HomeMy Public PortalAboutAddendum No. 1 to Contract No. 112-2018 - Sanitation - Donald Frey - Billing softwareORIGINAL
ADDENDUM NO. 1
to CONTRACT NO. 112-2018
THIS ADDENDUM, Addendum No. 1 to Contract N6.112-2018, is made and entered into
this 1311' day of November, 2018, by and between Richmond, Indiana, a municipal corporation
acting through its Board of Sanitary Commissioners of the Richmond Sanitary District, with its office
at 50 North 5a' Street, Richmond, Indiana, 47374 (hereinafter referred to as "City"), and Donald R.
Frey & Company, Inc., 40 N. Grand Avenue, Suite 303, Fort Thomas, KY 41075 (hereinafter
referred to as "Contractor").
WHEREAS, City and Contractor entered into Contract No. 112-2018 on July 16, 2018, in which
Contractor was retained for software, software updates, product support and product
maintenance for the Richmond. Sanitary District (hereinafter referred to as "District")
to assist in the operation of City's billing system for.its District's customers; and
WHEREAS, In consideration for the services described above, and more particularly described in
Contract No. 112-2018, the City agreed to pay to Contractor at the rates indicated in
Exhibit "A" in Contract No. 112-2018 in an annual amount not to exceed Seventeen
Thousand Eight Hundred Sixty -One Dollars and 75/100 ($17,861.75), commencing July
257 2018 to and until July 24, 2019, at which time Contract No.112-2018 was to
terminate unless the parties extended their Agreement by a written and signed
Addendum; and
WHEREAS, City is in need of software for a custom program for the CUBIC Utility Billing
system for the District which will, among other things, take the weights for Landfill
charge accounts and the Waste Haul dump accounts and allow City to not enter this
data manually. Contractor is willing to provide the software for this to District for a
total cost of $1,740.00, as set forth in Exhibit "A", attached hereto and incorporated
herein by reference as Exhibit "A". This $1,740.00 is in addition to the $17,861.75
software costs in Contract No. 1.12-2018, for a total cost to City of $19,601.75. The
additional request by City to Contractor is necessary for the additional software for
the email billing system; and
WHEREAS, City and Contractor agree that Contract No. 112-2018 should. be amended to enable
the City to obtain the software for a custom program for the CUBIC Utility Billing
system for second type of "Reading" file to take the weights for Landfill- charge
accounts and the Waste Hauler dump accounts and to allow the City to not have to
enter the accounts manually. The cost of the additional software and setup
installation is a sum not to exceed One Thousand Seven Hundred Forty Dollars and
No Cents ($1,740.00).
Addendum No.1 to Contract No.112-2018
NOW, THEREFORE, for valuable consideration, including the recitals stated above and which
recitals are incorporated into this Addendum No. 1 to Contract No. 112-2018, .and passage by
majority vote of City, City and Contractor now agree to amend Contract No. 112-2018, by
Amendment No. 1 to Contract No. 112-2018, as follows:
1. The City and Contractor executed and entered into Contract No. 112-2018, on 7uly
16, 2018. Pursuant to Contract No. 112-2018, Section X (Miscellaneous), Contract
No. 112-2018 may be altered or amended in whole or in part at any time by filing
with, the Agreement a written instrument setting forth such changes and signed by
both parties.
2. Section I. Statement and Subieot of Work.
Contract No. 112-2018 provides that City retains Contractor. for software,software
updates, .product support and product maintenance as set. forth in Exhibit "A" to
Contract No. 112-2018 to assist in the operation of City's billing system for its
Richmond Sanitary District customers.
The City and Contractor now agree that Contract No. 112-2018 should be amended
for additional software for a custom program for the CUBIC Utility Billing system to,
among other things, enable the City to obtain a second type of "Reading" file to take
the weights for Landfill charge accounts and the Waste Hauler dump accounts,
thereby allowing the City to not enter these accounts manually. The work to be done
by Contractor, and the price Contractor is charging the City, is set forth in attached
Exhibit "A".
Section III. Compensation.
City shall pay now Contractor a total additional sum not to exceed One Thousand
Seven Hundred Forty Dollars and No Cents ($1,740.00) for the second type of
"Reading" file to eliminate the need for manual billing for Landfill charge accounts
and the Waste Hauler dump accounts.
