BOARD MEETING DATE: April 5, 2002
AGENDA NO. 13

Amend Contracts with Applied Knowledge, Inc., and R Systems, Inc. to Provide Short- and Long-Term Systems Development and Support Services

SYNOPSIS:

The AQMD currently has contracts with four companies for short- and long-term systems development services. These contracts are periodically amended to add budgeted funds as additional needs are defined. This action is to amend contracts with two of the four companies approved by the Board to add additional funding for needed development work. Funds are available in the Information Management FY 2001-02 Budget for this purpose.

COMMITTEE:

Administrative, March 8, 2002, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute amendments to the contracts for systems development services in the amount of $490,750: $218,000 to Applied Knowledge, Inc., and $272,750 to R Systems, Inc. The specific task orders being funded are listed in Attachment 1.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

At the February 18, 2000 and April 20, 2001 meetings, the Board authorized staff to initiate level-of-effort contracts with several vendors for systems development and support services. Presently, the AQMD has contractual arrangements with four software development companies. At the time these contracts were executed, it was expected that they would be modified in the future to add funding from approved budgets as system development requirements were identified and sufficiently defined so that task orders could be prepared.

The contracts are Basic Ordering Agreements: individual task orders are issued on both a competitive and sole-source basis (depending on the size and complexity of the system), after review of prior successful experience of the company, and associated administrative costs of the bid process relative to the costs associated with the work effort. System development efforts are currently needed (see Attachment 1) to enhance system functionality and to provide AQMD staff with additional automation for improving productivity. The estimated cost to complete the work on these additional tasks exceeds the amount of funding in the existing contracts.

The current contracts are for one year with the option to renew for two one-year periods. Renewal of these contracts is contingent upon performance, competitiveness, percent of tasks bid, and overall customer satisfaction.

This item is listed on the "Status Report on Major Projects for Information Management."

Proposal

Staff proposes the contracts be amended to add additional funding ($490,750) in the amounts of $218,000 to Applied Knowledge, Inc.; and $272,750 to R Systems, Inc. for the specific task orders listed in Attachment 1.

Resource Impacts

Sufficient funding is included in the FY 2001-02 Budget.

Attachment

Attachment 1 - Task Orders Summary

/ / /