HomeMy WebLinkAboutStaff Report 107-06TO:
FROM:
DATE:
SUBJECT:
City of Palo Alto
C ty Report
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: PUBLIC WORKS
JANUARY 17, 2006 CMR:107:06
APPROVAL OF AMENDMENT #1 TO ENTERPISE FUND CONTRACT NO.
C3146379 WITH MEHDI GHADIANI (DOING BUSINESS AS COMPUTING
SOLUTIONS GROUP) IN THE AMOUNT OF $24,000 FOR ADDITIONAL
COMPUTER SYSTEM SERVICES AT THE WATER QUALITY CONTROL
PLANT
4
RECOMMENDATION --
Staff recommends that Council approve and authorize the City Manager or his designee to execute
Amendment #1 to Contract No. C3146379 with Mehdi Ghadiani (doing business as Computing
Solutions Group) to extend the term of the contract for an additional seven months and increase the
maximum compensation by the amount of $24,000 for additional computer system services.
BACKGROUND
The City originally entered into the contract with Mr. Ghadiani on November 21, 2002. Under the
contract, Mr. Ghadiani has provided software and hardware support services for the Public Works’
Environmental Compliance Division in connection with the computer data bases that track and
monitor pollutant discharges to and from the Regional Water Quality Control Plant. The contract
was for an initial term of twelve months and was extended for two additional 12 month periods. The
contract set the maximum compensation at a fee not to exceed $60,000 per year and was based on an
hourly rate. The original contract was solicited by a Request for Proposals (RFP) and Mr. Ghadiani
was selected to provide the services as a result of that process.
DISCUSSION
The scope of work to be performed under the contract amendment is for computerized data systems
needed to support new requirements and reports required by regulatory agencies. Please see
Attachment B for the complete scope of services.
This amendment will cover a short period (7-months) and insure performance of critical work while
a separate RFP process is used to select a longer-term (3-year) contractor to provide computer
software and hardware services for the Environmental Compliance Division. The short term
amendment is needed because some of the previously authorized computer assistance funds had to be
devoted to provide services associated with new Sanitary Sewer Overflow (SSO) requirements and
reports. This new work was done in lieu of other computer system assistance tasks which still need
to be completed in the near future
CMR:107:06 Page 1 of 2
The purchasing manager’s professional services contract authority, is limited to contracts with terms
that do not exceed three years (Palo Alto Municipal Code section 2..~0._00 (d)). Accordingly, this
amendment is required to be approved by Council.
Staffelected to recommend this short-term amendment instead of issuing a new RFP because of the
need t9 have the services performed as soon as possible to meet year-end reporting requirements.
Staff believes the most timely and cost-effective way to perform these tasks is to have Mr. Ghadiani
perform them. Mr. Ghadiani developed the existing system and is the only one that could perform
the tasks quickly at a reasonable cost. Anyone else would have to devote a substantial amount of
time and resources learning the existing system. That would consume an unacceptable amount of
City staff time and contractor dollars. The standard RFP process will be used for the longer-term
contract and that process is being initiated now.
RESOURCE IMPACT
Funds are available in the appropriate enterprise fund-operating budget to cover these costs.
ENVIRONMENTAL REVIEW
This contract amendment does not constitute a California Environmental Quality Act project.
ATTACHMENTS
Attachment A: Contract (the Scope of Services is attached to the Contract as Exhibit ~’A-1")
PREPARED BY:
DEPARTMENT HEAD:
PHILIP L. BOBEL
Manager, Environmental Compliance Division
GLENN S. ROBERTS
Director of Public Works
CITY MANAGER APPROVM_~:
Y HARRISON
Assistant City, Manager
CMR: 107:06 Page 2 of 2
ATTACHMENT A
AM~T/DM~NT NO. ONE TO AGREEMENT NO. C3146379
BETWEEN THE CITY OF PALO ALTO AND
MEHDI GHADIANI
FOR CONSULTANT SERVICES
This Amendment No. One to Agreement No. C3146379
("AGREEMENT") is entered into, by and between the CITY OF PAL0
ALTO, a chartered city and a municipal corporation of the State
of California ("CITY"), AND MEHDI GHADIANI dba Computing
Solutions Group, a sole proprietor, located at 6454 Valley View
Road, Oakland, CA 94611-1229 (~CONSULTANT").
