SOW) document defines the services ("Services") to be performed by ITRON, Inc.
("ITRON')for Republic Meter Inc("Channel Partner)on behalf of the City of Port Arthur,Texas("CUSTOMER')
for the ITRON ChoiceConnect Fixed Network ("CCFN') Master Data Import (MDI) Interface Adaptor (MDIA)
Implementation("Project')and is entered the last signature date of this SOW("SOW Effective Date").
The Services shall be governed by the terms contained in Attachment A to this SOW. Should a
conflict arise between the SOW and the Additional Terms in Attachment A, the Additional
Terms shall govern.
If CHANNEL PARTNER/CUSTOMER does not respond to this SOW after thirty(30) days, the service request
will be dosed as inactive. The service request can be re-opened anytime in the future. A new Statement of Work
document will be re-drafted at that time.
Tenn Definition
Interface Integration point between two components within the CUSTOMER System that has an agreed
format to exchange information or complete a transaction. This is commonly a web service or
batch file and typically is implemented between an ITRON and non-ITRON component of the
System.
Interface Assessment Conducted by ITRON, the Interface Assessment includes an evaluation and training on the
process and check that the interfaces and file management are running as expected.
Interface Validation Testing completed by ITRON to confirm successful file transfer between CCFN and
Testing CUSTOMER CIS. Basic Interface Validation Testing is performed to verify component
operation.
Master Data Import(MDI) Master Data Import. An XML file format that contains data specific to Endpoint installation
locations,account information,and service point specific data.ITRON provides the format and
content,and CUSTOMER produces the actual MDI file.
MDI Adaptor or MDI An Itron Interface adaptor permitting the proper MDI formats to pass from CCFN to Customer
Interface Adaptor CIS.
Solution Itron MDI Adaptor as outlined in the SOW.
System CUSTOMER's existing ChoiceConnect Fixed Network System
XML Extensible Markup Language: a metalanguage which allows users to define their own
customized markup languages. Common format for ITRON files.
C. Project
Channel Partner and ITRON will work together to deliver the MDIA Solution to the CUSTOMER.
CUSTOMER is a municipality currently operating an existing ITRON Cloud Based System
supporting roughly 18,000 endpoints.
Channel Partner has requested that ITRON replace CUSTOMER's existing Interface adaptor with
the ITRON MDI Adaptor. No other Software or systems have been included in the scope of this
Project.
The expected duration of this Project three (3) months.
By signing this SOW, CHANNEL PARTNER/CUSTOMER engages ITRON to provide the following
Services and Deliverables related to the Project:
1. Software Solution
a. Itron MDI Adaptor
2. Services
a. Remote Project Management and Technical Support
b. Interface Assessment
c. Replacement of existing Interface adaptor with ITRON MDI Adaptor
d. Interface Validation Testing
e. Transition to GSS
D. Assumptions
Channel Partner will abide by or will require CUSTOMER to abide by the following
assumptions:
1. CHANNEL PARTNER/CUSTOMER is responsible for data quality and cleansing.
2. CHANNEL PARTNER/CUSTOMER will appoint Project support resources,Subject Matter Experts
(SMEs)etc. including a Project Manager who will be the key point of contact for ITRON related to
the Services and support of tasks defined under this SOW.
3. CHANNEL PARTNER/CUSTOMER is responsible for maintenance of their existing CIS data
interface tool.
4. CHANNEL PARTNER/CUSTOMER will manage all 3'd party vendor responsibilities, scheduling,
and costs in alignment with Project Schedule (Ex. CIS vendor, consultants, etc.). Delays may
require a Change Order.
5. CUSTOMER will allow ITRON resource physical or virtual access to the CCFN server during
installation and configuration tasks.
6. CUSTOMER will provide ADMINISTRATOR access levels as needed to computers and hardware
for target environment required to carry out installation/configuration tasks listed in the CCFN
Installation Guide.
7. CUSTOMER will provide ITRON with remote access to CCFN System to successfully review
current system, walk-through current operations.
8. Changes to configuration(opening firewall ports,changes to Oracle parameters,Windows OS,etc.)
must be completed in accordance with ITRON Project Schedule.
9. Out of Scope items include:
a. Creation of standard operating procedures(SOPs).
b. Training
c. Consideration for other Itron Software or non-Itron software outside of CCFN and
CUSTOMER CIS.
d. Update to any interfaces other than the MDI file
E. Project,..`'.- .`.
The Project Schedule is dependent on resource availability after the signed SOW is received
by ITRON and fully executed. The Project Schedule will be reviewed during the Project kick-
off meeting.
# Major Step Duration
1 Project Setup and Kickoff 1 week
2 Interface Assessment 1 week
3 MDI Adaptor Implementation 3 weeks
4 Interface Validation Testing 2 weeks
6 Transition to Support and Project Closeout 1 week
Work is anticipated during working hours, local time, Monday — Friday. No after hours,
weekend, or holiday hours work is anticipated. Additional hours for this Project (outside the
planned hours of the Project) may be available to CHANNEL PARTNER/CUSTOMER and may
be billed at an over-time rate to be determined based on the Project service work required
and will require a Change Order.
f. Tasks and Deliverabi
G.1.ITRON Deliverables
The following deliverables will be performed by ITRON for this Project:
1. ITRON Project Setup and remote Project management.
2. Conduct Project Kick-off and discussions consisting of Project overview, technical requirements,
and overall Project Schedule. Performed remotely in one (1) meeting to be scheduled as mutually
agreed by both parties.
