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Home My WebLink About2022-11-08-minutes-solid-waste-and-maintenanceSofld Waste and Rflau tenance Regular Meeting Tuesday November 8, 2022 e 2o00 GTPA BOCC Conference Room 205 West 5th Room 108 - Ellensburg 1. Call to Order 2. Citizen Comments (1 min. time limit) 3. Public Health Fees Update 4. Solid Waste Updates 5. Review Parking Lot Designs 6. Jail Elevator/Grinder Pump Update 7. Request Board approval to purchase Energy Software 8. Discuss Airport Building Maintenance Structure 9. Other business 10. Concluded Created on 11/4/2022 10:07:22 AM KITTITAS COUNTY SOLID WASTE AND MAINTENANCE MINUTES BOCC CONFERENCE ROOM, 205 WEST 5TH ROOM 108 - ELLENSBURG Regular Meeting TUESDAY 2:00 PM November 8, 2022 Board members present: Laura Osiadacz, Chairman via Webex, Cory Wright, Vice -Chairman (Absent) and Commissioner Brett Wachsmith. Others: Patti Stacey and Lisa Lawrence Meeting called to order at 2:00 p.m. Citizen Comments (1 min. time limit) None Public Health Fees Update: Item pulled from Agenda Solid Waste Updates: Patti informed the Board that interviews with consultants for final design of the new Transfer Station are scheduled for tomorrow. She informed the Board that she has not heard back from the Public Works Trust Fund Loan. Discussion was held on the grinder at the Compost Facility being down for two weeks and that Pape has replaced the belts and is working with Mobark to get it repaired. Further discussion included money set aside in reserves for major equipment replacement. Patti thanked the Board for approving the two day a week position. Patti informed the Board that she has a Planning Commission meeting for a Recycling Level of Service Ordinance in the Urban Growth areas. Discussion was held on Waste Managements implementation and the inability to get trucks and wanting Suncadia to bring it to the Curb which their covenants do not allow. Review Parking Lot Designs: Patti recommended Option 2 to the Board stating that it would be easier to maintain. Discussion was held on the other options having more parking spaces but would be harder to plow snow and maintain. The Board 2-0 in favor of Option 2. Jail Elevator/Grinder Pump Update: Patti informed the Board that the elevator is down, and it will probably be the 1St of February before they can get and replace the main shaft and that the cost will be $104,000.00. Patti told the Board that she requested a quote to repair the doors at the same time and she should have that by the end of the week. 2022-11-08 MINUTES Patti informed the Board that they found a Grinder pump, but staff was not capable of installing it. She informed the Board that McKinstry would install for $3600.00, and it would be around $24,000.00 to fix it. She said she is working on a solution and is getting the paperwork to purchase grinder and installation. Discussion was held on Patti meeting with Brian on the line items and where the money transfers from in the budget. Patti informed the Board that the Outdoor Rec needs to be re -surfaced. She said with the recent freeze and rain the cracks separated and leaked into the Sally Port causing damage to the ceiling tile. Patti said they would seal the cracks for the winter and then go out to bid to get an Architect to look at it. Request Board approval to purchase Energy Software: Patti informed the Board that Facility Dude, which is now Brightly has an Energy Software program that tracks how much energy each building uses. This will assist us in being ready to meet State requirements. Discuss Airport Building Maintenance Structure: Patti informed the Board that the Airport has been submitting maintenance request for HVAC, plumbing etc., and asked for direction regarding the request since Maintenance has never provided service to the Airport and doesn't have a budget line for them. Discussion was held on what they did before, the Board directed staff to check with Mark and David and on how it has been handled in the past. OTHER BUSINESS: None Meeting Concluded at 2:26 p.m. Lisa Lawrence 2022-11-08 MINUTES 2 KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Laura Osiadacz, Chairman PREPARED FOR Kittitas County ("Subscriber") Patti Stacey Facilities & Solid Waste Director 205 W. 5Th Avenue Kittitas, WA 98926-2890 PREPARED BY Brightly Software Inc ("Company") 11000 Regency Parkway, Suite 400 Cary, NC 27518 PUBLISHED ON October 30, 2022 NO Q-317723 Service Term: 36 months (01/01/2023 - 12/31/2025) Energy Manager Professional 1/12023 12/31/2023 1,623.09 USD Utility Bill Population 1/1/2023 12/31/2023 1,228.52 USD Subscription 2,851.61 USD Year 1 Total: The Services invoice for Year 1 will be issued upon acceptance of the Order Form. Subsequent Services Invoices will be sent annually. *2 months included at no charge on the first invoice. Energy Manager Implementation 1,710.00 USD Utility Bill Population Implementation 2,034.90 USD Historical Utility Bill Population 438.90 USD Historical Utility Bill Population 438.90 USD Professional Services 4,622.70 USD Year 1 Total: Q-317723 Remaining Services Invoices Year 2 1/1/2024 3,627.26 USD 2 r Year 1/1/2025 3,844.89 USD r Energy Manager - Standard Implementation Statement of Work Purpose Brightly (Company) Energy Manager Standard Implementation is designed to provide our clients with