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HomeMy WebLinkAbout1997-01-21 City Council (16)City of Palo Alto C ty Manager’s Report 3 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS AGENDA DATE: JANUARY 21, 1997 CMR:117:97 SUBJECT:APPROVAL OF AMENDMENT NO. 1 TO CONSULTANT AGREEMENT NO.C6074891 WITH MONTGOMERY WATSON ENGINEERS REQUEST This report requests that Council approve Amendment No. 1 to increase the budget of consultant agreement No. C6074891 with Montgomery Watson Engineers in the amount of $69,568. The added tasks are to make major modifications to the software used by the Regional Water Quality Control Plant (RWQCP) to track compliance data. The funds are available in the FY 1996-97 operating budget for the RWQCP. RECOMMENDATIONS Staff recommends that Council: Approve and authorize the Mayor to execute the attached Amendment No. 1 to consultant agreement No. C6074891 with Montgomery-Watson Engineers in the amount of $69,568. POLICY IMPLICATIONS None. EXECUTIVE SUMMARY The RWQCP has a separate stand-alone computerized system for tracking all of its test results and compiling required periodic reports to regulatory agencies. The software for handling industrial and commercial compliance data was developed by Montgomery Watson. approximately five years ago. The system now requires major changes and modifications to allow it to be compatible with other systems and to allow it to provide calculations, reports and summaries required by regulatory agencies. Systems used by other parts of the RWQCP, businesses and regulatory agencies have changed dramatically in the last five years. Changes must be made to facilitate access and to provide compatibility with the RWQCP laboratory data system and the data systems of industrial CMR:117:97 Page 1 of 2 and commercial dischargers. The .new software system will operate in a Windows environment and allow data transfer among all the entities which must utilize the data. The current system does not execute load calculations efficiently and does not produce all the compliance reports which are now required by regulatory agencies. The new system will be significantly more user friendly and allow all staff access to key data. Difficulties with the current system cause errors to be made on a frequent basis. The RWQCP has a current contract with Montgomery Watson to provide data support to the Source Control Program. The tasks in that contract will be made substantially more efficient and cost effective by changing the underlying compliance software system. Because of the close relationship between the tasks in the current contract and the software upgrading tasks, it is recommended that the new tasks be handled as an amendment to the existing contract. The existing contract is entering its second year of a potential three year agreement. Up to $570,264 is authorized to be expended for the base agreement during this three year agreement. This contract amendment would increase the authorized amount to $639,832. FISCAL IMPACT The fiscal impact is the authorization of a $69,568 expenditure which would be taken from the FY 1996-97 operating budget for the Regional Water Quality Control Plant, a component of the Wastewater Enterprise Fund. ENVIRONMENTAL ASSESSMENT The work does not constitute a project under the California Environmental Quality Act and, therefore, an environmental assessment is not required. ATTACHMENT Consultant Agreement Amendment PREPARED BY: Philip Bobel, Manager, Environmental Compliance Division ~I~ENN S. ROBERTS s CITY MANAGER APPROVAL:/~I~NE FI~I~MIN~v/) City Manager CMR:117:97 Page 2 of 2 AMENDMENT NO. 1 TO AGREEMENT NO. C6074891 BETWEEN THE CITY OF PALO ALTO AND MONTGOMERY WATSON AMERICAS, INC.. This Amendment No. 1 to Agreement No. C6074891 ("Agreement") is entered into , by and between the CITY OF PALO ALTO, a chartered city and a municipal corporation of the State of California ("CITY"), and MONTGOMERY WATSON AMERICAS, INC.