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HomeMy WebLinkAbout2012-12-19 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Wednesday, December 19, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Damon Micalizzi, Public Information Officer 1. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 2. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 2.1. Task Release No. 3 with Westin Engineering for CMMS services Recommendation. That the Committee recommend the Board of Directors authorize the Acting General Manager to approve Task Release No. 3 amending the Professional Services Agreement (PSA) between the Yorba Linda Water District and Westin Engineering, extending support services for another year, using remaining budgeted funds. 3. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 3.1. Bottled Water Label Contest Update (Verbal Report) 3.2. Signage for Board Room (Verbal Report) 3.3. Touch-Screen for Training Room and Lobby (Verbal Report) 3.4. YLWD.com Review and Analytics Report (To be provided at the meeting.) 3.5. Status Report on Strategic Plan Initiatives 3.6. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next Public Affairs-Communications-Technology Committee meeting will be held Monday, January 7, 2013 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 2.1 AGENDA REPORT Meeting Date: December 19, 2012 Budgeted: Yes Total Budget: $388,000 To: Public Affairs-Communications- Cost Estimate: $20,327 Technology Committee From: Steve Conklin, Acting General Manager Job No: 200915 Presented By: Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: Yes Prepared By: Art Vega, Acting IT Manager CEQA Compliance: N/A Subject: Task Release No. 3 with Westin Engineering for CMMS services SUMMARY: At the request of staff, Westin submitted a support services proposal titled "Task Release No. 3" which extends the support contract originally identified in "Task Release No. 2" with Westin for an additional year and using the remaining unused and budgeted funds. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the Acting General Manager to approve Task Release No. 3 amending the Professional Services Agreement (PSA) between the Yorba Linda Water District and Westin Engineering, extending support services for another year, using remaining budgeted funds. DISCUSSION: These services will be utilized on an on-call, as-needed basis to assist with CMMS programming and set up issues that can be resolved more efficiently by the consultant. The proposed term is for a 12 month period beginning February 1, 2013 and ending on January 31, 2014. The total cost for this Task Order shall not exceed $20,327.44 which is the remaining balance from the funds approved on Task Release No. 2. At the end of the term of this contract the need to extend the contract will be evaluated. PRIOR RELEVANT BOARD ACTION(S): On July 22, 2010, the Board authorized the General Manager to execute a Professional Services Agreement with Westin Engineering, in the amount of $248,626, to provide Computerized Maintenance & Management System (CMMS) software and implementation services. The software proposed by Westin Engineering was Azteca's CityWorks software solution. On October 27, 2011, the Board authorized the General Manager to execute Task Release No. 2 amending the PSA with Westin, in the amount not to exceed $38,000 to provide for additional support services on an on-call as-needed basis. ATTACHMENTS: Description: Type: Westin Task Release No. 3 20121126.pdf Westin Support Services Extension Backup Material ■ ■ ■■ November 26,2012 Westin i'.i Letter of Transmittal Mr. Art Vega, Director of Information Technology Yorba Linda Water District 1717 Mira Loma Ave. Placentia, CA 92870 Re: Scope of Work for Extra Services, November 2012 Dear Mr. Vega; Enclosed is Westin's request to perform "Extra Services" under the Professional Services Agreement between Yorba Linda Water District and Westin Engineering Inc. executed on July 22, 2010. The Yorba Linda Water District has stated a need to augment its own internal capabilities with those of outside resources who have specific knowledge and expertise about YLWD's systems and custom integration. Some of these capabilities involve the day-to-day support, operations, and troubleshooting of the District's desktops, servers, and networking systems. Others include specialized support and training related to the District's new enterprise GIS and CMMS and the custom integration recently developed by Westin. Westin's strong service management approach assists in consistently improving business processes. Westin's Senior IT Consultant and Project Manager for this engagement will be Mr. Glenn Wolf, CISSP, TCNA. In 2011, Glenn led the District's successful Cityworks implementation and developed the custom integration for the District. It is a privilege for Westin to offer its technical expertise to the District. If you have any questions or wish to discuss our qualifications further, please call me at (805) 340-5513 or Glenn Wolf at (541) 435-0055, or send an e-mail to glenn.wolf @we-inc.com. Sincerely, Albair Hanna West Region Consulting Practice Manager Westin Engineering, Inc. 2000 