This cost of $1,740.00, is in addition to, and supplemental to, the compensation of
$17,861.75 as set forth in Section III of Contract No. 112-2018 and as set out in the
second WHEREAs in the above recitals, for a total sum of $19,601.75.
4. Both City and Contractor acknowledge and agree that, other than what is set forth. in
paragraph 2 and 3 above, the remainder of the terms, conditions and covenants in
Contract No. 112-2018, shall remain intact and unchanged and shall continue to be in full
force and effect.
5. Both City and Contractor acknowledge and agree that any person executing this
Addendum in a representative. capacity hereby represents and warrants that he or she has been
duly authorized, in writing, by Contractor to execute this Addendum on behalf of Contractor
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and this signature is binding upon Contractor and its assigns, and that such authorization has
not been rescinded or revoked.
IN WITNESS WHEREOF, this Addendum No. 1 to Contract No. 112-2018 is executed and approved by
the undersigned representatives of the City and Contractor this day of November, 2018, although
signatures may be affixed on different dates.
"CITY" "CONTRACTOR'
The City of Richmond, Indiana, by and through Donald R. Frey & Company, Inc.
its Board o anitary Commissioners
By: )YCV4�
ue Miller, President
(Printe ):
an Bakshi, Vice President Title: /1ePr'S/D�iyT
Dated: /(/y✓,
re Stiens, em er
c Dated:.
- APPROVED:
�EY
40 N. GRAND AVENUE, surrE 303
IFR
FORTTHOMAS, KY 410754765
859.441.6566 -* 860.659.9739
MUNICIPALSOFTWARE 859441.7152
FAX
ww.drfrev.coMv.corti
8/20/2018
Jason Combs
City of Richmond .
23.80 Liberty Avenue
Richmond, IN 47374
Dear Jason,
This Is a. quote for 6 custom program for the CUBIC Utility Billing system. The prices quoted below are good fof 30
daysfrom the. date of this letter.
Custom Programs are necessary to allowforan additional upload process for billing as well as modifyingsome ofthe
customer custom fields.
1. An additional handheld upload program will be created to Import usages using the user defined service type
OTHERL Each customer needing to be billed this type of usage would have this type of servilee added to
their customer service record. Duringthe'handheld upload, the Handheld Name dropdown menu will allow
the user to select this alternate type of up load. The upload file will beafixed filefollowingthisformat:
.Field Name
Sze
StartPos..
End Pos.
Example
Book
9(5)
1
5
08800
Accaunt
9(10)
6
15
•0000000223
Read Date
NO
16
23
20180817
Usage (units]
9(9)
24
32.
OOOOD028D
The import file example fine would follow this sample:
08800000000012320180817000000280
This would be a usage of 280 for book 8800 account 123 for 8/17/2618
2. The following custom field modifications will also occur.
a. Move contents of custom alpha field 6 to custom alpha field 9 (Lien)
b. Move the contents of custom alpha field 8 to custom alpha field 10 (Lien type)
c. Move the contents of custom alpha field 7 to custom amount field 1(Amount Uened)
d. Zero out the contents of Custom Numeric field I(IAWAccountNumber)
e: Zero outthe contents of Custom Numeric field 2 (IAW Premise Number)
� f. Zerout the contents of Custom Numeric field 3 (IAW Customer Number)
g. Zero out the contents ofCustoni Numeric field 4 (IAW Route Number)
These modifications will cost$1740
Accepted by:
Signature
Date
Systems and Softwdre Engineering Gaverhmerit*iVohprofit*UrilitySofiu+are Page 1 Pf 2
EMUSIT "A" I of 3
1
4
Please review and sigh this form for Frey & Company to proceed with the modification. Serid payment in the.amount
for $1740 to begin the custom changes.
Please reference attachment regarding"Frey & company's Polity on Custom software changes:'
Frey & Corhpanywili invoice the City of Richmond forthe balance of services rendered monthly. Payment is due Net
10 days after the date of invoice. A late payrrientcharge of one and -one half percent {1.5%) per month will, he added
to each invoice not paid within thirty days of the invoice date,
This quote may be executed In counterparts and by facsimile, each of which shall be an original and all of which
together shall constitute one and the same original instiurrrent
If you have any questions, please give me a call.