(Taxpayer Identification Number 95-1878805), a California corporation, located at 355 Lennon Lane, Walnut Creek, CA 94598 ("CONSULTANT"). RECITALS: WHEREAS, the Agreement was entered into between the parties for the provision of certain professional consulting services described in the Agreement; and WHEREAS, the parties wish to amend the Agreement; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: follows: SECTION i.Section 4 is hereby amended to read as "SECTION 4 -COMPENSATION For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR a total sum not to exceed Two Hundred Fifty-nine Thousand Six Hundred Fifty-six Dollars ($259,656), payable within thirty (30) days of submission by CONTRACTOR of its itemized billings in triplicate, in accordance with the attached Fee Schedule, marked Exhibit "B" and incorporated herein by this reference." SECTION 2. The following exhibits to the Agreement are hereby amended to read as set forth in the attachments to this Amendment, which are incorporated in full by this reference: a. Exhibit "A" entitled "Additions to Scope of Services, Reevaluation of Discharge Standards." b. Exhibit "B" entitled "MW Municipal Operations, Schedule of Hourly Rates For Engineering Fees." // // II II II II 970102 lae 0031476 1 SECTION 3. Except as herein modified, all other provisions of the Agreement, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk Mayor APPROVED AS TO FORM: Senior Assistant City Attorney INC. APPROVED:Taxpayer I.D. No. 95-1878805 City Manager Director of Public Works Deputy City Manager, Administrative Services Risk Manager Attachments: EXHIBIT "A": EXHIBIT "B": Additions to Scope of Services, Reevaluation of Discharge Standards MW Municipal Operations, Schedule of Hourly Rates for Engineering Fees 970102 lac 0031476 2 STATE OF ~ j ) ) ) On k.~x~.~4x4~/~./~before me, the undersigned, a notary ~public/~n ~fo~ said County, personally appeared personally known to me (or proved to me on the basis of satisfactory evidence) to be the person~ whose name(~ is/a~ subscribed to the within instrument, and acknowledged to me that ~/she/t~.~ executed the same in h~/her/the~ir authorized capacity(i~), and that by h~/her/tb~r signature(~ on the instrument the person(~, or the entity upon behalf of which the person O~) acted, executed the instrument. WITNESS my hand and official seal. 970102 lac 0031476 3 Exhibit A Additions to Scope of Services Reevaluation of Discharge Standards INTRODUCTION The RWQCP’s Environmental Compliance Division has been utilizing a DOS- based data management systems. In 1991, the Industrial Discharge Monitoring and Compliance (IDMAC) Software was designed to store and manage the vast amount of industrial pretreatment program sampling data. Among its numerous functions, it compared sampling results for compliance with the various discharge limits, calculated discharge loadings, and generated reports to conform with Regional Board requirements. Recently, it became apparent that the IDMACProgram should be updated for the following reasons: The personal computer industry has shifted from the DOS operating system to the WINDOWS operating systems. The DOS operating system will not be supported by its manufacturer (MicrOsoft) in the near future. In addition to being fully supported, WINDOWS would also significantly improve the user-friendliness of the data management system. The capabilities of the system must be expanded to fit with the RWQCP’s changing needs. The ability to electronically transfer data with the .industries and the regulatory agencies and the ability to easily generate a vast range of reports are now highly desirable. Finally, the RWQCP’s operation has adopted a standard database (Oracle) for use throughout the Plant’s operation. The same software for pretreatment management would " provide system compatibility and facilitate maintenance requirements. PROGRAM OBJECTIVES The principal objective is to develop a new data base system: H20.DMS (H20.Data Management System). This system would centralize the monitoring information for industrial and commercial discharges into a master data repository and would have the capacity to generate the pertinent sections of the annual, quarterly, and monthly reports for the Regional Water Quality Control Board (Regional Board). H20.DMS would utilize a Microsoft Windows-based graphic user interface. interface: The following functionalities would be required via the user Co Issue and track all the permit activities Provide interface for industrial users to import the self-monitoring sample data electronically Provide the interface for POTW monitoring sample data Evaluate the monitoring data to meet the EPA/local pretreatment requirements Track enforcement and follow-up if the industrial user violates the regulation Set an inspection schedule Enable the POTW staff to update the regulatory requirements Enable the POTW staff to retrieve records based on the criteria provided Import/Export sampling data/results between POTW and Laboratory Generate the documents for quarter, annual pretreatment program reporting for EPA and local Authorities Has reasonable access security based on