BOARD MEETING DATE: October 3, 2003
AGENDA NO. 10
Amend Contracts to Provide Short- and Long-Term Systems Development and Support Services
SYNOPSIS:
The AQMD currently has contracts with several 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 the contracts approved by the Board to add additional funding for needed development work. Funds for this purchase are included in the FY 2003-04 Budget.
COMMITTEE:
Administrative, September 12, 2003, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Executive Officer to execute amendments to the contracts for systems development services in the total amount of $330,000: $80,000 to Baton Rouge International, Inc. and $250,000 to R Systems, Inc.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
At the November 1, 2002 meeting, the Board authorized staff to initiate level-of-effort contracts with several vendors for system development and support services. 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 with the company, and the 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 ($330,000) in the amounts of $80,000 to Baton Rouge International, Inc., and $250,000 to R Systems, Inc. for the specific task orders listed in Attachment 1.
Resource Impacts
Sufficient funding is included in the FY 2003–04 Budget
Attachments
Attachment 1 – Task Orders Summary
ATTACHMENT 1
Task Orders Summary
Section A – Funding Totals by Contract
|
Contractor |
FY 2002-03 |
This Addition |
Total Funding |
|
Applied Knowledge, Inc. |
$275,000 |
$0 |
$275,000 |
|
Baton Rouge International, Inc. |
$170,000 |
$80,000 |
$250,000 |
|
R Systems, Inc. |
$325,000 |
$250,000 |
$575,000 |
|
TOTAL |
$770,000 |
$330,000 |
$1,100,000 |
Section B – Task Orders Scheduled for Award
|
Task |
Description |
Estimate |
|
NSR Rule Amendments |
Implement NSR Rule change to provide data capture, tracking and reporting of short-term ERC’s. |
$150,000 |
|
New Source Review System |
Enhance the NSR system to support the Permit Processing System (PPS) business process and system changes and other user requested enhancements. |
$50,000 |
|
Permits Administration System |
Enhance PAATS to support PPS and NSR modifications and other user requested enhancements. |
$30,000 |
|
Permit Processing System |
User requested enhancements to the recently deployed Permit Processing Client/Server System. |
$75,000 |
|
RECLAIM Manual Reporting System |
Enhance the Manual Reporting System to allow on-demand printing of audit forms by inspectors (Supplemental Funding). |
$25,000 |
|
TOTAL |
$330,000 |
/ / /