guidance by experienced subject matter experts to ensure an effective and efficient implementation and a faster ROI. With over 12,000 clients successfully using our software, we understand what it takes to successfully implement your solution and look forward to working with you through our Standard Implementation service. Value By partnering with Brightly and taking advantage of our Standard Implementation Service, you are provided expert guidance in the best practice configuration and usage of Energy Manager. By following our focused project plan, you will experience fast time to value and will see your account configured and ready to use within 30 days from project kickoff, plus an additional 30 days of go -live support from your Implementation Specialist. Our Train -the -Trainer approach streamlines the implementation process and empowers the Client Project Lead to fully own and operationalize Energy Manager quickly within their organization. Deliverables • Project Kick -Off Call • Access to Financial Force Community project collaboration tool • 30 day implementation support • Standard database configuration imports using account setup template • 1 -on -1 configuration guidance by dedicated Implementation Specialist • 30 day go -live support • Train -the -trainer best practices and content to onboard your team • Unlimited access to Help Site, Virtual Classroom Trainings, and Best Practice webinars with office hours during and after project • Account configuration guidance by dedicated Implementation Specialist Methodology and Approach Brightly understands the importance of moving quickly to be able to configure a new system and drive adoption within your organization to facilitate a smooth transition from your current system to Energy Manager. Your Standard Implementation will begin with a Kickoff Call with one of our Implementation Specialists. From there, a dedicated Implementation Specialist will guide and assist you through the implementation project. The first 30 days are focused on account configuration and training while the final 30 days are dedicated towards go -live support to ensure account enablement. By following this plan you'll be empowered to effectively streamline your utility accounting operations using Energy Manager. Below is a sample Standard Implementation timeline: Sample Standard Implementation Your dedicated implementation team will be here to assist you during the duration starting during the Kick - Off Call. 4 r Kick Off Kickoff Call with Implementation Specialist Agenda: • Introductions - Project Roles and Responsibilities • Overview of Implementation Process and Tools Discuss Current Processes and Goals • Review Financial Force Community and Resources • Review Account Setup Spreadsheet • Determine Timeline and Next Steps Building Your Foundation (Weeks 1-3) Implementation Specialist Key Client Personnel (Client Project Lead, other major stake holders) • Attend Energy Manager Introduction virtual classroom training . or review equivalent help content • Understand basic navigation and configuration requirements • Compile Facility, Vendor, Account, Meter, and Bill data for Client Project input Lead • Initial Data Review Call with Implementation Specialist Account Setup Login to Energy Manager pending client data load Im P Implementation and • Become familiar with basic functionality of the system Specialist Configuration • Configure System Settings, Facilities, Vendors, Accounts, Meters, and Line Items • Configuration Import - Facilities, Vendors, Accounts, and Meters • Connect with Implementation Specialist on account configuration progress Bill Entry (Weeks 3-4) Client Project • Attend Bill Entry virtual classroom training or review equivalent Lead Configuration help content • Create Line Item Types Implementation • Start entering utility bills into Energy Manager Specialist S P Bill Entry Connect with Implementation Specialist on account configuration and bill entry progress 5 • Attend Energy Manager Reporting 101 virtual classroom Client Project training or review equivalent help content Client Project • Review the top reports in Energy Manager Lead • How to break out individual facilities, groups of facilities, or the Implementation Reporting entire organization in reports Specialist • The difference between Line Item and Bill Date Proration Other key client reporting methodology personnel • Different output options for reports and saving reports for use needed for Use later Case Tests • Perform use case testing to ensure solution readiness Client Project • Enter 3-6 months of bill entries to confirm Accounts and Lead Meters setup correctly Implementation • Run Reports in Energy Manager to confirm data is consistent Specialist Use Case Testing Have representatives from various user roles login to confirm and User they can execute job functions as expected Other key client Training personnel • End users access and review online help documentation needed for Use • Confirm users can access Energy Manager and perform Case Tests expected job functions End Users • Confirm goals defined during Kickoff Call have been met Implementation Confirm database setup completion and readiness for use Implementation Complete and Introduce ongoing Company resources Specialist Project Close Close project Client Project Lead Excluded