HomeMy WebLinkAbout0446.095-• City of Palo Alto
City Manager's Report
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TO: The Honorable ClIy C<luncil 2
FROM: C"1Iy Manager Department:Utilitles
AGENDA DATE: October 30, 1995 CMR:446:9S
SUBJECT, Award of Agreement to Advaoced Sy.1ems Group to Develop a
Marketing In!'ormation System
REQUEST
This report requests WI Counc~ approve and authorize !he May<>< 10 execute an agreement with
Advanced Systems Group {ASG} fur $77,500 10 provide programming and consulting services
1<>, ¥Velop I Marli:eting lnfOllllliUoo System (MIS) application software.
RECOMMENDATIONS
Staff recommends that Council:
1) Authorize the Mayor 10 .,eco,e the .tra<:bed agreement with AdVaJl<'<d Systems Group (ASG)
in the omount of $27 ,500 !O develop Marketing lnforJDatioo System .pprlC •• ;on software;
2) Authorize the City Manager or ber deSignee 10 negoliate and execute one 01'" more change
()rdeIS 10 the agreement to cover additional related but unforeseen work in me de\o"e'lopmern of
!he MIS software. The value of Ihese change orders shaJl no< exceed $3,000.
POLICY IMPLICATIONS
This agreement does DOl represent any change to existing policies.
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CMR:446:95 Page 1 of J
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F.XFCU1JYE SUMMARY
Deregulation and an increasing competithre utilities market puts an increased emphasis on havi."1g
detaL"1ed C".lITe1lt information .resources 0.0 Utilities major cust'Otllers. The information made
Iv;ilable Ihrough cbe MIS ",11 provide cbe foundation on which b boild utility marketing
programs and services which, in tum, contribute 110 customer satisfaction and retention.
The MIS will oonsolldate "veraJ dispar.l.Ce electroruc and paper file WIl!<eS of information
maintained by thi: UtiJities over the years inlo ODe integrated database, k will also provide il
cons!stent user mlerf""" and processes for querying, retrieving and reporting cbe data. Such
conso1ldaOOo and consistenry will aHow for more effective and efficiem response 10 customer
and inremal infoonalion needs.
The MIS will contain detailed information on utility customer contacts, customer facilities and
mArketing program parrkipatiolL 1Ililily histories can be obtained (via the billing system) and
made available in gnphk or report formaK Data may be retrieved on an individual azcount or
site basis or grouped by custOmer or martel segmeDL
The consultant,' ASG, has already developed an apPlication. Paradigm, that meets some of tl>e
MIS needs. The agreemem provides fo< the inslallation of <his _wficalion. ilny augmentation and
custorruzation of Parodigm required b address remaining needs and trainfug of staff.
A request for proposal (RFP) was distributed '" 27 database appfication de'elopers, mostly local
independelll consultant> 00 April 19. 1995. The bid opening date was <5tablisbed as ~y 21,
1995. No pre-bid oonference was 1!e1d. A four week bidcfmg period "'ii> l'rovlded. The RFI'
solicited bids 10 develop the MIS frocn scratc) or with augmentation 10 an e<is!ing applicaoolL
Although staff fielded sever>! inquiries, four responses "'ere received, in.:luding one "nt>-bid,"
The three bids are SIlIllOlarized in Atta<:hmelll B. Respondents also provided sample, of existing
QC previous rel.ted work, including o"k demonstrations of edsting awfic.lions. The bids .. 'ere
eValuated by • ""<>-person oorrunittee including cbe project manager iInd the S~pervisO< of
Utilities lnfO<lDation and Data Systems. ASG ..... selected based on the "'''' cost of the project,
fr.e level of Paradigm" ability 10 meet correll! needs and L'Je relevant ex;-ericnce of its staff.
FISCAL IMPACT
Funds fo< <his agreemenl are included in cbe FYI995196 Unlities Budget.
ENVIRONMENTAL ASSESSMENT
Execution 0( this agreement eWes DOt constitute I project under Ca!ifornia E.avironmentaI Qual'ity
ACi; theref-ore. an environme!lUl! assessment is no( required.
