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Home My WebLink About0172.091• • \ ~~'-.. ----------. _____ ._~-",.<.,;o March 11. 1991 The Honorable City Council Pal" AI"" California Utility Bruinr System • Hiring or I <&ptraef Senior Procr.ammerlAnlrnt for Six MoQ.l!l,l Membets of the CounC'J: Ke!!!!!1 bo BrIel 5 This report requests CoUDol approval foe the lnfonnation Resour~ Department (lRD) to hire a eo.tracI programmer/anAlyst This will aDow IRD Supervisor of Development to wock on a special project with the Utilities, Finance and City Auditor Departments in preparing a Utility Billing S)'5tem design that w>]] be used tc> prepare" request for proposal document. Funding is available in the Utilities 1990-91 operating budget. IRD is also requesting a waiver to the polio:y stipulating Fioan~ and Public Works Committee participation in the consultation ..,Iection process, beca_ it is essential to begin work on the billing system as quickly as pos5!1l1e. The wnsultant recommended by staff is providing a spedallzed service not appropr'.ate for the request Coc proposal process. Baclcmgnd The City of Palo Alto currently has approximately 200 computer programs which .uppon the Utility Billing System. These programs are developed, modified and mamtained by the lnfOfI!lation Resources Department staff. The current Uu1ity BiDing System was developed in-bou," 20 years ago on om NCR Centul)' computer. The Utility Billing System has ,ince eV'::!"ed to include many of the new programs 2nd utilities Which are included in City utility bills today. such as gas tax refund, waJer consumption level and stocm draiIL In 1985. Ibe Utility Billing System was converted from NCR batch system to HP batch/on-line environment. However, due to budgel ronstramlS and resour"" limitations, IRD has nO( been able to include an Ibe increasing complexity that the system needs to meel lbe level of information and performance required 10 meet the billing need, of the Utilities Department A Iborough technical analysis of lbe Utility Buling System is needed 10 identify the requirements for a new or enhaneed system and to suggest solutions to Ibe current problems. Consgltant Stf«tjog Proms A waiver is requested to the policy requiring that consultant contrdCIS over $20,000 related to capital improvement projocts be sent to the Finance and Public Wo<ks Committee for review. The CMR:172:91 • .. . " . , , , . procedure requires thai slaf!" forward all COtb-wtant contracts the Commiltee at !be begilmiDg of the fisaJ year so the Committee can iDdica~ if they are intere..<ted in participating in consultant seI«tion. Also, any new projects which develop during the year must be forwarded to the Committu for participation determination. A waiver is requested due to !be urgency of beginning work on this proj«t as soon as posslble. It is imperative thai the billing system be improved so that it can produce an the required information on tbe customen;' bills with accuracy. w.1ytr of St'ediOJl Constdmctsm The consultant, Diether Ruth Associates (DRA). is DOl the sole source for servkes being requested. However, the seJVices are to be assigned to the maintenance of Utility Billing application softw-.re. Due 10 the «>mplexity of the Utility Billing System softwaTe, ORA is considered to provide a spedalivd service. Therefore. the bidding process is not required. DRA was sel«tcd for the foDowins reasons: L ORA has been involved in the City's UtiUty Billing System for more man 17 years. 2. ORA'. knowledge and experience will help slaf!" expedite day·to-day Utility Billing System oupport with a minimum of supervision, while olaf!" works on a detailed technical needs analysis and system dosign. Tune is of the .... nce for work that needs to be done on !be Utility Billing System to complete changes 10 the demand module, prepare for water rationing and address the outstanding Utility Department programming requests. The Utility Billing System does DOt meet the complex needs of today; and a decision needs 10 be made quickly whclber to replace it with a new oystem, develop a new system in·hou5e, or revamp the existing system