BOARD MEETING DATE: January 9, 2009
AGENDA NO. 14

PROPOSAL:

Amend Contract to Provide Short- and Long-Term Systems Development, Maintenance and Support Services

SYNOPSIS:

AQMD currently has contracts with several companies for short- and long-term systems development, maintenance and support services. These contracts are periodically amended to add budgeted funds as additional needs are defined. This action is to amend one of the contracts approved by the Board to add additional funding of $205,000 for CLASS maintenance and server side migration work. Funds for this purchase are included in the FY 2008-09 Budget.

COMMITTEE:

Administrative, December 12, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

Authorize the Executive Officer to amend the contract with Sierra Cybernetics for systems development services in the amount of $205,000.
 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

At the September 5, 2008 meeting, the Board authorized staff to initiate level-of-effort contracts with several vendors for systems 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 systems), 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. During the past fiscal year, two important software development projects were initiated that reduced funds from one of the software development companies: Annual Greenhouse Gas Emissions reporting, and the Wildfire Special Monitoring and Web Enhancement. As such, staff is requesting to add funds to this firm’s contract to enable them to competitively bid on task orders, soon to be released. Development, maintenance and support efforts are currently needed to continue re-writing server-dependent code in support of the corporate server migration efforts, as well as routine maintenance for the CLASS suite of applications supporting Permitting, Compliance and Finance operations.

The current contract is 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 contract for Sierra Cybernetics be amended to add additional funding of $205,000 for CLASS maintenance and server side migration work, bringing the total contract amount to $400,000.
 

Resource Impacts

Sufficient funding is included in the FY 2008-09 Budget.