HomeMy WebLinkAbout#13 Energy Efficiency Program Software AGENDA ITEM #13
Public Utility District m
MEETING DATE: March 6, 2024
TO: Board of Directors
FROM: Steven Keates, Special Projects Administrator
Michael Salmon, Chief Financial Officer
SUBJECT: Renew Contract with LaunchCG for Energy Efficiency Program
Software
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a contract in an amount of $157,600 plus a
10% change order authorization for a total not to exceed contract amount of $173,360
with Launch Consulting Group (formerly Direct Technology) for the Energy Efficiency
Collaboration Platform and Vimotely software services.
BACKGROUND:
In 2021 The District migrated its energy efficiency rebate processing database from
Energy Orbit to Energy Efficiency Collaboration Platform (EECP). The initial contract
was established for a term of three years and it is currently time to renew our contract in
order to continue the service. The District is contracted with Launch Consulting Group
for two specific services:
1) Energy Efficiency Collaboration Platform - Database used to manage rebate
processing workflow and reporting.
2) Vimotely - Remote video & data capture software used to facilitate the Distirct's
current residential energy survey program.
The proposed contract renewal is for an additional 3-year term, consistent with the
original contract. The renewal also includes expanded access to the reporting interface
within EECP (discussed below).
ANALYSIS AND BODY:
The conservation staff have realized significant increases in productivity in
administering our rebate programs through the EECP platform (including the addition of
an online rebate application) and would like to continue using it moving forward to
support our rebate programs. Furthermore, the Vimotely software has allowed The
District to continue offering a residential energy survey to our customers which staff
intend to expand in the near future. The original cost for these services were $3,600 per
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month ($1,800 for each service). The costs for the renewed services for the next three
years are increased by $200 per month ($2,000 per month for EECP and $1,800 per
month for Vimotely). The costs are approximately 6% higher compared to the previous
contract which are attributed to increased hosting fees at the data center.
In addition to the two software services discussed above, staff requested Launch CG
include a quote for additional access (ODBC access) to the reporting database which
will help streamline various reporting processes as well as the monthly rebate
processing activities. The expanded access will cost an additional $500 per month (or
$6,000 annually). There will also be a one-time fee of $2,800 to establish the ODBC
connection, user accounts, and VPN access.
The renewal costs discussed above are summarized in the following table:
RenewedAFIFINPW
Cost Annual Cos
lVimotely
ECP $21,600 $24,000 $0$21,600 $21,600 $0
ODBC Access $0 (not included) $6,000 $2,800
The total proposed contract amount over the term of the contract is $157,600. Staff
recommends that a 10% change order authorization be included for contingencies,
which brings the total not-to-exceed amount value of the contract to $173,360.
While other providers of similar software services do exist, the cost to The District to
change providers for this service exceeds the potential benefits given the existing
integrations with District systems, established workflows used to administrate
programs, and the significant set-up costs associated with re-establishing these and
creating a new database. Furthermore, changing services would have a significant
negative impact on The District's conservation programs during the transition period
and would complicate year end reporting processes for the transition. Given the existing
vendor's unique capabilities of serving The District's current needs, it is therefore
recommended that The District renew this contract under Section 3.08.050.4 of District
Code which allows agreements for special services.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
1. Responsibly serve the public.
5. Manage the District in an environmentally sound manner.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
2. Environmental Stewardship: Create a sustainable resilient environment for all our
communities.
3. Engage with our customers and communities in a welcoming and transparent way to
identify opportunities.
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4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
Sufficient funds exist within the approved FY24 and FY25 budgets for this procurement.
It is anticipated that this expense would be included in future budgets.
ATTACHMENTS:
1. SOW_TPUD_2024Renewal
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im
EXHIBITA
Truckee Donner Public Utility District - EECP 2024
Renewal
Form of Statement of Work
THIS STATEMENT OF WORK(this "SOW") adopts and incorporates by reference the terms
and conditions of the Master Services Agreement dated as of January 2, 2024, between 110
Holdings, LLC dba Launch Consulting ("Launch") and Truckee Donner Public Utility
District or TDPUD ("Client")(as it may be amended from time to time,the "Agreement").
Capitalized terms used without definition in this SOW shall have the meanings specified in
the Agreement.This SOW is effective as of the last date this SOW is executed by parties
hereto as reflected on the signature pages here (the "Effective Date").All obligations
performed under this SOW will be conducted in accordance with and subject to the terms
and conditions of this SOW and the Agreement. In the event of a conflict between this SOW
and the MSA,the terms of the MSA shall control.