3. Facilitate regular schedule planning/update calls, as mutually agreed.
4. Conduct an Interface Assessment(up to eight(8)hours).
5. Remotely install and configure the ITRON MDI Adaptor.
6. Perform Interface Validation Testing.
7. Transition Project to ITRON Global Support Services(GSS).
G.2. CHANNEL PARTNER/CUSTOMER Deliverables
The following deliverables will be performed by the CHANNEL PARTNER/CUSTOMER for
this Project:
1. Participate in Project kickoff and requirement gathering meetings, consisting of system overview
and implementation requirements.
2. Participate in regular schedule planning / update calls. Participants include ITRON Technical
Consultant, ITRON Project Manager, CHANNEL PARTNER Project Manager, and CUSTOMER
Project Manager.
3. Facilitate CIS participation to confirm MDI file format and required data required to support interface.
4. Support ITRON-led Interface Validation Testing.
5. Support transition of Project to ITRON Global Support Services(GSS).
G. Interface Va1daticn
ITRON will collaborate to validate file transfers using Itron MDI Adaptor for CCFN to CUSTOMER
`s existing CIS. All other Integration and System-related testing are the CHANNEL
PARTNER/CUSTOMER's responsibility.
Test Cycle Description Owner 1
Interface Validation Testing Interface Validation Testing is performed to verify successful ITRON
file transfer.
H. Project Acceptance Cri
This section provides the key acceptance criteria for the Project:
1. ITRON has completed Interface Validation Testing.
2. CHANNEL PARTNER/CUSTOMER has confirmed communication and data with CIS vendor.
3. Transition to Global Support Services is complete.
4. Upon completion of items 1-3, the Parties will execute a Project Completion Form.
Once ITRON's tasks have been completed, ITRON will submit a Project Completion Form to
CHANNEL PARTNER to signify that the ITRON Deliverables have been completed. While
CHANNEL PARTNER/CUSTOMER may have on-going testing of Project tasks to complete, this
shall not delay the execution of the Project Completion Form and transition of the
CUSTOMER's system to ITRON's GSS team.
Transition to ITRON Global Support Services requires the following activities and deliverables be
completed at least two (2) weeks ahead of Go-Live/System Cutover.
ITRON Responsibilities
1. Review a checklist of all preparation tasks required for Go-Live (if not already identified in Go-
Live playbook).
2. Review of Transition Plan for successful transition from Project delivery to ITRON Support.
[IRON Deliverables
1. Pre-Transition Meeting—ITRON schedules a meeting with CHANNEL
PARTNER/CUSTOMER to review final checklist of all transition items before Go-Live/System
Cutover.
2. Transition Approval—ITRON reviews and approves all transition deliverables for cutover to
ITRON GSS after successful Go-Live.
3. Final Transition Meeting—ITRON schedules a meeting with CHANNEL
PARTNER/CUSTOMER for post-Go-Live hand-off of System to ITRON GSS to engage on any
Production related issues (post-Stabilization Period).
•
Total fees for the Project are $35,500.00 (USD). With travel expense estimated at $2700.00
included in this Project. If No Travel is required, the $2700.00 will not be Billed.
ITRON will invoice CHANNEL PARTNER for Services per the Milestone table below. CHANNEL PARTNER
shall pay all taxes, if any, due for Services provided by ITRON to CHANNEL PARTNER/CUSTOMER under this
SOW. RMI will Invoice Customer as Itron Invoices RMI.
Milestone Invoicing Description Fixed Fee Payment
1. Project Kick-off and Interface Assessment Invoiced 100%upon completion of $19100.00
Project Kick-off
2. Interface Validation and Transition to GSS Invoiced 100%upon completion of $19.100.00
Interface Validation
Total $38,200.00
Pricing is subject to an increase of up to 3%or the Producer Price Index (PPI) annually.
These fees are based upon the scope of the Project as outlined in this SOW. Modifications to any
of these factors will result in changes to the estimated fees. Any changes that affect ITRON's
engagement approach,staffing levels, scope of the Project, Project Schedule, or additional travel
will follow the Change Control Process described in this SOW. If the Project surpasses the
expected Project duration of three (3) months, calculated from the Project start date, an
additional eight (8) hours (at standard Project Management hourly rate) will be applied to the
Project each week until completion.
• y,. ' • in .1 Pr .
An ITRON Change Order Form ("Change Order") will be used for communicating changes to this
SOW. The Change Order must describe the change requested, the rationale for the change, the
estimated price, and the impact the change will have on the overall Project. All Change Orders
must be approved and signed by CHANNEL PARTNER/CUSTOMER and ITRON representatives.
