Resolution No. 100641
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RESOLUTION N0.,10,064
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
TASK AUTHORIZATION NO. 9 TO THE PROFESSIONAL
SERVICES AGREEMENT BY AND BETWEEN THE CITY OF
VERNON AND R.W. BECK, INC.
WHEREAS, on March 22, 2006, the City Council of the City of
Vernon adopted Resolution No. 8996 approving and authorizing the
execution of a Professional Services Agreement (the "Agreement") with
R.W. Beck, Inc. ("Beck") for Consulting Services relating to the
City's Electric System; and
WHEREAS, the Agreement provides that services to be provided
by Beck shall be authorized in a task authorization to the Agreement,
and that the Agreement may not be changed except by written amendment
or through task authorizations for individual tasks; and
WHEREAS, the City and Beck have executed Task Authorization
Nos. 1-5 effective March 30, 2006, Task Authorization No. 6 effective
December 6, 2006, Task Authorization No. 7 effective October 10, 2007
and Task Authorization No. 8 effective June 16, 2008; and
WHEREAS, by memo dated September 9, 2009, the Director of
Light & Power has recommended that Task Authorization No. 9 with. Beck
be approved for services relating to the electric system inventory,
valuation, modeling, and mapping project and additional funds of
$29,618.13 be appropriated to the Agreement; and
WHEREAS, the requested amount of $29,618.13 is derived by
subtracting the amount of funds remaining under a prior Purchase Order
of $98,881.87 from the estimated budget for Task Authorization No. 9
which is $128,500.00; and
WHEREAS, the City Council of the City of Vernon has
I determined that, pursuant to the provisions of subsection (a) of
2 Section 2.27 of the Vernon City Code, it is in the public interest and
3 necessity to enter into Task Authorization No. 9 to the Agreement to
4 facilitate services relating to the electric system inventory,
5 valuation, modeling, and mapping project.
6 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
7 CITY OF VERNON.AS FOLLOWS:
8 SECTION 1: The City Council of the City of Vernon does
9 hereby find and determine that the recitals contained hereinabove are
10 true and correct.
11 SECTION 2: The City Council of the City of Vernon hereby
12 approves the Task Authorization No. 9, in substantially the same form
13 as the copy of which is attached hereto as Exhibit A and incorporated
14 by reference.
15 SECTION 3: The City Council of the City of Vernon hereby
16 authorizes the Director of Light & Power to execute Task Authorization
17 No. 9 for, and on behalf of, the City of Vernon and the City Clerk, or
18 Deputy City Clerk, is hereby authorized to attest thereto.
19 SECTION 4: The City Council of the City of Vernon hereby
20 authorizes the City Administrator, or his designee, to take whatever
21 actions are deemed necessary.or desirable for the purpose of
22 implementing and carrying out the purposes of this Resolution and the
23 transactions herein approved or authorized.
24 SECTION 5: The City Council of the City of Vernon hereby
25 directs the City Clerk, or her designee, to send a fully executed Task
26 Authorization No. 9 to Beck.
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SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
her certification to be entered in the Book of Resolutions of the
Council of this City.
APPROVED AND ADOPTED this 21st day of September, 2009.
ATTEST:
MANUELA GIRON, City Clerk
Name: Hilario Gonzales
Title: Mayor / 4a—__ ---- -
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. 10,064, was
duly passed, approved and adopted by the City Council of the City of
Vernon at a regular meeting of the City Council duly held on Monday,
September 21, 2009, and thereafter was duly signed by the Mayor or
Mayor Pro-Tem of the City of Vernon.
Executed this e:�7,1,7 day of September, 2009, at Vernon,
California.
(SEAL)
MANUELA GIRON, City Clerk
- 4 -
EXHIBIT A
TASK AUTHORIZATION NO.9
Task Authorization Description: Inventory, Valuation, and Asset Management
Project
Effective Date:
Client Name and Number:
Contract No.:
July 9, 2009
City of Vernon (001595)
09-00431
Consultant and Client agree that this Task Authorization will be governed by the terms and
conditions of the Agreement dated March 30, 2006, as amended, unless specifically modified
herein.
Scope of Services
Exhibit A Scope of Services is attached and made a part hereto.
Budget
The estimated budget for this Task Authorization is $128,500. See attached Exhibit B Billing
Rates attached and made a part hereto.
Schedule
After approval of this Task Authorization No. 9 and authorization to proceed, the tasks described
in Exhibit A, Scope of Services, will be completed within six months of notice to proceed.
City Objective
Provide plant accounting support and facilitate asset management and bookkeeping for the
Electric Utility. Utilize electric system asset inventory data to provide an updated Engineering
Analysis model for loss management. Implement asset management techniques using GIS for
transmission and distribution assets.
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 Page 1 of 8
TASK AUTHORIZATION NO.9
IN WITNESS WHEREOF, the Parties have signed this Task Authorization as of the date first
written above.
City of Vernon
Signature
Name
Title
R. W. Beck, Inc.
Signature AM
Name Steven Rupp
Title Vice President
1198•CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 Page 2 of 8
Exhibit A
SCOPE OF SERVICES
R. W. Beck will provide professional consulting services to the City of Vernon
(Vernon) to support the development and implementation of work and asset
management business processes, data and systems including:
• Convert Pole Mass Assets to Individual Assets
• Develop Asset and Work Management Business Process Development
• Update Asset Inventory Data in Fixed Asset Records
• Update the WindMil Engineering Analysis Model
• Implement Electric System Assets in a Geographic Information System (GIS)
• General Support for Implementation of Asset and Work Management Systems
The following sections describe our approach and how the work will be executed.
