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Date of Meeting: 5 October 2012 Title of Meeting: AOC Utility Invoice Analysis kick off meeting Place of Meeting: Capitol Power Plant Conference Room Contract: AOC Utility Invoice Analysis GS-10F-0010L / Order ID04120162-000
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Date of Meeting: 5 October 2012 Title of Meeting: AOC Utility Invoice Analysis kick off meeting Place of Meeting: Capitol Power Plant Conference Room Contract: AOC Utility Invoice Analysis GS-10F-0010L / Order ID04120162-000 Attendees: Vickie Gassman GSA Sr PM 678-428-0604 vickie.gassman@gsa.gov Brian Kline AOC CPP 202-329-6484 bklein@aoc.gov Terry Watson AOC/Energy 202-226-9720 twatson@aoc.gov Ed St.Germain EMR 703-766-2670x111 egermain@emrinc.com Prasad Nair EMR/PMEI 301-652-5306 pn@pmei.com Najib Salehi EMR/Salehi 703- 624-2613 najib_salehi@yahoo.com Minutes: 1 – Vickie opened the meeting with introductions around the table and then a summary of the purpose of the meeting. 2 – The scope of the work was briefly discussed, including a web-based utility reporting system, analysis of the utility data for both individual Utility accounts and aggregated building performance, tracking billing and building issues, entering bill invoice data into AOC IPP, and assisting with budget planning and management. 3 – Initial data input will be from Excel spreadsheets and pdf files from 2003 to the current month. All data is being captured in spreadsheet up to Nov 2011. Data since Nov 2011 has to be manually input to the database. 4 – It was agreed that AOC needs to issue letters of authorization for utilities to provide invoice data directly to EMR. AOC will also provide a complete list of Utilities points of contact. AOC Utility Invoice Analysis GS-10F-0010L / Order ID04120162-000 GSA Meter Installation 10/9/12 1
Minutes (cont’d): 5 – There are no set formats for the budgets. They will be set for each commodity by building. 6 – The deliverables were reviewed and include: Historic collection of utility bills on three cds Annual utility budget (draft and final) in electronic format Monthly utility budget tracking and forecasting in electronic format; monthly meeting (may be tele-conference) to discuss how we’re doing overall by commodity and status of each contract (utility company) Weekly utility bill review and tracking reported bi-weekly electronically Training of AOC users during ten, one-hour presentations over three days User access to web-based system 7 – Invoices shall be submitted monthly via IPP; reviews and approvals to be done promptly to avoid late charges 8 – The key schedule items were reviewed: 30 days to get the review process up and running 90 days to get the software system up and running 45 days to develop the 2013 and 2014 budgets 120 days to get the on-line training developed AOC Utility Invoice Analysis GS-10F-0010L / Order ID04120162-000 GSA Meter Installation 10/9/12 2
Minutes (cont’d): 9 – As we reviewed the Limited Rights Notice in Attachment D we discussed the need to clarify the wording regarding ownership of the web-based system following expiration of the contract. The meeting was temporarily adjourned while a separate discussion took place between GSA and AOC. EMR/PMEI reviewed its interpretation of the requirements on resumption of the meeting, and attendees were generally in agreement pending a written statement to be submitted by EMR. EMR will provide and distribute its statement of understanding for review and approval of all concerned upon which it will become an addendum to the contract. The meeting adjourned. AOC Utility Invoice Analysis GS-10F-0010L / Order ID04120162-000 GSA Meter Installation 10/9/12 3