from Standard Implementation The following services are not included with Standard Implementation: • Evaluation of your current practices, policies and procedures for the purposes of performance improvements • Migration of data from other systems or locations • Export of data to any other systems or third parties • Bill Import Template Creation • Historical Bill Population Service • Utility Bill Population or Utility Bill Population Management Services • Interval Data Recording and Interval Data Recording - Management Services 2 Er Cost Avoidance Setup Energy Star Sync Setup Public Facing Billboard Setup Role -based end user trainings Client Assumptions • The client will schedule time for the appropriate resources to be available to the Implementation Specialist for all scheduled required activity. The success of this process is dependent on the attendance and full engagement of the key stakeholders. • The Client Project Lead shall be primarily responsible for providing access and training on Energy Manager to end-users. • Client will provide facility, vendor, account, and meter data to be imported in a timely manner and in the template format provided via Financial Force Community so the Implementation Specialist has an opportunity to import the data during the project period. • If there is no existing data, the Implementation Specialist will guide the client to focus first on key facilities, vendors, accounts, and meters. This can be manually entered into Energy Manager. Energy Manager - Utility Bill Import Setup Service Company designs, constructs and tests the file format(s) for use in importing energy data. After completion of the import format, the importing of utility bill invoice data into Energy Manager will be performed by Kittitas County. Kittitas Countywill be responsible for verifying and importing cost, consumption, accuracy and/or the appropriateness of invoice data provided by the utility provider or client. Utility Bill Population and Historical UBP - Standard Implementation Statement of Work Purpose Brightly (Company) Utility Bill Population Standard Implementation is designed to provide our clients with guidance by experienced subject matter experts to ensure an effective and efficient implementation and a faster ROL With over 12,000 clients successfully using our software, we understand what it takes to successfully implement your solution and look forward to working with you through our Standard Implementation service. Value Ni By partnering with Brightly and taking advantage of our Standard Implementation Service, you are provided expert guidance in the best practice enrollment of the Utility Bill Population service (Historical and/or Ongoing) in conjunction with your Energy Manager database. By following our focused project plan, you will experience faster time to value with utility bill data populating into your Energy Manager database. Our approach streamlines the enrollment process and empowers the Client Project Lead to fully own and operationalize Energy Manager with historical and/or current, ongoing utility bill data quickly within their organization. The sooner your login credentials are validated and/or utility bills are uploaded to your folder, the sooner data will come in to the database. Any changes to this statement of work shall be handled through project change controls. Deliverables • Project Kick -Off Call • Access to Financial Force Community project collaboration tool • Final utility bill population configuration supported by 1 -on -1 bill acquisition and enrollment guidance • Go -live support during enrollment and launch • Unlimited access to Help Site, Virtual Classroom Trainings, and Best Practice webinars with office hours during and after project • Support resources are available for technical assistance by Phone and Email between 8am - 6pm EST, Monday - Friday • Phone: 1-877-655- 3833 • Email: su000rt(a dudesolutions com(mailto:supoortPdudesolutions.com) Methodology and Approach Brightly understands the importance of moving quickly to be able to configure a new system and drive adoption within your organization to facilitate a smooth transition from your current system to Energy Manager. Your Standard Utility Bill Population Implementation will begin with a Kickoff Call with one of our Implementation Specialists. From there, an Implementation Specialist will guide and assist you through the enrollment. Below is a summary of the standard implementation process. Standard Implementation for Historical and Ongoing Utility Bill Population Service Your implementation team will be here to assist you during the duration, beginning with the Kick -Off Call. Kick Off Kickoff Call with Implementation Specialist. (Concurrent with Energy Manager) Agenda: • Introductions - Project Roles and Responsibilities • Overview of Implementation Process and Tools • Discuss Current Processes and Goals • Review Basecamp and Resources • Review Utility Bill Population Spreadsheet • Determine Timeline and Next Steps Implementation Specialist Key Client Personnel (Client Project Lead, other major stake holders) Vit W Client fills out the Utility Bill Population Spreadsheet: • Enter Vendor Name for Each Account to be Enrolled in UBP Service • Enter Utility Bill Account Numbers to be Enrolled in UBP Service • Enter the Vendor Websites where bills are to be gathered • Enter User Name for Vendor Websites where bills are to be gathered • Enter Passwords for Vendor Websites where bills are to be gathered • If bills cannot be gathered online, client must indicate that clean PDF bills will be supplied. • Client will be given a secure ShareFile link where PDF bills can be Account and uploaded by the client for processing Bill Gathering and import into Energy Manager. • Implementation Specialist will review Utility Bill Population Spreadsheet with the client and discuss any issues that would prohibit enrollment and population of bills. • Implementation Specialist will work with data vendors to conduct preliminary enrollment and identify issues with selected accounts. • Implementation Specialist will advise client of any enrollment issues identified, make changes as needed, and will produce a final Utility Bill Population spreadsheet. • Client approves final Utility Bill Population spreadsheet and provides final validation of accounts to be enrolled after which modifications to accounts or enrollments will be handled through the change control process. Client Project Lead .Implementation Specialist 101 i[7 Utility Account Enrollment N m • Implementation Specialist will formally enroll vendors with bills available online with the.Utility Bill Population service. • Implementation Specialist will formally enroll vendors with PDF copies of bills with the Utility Bill Population service. • If sub -accounts are identified during enrollment that add to the total number of accounts then a re - Enrollment and Post scoping and re -pricing exercise Enrollment might be necessary to finalize the number of accounts. • Implementation Specialist will coordinate with the Energy Data Team on any issues that arise during bill retrieval or population • Implementation Specialist will work with client to resolve issues as needed. • Client may connect with Implementation Specialist on enrollment progress. Utility Bill Population Client Project Lead Implementation Specialist Di�J 12 r Bill Population Utility Bill Population Enrollment Completion and Ongoing Support Energy Data Team will import utility bill data into the client's database as it is made available by the utility vendors received for historical and/ or ongoing population within 20 business days for historical bill data and 10 business days for ongoing bill data from being posted by vendor. Energy Data Team will import utility bill data into the client's database as it is made available by the client for historical and/or ongoing population within 30 business days for historical bill data and 10 business days for ongoing bill data from being posted to Share File by the client. Energy Data Team will work to resolve any issues that arise during import of historical or ongoing utility bill population. • Confirm goals defined during Kickoff Call have been met • Client will contact the Company, Inc. Legendary Support Team if bill data is missing or imported incorrectly through phone or email. • Company Support by Phone: 1-877-655-3833 • Company Support by Email: su000rtPdudesolutions.com (mailto:suonort(adudesolutions.com) Special Conditions for Utility Bill Population Client Project Lead Energy Data Team Client Project Lead Implementation Specialist The Utility Bill Population Service is subject to additional terms that include the following: Login Requirements: The client must provide usernames, passwords and billing statements for utility accounts. UBP Agreement Term: The term of this agreement is to exist and continue for one year which is to begin at the date of the acceptance of this proposal. Invoice: The invoice is sent when the Utility Bill Population service is launched and the support phase of the process is started. 13 Automatic Renewal: Automatic invoicing of annual fee will occur at the end of each term unless request for non -renewal is received in writing 45 days prior to renewal date. Termination: Notwithstanding any other provision to the contrary, this agreement can only be terminated for cause during the Term of this agreement. Additional Accounts: Additional accounts beyond those documented in this proposal can be set up by contacting the Company Client Service Center and are subject to additional set-up charges and renewal amounts. • Refunds: The purchase price for this service is due upon acceptance and is non-refundable. • Cancellation: If payment is not received prior to renewal date, service will be cancelled. Responsibilities and Assumptions Client Resource Availability: The client will schedule time for the appropriate resources to be available to the Implementation Specialist for all scheduled required activity. The success of this process is dependent on the attendance and full engagement of the key stakeholders. Online Access: The client will need to provide Company authorization via login names and passwords to your utility providers' websites in order to access, process, and enter bills that are available online. Softcopy Bills: It is client's responsibility to provide legible PDF softcopies for all utility bills without online access for any utility providers and associated accounts that the client wishes to have included in the Utility Bill Population service. This will allow Company to retrieve current utility bill data so that data can be populated in the software solution for the corresponding accounts on a monthly basis. We can furnish a guide that outlines the scanning and PDF requirements that should be followed when this service is purchased. Accuracy and Availability: It is the client's responsibility to contact their utility providers regarding missing or inaccurate utility bill data for accounts included in the Utility Bill Population. Company is responsible for accurate and timely entry of utility bill data into the corresponding Energy Manager account. • Line Items: Company has designed the Utility Bill Population Service to capture specific line items from the bills based on the specific utility type. This is a standard list that can be provided and shows which lines items we track. • Utility Bill Population Import Template: As part of the service, Company will add a bill import template called "Utility Bill Population Import" or similar. It will contain the columns and tags needed in order to provide the UBP Service each month. • Historical Utility Bill Population: The same authorization is needed as the ongoing Utility Bill Population service if Company is going to be accessing historical bill data online. You may also provide legible, electronic PDF file copies of utility bills that are historical in nature to build out the requested historical data in Energy Manager if they are not available to be gathered online. Most utility companies have between 18 - 24 months of historical bills, but it will vary per vendor. • Working with Utility Companies: In most cases, Company is notable to work directly with your Utility Companies to obtain bills or other information. In limited circumstances, we can work directly with Utility Companies; however, this can incur additional costs and must be specifically included in the proposed services. This also often extends the timeline to deliver populated data because Utility Companies are often slow to respond to non -customer requests. If Company includes working with your vendors as part of our proposed services, due to privacy policies and best practices, Utility Companies often ask for a Letter of Authorization from their customers in order to talk with a 3rd Party, such as Company. These letters only authorize Company to make inquiries about our clients' accounts and bills, 14 and does not usually mean full access to online accounts and bills. We still need our clients to provide bills either through online login credentials that can access bills and/or PDF copies. Change Controls After the Utility Account Enrollment phase is complete and bill population has begun, any changes to enrolled accounts, facilities, or other data configuration changes need to be directed to Company Support and might require a re -scoping and re -pricing exercise. Parties may agree to modify the Services through a written change order specifically referencing this applicable Statement of Work. Such change order will become part of the applicable Statement of Work when executed by both Parties, and the services described therein will become part of the Services. You may request that Company add services not in the Specifications by submitting a written proposed change order to Company. Such change order will become part of the applicable Statement of Work when executed by both Parties, and the services described therein will become part of the Services. Project Terms and Conditions This Statement of Work ("SOW") is entered into by and between Brightly, Inc. ("Company") and #OrganizationName# pursuant to and subject to the project terms and conditions ("Project Terms and Conditions") specified below. Acceptance of this SOW on behalf of a company or legal entity represents that you have authority to bind such entity and its affiliates to the order, terms and conditions herein. If you do not have such authority, or you do not agree with the Terms set forth herein, you must not accept this SOW and may not use the Service. In addition, the terms of the Company Master Subscription Agreement, found at http://brightlysoftware.com/terms (http://briahtlysoftware.com/terms)("Terms"), shall govern the Services, unless Subscriber has a separate written agreement executed by Brightly, Inc. ("Company") for the Services, in which case the separate written agreement will govern. The terms of the SOW shall take precedence in the event of a conflict between the Terms and the Project Terms and Conditions. Acceptance by electronic signature is considered a valid and legally binding form of receipt. Company reserves the right to require that overdue Client accounts be paid to current for all prior Company completed projects before a new SOW can be executed. SOW must be accepted and signed by Client within 60 days, after which Company reserves the right to adjust or requote the engagement. The term of this SOW shall be effective and binding and commence on the date signed by Client and shall terminate as provided herein or upon written acceptance of the work performed with final payment received. 