Conversion of Pole Mass Assets to Individual Assets
Vernon's pole and structure assets are recorded as mass assets in the fixed assets
database. Vernon requires that these mass assets be converted to individual assets in
the fixed assets database. This will create a record for each pole representing a
unique asset recorded individually and assist in tracking based on pole number. This
will provide an added benefit of helping manage asset records jointly between the
fixed assets database and the GIS. R. W. Beck will "rebuild" the current book of
assets to reflect poles as individual assets.
Deliverables from this task will include:
• Excel spreadsheet book of assets with poles and structures recorded as individual
assets, reconciled to last year's book closing
Asset and Work Management Workshop
Vernon has elected to implement two new modules in its enterprise accounting
system. The two modules are the Fixed Assets module used to manage continuing
property records and the Project Management module for work order management.
R. W. Beck will perform a two-day workshop to assist Vernon in designing its work
order and asset management processes. R. W. Beck will assist in articulating current
work processes and determining what changes are required to meet goals regarding
Work and Asset Management.
Deliverables from this task will include:
• Develop desired work order and asset management processes based on FERC
standard accounts
• Develop a gap analysis to identify potential modifications to the EDEN
accounting system needed to achieve the desired work order management process
• Document work order and assets management processes to provide for accurate
accounting of assets including capitalization of labor and equipment
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 3 of 8
Exhibit A
Scope of Services
■ Develop an interim work order management process to update Spreadsheet Book
of Assets
Update Asset Inventory Data
Vernon has been collecting and holding work orders from the past fiscal year in order
to make an update and capitalize new assets, as well as retire old ones from the books.
R. W. Beck will assist Vernon by taking the work orders from the past year and update
the spreadsheet Book of Assets.
Deliverables from this task will include:
m New Excel spreadsheet book of assets with poles and structures as individual
assets, including the current fiscal year capital plant additions and retirements.
Update WindMil Engineering Model
Since the completion of the Electric System Master Plan in 2007, Vernon has not
updated its distribution system engineering model to reflect improvements and other
changes made to the system. Before Vernon can begin using the modal for
engineering studies, it must be updated to reflect the work that has been completed.
Our approach to the collection of data for the asset inventory affords Vernon the
opportunity to update these important records in an efficient and accurate manner.
Once completed, this work will provide Vernon with an up-to-date, geographical
engineering model representation of the electric distribution system.
R. W. Beck will convert the field data into geographically located elements in the
engineering model, WindMil®, originally developed by R. W. Beck as part of the
Electric System Master Plan. The engineering. model will be an electrical and
graphical representation of the electric distribution system including the electrical
connectivity from customer to transformer, to distribution circuit, to substation.
When the model is updated, Vernon will have the ability to:
® Evaluate the impact of changes to the electrical configuration resulting from
circuit switching
• Analyze the loading of distribution and substation transformers including the
ability to identify overloaded and underutilized distribution transformers and
feeders
• Evaluate the impact of customer additions and changes on the distribution system
■ Use the engineering model as a stand alone GIS system or integrate the electrical
system information with Vernon's GIS system
■ Manage and track electric system assets to improve record keeping
■ Develop relay protection settings and coordinate protective devices to improve
system reliability
® Plan for and manage the 7-kV to 16-kV voltage conversion projects
■ Evaluate the impact of large customer additions to the distribution system and
identify capital system improvements needed to accommodate new customer
loads
1198•CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 - R. W. Beck, Inc. Page 4 of 8
Exhibit A
Scope of Services
■ Analyze and resolve customer service quality issues
Deliverables from this task will include:
■ An updated electric system model in WindMil format
® A base case analysis of load flows and voltages
e A summary of system overloads and undervoltages from base case
Implement GIS for the Electric System Assets
Vernon desires the development of a GIS system to manage the electric system assets.
The new GIS system will be based on Vernon's existing GIS base mapping data but
the electric system asset representation will be managed by the Electric Department.
Once R. W. Beck updates the electric system in WindMil, Vernon will have a
geographic representation of its electric linework that is portable to GIS format. Upon
completion of the engineering model update, R. W. Beck will convert the electric line
network model to GIS format, and convert the electric system structure assets to an
ESRI format. It is intended that Vernon will manage their linework in the WindMil
environment, and structure type assets in the ESRI environment.
R. W. Beck will provide one license of Milsoft's WindMil and Landbase as well as on
license of ArcGIS, ArcView level. R.W. Beck will come to Vernon's offices to install
and set-up WindMil and ArcGIS environments. We will create layers of the electric
system assets based on the WindMil model and GPS asset inventory records. We will
also provide GIS querying capable of color by circuit, color by conductor size and
layered by voltage class.
R. W. Beck believes that this scope for GIS provides a functional, cost-effective GIS
solution that will be an easy -to -use, foundation element for expansion as needs and
funding dictate. If the electric department sees advantages in additional GIS software
and chooses to grow its GIS capabilities, it will be positioned to easily do so upon
completion of this project. Milsoft Utility- Solutions' WindMilMap and DisSPatch
outage management are examples of additional Milsoft software available that. Vernon
may choose to implement at a future date. Vernon may also find it advantageous in
the future to implement ArcGIS Editor and some of the many add-ons ESRI offers for
the ArcGIS family of products.
The Electric System GIS data will contain:
■ Transmission; primary and secondary distribution pole locations
e Transmission and primary distribution circuits including circuit number; voltage;
and conductor size, type, and phasing.
