HomeMy WebLinkAbout2010-07-06 - Public Information-Technology Committee Meeting Agenda Packetr a Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING
Tuesday, July 6, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE
Director Michael J. Beverage, Chair
Director Phil Hawkins
STAFF
Ken Vecchiarelli, General Manager
Pat Grady, Assistant General Manager
Damon Micalizzi, PI Specialist
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. Computerized Maintenance & Management System (CMMS)
Recommendation: That the Public - Information- Technology Committee support
staff's selection of Westin - Azteca to provide CMMS software and implementation at
a cost not to exceed $248,626.
2.2. GPS Automated Vehicle Location (AVL)
Recommendation: That the Public - Information- Technology Committee authorize the
General Manager to execute a Professional Services agreement with RMJ
Technologies in the amount of $39,270, for the initial hardware unit cost ($21,206)
and monthly monitoring service of 52 district vehicles ($18,064 1year).
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. Hidden Hills Reservoir Neighborhood Dedication (Verbal Report)
3.2. Draft Summer Newsletter
3.3. Practice Field at Elk Mountain Reservoir (Verbal Report)
3.4. Bottled Water Update (Verbal Report)
3.5. Conservation Ordinance Monthly Statistics
3.6. Public Outreach Activities
3.7. IT Projects Monthly Status
3.8. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Public Information - Technology Committee will be held
August 3, 2010 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.
AGENDA REPORT
Meeting Date: July 6, 2010
To: Public Information - Technology
Committee
From: Ken Vecchiarelli, General
Manager
Presented By: Pat Grady, Assistant General
Manager
Budgeted
Total Budget:
Cost Estimate:
Funding Source:
Job No:
Dept:
ITEM NO. 2.1
Yes
$300,000
$250,000
Water Capital
Reserves
2009 -15
Information
Technology
Reviewed by Legal: Pending
Prepared By: Pat Grady, Assistant General CEQA Compliance: N/A
Manager
Subject: Computerized Maintenance & Management System (CMMS)
SUMMARY:
For the Committee's review and consideration is the software and implementation components for
the District's CMMS program. The primary function of CMMS is to track District expenses related to
field operations on a work order by work order basis. The data provided by CMMS enhances the
District's ability to better manage and track expenses while providing a tool for optimizing the budget
process from year to year.
STAFF RECOMMENDATION:
That the Public- Information - Technology Committee support staff's selection of Westin - Azteca to
provide CMMS software and implementation at a cost not to exceed $248,626.
DISCUSSION:
With the assistance of a third party CMMS consultant, the District distributed a Request for
Proposals for CMMS software and implementation. The following three proposals were submitted:
Vendor Cost after Year 1 Cost after Year 5
GBA Master Series $200,320 $293,480
Azteca Cityworks $248,626 $293,766
MaintStar $317,170 $441,220
A selection committee comprising of representatives from the Operations, Engineering, Customer
Service, and IT departments was formed to assist with a vendor recommendation. A series of
interviews along with extensive demonstrations of the software were conducted by all three
vendors.
The primary factors and criteria considered during the selection process included:
• Functionality and ease of use.
• Integration with the District's existing systems, i.e. financial system, GIS, and customer
databases.
• Training and ongoing support.
• References from other agencies utilizing these systems.
• Short term and long term costs.
Based on this criteria, the selection committee overwhelmingly recommended the Azteca product.
The cost provided above includes a negotiated amount from the initial quote of $275,854 for Year 1.
Should the PIT Committee supports Staff's recommendation, this item will be placed on a future
Board meeting agenda for consideration by the full Board.
It is anticipated that the CMMS program could be operational by the end of CY 2010.
PRIOR RELEVANT BOARD ACTION(S):
On June 24, 2010, the Board of Directors adopted the FY 2010/11 budget which included $300,000
for the CMMS project.
