AGENDA MEMORANDUM

MEETING DATE:               July 12, 2010

FROM:                                   Jay M. Evans, City Manager

SUBJECT:                              Amendment of the Professional Services Contract with Plexus Research, a division of R.W. Beck, for the Advanced Metering Infrastructure (AMI) Selection Project, and approving additional compensation

Staff Recommendation:

Staff recommends approval of the revised scope of work and additional compensation for the Advanced Metering Selection Project with Plexus Research, a division of R.W. Beck

Analysis:

On July 13, 2009, the City Commission approved a Professional Services Agreement with Plexus Research to assist with the selection and procurement process for the advanced metering infrastructure (AMI) part of our smart grid project.  The amount of the contract is $90,000, plus travel.   Approximately $35,390 remains to be billed under this contract.

The Leesburg Electric Department is in immediate need of professional assistance with the production of documents required by City’s $9.7M Federal Smart Grid Investment Grant (SGIG).  City staff has been working extremely hard to generate project documents that the Department of Energy requires for compliance, all of which necessitate a high level of industry expertise.  The services of Plexus Research are needed to complete the Metrics & Benefits Plan and submit it to DOE for approval within a very tight timeframe.  The attached proposed revision of the Scope of Work and fees from R.W. Beck for the AMI Selection Project Agreement will allow Plexus to immediately assist the City in this manner.  The Scope of Work would be amended to include the Metrics and Benefits Plan as a deliverable. 

The cost of this amendment would be approximately $21,110 above the already-approved $90,000.  

Options:        

1.  Approve the resolution as presented; or

2.  Other such action as the Commission may deem appropriate.

Fiscal Impact:

$21,110 in additional funding would be required, half (50%) of which is reimbursable under the SGIG.  Any incomplete tasks under the original Scope of Work would require future Commission approval.

Submission Date and Time:    7/9/10 11:51 AM____

Department: Administration Prepared by:  Jay M. Evans, City Manager Attachments:  Yes__X__   No ______ Advertised:   __ ___Not Required _X____ Dates:   ____________________________                      Newspapers:_______________________

Reviewed by: ________ Finance  Dept. __________________                                     Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account : _____________________ No. Project No.  _______________ WF No. Budget : _____________________________    Available _____________________

RESOLUTION NO._______________

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH PLEXUS RESEARCH, A DIVISION OF R. W. BECK, INC. FOR AMENDMENT OF AN AGREEMENT FOR THE ADVANCED METERING INFRASTRUCTURE (AMI) SELECTION PROJECT; APPROVING THE REVISED SCOPE OF WORK AND COMPENSATION; AND PROVIDING FOR AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

THAT the Mayor and City Clerk are hereby authorized to execute an amendment to the agreement approved on July 13, 2009 with Plexus Research, a division of R.W. Beck, a division of R. W. Beck, Inc. whose address is 1000 Legion Place, Suite 1100, Orlando, FL 32801, for Advanced Metering Infrastructure (AMI) Selection Project.

THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the 12^th day of July, 2010.

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk