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Home My WebLink About2012-12-03 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, December 3, 2012, 3:00 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. 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. Dynamics GP Consultant Status (Verbal Report) 2.3. Bottled Water Label Contest Update (Verbal Report) 2.4. Draft Winter Newsletter (To be provided at the meeting.) 2.5. Signage for Board Room (Verbal Report) 2.6. Placentia Chamber of Commerce Membership (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 Wednesday, December 19, 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: December 3, 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 crew changes, staff training and 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 2012-2019 Backup Material CMMS Projected Costs (updated November 27,2012) 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 $393,934 *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 $393,934 *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 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.