Meeting Date:
To:
From:
Presented By:
Prepared By:
Subject:
SUMMARY:
AGENDA REPORT
July 6, 2010
Public Information - Technology
Committee
Ken Vecchiarelli, General
Manager
Pat Grady, Assistant General
Manager
Budgeted:
Total Budget:
Cost Estimate:
Funding Source:
Account No:
Dept:
Art Vega, IS Administrator CEQA Compliance:
GPS Automated Vehicle Location (AVL)
ITEM NO. 2.1
Yes
$42,000
$39,271.05
N/A
1- 6020 - 0600 -20
Information
Technology
N/A
A GPS /AVL system is a computer and communications system that would allow the District to view
"real time" location and data information about District vehicles. The following would be the benefits
of implementing a GPS /AVL solution:
• Employee Safety
• Improved Dispatch
• Stolen Vehicle Recovery
• Reduced Annual Maintenance Costs
• Reduced Annual Fuel Costs
• Reduced Annual Mileage /Run Hours
• Longer Vehicle Life
• Potential Emissions Credits
STAFF RECOMMENDATION:
That the Public- Information - Technology Committee authorize the General Manager to execute a
Professional Services agreement with RMJ Technologies in the amount of $39,270, for the initial
hardware unit cost ($21,206) and monthly monitoring service of 52 district vehicles ($18,064 /year).
DISCUSSION:
Staff launched a two -month GPS /AVL pilot project in late March 2010. Initially four vendors agreed
to participate in the pilot program, however one vendor dropped out before the launch of the pilot
began. The vendors that participated were RMJ Technologies, Global Tracking Communications
and Teletrac, Inc. Sixteen district vehicles had GPS /AVL hardware installed from the various
vendors. During this time, staff had the opportunity to evaluate the GPS /AVL hardware, software,
services, functionality and vendor support of each of the systems.
The criteria that staff used was the following:
. GPS /AVL features.
. Refresh rate on polling vehicles.
. Software functionality and full web portal compatibility.
Unit hardware quality and installation.
. Support and responsiveness.
. References.
. Cost.
Summary of Cost:
Cost for 52 Vehicles Unit Hardware Cost* Yearly Cost
RMJ Technologies $19,500.00 $18,064.80
Global Tracking $17,108.00 $18,713.76
Teletrac Lease $32,760.00
*One Time Only Capitalized Expense
The following local agencies use RMJ Technologies GPS /AVL solution:
• Eastern Municipal Water District
• City of Oxnard
• San Diego County Water Authority
• City of San Bernardino
• City of Glendora
• City of Irvine
• City of Modesto
• USMC Camp Pendleton
• Metropolitan Water District
• City of Hawaiian Gardens
• City of Napa
• City of Oakland
• County of Los Angeles
• County of San Bernardino
• County of San Diego
• East Bay Utility District
AGENDA REPORT
Meeting Date: July 6, 2010
ITEM NO. 3.2
Subject: Draft Summer Newsletter
ATTACHMENTS:
Name: Description: Type:
YLWDNewsletter6.pdf Draft Summer 2010 Newsletter Backup Material
A New Look to Your Water Bill
The Yorba Linda Water District is unveiling new, easy read water bill in July 2010. MW I'M 0 —" ,
Look for highlights about the new components left
on the left of this insert.
®Yorba Linda
Water District
1717 E. Miraloma Ave., Placentia, CA 92870
(714) 701 -3000 1 www.YLWD.com
Getting Greener
Every Day
The resounding thuds shook the walls here at 1717 E.
Miraloma Avenue.
"At first I thought itwas an earthquake;" said Personnel
Technician, Amelia Cloonan. "Thankfully, it was not"
It wasn't an earthquake at all. It was a crew from Akeena
Solar installing 216 solar panels atop the roof at YLWD
Headquarters. Panels that will generate a total 31,477
watts of electrical power, and about 18 -20% of the total
annual power consumption for the building.
The solar roof is just the latest of several green endeavors
taken on by YLWD. Waterless urinals, solar tube lighting and
carpeting made from recycled fibers were all installed in
YLWD'sAdministration building that was completed in 2008.
Project Engineer Hank Samaripa who helped design the
building says the new solar roof should pay for itself in
about 18 years.
$72,000 of the $218,000 cost will be recouped in grant
money from the California Solar Initiative, which offers
financial incentives for solar installations.
"And on weekends, power generated from the panels will
be feed back into SoCal Edison's electrical grid;" Said
Samaripa. "YLWD will receive a credit for that as well."
