ADMINISTRATIVE COMMITTEE
3.	CONSIDER EXPENDITURE OF FUNDS FOR AMENDMENT TO DATABASE PROGRAMMING CONTRACT TO ACCOMMODATE CHANGES FOR ORDINANCE NO. 140 AND 141 IMPLEMENTATION, FUNCTIONALITY IMPROVEMENTS, AND DATABASE SUPPORT AND MAINTENANCE
Meeting Date:		November 10, 2009	Budgeted: No
From:		Darby Fuerst,	Program/	Conservation
		General Manager	Line Item No.:
Prepared By:		Stephanie Pintar/ Inder Osahan	Cost Estimate:	NTE $15,000
General Counsel Review: N/A
Committee Recommendation: The Administrative Committee reviewed this item on November 10, 2009 and recommended _____________.
CEQA Compliance: N/A

SUMMARY: Staff is requesting authorization to spend a not-to-exceed amount of $15,000 to address computer programming needs related to the new Water Demand Division database and the two conservation ordinances currently being considered by the Board. The funding is requested to address critical amendments in the database that were not identified until after the launch of the database, programming needed to implement changes to the rebate and conservation modules resulting from the expected adoption of Ordinance Nos. 140 and 141, and ongoing support.

The new database was launched on October 12, 2009, and staff has been using it since then to issue water permits and rebates, track inspections, document water use credits, and issue water use permits for entitlements and issue rebates. Due to the proposed Cease and Desist Order (CDO), staff was not able to use the new system as planned. Staff continued using the old legacy system in parallel with the new system to maintain a standard of service during the increased activity before the CDO was adopted on October 20, 2009. On October 22, 2009, the old system was shut down and the new system became fully operational. During this time period, the District’s consultant, Zone 24x7, supported the required functionality and needed changes for the entire system.

It was anticipated that there would be some maintenance needed for proper operations, although the specific magnitude of the amendments and maintenance was uncertain. In addition, changes to the regulations require programming modifications. Staff is in the process of reviewing and refining the cost estimates and programming requirements to meet the District’s immediate needs. The request for a not-to-exceed amount will allow staff and consultants to move forward with the most critical amendments in a timely manner.

RECOMMENDATION: Staff recommends the Board authorize expenditure of funds in an amount not-to-exceed $15,000 for programming effort to accommodate changes for Ordinance No. 140 and 141 implementation, functionality improvements, and database support/maintenance.

IMPACT TO STAFF/RESOURCES: The Fiscal Year 2009-10 budget included $30,000 for modifications to the Water Demand Division database. These funds were used to implement Ordinance No. 139 (disallowing both a rebate and a credit) and to complete programming not anticipated in the original contract. Funding for this proposed item is available by adjusting other budgeted funds and delaying purchases of office support equipment. Without modifications to the database for Ordinance No. 140 and 141 before January 2010, staff would have to manually process and track the rebates or conservation events taking place. Manual processing of these records impacts the Water Demand Division staff, accounting and support services staff.

Future ordinances will include a list of potential database modifications and will allow for greater time between adoption and implementation to accommodate programming requirements. Staff will also include funds in future budgets for ordinance implementation.

BACKGROUND: In April 2004, staff began work on the new Water Demand Database System. In June 2008, staff finished accumulating detailed requirements in order to get the programming completed for the new web based application for processing permits, conservation tracking, rebates and other water demand functions. In July-August 2009, the system was modified to implement Ordinance 139. Staff has now determined that additional changes are required for Ordinance No. 140 and 141 implementation and for other functionality improvements. The new database was launched successfully on October 12, 2009 and staff has been using it to perform all the tasks in Water Demand Division.

EXHIBITS

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