• Location of and identification of transformers including transformer pole number,
kVA rating, and phase connections
■ Location and identification of switching devices including disconnects and
cutouts
a Location and identification of underground vaults
1198•CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH: NO.9 R. W. Beds, Inc. Page 6 of 8
Exhibit A
Scope of Services
■ Asset information collected with the Asset Inventory will be converted from its
GPS format and placed in the GIS
Secondaries and Customer meter locations have not been obtained with GPS, and are
not included in this scope.
Deliverables from this task will include:
s One License seat of Milsoft WindMil
■ One License seat of Milsoft Landbase for WindMil
a One license seat of ESRI ArcGIS ArcView
a Updated electric system GIS data files based on the WindMil model
e Electric system GIS data files based on the GPS Asset Inventory
■ WindMil engineering model client installation and configuration
■ ESRI ArcGIS client installation and configuration
n System Map in ESRI .mxd format representing the 7-kV, 16-kV and 69-kV
systems
General Support for Implementation of Asset and Work Order
Management Systems
R. W. Beck will provide up to 40 hours of on -call support for the following:
■ Transition to and implementation of EDEN Project Management and Fixed Asset
Models
a ESRI GIS map book/atlas creation and maintenance from new work orders held
during the project execution
a WindMil engineering model maintenance from new work orders held during the
project execution
Additional support may be provided on a time and materials basis as defined in
Exhibit B.
Expectations of Client Involvement
The estimated costs for the above Scope of Services assume that Vernon will provide
the following:
n Facilitation and'scheduling of on -site work with Vernon staff
w Data requested by R. W. Beck (in a timely manner)
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 6 of 8
Exhibit B
Billing Rates, Budget Estimate, and Schedule
Billing Rates,
Budget Estimate, and Schedule
R. W. Beck's Rates are as follows:
R. W. Beck, Inc.
Billing
Rates
Billing Class
Hourly Rate (US$)
Typical Project Roles
1
20.00
2
34.00
3
48.00
Clerical, Administration, Junior Engineers and
Technicians
4
62.00
5
76.00
6
90.00
7
104.00
8
118.00
Staff Engineers, Consultants
9
132.00
And Technicians
10
146.00
11
160.00
12
174.00
Senior Engineers, Consultants and Technicians, and
13
188.00
Project Managers
14
202.00
15
216.00
16
230.00
17
230.00
Executive Engineers and Consultants, Senior Project
Managers, and Principals
18
258.00
19
272.00
20
286.00
21
300.00
22
314.00
23
328.00
24
Executive Engineers and Consultants, Senior Project
342.00
Managers, and Senior Principals
25
356.00 .
26
370.00
'Salaries of personnel are subject to change in accordance
with R. W. Beck's annual salary adjustment program.
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 7 of 8
Exhibit B
Billing Rates, Budget Estimate, and Schedule
R. W. Beck's Key Personnel:
Personnel 1 Project Role
Class
Steve Rupp, Client Liaison
25
Joni Batson, P.E., Project Manager
15
Dave Herron, P.E., Asset Inventory and Project Data Manager
12
Sebnem Tersezen, Asset Data Analyst
11
John Bakken, P.E., Substation Asset Task Manager
17
Terrie Pedigo, GIS Technician
6
Tyler Patton, Junior Engineer and Distribution Modeling
7
Keith Mullen, P.E., Senior Engineer and WindMil Expert
13
Trishia Swayne, Junior Engineer and Quality Control
8
R. W. Beck's proposed fee for services described herein is summarized below.
Project Task Est. Fee
Convert Pole Mass Assets to Individual Assets $4,000
Develop Asset and Work Management Business Process $23,200
Update Asset Inventory Data in Fixed Asset Records $11,500
Update the WindMll Engineering Analysis Model $22,200
Implement Electric System Assets in a Geographic Information $61,300
System (GIS)
General Support for Implementation of Asset and Work $6,300
Management Systems
TOTAL $128,500
The work will be completed on a time and materials not to exceed the stated budget
amounts. Labor will be billed at the current R. W. Beck billing rates. All expenses
will be subject to a 10 percent administrative mark-up. Billing will be monthly with
accounts receivable due with 30 days upon receipt of invoice. Late payments will be
subject to interest on past due amounts of 1.5 percent per month.
Project Schedule
Project Task
Completion
•Convert Pole Mass Assets to Individual Assets
NTP + 3 weeks
Develop Asset and Work Management Business Process
NTP + 5 weeks
Update Asset Inventory Data in Fixed Asset Records
NTP + 6 weeks
Update the WindMil Engineering Analysis Model
NTP + 12 weeks
Implement Electric System Assets in a Geographic Information
NTP + 16 weeks
System (GIS)
General Support for Implementation of Asset and Work
NTP + 6 months
Management Systems
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 8 of 8
-4►; - .
OFFICE OF THE CITY CLERK
4305 Santa Fe Avenue, Vernon, California 90058
Telephone (323) 583-8811
September 23, 2009
Mr. Steve Rupp
R. W. Beck, Inc.
2720 Gateway Oaks Drive, Suite 310
Sacramento, CA 95833-4304
Re: Professional Services Agreement Task Authorization No. 9
Dear Mr. Gabriel:
Transmitted herewith is a fully executed task authorization for
professional services as referenced above, approved by City
Council on September 21, 2009.
If you have any questions regarding this matter, please call Mr.