15 r Qrder Form terms By accepting this Order Form, and notwithstanding anything to the contrary in any other purchasing agreement, Subscriber agrees to pay all relevant Fees for the full Services Term defined above. The "Effective Date" of the Agreement between Subscriber and Company is the date Subscriber accepts this Order Form. • This Order Form and its Services are governed by the terms of the Brightly Software, Inc. Master Subscription Agreement found at hitp /brightlysoftware.com/terms (hht :/n /brighhlysoftware.com/ rms) ("Terms"), unless Subscriber has a separate written agreement executed by Brightly Software, Inc. ("Company") for the Services, in which case the separate written agreement will govern. Acceptance is expressly limited to these Terms. Any additional or different terms proposed by Subscriber (including, without limitation, any terms contained in any Subscriber purchase order) are objected to and rejected and will be deemed a material alteration hereof. • To the extent professional services are included in the Professional Services section of this Order Form, the Professional Services Addendum found at htt :/� /brightlysoftware.com/terms (htt:/n /brightlysoftware_com/terms) is expressly incorporated into the Terms by reference. • During the Term, Company shall, as part of Subscriber's Subscription Fees, provide telephone and email support ("Support Services") during the hours of 8:00 AM and 6:00 PM EST, (8:00 am - 8:00 pm EST for Community Development Services) Monday through Friday ("Business Hours"), excluding Company Holidays. • Unless otherwise specified on this Order Form, Company maintains the right to increase Subscription Fees within the Services Term by an amount not to exceed the greater of 6% or the applicable CPI and other applicable fees and charges every 12 months. Any additional or renewal Service Terms will be charged at the then -current rate. • Acceptance of this Order Form on behalf of a company or legal entity represents that you have authority to bind such entity and its affiliates to the order, terms and conditions herein. If you do not have such authority, or you do not agree with the Terms set forth herein, you must not accept this Order Form and may not use the Service. • Proposal expires in sixty (60) days. • Subscriber shall use reasonable efforts to obtain appropriation in the full amount required under this Order Form annually. If the Subscriber fails to appropriate funds sufficient to maintain the Service(s) described in this Order Form, then the Subscriber may terminate the Service(s) at no additional cost or penalty by giving prior written notice documenting such non -appropriation. Subscriber shall use reasonable efforts to provide at least thirty (30) days prior written notice of non - appropriation. Subscriber agrees non -appropriation is not a substitute for termination for convenience, and further agrees Service(s) terminated for non -appropriation may not be replaced with functionally similar products or services prior to the expiration of the Services Term set forth in this Order Form. Subscriber will not be entitled to a refund or offset of previously paid, but unused Fees. Additional information P4 Prices shown above do not include any taxes that may apply. Any such taxes are the responsibility of Subscriber. This is not an invoice. For customers based in the United States, any applicable taxes will be determined based on the laws and regulations of the taxing authority(ies) governing the "Ship To" location provided by Subscriber. Tax exemption certifications can be sent to • Billing frequency other than annual is subject to additional processing fees. • Please reference Q-317723 on any applicable purchase order and email to a o n sr ivabl (&bright(ysoftware.com (mailto:a oun sr ivabl Obright(ysoftware.com) • Brightly Software, Inc. maintains the necessary insurance coverage for its products and professional services, including but not limited to liability and errors & omissions coverage. Proof of insurance can be provided upon request. Illuminate: Bringing the best Ideas to Light Bringing Assets Into Focus Brightly's Illuminate conference is a place for operations and asset management leaders to gather and share our collective wisdom, spotlighting the best new ideas and learning from one another to realize a brighter future. Take stock of where you've been and plan for where you're going while connecting with industry peers and experts as passionate to help their organizations thrive as you are. Brightly's Illuminate conference is a gathering of the brightest minds in operations and asset management, where you can connect with leaders in their field, exchange expertise, and uncover new opportunities to realize a brighter future Illuminate is March 12th -15th, 2023. Attendees are in for the best in-person conference yet, with more knowledge, training, and technology than ever before. Enlighten Share your expertise and level up your knowledge with hands-on education and training you can bring back to your team. Envision Explore the brightest ideas and smartest solutions to elevate the work your organization is doing and realize your vision for the future. Engage Broaden your professional network by sharing wisdom with fellow operations and asset management leaders. 17 Admission for Illuminate is $895 for tuition only and $1795 for the "Brightly Bundle". The Brightly Bundle includes meals, a 4 -night hotel stay and tuition. Registration is open beginning September 1st through March 10th, 2023. 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