YLWD In the Community
YLWD was a hit at Glenknoll Elementary
School's annual Jog -a -thon in Yorba
Linda. Upon request, and as supplies are
available, YLWD provides water bottles,
informational coloring books and other
promotional products to schools and
community groups within the District's
service area. For more information and
to request promotional items for your
group, please call (714) 701 -3000.
®Yorba Linda
Water District
VNALEiNES
As we head into what looks to be another
blazing Southern California summer, we
are once again reminded of the nuances
that come with living in an "arid climate."
This past winters rains, coupled with
fantastic conservation efforts by YLWD
customers, have kept the District from
incurring millions of dollars in penalties.
However, we continue to face significant
challenges with our water supply.
In the past, YLWD's import water supplier, Metropolitan
Water District of Southern California (MWD), would replenish
water reserves with wet winters. But, as these wet winters
become scarcer, there is less and less water available
to replenish the water used during the drieryears. The
groundwater system in Orange County is much the same.
Orange County Water District's (OCWD) Groundwater
Replenishment System (GWRS) is an innovative system
designed to help replenish and improve the quality of
Orange County's natural groundwater basin. The GWRS
provides enough water into the groundwater basin to
meet the needs of 500,000 people per day, but as Orange
County's water demands are expected to rise by 20% by
the year 2020, securing current and future water supplies
continues to be a challenge.
The other major factor of the water supply challenge
involves pumping restrictions in the Sacramento -San
Joaquin Delta. The Delta, where the rivers of the western
Sierra Nevada merge before heading into San Francisco
Bay, is the hub of California's water system. However, due
to current restrictions, only about 30 percent of Southern
California's water supply is moving across the Delta to
the aqueduct system of the State Water Project.
The Delta's declining ecosystem, caused by a number of
factors, has led to historic restrictions in water supply
deliveries. The result is a pressing need to both improve
the Delta environment and improve the water systems
that help sustain the state economy.
Ultimately, this means that conservation on the local level
must become a way of life for Californians. As Benjamin
Franklin is so famously quoted, "when the well's dry we
know the worth of water." The well is not quite dry in
Southern California, but we are really getting to appreciate
the worth of water. As with any other precious substance
that is high in demand and low in supply, increasing costs
become a big factor. MWD has raised their rates to water
supply agencies, like YLWD, over one third since 2009, with
additional increases on the way, including a 7.5% increase
in January 2011, and a second 7.5% increase scheduled in
January 2012.
How can individual customers,
keep their water costs as low as possible,
given the continuing challenges
of our water supply system?
CONSERVE, CONSERVE, CONSERVE.
How can individual customers, keep theirwater costs
as low as possible, given the continuing challenges of
ourwater supply system? Conserve, Conserve, Conserve.
YLWD continues to be at a Stage 2 (Moderate Water
Shortage) condition.
Change out some or all of our water thirsty grass for
"California Friendly" plants. Limit showers to 5 minutes.
Fix leaking sprinklers, toilets and pipes, and continue to
adhere to YLWD's Conservation Ordinance restrictions,
which are designed to maximize the efficiency of the water
that is used for landscaping purposes, since most of our
water is used for this purpose.
As you get ready to enjoy summer pool parties and
bar lb-clues, please try to remember to use waterwisely.
Ken Vecchiarelli P.E.
GENERAL MANAGER, YORBA LINDA WATER DISTRICT
ti
Avoir � is surrouneyte no HIIIsSt— Park,
Left: The Highland Reservoir,o g'mally bdi It In 1911,
now Las- increased capa ty of 1.4 million gallons.
Meeting Date:
Subject:
ATTACHMENTS:
AGENDA REPORT
July 6, 2010
Conservation Ordinance Monthly Statistics
ITEM NO. 3.5
Name: Description: Type:
Ordinance Monthly Stats.xls Ordinance Monthly Statistics Backup Material
Conservation Ordinance Monthly Statistics
July 1, 2009 -June 30, 2010
Total Amount of Fines Issued: $ 500.00
Point(s) of Note: Only 2 customers have had a Violation Appeal Denied (Feb. /1st Violation & Jun. /2nd Violation)
Both were watering in middle of day
Ordinance Violation FlowChart
4th Violation
($500 fine)