Donal O'Callaghan, at (323) 583-8811 ext. 834.
ery truly yours,
�/NeW-y
�
City Clerk
NG:dj
c: Donal O'Callaghan
Purchasing Department
Resolution Nos. 8996 & 10,064
Agreement File No. 06-035
Excfusivefy Industriar
Task Authorization Description:
Effective Date:
Client Name and Number:
Contract No.:
TASK AUTHORIZATION NO.9
Inventory, Valuation, and Asset Management
Project
July 9, 2009
City of Vernon (001595)
09-00431
Consultant and Client agree that this Task Authorization will be governed by the terms and
conditions of the Agreement dated March 30, 2006, as amended, unless specifically modified
herein.
Scope of Services
Exhibit A Scope of Services is attached and made a part hereto.
Budget
The estimated budget for this Task Authorization is $128,500. See attached Exhibit B Billing
Rates attached and made a part hereto.
Schedule
After approval of this Task Authorization No. 9 and authorization to proceed, the tasks described
in Exhibit A, Scope of Services, will be completed within six months of notice to proceed.
City Objective
Provide plant accounting support and facilitate asset management and bookkeeping for the
Electric Utility. Utilize electric system asset inventory data to provide an updated Engineering
Analysis model for loss management. Implement asset management techniques using GIS for
transmission and distribution assets.
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 Page 1 of 8
TASK AUTHORIZATION NO.9
IN WITNESS WHEREOF, the Parties have signed this Task Authorization as of the date first
written above.
City of Vernon
Signa
Name DOINAL O' CALLAG '
Title DIRECTOR OF LIGHT & POWER
R. W. Beck, Inc.
Signature
-
Name Mark Gabriel
Title Senior Vice President
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 Page 2 of 8
EXHIBIT A
Exhibit
SCOPE OF SERVICES
R. W. Beck will provide professional consulting services to the City of Vernon
(Vernon) to support the development and implementation of work and asset
management business processes, data and systems including:
■ Convert Pole Mass Assets to Individual Assets
■ Develop Asset and Work Management Business Process Development
■ Update Asset Inventory Data in Fixed Asset Records
■ Update the WindMil Engineering Analysis Model
■ Implement Electric System Assets in a Geographic Information System (GIS)
IN General Support for Implementation of Asset and Work Management Systems
The following sections describe our approach and how the work will be executed.
Conversion of Pole Mass Assets to Individual Assets
Vernon's pole and structure assets are recorded as mass assets in the fixed assets
database. Vernon requires that these mass assets be converted to individual assets in
the fixed assets database. This will create a record for each pole representing a
unique asset recorded individually and assist in tracking based on pole number. This
will provide an added benefit of helping manage asset records jointly between the
fixed assets database and the GIS. R. W. Beck will "rebuild" the current book of
assets to reflect poles as individual assets.
Deliverables from this task will include:
■ Excel spreadsheet book of assets with poles and structures recorded as individual
assets, reconciled to last year's book closing
Asset and Work Management Workshop
Vernon has elected to implement two new modules in its enterprise accounting
system. The two modules are the Fixed Assets module used to manage continuing
property records and the Project Management module for work order management.
R. W. Beck will perform a two-day workshop to assist Vernon in designing its work
order and asset management processes. R. W. Beck will assist in articulating current
work processes and determining what changes are required to meet goals regarding
Work and Asset Management.
Deliverables from this task will include:
■ Develop desired work order and asset management processes based on FERC
standard accounts
IN Develop a gap analysis to identify potential modifications to the EDEN
accounting system needed to achieve the desired work order management process
■ Document work order and assets management processes to provide for accurate
accounting of assets including capitalization of labor and equipment
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH, NO.9 R. W. Beck, Inc. Page 3 of 8
Exhibit A
Scope of Services
■ Develop an interim work order management process to update Spreadsheet Book
of Assets
Update Asset Inventory Data
Vernon has been collecting and holding work orders from the past fiscal year in order
to make an update and capitalize new assets, as well as retire old ones from the books.
R. W. Beck will assist Vernon by taking the work orders from the past year and update
the spreadsheet Book of Assets.
Deliverables from this task will include:
■ New Excel spreadsheet book of assets with poles and structures as individual
assets, including the current fiscal year capital plant additions and retirements.
Update WindMil Engineering Model
Since the completion of the Electric System Master Plan in 2007, Vernon has not
updated its distribution system engineering model to reflect improvements and other
changes made to the system. Before Vernon can begin using the model for
engineering studies, it must be updated to reflect the work that has been completed.
Our approach to the collection of data for the asset inventory affords Vernon the
opportunity to update these important records in an efficient and accurate manner.
Once completed, this work will provide Vernon with an up-to-date, geographical
engineering model representation of the electric distribution system.
R. W. Beck will convert the field data into geographically located elements in the
engineering model, WindMil®, originally developed by R. W. Beck as part of the
Electric System Master Plan. The engineering model will be an electrical and
graphical representation of the electric distribution system including the electrical
connectivity from customer to transformer, to distribution circuit, to substation.
When the model is updated, Vernon will have the ability to:
■ Evaluate the impact of changes to the electrical configuration resulting from
circuit switching
■ Analyze the loading of distribution and substation transformers including the
ability to identify overloaded and underutilized distribution transformers and
feeders
■ Evaluate the impact of customer additions and changes on the distribution system
■ Use the engineering model as a stand alone GIS system or integrate the electrical
system information with Vernon's GIS system
IN Manage and track electric system assets to improve record keeping
■ Develop relay protection settings and coordinate protective devices to improve
system reliability
■ Plan for and manage the 7-kV to 16-kV voltage conversion projects
■ Evaluate the impact of large customer additions to the distribution system and
identify capital system improvements needed to accommodate new customer
loads
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 4 of 8
Exhibit A
Scope of Services
■ Analyze and resolve customer service quality issues
Deliverables from this task will include:
■ An updated electric system model in WindMil format
■ A base case analysis of load flows and voltages
■ A summary of system overloads and undervoltages from base case
Implement GIS for the Electric System Assets
Vernon desires the development of a GIS system to manage the electric system assets.
