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ITEM: |
CONSENT
CALENDAR |
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17. |
CONSIDER CONTINUANCE OF
CONTRACT WITH ZONE 24X7 FOR WATER DEMAND DATABASE IMPROVEMENTS AND
MAINTENANCE |
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Meeting
Date: |
June
18, 2018
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Budgeted:
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Yes
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From: |
David J.
Stoldt |
Program: |
Water Conservation |
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General
Manager |
Line Item
No.: |
26-05-781161 |
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Prepared
By: |
Mark A.
Dudley |
Cost
Estimate: |
$60,000 |
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Administrative Services
Division Manager/Chief Financial Officer Review: Yes |
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Committee
Recommendation: The Administrative
Committee reviewed this item on June 11, 2018 and recommended approval. |
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CEQA Compliance: This action does not constitute a project
as defined by the California Environmental Quality Act Guidelines Section
15378. |
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SUMMARY: Staff is requesting authorization to enter into an agreement with Zone 24x7 to continue software programming needs related to the District’s Water Demand Division Database (WDD-DBS). The WDD-DBS was deployed in October 2009. Due to the complexity of the integrated database system and changes to District policy, additional programming is necessary to address refinements and conflicts related to the various processes. Since the October 2009 launch date, WDD-DBS support has been provided by Zone 24x7 (the contractor and designer of the system) and District staff.
On November 13, 2017, the Board authorized approval of contract with Accela Inc. for purchase and implementation of a new Water Demand Division Database. The new WDD-DBS has been ongoing and is scheduled to go live in December 2018. However, until the new WDD-DBS goes live, the District needs to maintain in parallel the existing database.
This contract with Zone 24x7 will ensure that the existing database is maintained and operational until the new database goes line. Once the new WDD-DBS is live, we will be able to cancel this contract with 30 day notice. The FY 2018-2019 budget includes $30,000 for this effort and staff does not anticipate going through with the full term of this contract. In the event funds for this contract exceeds the budgeted amount, the change will be addressed with the District’s mid-year budget amendment.
RECOMMENDATION: Staff recommends that the Board authorize
the General Manager or the Chief Financial Officer to enter into an agreement
with Zone 24x7 for an amount of $60,000 for improvements and maintenance
of Water Demand Database. The
approval of this item is contingent upon the adoption of FY 2018-2019 budget by
the Board.
BACKGROUND: As staff has worked with the system, it has been determined that some of the items originally programmed can be improved to provide better functionality, flexibility, responsiveness and ongoing maintenance of the database. These functional requirements are based on staff feedback on the original design of the database system. In addition, implementation of water demand-related ordinances has complicated programming and functionality, as each change potentially affects more than one module in the WDD-DBS.
Additionally, this database will be phased out with the implementation of the new Accela database, however, the go live date for the new database is not until December 2018. This contract is an effort to continue operating the existing database and provide maintenance and operational support to the existing database. This will also ensure that all data from the existing system is migrated to the new system.
17-A Zone 24x7 Contract
U:\staff\Boardpacket\2018\20180618\ConsentClndr\17\Item-17.docx