# Step ITRON CHANNEL Notes
PARTNER
1. Identify scope change. 0 ll Either party may identify a scope change.
2. Submit a formal request for IEI 17 Party identifying the scope change should
a Change Order. submit the change request via email.
- Request should include:
- Problem Statement
- Requirements
3. Assess impact(scope, l7 0
schedule, resources)and
prepare summary.
4. Report impact results and l7 0 Should include:
submit Change Order form. - Scope change described
- Cost change
- Project schedule impacts
5. Authorize Change Order 0 17
and email executed copy to
ITRON Legal.
6. ITRON Legal executes 0 ❑
Change Order and emails
copy to CHANNEL
PARTNER and ITRON
Project Manager.
I. Contact and Billing Informati
Requested CHANNEL PARTNER Data
Contact Name
Contact Phone#(s)
Contact Email Address
Physical Location Address(if applicable)
Billing Address(if different from above)
Special Billing Requirements?
Purchase Order#
�J. . tatement Of.'.0 11:41Ar!l a 0:1 00i,r T 14i
The CHANNEL PARTNER and ITRON agree to the terms of this SOW and by signing below, the
CHANNEL PARTNER authorizes ITRON to perform the Services detailed herein.
Republic Meter, Inc. City of Port Arthur
Authorized Signature Authorized Signature
Printed Name Printed Name
Title Title
Date Date
ATTACHMENT A
Additional Terms
This section pro:ides key terms governing the performance of the Services and the allocation of liability. without
which the fees charged for the Services would be higher
• Customer will furnish all facilities and assistance at Customer's site as requested by ttron personnel performing
the Sernces
• The parties acknowledge that each party may acquire non-public information and material that is confidential.
proprietary or trade secret information(-Confidential Infommationi)of the other party Any such Confidential
Information shall be(1)items conspicuously marked or otherwise identified as-confidential-or'proprietary-at the
time of disclosure.or if not marked.information that should by its nature be considered confidential. and(2)
items set forth in this SOW
• Except for information that has been published or is otherwise ay ailable to the receiving party without breach of
this SOW.each party agrees to take all steps reasonably necessary to hold in trust and confidence the other
part,s Confidential Information and not to disclose it to third parties or to use it in any way. commercially or
otherwise.other than as permitted under this SOW Each party will limit the disclosure of Confidential
Information to employees or subcontractors with a need to know who ni have been advised of the confidential
nature of the Confidential Information,and(n)have acknowledged the express obligation to maintain such
confidentiality.
• Fees for Services will be billed in U S. Dollars on a fixed fee or time and material basis at the rates identified
herein Fees will be invoiced within thirty i 30)days after the Services Payment terms are net 30 from date of
in:oce. Customer will reimburse Itron for all reasonable and documented travel. lodging and related expenses
incurred by Itron personnel in performing Services The terms and conditions of this SOW shall supersede the
terms of any purchase order issued by the Customer
• Itron is a developer of computer software and as such. may use its proprietary software,documentation and
other software licensed to Itron in the perfomiance of the Services All software. software enhancements.
updates. bug fixes and other modifications to the software and documentation and other related work product
resulting from this Agreement are and shall remain the property of Itron or its licensors Customer may be entitled
to use the software and documentation only in accordance with a separate software license agreement.
• Itron warrants that all Services provided under this SOW will be performed in a professional and workmanlike
manner in accordance with industry standards For Services that do not meet this warranty Itron will re-perform
the Services at its cost. provided that Customer notifies Itron in writing of such deficient Services within sixty(60)
days of the date that the Services were initially performed. The foregoing states Customers exclusr.e remedy
and Itron s sole liability for breach of this Services warranty THIS WARRANTY IS EXCLUSIVE AND IN LIEU OF
ALL OTHER b^,ARRANTIES WHETHER EXPRESS OR IMPLIED.INCLUDING THE IMPLIED WARRANTIES
OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT TO SERVICES
AND DELIVERABLES
• NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR LOST PROFITS OR INDIRECT. SPECIAL
INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THIS SOW. EVEN IF THE PARTY HAS
BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES UNDER NO CIRCUMSTANCES WILL
ITRONS LIABILITY TO CUSTOMER EXCEED FIFTY PERCENT(50%)OF THE AMOUNTS PAID BY
CUSTOMER TO ITRON IN THE TWELVE(12)MONTH PERIOD PRIOR TO THE DATE OF ANY CLAIM.
• Itron will not be responsible for any failure to perform the Services due to unforeseen circumstances beyond its
reasonable control
• This SOW including any Attachments.sets out the entire agreement between the parties relative to its subject
matter and supersedes all prior or contemporaneous agreements or representations. oral or written Execution
of a facsimile or electronic copy of this Agreement shall have the same force and effect as execution of an
original
• This SOW including any Attachments, and its performance hereunder shall be governed by and construed in
accordance with the laws of State of Washington without reference to Washington conflicts of law pnnciples The
U N Convention on Contracts for the International Sale of Goods and any jurisdiction s implementation thereof
shall not apply to this SOIA