The new GIS system will be based on Vernon's existing GIS base mapping data but
the electric system asset representation will be managed by the Electric Department..
Once R. W. Beck updates the electric system in WindMil, Vernon will have
geographic representation of its electric linework that is portable to GIS format. Upon
completion of the engineering model update, R. W. Beck will convert the electric line
network model to GIS format, and convert the electric system structure assets to an
ESRI format. It is intended that Vernon will manage their linework in the WindMil
environment, and structure type assets in the ESRI environment.
R. W. Beck will provide one license of Milsoft's WindMil and Landbase as well as on
license of ArcGIS, ArcView level. R.W. Beck will come to Vernon's offices to install
and set-up WindMil and ArcGIS environments. We will create layers of the electric
system assets based on the WindMil model and GPS asset inventory records. We will
also provide GIS querying capable of color by circuit, color by conductor size and
layered by voltage class.
R. W. Beck believes that this scope for GIS provides a functional, cost-effective GIS
solution that will be an easy -to -use, foundation, element for expansion as needs and
funding dictate. If the electric department sees advantages in additional GIS software
and chooses to grow its GIS capabilities, it will !be positioned to easily do so upon
completion of this project. Milsoft Utility Solutions' WindMilMap and DisSPatch
outage management are examples of additional Milsoft software available that Vernon
may choose to implement at a future date. Vernon may also find it advantageous in
the future to implement ArcGIS Editor and some of the many add-ons ESRI offers for
the ArcGIS family of products.
The Electric System GIS data will contain:
■ Transmission; primary and secondary distribution pole locations
■ Transmission and primary distribution circuits including circuit number; voltage;
and conductor size, type, and phasing.
■ Location of and identification of transformers including transformer pole number,
kVA rating, and phase connections
■ Location and identification of switching devices including disconnects and
cutouts
■ Location and identification of underground vaults
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 5 of 8
Exhibit A
Scope of Services
■ Asset information collected with the Asset Inventory will be converted from its
GPS format and placed in the GIS
Secondaries and Customer meter locations have not been obtained with GPS, and are
not included in this scope.
Deliverables from this task will include:
■ One License seat of Milsoft WindMil
■ One License seat ofMilsoft Landbase for WindMil
■ One license seat of ESRI ArcGIS ArcView
■ Updated electric system GIS data files based on the WindMil model
■ Electric system GIS data files based on the GPS Asset Inventory
■ WindMil engineering model client installation and configuration
■ ESRI ArcGIS client installation and configuration
■ System Map in ESRI .mxd format representing the 7-kV, 16-kV and 69-kV
systems
General Support for Implementation of Asset and Work Order
Management Systems
R. W. Beck will provide up to 40 hours of on -call support for the following:
■ Transition to and implementation of EDEN Project Management and Fixed Asset
Models
■ ESRI GIS map book/atlas creation and maintenance from new work orders held
during the project execution
■ WindMil engineering model maintenance from new work orders held during the
project execution
Additional support may be provided on a time and materials basis as defined in
Exhibit B.
Expectations of Client Involvement
The estimated costs for the above Scope of Services assume that Vernon will provide
the following:
■ Facilitation and scheduling of on -site work with Vernon staff
■ Data requested by R. W. Beck (in a timely manner)
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 6 of 8
Exhibit B
Billing Rates, Budget Estimate, and Schedule
Billing Rates, Budget Estimate, and Schedule
R. W. Beck's Rates are as follows:
R. W. Beck, Inc.
Billing Rates
Billing Class
Hourly Rate (US$) Typical Project Roles
1
20.00 _
2
34.00
3
48.00
Clerical, Administration, Junior Engineers and
Technicians
4
62.00
5
76.00
6
90.00
7
104.00
8
118.00
Staff Engineers, Consultants
9
132.00
And Technicians
10
146.00
11
160.00
12
174.00
Senior Engineers, Consultants and Technicians, and
13
188.00
Project Managers
14
202.00
15
216.00
16
230.00
17
244.00
Executive Engineers and Consultants, Senior Project
Managers, and Principals
18
258.00
19
272.00
20
286.00
21
300.00
22
314.00
23
328.00
24
Executive Engineers and Consultants, Senior Project
342.00
Managers, and Senior Principals
25
356.00
26
370.00
'Salaries of personnel are subject to change in
accordance with R. W. Beck's annual salary adjustment program.