before major problems arise h'ke Ibe demand meter billing issue that was eorreeted in 1anuary. Rm."lrgmdatJOQ Staff r""""""ends that Council authorize the M oyor to execute !be attached contract with Dielber Roth Associates for senior programmer znalyst selVices for sill months, in the amount of $36,400. Rexpectfully submitted, f.), ;.".j n.!f Dianah Neff Director, Information Resources \,JdtacllIDC!nt CMR:172:91 AGREEMENT No. ___ _ """""" (HERI;f<W'T£PI; AEFEJRDTOAS CONTRACTOR) .... ~""'Tl()H Of' TloIEIR IoIUTliAl CO'n;N.WT"S, Tl1E PART¥.S HERETO ~E.t.S F"oc.C'Ws • CON'TRACTOR !ltW..l P'ACVJD£ 0f:I ~s=-: THf FOLlOWING :$PEc~IEO SLR'V:::::ES NfO,QR It,lAr.;:FUALS SPECFlEO ... EXii8.1' _.!.-__ . , ATTIOEO-HEA.:-n:) AND NCORF'OFIATEti HE~rN a.,. TlOES R~R~E. CoD. tr a.c to L vill provide te cbuie .. l... tr a 1ning and maiDt.u.nce 8upport ~s required Eor the I~f~rmatloD .esourees Depart.lot Utility !il11ng eyste8 (.ee .ttac~uts). • EXHIBrTS THE ~OWIHG AU .... CMEO EXHIBITS m:RO'f "'''f IU.DE PART Oi' n.s ACHtflllllENT Exhb1ti A -Scope of ilC"rk '" TERMS THE SERVa:S AA'DOR W-n,R"oALS ~~SlED ~!:R THlS AGAW.l.Ei'rr SHAll COIWIroIEt.lCE ON ~r<::'t!. ___ JJI __ ._ 1,,9,,9,,1'-___ _ ANOSHN.1.8E~8EfOAE Septel!l.b~t' ll~ ___ l~'i .. l ___ _ • COMPENSA noN FOA TIE Ft.C. P!:m:~E OF nilS AGRE€WENT; [! ClTYSHAUPAYC()NTRACTOA.: $.3.5.00 pe-r hour .. for 26 .. --eeks (40 hours pH week), ::lot to ex::eed $36.400.00. • PAYMENT RECORD CDEPARTWDff USE REVEI& SIDE) • CITY ACCOUIfT HUMBER: -. p~~, --I.L~':t>'JUAA~::~~"._...,.~~"._"~~ _____ . 3' ~COOE CJ!!-'~C~_±\~CT _ _ 21724163-31D __ .. _____ +_ _______ '3§.~OO."'oO'___ ______ _I -----_. • GENERAL T£RMS AND CONOOlONS ARE lNC~uoen ON Bono "'DES~" TetS OQCI;"ENT. THIS .r.&RfaIfKT SiiAtl BEroME E~M uPON ITS APPROV.u AND EXECUT!Q,\j iN em. III wrrHESS TH~RE!)f. THE PAl! rlES HAVE EXECIlfED THIS ~T nu: DAY, MONTH. AND ~ FIRST WRJffilil ABOVE. HOlJiI twM.Ell. toNTflACTOfI agrees w 'rdtrr.no"'ly, ~ :,ldho\dhutr.l!$stlTl', IStIIfurs;, lIgerl\$, ,lnO' ~11lJl~~cm¥l'j wt an 6e<nan6s, Vlims at fall'lr,I)'-of II'tf ~ iirldu:rlng .,.oogM cram. taU!tll !Jy Of ari'sinll au! cf COfiTJtACTOR'S. II!. ~',~' or tm9k1yaes' ~1~nI adS, errjjrs. Of ~~1X15. '!)( .,;Iit~ ~ucl, Of conclCI b'1ItIid";thI! law impI;lsn 'lll'l~ rYbiffly on CONtRACTOR ., tilt pffioJ~ orfadllre III peI10rm tP11S 1Il~r}! D,.-CO~C"FO~. DlTJRE~. This agfftfl'lellI mlmulfl!luc" Q?nr"iOOM !Wl me (MIg !lew! rJpf~ ItIe entire Jgftemenl ~ tht iJiIrtiK wtttI res{:IIlCl to Iht ~rct\aSe aM sale d 1M: equipmP.l1. ~s or $~.es Il: p,i)'!MTI 'icr:sl'!'ric~ ... tll'~ 1na"J' til'! !l'It' subjtc! af tM contract. All prior ,aQ1'H'l'ler.ts, t1!pt"t3M:1h;~fl!i. stat~l!Il3, MQCtiIfiOflS and ~ wbethrl en! or writl-e11 til' supmeded hll!reby • PROJECT MANAGER ""'O"leP'Re$E~rATTVEFOFIC~TY ..... Pe; .. J. Jong JZk~~r~e DEi"r _ IntonaatioD aeIiOUI:ee.s ___ ._ COIfTRACTOR P,O. BOX 'trlSO ~::!:,C\rm29-2236 ~~s~ __ !J~_ .. ~Q-::4"'9"'1,,3'__ _______________ _ • INVOICING 5ENO w. MlQlCES TO THE CoT\', .... n,..: PFIO..tE<.' IIV.NI\.GER • CITY OF PALO ALTO APPROVALS: """". "'" """""""''"'''''''''''0 NWl!U" ,,"""""'AI. ""X"""OW) ,i ':;i =~:'''''=~-"-.". "' -~<~.~?< EXHlBlTA Scope of Services Contractor <hall perform the fonowing services under tlIis agreement: ," : 1. Undertake respOIlSlbility for systems analysis, design, and programming in close cooperation with user departments; enban.cements and main1enance of current data processing applicatiOn5i; perf""" S)'S".em management functions and operate systems as directed by City. 2. Study and aruUy-a syslem requirements for programming on advanced computer equipment in a multi-programming 'on-line' environment 3. Formulate new or revise systems applications; prepare flow chan of procedures and block diagrams; <:Ode programs into computer language; prepare operation instruction." program descriptions and documentation; draft input source doco.!!!lellts. 4. Provide user training for new automated systems developed in-hcuse by City. 5. Provide tedmical e~ to City departmental staff. 6. Prepare lest data for trial runs; test and debug City programs as directed by City. '.