Contact Information
Client Launch
Client Name Truckee Donner Public Utility Name Launch Consulting
District
Address 11570 Donner Pass Rd Address 15400 SE 30' PI Suite 202
Truckee, CA 96161 Bellevue,WA 98007
Phone Number 530-587-3896 Phone 434-481-1845
Number
Primary Name: Steven Keates Primary Name: Amy Hess
Contact Email: Contact Email:ahess@launchcg.com
stevenkeates@tdpud.org
Secondary Name: Brian Wright Secondary Name: Jason Davis
Contact Email:brianwright@tdpud.org Contact Email:
Jason.davis@launchcg.com
Launch Consulting 1 15400 SE 30th PI.Ste.#202,Bellevue,WA 98007 Confidential lalnch
425.747.6111 1 launchconsulting.com v.7.28.2023
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SOW Effective Date January 1, 2024
SOW Expiration Date December 31, 2026
IN WITNESS WHEREOF,the parties hereto have executed and delivered this SOW as of the
Effective Date.
Truckee Donner Public Utility District 110 Holdings, LLC dba Launch Consulting
Signature Signature
Name (please print) Name (please print)
Title (please print) Title (please print)
Date Date
1 Commencement Date and Term
In exchange for Client's payment of the fees set forth in Section 13 below,the Company shall
provide the Services (as defined below) pursuant to this SOW commencing on or around as
the SOW effective date and will continue to provide such Services until the SOW expiration
date as dated above.
2 Project Description
Launch will provide continued hosting and professional services for its enterprise software
tool, Energy Efficiency Collaboration Platform ("EECP"),to the Client to enable data
management and implementation process flows for its energy efficiency and demand-side
management program implementation.
3 Scope
Launch's proposal includes the continuation of hosting EECP in its data center located in
Sacramento, California.An installation of EECP is comprised of two (2) environments.The
server environments are PROD and TEST.The PROD environment is dedicated to the
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Production instance of EECP, and the TEST environment is used for 2 User Acceptance (UA)
instances.The UA instance(s) are the client's test environment where code changes are to be
verified. UA2 mirrors production and provides the client with the opportunity to test
configuration in an environment that simulates production.
Hosting Requirements:
• 24x7x365 monitored datacenter
• 6:00 a.m. to 6:00 p.m. general service desk(Pacific Standard Time)
• 24x7 emergency phone support
• Redundant Firewalls
• Automated server patching
• Additional Hosting Resources available at additional cost(CPU, RAM, Disk Space)
License and Services
• EECP Product Updates
o Release management
o Defect remediation
o Enhancements
o Deployment
o Patches
• Access to Launch Consulting Customer Care - Customer Care consists of a dedicated
team of client care specialists tasked with delivering exceptional customer service,
providing product support to product issues. Customer Care includes:
o Tier 1 Support Desk
o Point of Contact(POC)for system down issues
o Triage for issues requiring Application Development team support
o Escalation and management of support tickets (IT or Software Development)
o Support and assistance for functionality questions
o Configuration support(answering configuration related questions)
o Reporting support(answering report development related questions)
0 6:00 AM - 6:00 PM PST(12 hour) availability
Vimotely
• Launch will provide CLIENT with a virtual verification platform that will be used by
inspectors and/or auditors.
• These users will each have a login to be able to use the virtual verification platform to
conduct virtual meetings that are recorded and saved within Launch's Virtual
Verification portal.
• These recordings can then be annotated and optionally close captioned.
• These videos will be retained for as long as CLIENT deems necessary to be reviewed
for quality control.
ODBC Access
1. One-time setup for creation of direct access link to the TDPUD EECP production
database, via VPN between TDPUD and Launch Energy datacenters.
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2. Creation of read-only SQL Server access for up to two named users to the TDPUD
EECP production database.
3. One-time setup for coordination and setup of VPN tunnel.
4 Deliverables
Key Deliverable Description
EECP Release Notes Documentation distributed alongside the release of EECP product
release. The document describes specific changes included in the
product update.
5 Responsibilities of the Company
The Company shall have responsibility for the following:
Role Responsibilities
Client Services Manager Company executive sponsorship which provides strategic guidance,
thought leadership, quality assurance and planning and
prioritization.