** At each violation, a customer has 14 days to dispute prior to any fines levied on their account
** A customer is given 3 -5 days to receive the notice and make corrections prior to the next violation being assessed.
This does not effect the 14 day violation dispute timeline
Grace
Period
Hotline
Calls
1st
Violations
Violations
Appealed
Violations
Repealed
2nd
Violations
Violations
Appealed
Violations
Repealed
3rd
Violations
4th
Violations
Installed
Flow
Removed
Flow
Shut -offs
Waivers
Approved
Waivers
Denied
Jul -09
291
62
0
0
0
0
0
0
0
0
0
0
0
11
1
Aug-09
0
63
79
2
2
0
0
0
0
0
0
0
0
6
0
0
33
78
4
4
1
0
0
0
0
0
0
0
1
0
—Sep-09
Oct -09
0
40
26
5
51
1
0
0
0
01
0
0
0
5
0
Nov -09
0
7
13
2
2
0
0
0
0
0
0
0
0
0
0
Dec -09
0
3
4
1
1
0
0
0
0
0
0
0
0
0
0
Jan -10
0
10
7
0
0
1
1
1
0
0
0
0
0
0
0
Feb -10
0
5
7
1
0
0
0
0
0
0
0
0
0
0
0
Mar -10
0
61
20
2
2
21
0
0
01
0
0
0
01
0
0
Apr-1 0
0
8
14
0
0
0
0
0
0
0
0
0
0
0
0
Ma -10
0
15
1
4
0
0
1
0
0
0
1
0
0
0
0
0
0
Jun -10
0
12
9
0
0
0
1
0
0
0
0
0
0
1
0
TOTAL
291
264
261
17
16
__767_7
2
1
0
0
0
0
0
24
1
Total Amount of Fines Issued: $ 500.00
Point(s) of Note: Only 2 customers have had a Violation Appeal Denied (Feb. /1st Violation & Jun. /2nd Violation)
Both were watering in middle of day
Ordinance Violation FlowChart
4th Violation
($500 fine)
** At each violation, a customer has 14 days to dispute prior to any fines levied on their account
** A customer is given 3 -5 days to receive the notice and make corrections prior to the next violation being assessed.
This does not effect the 14 day violation dispute timeline
Meeting Date:
Subject:
ATTACHMENTS:
AGENDA REPORT
July 6, 2010
Public Outreach Activities
ITEM NO. 3.6
Name: Description: Type:
Public Outreach Activities.doc Public Events Update Backup Material
Special Events
Date
Description
Business
Materials
Notes
01/12/09
Golf Tournament
Friends Christian School Golf Classic
Water Bottles, Water Truck
03/20/09
Jogathon
Linda Vista Elementary School
Water Bottles, Water Truck
04/24/09
Jogathon
Van Buren Elementary School
Water Bottles, Water Truck
06/03/09
5th Grade Celebration
Travis Ranch Elementary School
Water Bottles, Water Truck
06/04/09
2nd Grade Park Day
Travis Ranch Elementary School
Water Bottles, Water Truck
06/09/09
3rd Grade Country Fair
Travis Ranch Elementary School
105 Water Bottles, Water Truck
08/07/09
Relay
YL Relay for Life /American Cancer Society
Water Bottles, Water Truck
10/10/09
Parade
Placentia Heritage Festival & Parade
2,000 Water Bottles, Water Truck
10/03/09
Booster Club
Fundraising
Yorba Linda High School /Fairway Ford
300 Water Bottles (Empty), Rain Drops, Pencils
10/16/09
Jogathon
Linda Vista Elementary School
450 Water Bottles, Water Truck
10/23/09
Jogathon
Mabel Paine Elementary School
Water Truck
10/23/09
Jogathon
Yorba Linda Middle School
500 Water Bottles, Water Truck
10/28/09
Jogathon
Travis Ranch Elementary School
550 Water Bottles, Water Truck
10/30/09
Jogathon
Lakeview Elementary School
620 Water Bottles, Water Truck
11/26/09
5k Run
Plymouth Rock N' Run 5k
1,000 Water Bottles, Water Truck
11/20/09
Jogathon
Glenview Elementary School
500 Water Bottles, Water Truck
12/10/09
Community Celebration
Holiday in Old Towne Yorba Linda
500 Water Bottles, Water Truck
01/15/10
Golf Tournament
Esperanza High School Baseball
150 Water Bottles (Empty)
01/28/10
Jogathon
Valencia High School
50 Water Bottles (Filled)
03/01/10
Golf Tournament
YL Chamber of Commerce /OC Credit
Union
80 Water Bottles (Empty)
To be picked up.