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 7 of 8
Exhibit B
Billing Rates, Budget Estimate, and Schedule
R. W. Beck's Key Personnel:
Personnel l Project Role
Class
Steve Rupp, Client Liaison
25
Joni Batson, P.E., Project Manager
15
Dave Herron, P.E., Asset Inventory and Project Data Manager
12
Sebnem Tersezen, Asset Data Analyst
11
John Bakken, P.E., Substation Asset Task Manager
17
Terrie Pedigo, GIS Technician
6
Tyler Patton, Junior Engineer and Distribution Modeling
7
Keith Mullen, P.E., Senior Engineer and WindMil Expert
13
Trishia Swayne, Junior Engineer and Quality Control
8
R. W. Beck's proposed fee for services described herein is summarized below.
Project Task Est. Fee
Convert Pole Mass Assets to Individual Assets $4,000
Develop Asset and Work Management Business Process $23,200
Update Asset Inventory Data in Fixed Asset Records $11,500
Update the WindMil Engineering Analysis Model $22,200
Implement Electric System Assets in a Geographic Information $61,300
System (GIS)
General Support for Implementation of Asset and Work $6,300
Management Systems
TOTAL $128,500
The work will be completed on a time and materials not to exceed the stated budget
amounts. Labor will be billed at the current R. W. Beck billing rates. All expenses
will be subject to a 10 percent administrative mark-up. Billing will be monthly with
accounts receivable due with 30 days upon receipt of invoice. Late payments will be
subject to interest on past due amounts of 1.5 percent per month.
Project Schedule
Project Task
Completion
Convert Pole Mass Assets to Individual Assets
NTP + 3 weeks
Develop Asset and Work Management Business Process
NTP + 5 weeks
Update Asset Inventory Data in Fixed Asset Records
NTP + 6 weeks
Update the WindMil Engineering Analysis Model
NTP + 12 weeks
Implement Electric System Assets in a Geographic Information
NTP + 16 weeks
System (GIS)
General Support for Implementation of Asset and Work
NTP + 6 months
Management Systems
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH, NO.9 R. W. Beck, Inc. Page 8 of 8
APPROVED SEP 21 109 CITY couxot
e vp f-eGQ
PwleK W��
DATE: September 09, 2009
TO: Mayor and City Council /
FROM: Donal O'Callaghan, Director of Light & Power
RE: R. W. Beck Task Authorization No. 9
Inventory, Valuation, and Asset Management Services
Attached is R. W. Beck Task Authorization No. 9 to continue services related to the electric system inventory,
valuation, modeling, and mapping project. This phase of services includes the development and implementation of
work and asset management business processes, data, and systems including:
• Convert Pole Mass Assets to Individual Assets
• Develop Asset and Work Management Business Process Development
• Update Asset Inventory Data in Fixed Asset Records
• Update WindMil Engineering Analysis Model
• Implement Electric System Assets in a Geographic Information System (GIS)
• General Support for Implementation of Asset and Work Management Systems
Recommendation:
It is recommended that Task Authorization No. 9 be approved and additional funds of $ 29,618.13 be appropriated to
the existing R.W. Beck Master Agreement, Resolution No.`8996. The requested dollar amount was determined as
follows:
R. W. Beck Task Authorization No. 9 $128,500.00
Less remaining funds available under R. W. ($98.881.87)
Beck Purchase Order No. 055.0000724
Total Amount Requested $29,618.13
DO:ah
Attachments
Interoffice
Light & Power Department
Memorandum
a`c..
DATE: August 4, 2009
TO: Donal O'Callaghan, Director of Light & Power
FROM: Carlos R. Fandino, Jr., Transmission & Distribution Manager
UT -
SUBJECT: R. W. Beck Task Authorization No. 9
Inventory, Valuation, and Asset Management Services
Attached is R. W. Beck Task Authorization No. 9 to continue services related to the electric system inventory,
valuation, modeling, and mapping project. This phase of services includes the development and implementation of
work and asset management business processes, data, and systems including:
• Convert Pole Mass Assets to Individual Assets
• Develop Asset and Work Management Business Process Development
• Update Asset Inventory Data in Fixed Asset Records
• Update WindMil Engineering Analysis Model
• Implement Electric System Assets in a Geographic Information System (GIS)
• General Support for Implementation of Asset and Work Management Systems
It is recommended a Contract Change Order No. 2, in an amount not to exceed $29,618.13 be issued to the existing
R. W. Beck Master Agreement, Resolution No. 8996. The requested dollar amount was determined as follows:
R. W. Beck Task Authorization No. 9
Less remaining funds available under R. W.
Beck Purchase Order No. 055.0000724
Total Change Order amount ,
If you have any questions, please contact me.
CRF:ah
Attachments
c: Project Control
L&P Document Control
$128,500.00
($98,881.87)
ap4y,u 10. IQ
REC
AUG 2 5
LIGHT & DEPT,
TASK AUTHORIZATION NO.9
Task Authorization Description: Inventory, Valuation, and Asset Management
Project
Effective Date:
Client Name and Number:
Contract No.:
July 9, 2009
City of Vernon (001595)
09-00431
Consultant and Client agree that this Task Authorization will be governed by the terms and
conditions of the Agreement dated March 30, 2006, as amended, unless specifically modified
herein.
Scope of Services
Exhibit A Scope of Services is attached and made a part hereto.
Budget
The estimated budget for this Task Authorization is $128,500. See attached Exhibit B Billing
Rates attached and made a part hereto.
Schedule
After approval of this Task Authorization No. 9 and authorization to proceed, the tasks described
in Exhibit A, Scope of Services, will be completed within six months of notice to proceed.
City Objective
Provide plant accounting support and facilitate asset management and bookkeeping for the
Electric Utility. Utilize electric system asset inventory data to provide an updated Engineering
Analysis model for loss management. Implement asset management techniques using GIS for
transmission and distribution assets.
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 Page 1 of 8
TASK AUTHORIZATION NO.9
IN WITNESS WHEREOF, the Parties have signed this Task Authorization as of the date first
written above.