Customer Care Analyst Responsible for client requests, regarding product functionality
or problems.
6 Responsibilities of the Client
The Client shall have responsibility for the following:
Role Responsibilities
Project Sponsor Day-to-day resource responsible for project success; manages and
escalates issues and facilitates decision making, issue resolution, risk
aversion, and overall budget and timelines
In addition, Client agrees to the following responsibilities:
1.1 Assign an individual(s)who will serve as Client's primary point of contact for all
communications with the Company in respect of this SOW. Client will provide the name
of this individual to the Company within five (5) days after the Effective Date.
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1.2 Submit to the Company all existing documentation related to relevant systems as
needed.The Company will secure and return all documentation per the Client's
instructions.
1.3 Cooperate and consult with the Company as necessary to enable the Company to
perform the Services hereunder in a timely manner.
1.4 Provide all Client-specific and third-party network access, hardware, and software
necessary for the Company to perform the Services hereunder.
1.5 If the Company is required to use any third-party software that is in addition to the third-
party software already used by the Company,then Client shall provide such third-party
software at Client's sole cost and expense.
1.6 Obtain all consents and approvals necessary for the Company to access and use of any
Client and/or third-party software or systems, at Client's sole cost and expense, prior to
commencement of Services.
1.7 Have and maintain all resources and skills necessary to fulfill Client's responsibilities
under this SOW.
7 Acceptance Criteria
The acceptance of this SOW must be signed below and returned to the Company in order to
initiate scheduling and delivery of the above listed services.
Deliverables in Section 4 are considered acceptable unless written notice is provided by
Client to the Company within five (5) business days of completion/submission.
8 Project Assumptions and Performance Expectations
8.1 Launch has made the following assumptions regarding this project:
a. Client has obtained all necessary consents and approvals for Launch to access and
use of any proprietary information of Client and/or any other applicable third
parties.
b. Launch will produce only agreed upon deliverables documented within this
executed SOW, all additional requests will be handled through addendums or
additional SOWS.
c. Scheduling of interviews and other logistics will be handled by Client Project Lead
with assistance from Launch Project Lead.
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d. All travel or other expenses must be preapproved in writing by Client.All travel will
be in accordance with current Client policy.
e. Any tools or software provided by Client for use by Launch shall remain the
property of Client and will be returned upon request or termination of this SOW.
f. Launch will complete all deliverables via remote work.
g. Launch may subcontract Services for Services performed under this SOW only.
Launch affirms no individuals or entities authorized as subcontractors under this
SOW are subject to sanctions or export controls under U.S. or local law that would
restrict or prohibit them from working on this engagement.
h. Client agrees to the use of nearshore and offshore resources. Locations include
India, Mexico, and/or Argentina.Additional locations can be added with prior
written consent from the Client.
i. The dates, resources, and cost in this proposal are subject to change based on
Client's timeline for proposal acceptance
j. Launch offices are closed on the following US holidays unless otherwise requested
in writing by the Client, and additional costs may apply:
Location Holidays
❑x US(Launch Consulting 8 holidays: New Year's Day, Presidents Day,
Only) Memorial Day, Independence Day, Labor Day,
Thanksgiving Day, Day after Thanksgiving, Christmas
Eve, and Christmas Day
❑ India 8 holidays: Independence Day, Ganesh
Chaturthi/Vinayaka Chavithi,
Dussehra/Vijayadashami, Deewali, Christmas,
Sankranti, Republic Day, and Id-UI-Fitr/Ramzan
❑ Argentina 20 holidays: Independence Day, Step to the
immortality of Gen. San Martin, Feriado con fines
turisticos, Cultural Diversity Day, National
Sovereignty Day, Feriado con fines turisticos,
Immaculate Conception Day, Feriado con fines
turisticos, Christmas Day, New Year's Eve, New Years,
Carnival 1 st Day, Carnival 2nd Day, National Day of
Remembrance, Malvinas Day/Veterans Day and
Fallen in Falkland's War, Good Friday, Labor Day,
May Revolution, Commemortion of Gen. Guemes,
and Paso a la inmortalidad del General Belgrano
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Location Holidays
❑ Mexico 12 holidays: Battle of Puebla, Independence Day,
Day of the Dead, Revolution Day, Christmas Eve,
Christmas Day, New Years, Kings Day, Constitution
Day, Benito Juarez's Birthdate, Maundy Thursday,
and Good Friday
8.2 Launch shall not be liable, responsible or otherwise accountable for any interruption,
delay or other failure to fulfill any obligation under this SOW if the fulfillment of such
obligation is prevented,frustrated or delayed as a consequence of: (1)the inaccuracy
of any assumption set forth in this SOW; (ii)the failure of Client to fulfill its obligations
under this SOW and/or the Agreement; (iii) any change in scope requested, or delay
caused, by Client; or(iv) any force majeure event(as described in the Agreement; and
(v) any matter described in Section 8.3 below.
