BOARD MEETING DATE: May 7, 2004
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, April 9, 2004, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute amendments to the contracts for systems development services in the total amount of $70,000: $5,000 to Applied Knowledge, $25,000 to CMC Americas (formerly Baton Rouge International, Inc.) and $40,000 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 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 ($70,000) in the amounts of $5,000 to Applied Knowledge, $25,000 to CMC Americas and $40,000 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.

Attachment

Attachment 1 – Task Orders Summary

ATTACHMENT 1
Task Orders Summary

Section A – Funding Totals by Contract
 

Contractor	Current Funding	This Addition	Total Funding
Applied Knowledge, Inc.	$306,000	$5,000	$311,000
CMC Americas	$282,000	$25,000	$307,000
R Systems, Inc.	$607,000	$40,000	$647,000
TOTAL	$1,195,000	$70,000	$1,265,000

Section B – Task Orders Scheduled for Award
 

Task	Description	Estimate
On-Line Fee Calculator	Develop a web-based system to calculate and print on-demand fee calculation summary information	$40,000
Permit / Finance System Enhancements	Enhance the Permitting and Finance systems to implement Rule 301 requirements and ensure that any permits with unpaid permit processing fees are properly inactivated	$25,000
Address Validation Function	Provide expanded address validation functions in the CLASS Permitting and Finance Systems	$5,000
	TOTAL	$70,000

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