03/13/10
Community Celebration
OC GirlScouts' Birthday Celebration
Coloring books, OCWD WaterHeroes kits
To be picked up.
03/26/10
Jogathon
Travis Ranch Elementary School
950 Water Bottles (Filled), Water Truck
04/01/10
Earth Week Celebration
Linda Vista Elementary School
500 Water Bottles (Empty), Rain Drops, Coloring Books
To be picked up.
04/16/10
Jogathon
Glenknoll Elementary School
550 Water Bottles, Water Truck, Rain Drops, Coloring
Bks
06/05/10
Student Carnival
Van Buren Elementary School
700 Water Bottles (Empty), Rain Drops, Coloring Books
To be picked up.
Sat. event
06/09/10
Fifth Grade Celebration
Travis Ranch Elementary School
100 Water Bottles, Water Truck
To be picked up.
06/15/10
Greek Olympics
Fairmont Elementary School
200 Water Bottles, Water Truck
Fullerton Arboretum Class Attendance
Date
Description
Customers
Others
Total
Notes
09/12/10
Alternatives to Lawns
34
8
42
10/10/10
California Friendly Plants for the Garden
63
5
68
01/23/10
California Friendly Landscape Designs
24
14
38
Nine (9) customers pre- registered but did not attend.
02/20/10
Irrigating the Low -Water Use Garden
18
4
22
Two (2) customers pre- registered but did not attend.
03/27/10
Edible Landscapes
3
16
19
05/15/10
1 Low Water Gardening Basics
10
15
25
NOTE: Class Limit is 70 people
Meeting Date:
Subject:
ATTACHMENTS:
AGENDA REPORT
July 6, 2010
IT Projects Monthly Status
ITEM NO. 3.7
Name: Description: Type:
IT Projects Update (Jun- 2010).pdf IT Projects Status Report (Jun /2010) Backup Material
IT Projects Update
FY 2008/09
FY 2009/10
Status thru Jun /2010
Project
FY 2008/09
FY 2008/09
FY 2009/10
FY 2009/10
Project Name & Description
Bid
Budget
Actual
Budget
Actual
Status & Comments
Electronic Imaging & Agenda Automation
$93,000
Laserfiche (imaging & archiving software)
$30,079
$30,079
Implemented Jan /2009
NovusAgenda (agenda automation)
$40,406
$40,406
Implemented May /2009
Financials & Utility Billing Software
$264,212
$92,300
$145,653
$150,000
$130,787
General Ledger
Implemented Jul /2009
Accounts Payable
Implemented Dec /2009
Inventory
Implemented Jan /2010
Fixed Assets
Implemented Mar /2010
Human Resources
Implemented Mar /2010
Purchasing (partial)
Implemented Mar /2010
Payroll
Implemented Apr /2010
Project Accounting
Implemented Apr /2010
Bank Reconciliation
Implemented May /2010
Utility Billing
Implemented Jun /2010
Intranet Software
Timesheet System
In house
Implemented Feb /2010
Online Employment Applications
In house
Implemented Mar /2010
Automated Event Sign -ups
In house
Implemented Apr /2010
Projects Status and Publishing
In house
Completed Jun /2010
Purchase Requisitioning System
In house
Jun /2010 to Aug /2010
CMMS (Computerized Maintenance & Management)
TBD
$160,000
$0
$200,000
$33,670
July /2010 Contract execution
Hydraulic Model Software
$30,000
Water
$12,000
$12,000
20% Complete
Sewer
To be determined
Geographical Information System (GIS)
Phase 1 - Conversion
$700,000
$504,144
Implemented Aug /2009 (Includes labor and costs from previous years)
Phase 2 - QA/QC & UB Integration
$100,000
$0
On hold until UB implementation
Online Bill Pay
$5,400 (one time)
$13,660
$12,966
2860 to 3069 customers (13 %)
$800 (monthly)
Automated Vehicle Locator (GPS)
$36,000
$2,100
Jul /2010