the user’s privilege Easily maintained by RWQCP staff SOFTWARE SELECTION Several combinations of software were explored to create H20.DMS. The foundation software includes the database engine and the graphic user interface. Microsoft Access, PowerBuilder, and Oracle Form were evaluated as the user interface tool. Based on the need requirements, the main criteria to select a database are as follows: ¯Central database ¯Allow multiple users log in simultaneously ¯Scalability ¯.ClientJserver architecture ¯ Provide for reasonable access security based On a common user interface ° Have reasonable speed on retrieving information ¯Integrate into the Plant’s existing network ¯¯ Easy to customize by the end users ¯Microsoft Window-based GUI: ° One application for entering/retrieving info1~ation and report generation Based on these criteria, Oracle was selected as the database engine and Microsoft Access (version 7.0) was selected as the graphic interface tool. Oracle provides robust relational database architecture and allows multiple users log in simultaneously. This software will be fully compatible with the databases of the R,WQCP’s Operations and Laboratory departments. Microsoft Access is alsowidely used by RWQCP staff. Its main advantages are easy to use front end and simple to customize nature for the end users. 2 Do TASKS The Consultant shall develop a software capable of performing the following tasks: 1.DISCHARGE PERMIT INFORMATION ENTRY .Enter (or Edit) Permit Information Including: -Permit Number, Facility Name, Contact Information -Location Description of Sampling -Inspection Frequency -Expiration Date -Issuance Date .... -Facility Contact Information ¯ Enter(or Edit) Sampling Location Per Permit, Including: -List of Sampling. Location -All Applicable Categorical and Local Discharge Limits -POTW sample/result per Location -Self-Monitoring sample/result per Location -Flow Information Per Location o .Enter (or Edit) Sample Information (POTW and Self-Monitoring) -Sampling Schedule and Chain of Custody -Sampling Parameter/Analysis Requirement PERMIT TRACKING ¯ Select Permits -Query the permit table to match a qualifying search criteria -Query the permit table for permit expiration dates -Provide detailed permit information on the screen -Select Samples (POTW and Self-Monitoring) -Query the sample result tables to match a qualifying search criteria -Provide detailed sampling results information on the screen REPORT ,Generate Various Reports Including: ¯Sample Chain of Custody and Analysis Results ¯Dischargers Master List ¯Compliance Summary Report ¯Quarterly Report ¯Load Calculation Report DATA HANDLING and SYSTEMS INTERFACE -Download the Laboratory Analysis Data ¯ Interface with the Plant Database ¯Interface with Industries Database 5. "ADMINISTRATION SCHEDULE ¯Update Permit Status ¯Update Inspection Schedule ¯Global Update of Categorical Limits ¯Update the Local Limits ¯Provide Security System to the Users CONSULTANT shall adhere to the attached schedule with the following key milestones: ¯ Development of prototype for installation by January 17, 1997. ¯ Completion of software by May 30, 1997. DELIVERIES To ensure that the program will meet the City’s needs, CONSULTANT shall prepare a model prototype for review and approval. The following functions shall be included in the prototype: ¯Permit Form Data Entry and Editing ¯Permit Selection and Query ¯Reporting Sample Results and Chain of Custody After completion of the software: CONSULTANT shall provide the City with two copies of files that will be executed. The City may duplicate additional copies for its use. CONSULTANT shall also pro~iide a copy ofuncompiled program coding to the City for its use. 4 I:IHI’DOCSIKARENIOOTLINI?,Sk~COPE.g~PD EXHIBIT B Northwest (Northern California) MW MUNICIPAL OPERATIONS SCHEDULE OF HOURLY RATES FOR ENGINEERING FEES* Senior Company Officer PHncipal Professional Supervising Professional Senior Professional Professional Associate Professional Assistant Professional Senior Designer Designer Senior Resident Engineer Resident Engineer-lnspector ~’rincipal Administrator Senior Administrator Administrator Secretary. Word Processing Operator Reproduction Technician Clerk $160 per hour $146, per hour $103 per hour $ 92 per hour ,$ 80.per hour $ 65 per hour $ 47 per hour $ 95 per hour $ 65 p~’.h~mr $115 p~r hour $ 70 per hour ¯ $141 per hour. ~; 75 per hour $ ~;8 per hour $ 56 per hour $ 55 per hour $40 per hour S 38 per hour *The individual hourly rates include salad, overhead and profit. ** Established at $160fHr.