E. 4th Street, Suite 300 Santa Ana, CA 92705 Yorba Linda Water District(YLWD), Extra Services P 12-xxx YORBA LINDA WATER DISTRICT IT/CITYWORKS/GIS SUPPORT Extra Services Task Release No. 3 Extra Services — Scope of Work February 1, 2013 —January 31, 2014 Professional Services Agreement "Professional Services Agreement Between the Yorba Linda Water District and Westin Engineering, Inc." July 22, 2010 —JOB #: 2009-15 SCOPE OF SERVICES As approved and directed by DISTRICT, WESTIN will provide the following services under this Task Release No. 3: DETAIL WORK PLAN TASKS WESTIN is proposing to perform the following services related to this scope of work: 1. Project Management: Management of WESTIN'S contract, including a brief summary of work accomplished on a monthly basis. 2. Information Technology Support: WESTIN will provide services to support system maintenance and operations beyond day-to-day tasks that the DISTRICT will handle (e.g., user account maintenance, minor troubleshooting) including but limited to consulting on system configuration, troubleshooting, server tuning (e.g., database performance, index optimization), software upgrades and non-routine troubleshooting beyond the training and capabilities of DISTRICT staff. Services also include database administration, advanced application training and assistance (including ESRI ArcGIS and Azteca Cityworks), custom integration support and enhancements (including integration with Cogsdale CSM and Microsoft Great Plains), and installation assistance. 3. Project Assumptions: Support will be on an on-call basis to assist with issues that cannot be resolved by DISTRICT staff. Westin will train DISTRICT staff to do recurring tasks, such as server upgrades, geodatabase maintenance, and software installation. Not part of this scope are any technical support issues covered by extended or enhanced technical support agreements purchased for department specific applications or hardware or for items where other agreements provide support. It also does not include support for SCADA software or hardware, which may be covered under separate agreements. A significant portion of this work will be done off-site to reduce travel costs. WESTIN will require VPN or equivalent remote access into the DISTRICT'S network and applicable servers to perform various tasks. WESTIN will need administrative rights to the DISTRICT'S machines that we are working with. We will need the SA password for any SQL servers being maintained. 4. Total Costs: Services will be provided and billed for on a time and materials basis. Total cost for Task Order No. 3 shall not exceed $20,327.44 (the amount remaining from the previous Task Order). PROJECT SCHEDULE This task order is to cover a 12 month period. The schedule is to begin on February 1, 2013 and end on January 31, 2014. SCHEDULE OF RATES (2010) Westin is offering a 5% discount on our standard rate sheet, below are the discounted rates Senior Principal Consultant $245 per hour Senior Consultant II $215 per hour Project Assistant $85 per hour NOTE 1: The above labor rates do not include sales or service taxes, if any. NOTE 2: The following receipted outside direct expenses will be billed at cost, plus 10% handling: travel & expenses, expedited mail/shipping, outside printing & binding, subcontractor charges, project equipment/software procurement. NOTE 3: These rates will remain in effect until the termination of this task order on January 31, 2014. ITEM NO. 3.5 AGENDA REPORT Meeting Date: December 19, 2012 Subject: Status Report on Strategic Plan Initiatives ATTACHMENTS: Description: Type: PACT - Strategic Plan Trackinq.xlsx PACT—STRATEGIC PLAN Backup Material Strategic Plan Initiatives Status Report Public Affairs-Communication-Technology Committee Strategies i Start Date I Completion Lead Party Nov-12 December Progress Date OE 1: O timize Use of Existing Technologies Changes were made to the Negotium work and training for Identify the Current Functionality of original scope of work with Dynamics GP pending legal. OE 1-A Existing Technology and Determine if Jul-11 Sep-11 IT Director/EPIC Committee Negotium for GP HR work and Reviewed by PACT in November. it is Being Utilized to Full Capacity Training will be delayed until HR Tentatively scheduled to start Tech hired as requested by Gina this work on January Evaluate How Each Department Might EPIC Committee/ Executive OE 1-B Make Further Use of Existing Sep-11 Dec-11 Staff Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources for Public CP 1-A Information&Governmental Affairs Jul-11 Dec-11 Public Information Officer Division CP 1-B Develop a Public Relations Master Jul-11 Jun-12 Public Information Officer YLWD Communications Plan Plan with Measurable Goals being updated. CP 1-E Effectively Use Broad Spectrum On-going On-going Public Information Officer New YLWD.com launched. Social Communication Opportunities Media Campaign underway. CP 2: Increase Public Awareness of Water and Wastewater Related Issues Develop and Expand a Youth Record#of Applicants and CP 2-13 Education Program Jul-11 On-going Public Information Officer Partnership with the PYLSD for Bottled Water Label Contest