8.3 Furthermore, Launch shall not be liable for any failure to fulfill its obligations
hereunder in the case of:
a. Failure of Client to provide adequate specifications and/or requirements;
b. Failure of Client to approve deliverables in a timely fashion; or
c. Failure of Client to perform related work required by Launch in the performance of
its work deliverables.
9 Work Location
The Services described in this SOW shall be provided at Client's facilities, or at the Company's
facilities, or remotely.All expenses for travel requested by Client will be promptly reimbursed
by Client(with Client approval of expense report submitted by the Company).
Client shall provide the Company with the following if work is to be done at Client facility:
a. Access to and use of cubical workspace at the location where the Services are to
be performed for all the Company resources.
b. Access and use of internet access(for business purposes).
c. Security access to all platforms necessary to perform the Services.
d. Any personal computing hardware and software reasonably required to complete
the Services or project objectives.
e. Any other necessary equipment needed to complete the Services to be provided
under this SOW.
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10 Approved Third-Party Materials
Launch shall not include in the Deliverables or Documentation any open-source components,
unless expressly approved by Client and described in the SOW.
All right,title, and interest in and to approved Third-Party Materials will remain with the
respective owners thereof, subject to any express licenses or sublicenses granted to Client
pursuant to or in accordance with this SOW.
11 Open-Source Components
Launch shall not include in the Deliverables or Documentation any open-source components,
except for any components expressly approved by Client and describe in the SOW.
All right,title, and interest in and to any Open-Source Components will remain with the
respective owner thereof, subject to Client's rights under the applicable Open-Source
Licenses.
12 Public Reference Authorization
Client authorizes the Company to produce, publish, promote, and distribute the contents of a
case study for the work defined in this SOW for purposes of communicating the Company's
consulting services, products, or programs. Client acknowledges and approves that any or all
of the copy from the case study may be used in printed publications, multimedia
presentations, on websites or in any other distribution media. Client agrees that no monetary
or other claim will be made against the Company for any such use. Client will have the right
to approve the first release of the case study. Client waives any right to inspect or approve
subsequent products wherein copy from this case study may appear, however the Company
commits to communicate its intentions and make known the general use of the case study
results and any testimonials contained within.
13 Service Fees
The Client agrees to pay a total fee of$ 51,600 US per the following milestone payment
schedule:
,e-curring Project Costs`iiII111111111111111111iiii`� Monthly Cost Annual Cost0— Billed
License, Support, and Hosting $2,000 $24,000 Monthly
Vimotely $1,800 $21,600 Monthly
ODBC Access $500 $6,000 Monthly
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The Client agrees to pay a one-time setup fee of$ 2,800 US per the following:
One-Time ODBC Setup Cost I Annual Cost TOA
Account Setup Security/Setup -- $1,820
SQL User Account(2 named Security/Setup -- $420
users to PRD database)
VPN Access Security/Setup -- $560
Total Cost $2800
Professional
Hourly Time & Material Rate (Blended for all resource $140/ hr. As Required
types)
Such fees are due via invoices sent by Launch for the work completed and accepted by Client
per the above schedule.
14 Payment Terms
• All properly submitted and approved invoices will be paid NET 45.
• Client will be invoiced monthly for all professional resource hours incurred during the
previous month
• Client will be invoiced monthly for hosting fees and the annual license and support
fees.
• Travel-related expenses will be billed as actual. All travel will be pre-approved in
writing by Client. Backup documentation will accompany any invoice that includes
travel-related expenses. Travel related expenses include airfare, lodging, meals, and
mileage. Mileage will be billed at the then current annual Internal Revenue Service
rate
15 Expenses
The Company will be solely responsible for all expenses it incurs while performing the
Services unless the Client otherwise consents in writing.
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