Sincerely,
2)e#.'A V
Dean Eldridge
Systems and Software Engineering Gominment;Wonpiaflt*UiilitySoftware Page 2 Of 2
RIOMIT "A"O 2 of I
f
FREY & COMP.A.NT S
Policy on Custom Software Changes
The following is an overview of the requirements to Donald R. Frey & Company's policy,
for custom software changes:
1. Ail custom softwat a changes will be addressed in writing by a staff analyst. It
will include a review of the work to be done, plus the estimated cost for the
project. The acceptance signature line must be signed by the customer along with
a date of acceptance.
2. ' Payment must be. received before work can begin on the custoin software
changes,
3. There is no warranty oncustann software changes. Any additional Work done on
cost software changes will be chargeable -and invoiced on a monthly basis at our
hourly rate.
4. Custom changes that Frey & Company deems appropriate to incorporate into the
system (Frey Software products) will initially be billed at -the -hourly rate. After
the changes are complete and eeitified, Frey & Company will maintain them as a
part of the base system at no additional cost:
r
Ifyou have any questions regarding our custom software policy, we will be glad to
address them before we begin custom changes. One of our goals is to promote a high
level of satisfaction through -excellent communication, customer service and support to
our customers.
Donald R. Frey & Company, Inc. 40 N. Grand Ave. Suite 303
Fort Thomas, KY 41075-1765 (800) 659 FREY
- XMIT "A" 3 of 3
Board Agenda
September 25, 2018
Recommendation for
To: Board of Sanitary Commissioners
Walt Chidester, Kym Vessel
Copy: Bryan Ervin
From: Jeff Lohmoeller
Date: 9/25/18
Re: Recommendation — Amend Contract with Donald Frey Company Contract No. 112-2018
Madam President and Board Members,
We are currently have a contract with The Donald Frey Company to provide software and updates
and support with for our CUBIC billing system
This new Frey software will allow for a second type of "Reading" file to take the weights for Landfill
charge accounts and the Waste Hauler dump amounts and allow us to not enter them manually. This
essentially giving us the ability to turn almost any calculated data from some form of database or
devise and turn it in to a reading import to automatically calculate Billings that would otherwise need
to be entered manually by a member of the billing department.
The cost is $1,740.00 and we do have the funds available for the additional software and support.
Our currently contract with Donald Frey Company is Contract No. 112-2018. It is our
recommendation to the board if approved by you to have Law prepare Addendum #2 to this existing
contract.
Thank you,
JeffLohmoeller, WWTP/Maint. Mgr.
September 25 2018;
The Board of Sanitary Commissioners of the Sanitary District of Richmond, Indiana, met
in regular session in the Board Room of the Richmond Sanitary District Building, 2380
Liberty Avenue, Richmond, Indiana, on Tuesday, September 25, 2018 at 10:00 A.M.
Those present were Sue Miller- President, Greg Stiens-Member, Aman Bakshi — Vice
President, Kim Vessel— Assistant City Attorney, Bryan Ervin — Director, Elijah Welch —
District Engineer, Denise Johnson- Customer Service Manager, Jeff Lohmoeller —
WWTP & Maintenance Supervisor, Pat Smoker — Superintendent, Todd Hobson —
Operations Inspector, Tim Orrill — Industrial Permits Coordinator, WCTV and numerous
bidders.
The first order of business was to approve the board minutes from the September 12,
2018 meeting. Mr. Bakshi made a motion to approve the minutes from the September 12,
2018 meeting. Mr. Stiens seconded. The motion passed 3-0.
The first order of business was to approve the board minutes from the September 17,
2018 special meeting. Mr. Bakshi made a motion to approve the minutes from the
September 17, 2018 special meeting. Mr. Stiens seconded. The motion passed 3-0.
The next order of business was to approve the invoices. The invoices were in the total
amount -of $ 86,336.62 covering September 7 & 14, 2018. Mr. Stiens made a motion to
approve the invoices. Mr. Bakshi seconded. The motion passed 3-0.
The next order of business was the Director's Report. Mr. Ervin stated at this time he
doesn't have anything unless the board has questions. President Miller asked about the
status of the leaf collection. Mr. Ervin stated that he is currently working with the Street
Department and more information will be forthcoming.
The next order of business was to receive quotes for the Vacuum Flush Truck. There
were nine (9) quotes sent out and there were three (3) quotes received. A tabulation will
be prepared by staff. President Miller asked that staff review the quotes and bring back a
recommendation to a future board meeting.