R E C I T A L S~
WHEREAS, the AGREEMENT, dated November 21, 2002, was
entered into between the parties for the purpose of having
CONSULTANT provide maintenance and~ upgrades of certain computer
software and hardware systems associated with tracking and
monitoring pollutant discharges to the City’s Regional Water
Quality Central Plant; and
WHEREAS, the parties wish to amend the AGREEMENT to
increase the scope of services, extend the term and increase the
maximum amount of compensation.
NOW, THEREFORE, in consideration of the covenants,
terms, conditions, and provisions of this Amendment, the parties
agree:
SECTION i. Section i.i is amended and replaced in its
entirety to read as follows:
41.1 This Contract will commence on the date of
execution by CITY and will expire on June 6,
2006. Time is of the essence in the performance
of this contract."
follows:
SECTION 2. Sections 2.1 and 2.2 are amended to read as
"2.1 The CONSULTANT shall provide those services
described in Exhibits "A" and "A-l"
2.2 The CONSULTANT shall provide the services on
an ~as needed" or task based request basis in
accordance with the provisions of Exhibit "A" and
~A-I"."
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follows:
SECTION 3. Section 5.1.1. is hereby amended to read as
~5.!.i. In consideration of the full performance
of the Services, including any authorized
reimbursable expenses, CITY will pay CONSULTANT a
fee not to exceed Sixty Thousand Dollars per year
for each contract year commencing November 21,
2002 and ending November 21, 2005 and a fee not
to exceed Twenty-four thousand dollars ($24,000)
for the period commending November 22, 2005 and
ending on June 6, 2006. The amount of
compensation will be calculated in accordance
with the hourly rate schedule set forth in
Exhibit "B", on a time and materials basis, up to
the maximum amount set "forth in this Section.
The fees Of consultants, who have direct
contractual relationships with CONSULTANT, will
be approved in advance, by CITY. CITY reserves
the right to refuse payment of such fees, if such
prior approval is not obtained by CONSULTANT."
SECTION 4. Exhibit "A" entitled "Scope of Projectu is
supplemented by the additional scope of services described in
Exhibit "A-l" attached to and made a part of this Agreement. The
work described in Exhibit ~A-I", entitled "Additional Scope of
Services", shall be in addition to, and shall not replace the
work described in Exhibit ~A" to this Agreement.
SECTION 5. Except as herein modified, all other
provisions of the AGREEMENT, including any exhibits and
subsequent amendments thereto, shal! remain in full force and
effect.
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IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
APPROVED AS TO FORM:CITY OF PALO ALTO
Senior Asst. City Attorney
APPROVED:
Director of Administrative
Services
Purchasing Manager
Assistant City Manager
Title:
(If corporation, Presiden~ or Vlce-President)
By :
Name:
Title:
(~£ corpora~ion~ Secretary or Treasurer)
Taxpayer Identification No.
(Compliance with Corp. Code § 313 is
required if the enti~ty on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is
acceptable)
Attachments:
Exhibit ~A-i":Additional Scope of Work
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EXHIBIT ~A-I"
ADDITIONAL SCOPE OF SERVICES
ENVIRONMENTAL COMPLIANCE COMPUTER SYSTEM ASSISTANCE
A.INTRODUCTION
This addition to the Contract Scope of Project (Exhibit
"A") is to obtain certain computer programming and computer
system assistance for the Water, Gas, Wastewater Operations
Division for programs related to those of the Environmental
Compliance Division.
B. TASKS
Consultant will provide the following software and hardware
support services for the Water, Gas, Wastewater Operations
Division:
i. Develop and install a sampling program for Water
Transmission Operation (WTO). The program must include:
Chain of Custody Forms, sampling route, labeling, and
reporting, automatic data transfer and multi user
capability.
2. Train WTO staff both in the office and the field
on use of the sampling program.
3. Use SIMM database table to develop a windows
platform and transfer SIMM’s data to new database.
4. Develop an Access database ~Sewer Over Flows
(SOF)" for collecting all sewer overflow data in accordance
with the Regional Board’s reporting format. This program
must be compatible with the ICOMM program.
5. Install the SOF program on the City ~S" drive and
four desktops.
6.Train the Support staff to use S0F
7.Develop a Utility Dispatch Program. The program
must be capable of receiving and uploading the daily
dispatch report into an Access database.
8. Review the existing Gas Meter shop’s maintenance
program and investigate the feasibility and cost of
developing a maintenance program.
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