City of Vernon
Signature
Name
Title
R. W. Beck, Inc.
Signature JOH
Name
Title
Steven Rupp
Vice President
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 Page 2 of 8
Exhibit A
SCOPE OF SERVICES
R. W. Beck will provide professional consulting services to the City of Vernon
(Vernon) to support the development and implementation of work and asset
management business processes, data and systems including:
■ Convert Pole Mass Assets to Individual Assets
■ Develop Asset and Work Management Business Process Development
■ Update Asset Inventory Data in Fixed Asset Records
■ Update the WindMil Engineering Analysis Model
■ Implement Electric System Assets in a Geographic Information System (GIS)
■ General Support for Implementation of Asset and Work Management Systems
The following sections describe our approach and how the work will be executed.
Conversion of Pole Mass Assets to Individual Assets
Vernon's pole and structure assets are recorded as mass assets in the fixed assets
database. Vernon requires that these mass assets be converted to individual assets in
the fixed assets database. This will create a record for each pole representing a
unique asset recorded individually and assist in tracking based on pole number. This
will provide an added benefit of helping manage asset records jointly between the
fixed assets database and the GIS. R. W. Beck will "rebuild" the current book of
assets to reflect poles as individual assets.
Deliverables from this task will include:
■ Excel spreadsheet book of assets with poles and structures recorded as individual
assets, reconciled to last year's book closing
Asset and Work Management Workshop
Vernon has elected to implement two new modules in its enterprise accounting
system. The two modules are the Fixed Assets module used to manage continuing
property records and the Project Management module for work order management.
R. W. Beck will perform a two-day workshop to assist Vernon in designing its work
order and asset management processes. R. W. Beck will assist in articulating current
work processes and determining what changes are required to meet goals regarding
Work and Asset Management.
Deliverables from this task will include:
■ Develop desired work order and asset management processes based on FERC
standard accounts
■ Develop a gap analysis to identify potential modifications to the EDEN
accounting system needed to achieve the desired work order management process
■ Document work order and assets management processes to provide for accurate
accounting of assets including capitalization of labor and equipment
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 3 of 8
Exhibit A
Scope of Services
■ Develop an interim work order management process to update Spreadsheet Book
of Assets
Update Asset Inventory Data
Vernon has been collecting and holding work orders from the past fiscal year in order
to make an update and capitalize new assets, as well as retire old ones from the books.
R. W. Beck will assist Vernon by taking the work orders from the past year and update
the spreadsheet Book of Assets.
Deliverables from this task will include:
■ New Excel spreadsheet book of assets with poles and structures as individual
assets, including the current fiscal year capital plant additions and retirements.
Update WindMil Engineering Model
Since the completion of the Electric System Master Plan in 2007, Vernon has not
updated its distribution system engineering model to reflect improvements and other
changes made to the system. Before Vernon can begin using the model for
engineering studies, it must be updated to reflect the work that has been completed.
Our approach to the collection of data for the asset inventory affords Vernon the
opportunity to update these important records in an efficient and accurate manner.
Once completed, this work will provide Vernon with an up-to-date, geographical
engineering model representation of the electric distribution system.
R. W. Beck will convert the field data into geographically located elements in the
engineering model, WindMil®, originally developed by R. W. Beck as part of the
Electric System Master Plan. The engineering model will be an electrical and
graphical representation of the electric distribution system including the electrical
connectivity from customer to transformer, to distribution circuit, to substation.
When the model is updated, Vernon will have the ability to:
■ Evaluate the impact of changes to the electrical configuration resulting from
circuit switching
■ Analyze the loading of distribution and substation transformers including the
ability to identify overloaded and underutilized distribution transformers and
feeders
■ Evaluate the impact of customer additions and changes on the distribution system
■ Use the engineering model as a stand alone GIS system or integrate the electrical
system information with Vernon's GIS system .
■ Manage and track electric system assets to improve record keeping
■ Develop relay protection settings and coordinate protective devices to improve
system reliability
■ Plan for and manage the 7-kV to 16-kV voltage conversion projects
■ Evaluate the impact of large customer additions to the distribution system and
identify capital system improvements needed to accommodate new customer
loads
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 - R. W. Beck, Inc. Page 4 of 8
Exhibit A
Scope of Services
■ Analyze and resolve customer service quality issues
Deliverables from this task will include:
■ An updated electric system model in WindMil format
■ A base case analysis of load flows and voltages
■ A summary of system overloads and undervoltages from base case
Implement GIS for the Electric System Assets
Vernon desires the development of a GIS system to manage the electric system assets.
The new GIS system will be based on Vernon's existing GIS base mapping data but
the electric system asset representation will be managed by the Electric Department.
Once R. W. Beck updates the electric system in WindMil, Vernon will have a
geographic representation of its electric linework that is portable to GIS format. Upon
completion of the engineering model update, R. W. Beck will convert the electric line
network model to GIS format, and convert the electric system structure assets to an
ESRI format. It is intended that Vernon will manage their linework in the WindMil
environment, and structure type assets in the ESRI environment.
R. W. Beck will provide one license of Milsoft's WindMil and Landbase as well as on
license of ArcGIS, ArcView level. R.W. Beck will come to Vernon's offices to install
and set-up WindMil and ArcGIS environments. We will create layers of the electric
system assets based on the WindMil model and GPS asset inventory records. We will
also provide GIS querying capable of color by circuit, color by conductor size and
layered by voltage class.