The next order of business was to award the bid for the WWTP Sludge Thickening
Improvements Project. Mr. Welch made a recommendation. to award the bid to
Ottenweller Contracting, LLC of Fort Wayne, Indiana in the amount of $1,364,000.00.
They were the lowest responsive and responsible bidder. Mr. Bakshi made a motion to
award the bid to Ottenweller Contracting, LLC of Fort Wayne, Indiana in the amount of
$1,364,000.00. Mr. Stiens seconded. The motion passed 3-0.
The next order of business was to award the bid for the WWTP Tertiary Air Header
Replacement Project. Mr. Welch made a recommendation to award the bid to Maddox
Industrial Group of Indianapolis, Indiana in the amount of $79,989.00. They were the
lowest responsive and responsible bidder. Mr. Stiens made a motion to award the bid to
Maddox Industrial Group of Indianapolis, Indiana in the amount of $79,989.00. Mr.
Bakshi seconded. The motion passed 3-0.
The next order of business was to award the quote for WWTP Grating and Railing
( Improvements Project. Mr. Welch made a recommendation to award the quote to
Maddox Industrial of Indianapolis, Indiana in the amount of $ 87,824.00. They were the
lowest responsive and responsible bidder. Mr. Bakshi made a motion to award the bid to
Maddox Industrial Group of Indianapolis, Indiana in the amount of $87,824.00. Mr.
Stiens seconded. The motion passed 3-0.
The next order of business was to rescind the award for the one ton service truck. Mr.
Lohmoeller stated that on July 24, 2018 he recommended to the board to award this truck
to Advantage Ford of Connersville, Indiana. Advantage was claiming the local
preference claim on this truck and when he looked up the percentage allowed he misread
it and gave them 5% instead of 3%. At 3% Bloomington Ford is the lowest at the cost of
$80,175.00. He stated that he called and spoke to both dealerships and explained the
mistake. Mr. Lohmoeller would like to recommend to rescind the award to Advantage
Ford and award the bid to Bloomington Ford in the amount of $80,175.00. They were
the lowest and most responsive bidder. Mr. Stiens made a recommendation to rescind the
award to Advantage Ford. Mr. Bakshi seconded. The motion passed 3-0. Mr. Stiens
made a motion to award the quote to Bloomington Ford in the amount of $80,175.00.
Mr. Bakshi'seconded. The motion passed 3-0.
/,'fihe next order -of business was to -approve the amendment to Contrac o. 112-2018 with
L
d R. Frey Company. Mr. Lohmoeller recommended approving the amendmenct No. 112-2018 to allow for an add on to the current software which will give the
t options of billing second type files such as landfill billing charge accounts within
The cost is $1,740.00. Mr. Bakshi made a motion to approve amending Contract
2-2018 to allow for an add on to the current Cubic software. Mr. Stiens seconded.
otion passed, 3.
- _
The next order of business was to approve the agreement with Koorsen Fire & Security.
Mr. Lohmoeller stated that the City's landfill scale house has a security system that was
installed years ago by Koorsen. Koorsen also provides the service of monitoring this
system for the District. Mr. Lohmoeller stated that Purchasing has asked to have a signed
contract from Koorsen. The District currently owes $240, which is past due for 1-1-18 to
7-31-18, then it will be $300 for 8-1-18 to 7-31-19, and $300 for 8-1-19 to 7-31-20. Mr.
Stiens made a motion to approve the agreement with Koorsen Fire & Security. Mr.
Bakshi seconded. The motion passed 3-0.
The next order of business was to approve Amendment No. 3 to Contract No. 28-2017
with Donohue & Associates, Inc. Mr. Welch stated that this is to add a scope to provide
services related to construction services and pump design for the WWTP Sludge
Thickening Project. He stated that payment will be made on an hourly basis with a not -
to -exceed amount of $93,500.00. Mr. Bakshi made a motion to approve Amendment No.
3 to Contract No. 28-2017 with a not -to -exceed amount of $93,500.00. Mr. Stiens
seconded. The motion passed 3-0.
j The next order of business was the Project Status Update. Mr. Welch gave an update on
the Board's current projects.
With no further business, Mr. Stiens made a motion to adjourn the meeting. Mr. Bakshi
seconded. The motion passed 3-0.
Sue Miller, President