HomeMy WebLinkAbout2012-11-05 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda
Hater District
AGENDA
YORBA LINDA WATER DISTRICT
PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING
Monday, November 5, 2012, 8:30 AM
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. 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.
2.1. Computerized Maintenance and Management System Project Status
2.2. Bottled Water Options for FY 12/13
2.3. YLWD.com Launch (Verbal Report)
2.4. Water Lines Redesign & Holiday Newsletter Review (Verbal Report)
2.5. Signage/Branding Options for District Administration Building (Verbal Report)
2.6. Yorba Linda Fiesta Days & Parade Participation (Verbal Report)
2.7. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next Public Affairs-Communications-Technology Committee meeting will be held
Monday, December 3, 2012 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: November 5, 2012 Budgeted: Yes
Total Budget: $388,000
To: Public Affairs-Communications-
Technology Committee
From: Steve Conklin, Acting General
Manager
Job No: 200915
Presented By: Art Vega, Acting IT Manager Dept: Information
Technology
Reviewed by Legal: N/A
Prepared By: Robyn Shaw, Info Sytm Tech CEQA Compliance: N/A
II/Programmer
Subject: Computerized Maintenance and Management System Project Status
SUMMARY:
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.
For the 2012/13 budget year the CMMS CIP project was increased by $50,000.
DISCUSSION:
District IT staff assessed the status and expenditures to date with regard to the Westin Engineering
agreement. The District has paid Westin Engineering 100% of the $ 248,626 professional services
contract to date for development, installation and initial training on the Cityworks CMMS software
system.
District IT staff assessed the status of expenditures to date with regard to Task Release No. 2. The
district has paid Westin Engineering $17,672.56 (46%) of the $38,000 for support services.
Continued work on sewer crew work orders, sewer maps and valve reports.
Attached for the Committee's review is an updated projected cost estimate for the CMMS project.
STRATEGIC PLAN:
OE 1-B: Evaluate How Each Department Might Make Further Use of Existing Technology
ATTACHMENTS:
Description: Type:
Protected Cost for CMMS 2012 - 2013.xlsx Projected Cost for CMMS Backup Material
CMMS Projected Costs
(updated October 25,2012)
Project Total to Date: $329,143.55
EQUIP
$0.00
$0.00
INVENTORY
$0.00
$8,646.38
LABOR
$0.00
$7,943.67
OUTSIDE SVC
$388,000.00
$284,341.00
SUPPLIES
$0.00
$28,212.50
Project Total to Date: $329,143.55
Projected Remaining Costs for Supplies&Outside Services $64,790.00
Project Total to Date $329,143.55
Projected '
*Total amount of annual service contract may not be used. 1-year term.
** 16-20 licenses $2995/each, 21-100 licenses$1,995/each. Total amount of licenses needed still to be determined.
*** Does not include monthy verizon card fee of$37.99 plus applicable taxes per card per month.
Remaining amount in Westin Contract
$0.00
Task Release No. 2 with Westin Engineering *
up to$38,000
$20,327
CityWorks User Licenses (currently 15). 5 additional licenses **
5 x$2,995
$14,975
Laptops with Verizon cards (15 Total 7 already purchased)***
8 X$2,365
$18,920
Vehicle mounts for laptops (purchased 7)
8 x$1,3211
$10,568
Projected Remaining Costs for Supplies&Outside Services $64,790.00
Project Total to Date $329,143.55
Projected '
*Total amount of annual service contract may not be used. 1-year term.
** 16-20 licenses $2995/each, 21-100 licenses$1,995/each. Total amount of licenses needed still to be determined.
*** Does not include monthy verizon card fee of$37.99 plus applicable taxes per card per month.
CMMS Projected Costs
(updated September 25,2012)
Project Total to Date: $326,954.03
EQUIP
$0.00
$0.00
INVENTORY
$0.00
$8,646.38
LABOR
$0.00
$7,943.67
OUTSIDE SVC
$388,000.00
$282,316.40
SUPPLIES
$0.00
$28,047.58
Project Total to Date: $326,954.03
Projected Remaining Costs for Supplies&Outside Services $64,790.00
Project Total to Date $326,954.03
. Ig"(gow, 1 1 $391,744
*Total amount of annual service contract may not be used. 1-year term.
** 16-20 licenses $2995/each, 21-100 licenses$1,995/each. Total amount of licenses needed still to be determined.
*** Does not include monthy verizon card fee of$37.99 plus applicable taxes per card per month.
Remaining amount in Westin Contract
$0.00
Task Release No. 2 with Westin Engineering *
up to$38,000
$20,327
CityWorks User Licenses (currently 15). 5 additional licenses **
5 x$2,995
$14,975
Laptops with Verizon cards (15 Total 7 already purchased)***
8 X$2,365
$18,920
Vehicle mounts for laptops (purchased 7)
8 x$1,3211
$10,568
Projected Remaining Costs for Supplies&Outside Services $64,790.00
Project Total to Date $326,954.03
. Ig"(gow, 1 1 $391,744
*Total amount of annual service contract may not be used. 1-year term.
** 16-20 licenses $2995/each, 21-100 licenses$1,995/each. Total amount of licenses needed still to be determined.
*** Does not include monthy verizon card fee of$37.99 plus applicable taxes per card per month.
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: November 5, 2012 Budgeted: Yes
Total Budget: $53,000
To: Public Affairs-Communications- Cost Estimate: TBA
Technology Committee
Funding Source: Water Operating
Fund
From: Steve Conklin, Acting General Account No: 1-2020-0580-35
Manager
Presented By: Damon Micalizzi, Public Dept: Administration/Public
Information Officer Affairs
Reviewed by Legal: N/A
Prepared By: Damon Micalizzi, Public CEQA Compliance: N/A
Information Officer
Subject: Bottled Water Options for FY 12/13
SUMMARY:
The District regularly donates bottled water to various local schools and charitable organizations for
special events. The District's Bottled Water Program has been an extreme success with supply
barely meeting demand over the past year with nearly 35,000 bottles of water donated.
Due to the fact that many of the requests are for elementary school jog-a-thons, staff is proposing
altering our order this year to stretch our supply- as a 16.9 oz bottle is rarely ever completely
consumed by these younger joggers. Staff will discuss with the Committee options for smaller sized
bottles of water and the cost associated with having two separate bottle sizes so we can better cater
our donation to the specific event.
STRATEGIC PLAN:
CP 1-E: Effectively Use Broad Spectrum Communication Opportunities