R. W. Beck believes that this scope for GIS provides a functional, cost-effective GIS
solution that will be an easy -to -use, foundation element for expansion as needs and
funding dictate. If the electric department sees advantages in additional GIS software
and chooses to grow its GIS capabilities, it will be positioned to easily do so upon
completion of this project. Milsoft Utility Solutions' WindMilMap and DisSPatch
outage management are examples of additional Milsoft software available that Vernon
may choose to implement at a future date. Vernon may also find it advantageous in
the future to implement ArcGIS Editor and some of the many add-ons ESRI offers for
the ArcGIS family of products.
The Electric System GIS data will contain:
■ Transmission; primary and secondary distribution pole locations
■ Transmission and primary distribution circuits including circuit number; voltage;
and conductor size, type, and phasing.
■ Location of and identification of transformers including transformer pole number,
kVA rating, and phase connections
■ Location and identification of switching devices including disconnects and
cutouts
■ Location and identification of underground vaults
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH NO.9 R. W. Beck, Inc. Page 5 of 8
Exhibit A
Scope of Services
■ Asset information collected with the Asset Inventory will be converted from its
GPS format and placed in the GIS
Secondaries and Customer meter locations have not been obtained with GPS, and are
not included in this scope.
Deliverables from this task will include:
■ One License seat of Milsoft WindMil
■ One License seat of Milsoft Landbase for WindMil
■ One license seat of ESRI ArcGIS ArcView
■ Updated electric system GIS data files based on the WindMil model
■ Electric system GIS data files based on the GPS Asset Inventory
■ WindMil engineering model client installation and configuration
■ ESRI ArcGIS client installation and configuration
■ System Map in ESRI .mxd format representing the 7-kV, 16-kV and 69-kV
systems
General Support for Implementation of Asset and Work Order
Management Systems
R. W. Beck will provide up to 40 hours of on -call support for the following:
■ Transition to and implementation of EDEN Project Management and Fixed Asset
Models
■ ESRI GIS map book/atlas creation and maintenance from new work orders held
during the project execution
■ WindMil engineering model maintenance from new work orders held during the
project execution
Additional support may be provided on a time and materials basis as defined in
Exhibit B.
Expectations of Client Involvement
The estimated costs for the above Scope of Services assume that Vernon will provide
the following:
■ Facilitation and scheduling of on -site work with Vernon staff
■ Data requested by R. W. Beck (in a timely manner)
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 6 of 8
Exhibit B
Billing Rates, Budget Estimate, and Schedule
Billing Rates, Budget Estimate, and Schedule
R. W. Beck's Rates are as follows:
R. W. Beck, Inc.
Billina Rates
Billing Class
Hourly Rate (US$)
Typical Project Roles
1
20.00
2
34.00
3
48.00
Clerical, Administration, Junior Engineers and
Technicians
4
62.00
5
76.00
6
90.00
7
104.00
8
118.00
Staff Engineers, Consultants
9
132.00
And Technicians
10
146.00
11
160.00
12
174.00
Senior Engineers, Consultants and Technicians, and
13
Project Managers
188,00
14
202.00
15
216.00
16
230.00
17
244.00
Executive Engineers and Consultants, Senior Project
Managers, and Principals
18
258.00
19
272.00
20
286.00
21
300.00
22
314.00
23
328.00
24
Executive Engineers and Consultants, Senior Project
342.00
Managers, and Senior Principals
25
356.00
26
370.00
*Salaries of personnel are subject to change in accordance with R. W. Beck's annual salary adjustment program.
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inca Page 7 of 8
Exhibit B
Billing Rates, Budget Estimate, and Schedule
R. W. Beck's Key Personnel:
Personnel 1 Project Role
Class
Steve Rupp, Client Liaison
25
Joni Batson, P.E., Project Manager
15
Dave Herron, P.E., Asset Inventory and Project Data Manager
12
Sebnem Tersezen, Asset Data Analyst
11
John Bakken, P.E., Substation Asset Task Manager
17
Terrie Pedigo, GIS Technician
6
Tyler Patton, Junior Engineer and Distribution Modeling
7
Keith Mullen, P.E., Senior Engineer and WindMil Expert
13
Trishia Swayne, Junior Engineer and Quality Control
8
R. W. Beck's proposed fee for services described herein is summarized below.
Project Task Est. Fee
Convert Pole Mass Assets to Individual Assets $4,000
Develop Asset and Work Management Business Process
$23,200
Update Asset Inventory Data in Fixed Asset Records
$11,500
Update the WindMil Engineering Analysis Model
$22,200
Implement Electric System Assets in a Geographic Information
$61,300
System (GIS)
General Support for Implementation of Asset and Work
$6,300
Management Systems
TOTAL
$128,500
The work will be completed on a time and materials not to exceed the stated budget
amounts. Labor will be billed at the current R. W. Beck billing rates. All expenses
will be subject to a 10 percent administrative mark-up. Billing will be monthly with
accounts receivable due with 30 days. upon receipt of invoice. Late payments will be
subject to interest on past due amounts of 1.5 percent per month.
Project Schedule
Project Task
Completion
Convert Pole Mass Assets to Individual Assets
NTP + 3 weeks
Develop Asset and Work Management Business Process
NTP + 5 weeks
Update Asset Inventory Data in Fixed Asset Records
NTP + 6 weeks
Update the WindMil Engineering Analysis Model
NTP + 12 weeks
Implement Electric System Assets in a Geographic Information
NTP + 16 weeks
System (GIS)
General Support for Implementation of Asset and Work
NTP + 6 months
Management Systems
1198-CITY OF VERNON INVENTORY, VALUATION, AND ASSET MANAGEMENT, TASK AUTH. NO.9 R. W. Beck, Inc. Page 8 of 8