CMR446:9; Page 2 of 3
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Exhibit 'A' AgrcetIleIlI
Exln1>iI 'B' Bid Summ.uy
Page 3 of3
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No. __ ---' ~ , W 6) AGREEMENT C
:~ BY THIS AGREEMENT IIMDE.NC) EN'T!1=IE.O INTO ~ roE DAY OF ....:::::-----.. --,{~;~~;~~:
I, 1Y..., ......... _CITYOFPALOAlTO~""""""'lO .... CfTY.,.,. IU> -d A E __ m lMffiY["'~C~.~d~s~.=.~t-~~G~T=O=U:?=====::-;;;;:;0§ ~ AT1'!i ~ 'IlaJ. • vans ... Di go CA .... _ §il09 (6nJ-4S3~lC
I
', ~ 110 Eme.nld Street 1CJTYl,;:l-.o. e I --, ~(i519)-48JOO.UC
~ ~ 'YO AS CONTRACTOF.J. IN CONSIQERA"f1OIrIi OF TitEl~ MlJT\.lALCOilENAHTS, 'DE PAimES tERETO AGR.E!: AS FOllOWS:
A • CONTRACTOR SHAU. ~ ~ R.~ THE FOUCJWII/G SP£C.,::1EtI &EAVICES NrOOfI MA7ERW...S $P£CFIED" EJQ18T -'''---
ATIAOED HE1E7O..., 1NCORf'OI'IA.~ ~ BY nus F£F9\fJ1CE
I. J'AlADIQI appllut:1on pac.kqe @$21,$OO .. i%ieludiug:
J) DOS ver.1on 3) l~ hours of customi%atioQ lervices
2} l1PI't'ade to GUI nonien, wen avallule 4) 1 year of te.chnical support" m.aiatenaIlI:e
II, Couttcaeney ef 40 a44itional hour. of eustoaizatlon. as needed, @ $1S/houy
• EXHIBITS 'floE FOI,..I..OWING"'T'tACHSJ ~ I£AE8Y ARE w.oE !>ART OF l'H1S~~
A. Froposal fo~ laplementat~ou of • MarKet!na IDformacion Systea. d8te~ 5/22/9S
B. CertlfLeate of Insurance
• TERIIS tHE 8aMCES ANDoQR ..... TERw...S R..SNt9EO ~ 111.tS ~ StW..L ca.DlENCf ON S ep temll er J 1.. 1 9 9 S.
N«I:9HAU.IE~1EFORI: necember 31, 19'95
• COMPENSA noN J'OII tJ.E fU.L ~ QFTl'i1S AGREafEJrlT:
(} CfTYStWJ.PA.Y~ 101 @! project lnitiat-tan
2S1 @! installation of Para.digm
• PAYMENT RECORD .... """"'" "'" O>VERS< """
5{)% Comple.tion of c:ustcmized MIS
IS% Delivery ef manuals , completion Gl
t.raining
:!!III!!iiiii!l~~A)fi)l111~~~~~~!1ll~,,~.~,~~~u~OE~o~ON~."am~~smE~~s~OF~TH~,s!"Il,"~~.!.!'~""i3"""'3f
THIS lGRfEJEWT 5tfAli. BECOME ffiECTM UPON f'TS APPROVAl. ANC EXWJTION BY ml. III. wnH:ESS THEREOF. lHE PARTIES kA\I'E EXEV.liiO THIS
AGREEMEJIT DtE DAY. ~ NW ~ ARST vmrnJiI UOVE.
IIGU IIAIIiMl..Rl. COHi'MClOA aQl'ttl$ III incklTl1~.1I!mid and h~ harm~ CIT". its ol"IiW1 . .lgtms. w tm~ 'l'r.Jm 2'rl)' ¥Hf all ~d5. OOiims ar lSlJifitt' ar
~ ~ indllCli/lg wrongful dutil, C2!.I:SC ~ -lrisin/.l 0IIf rJ ~o.:::'S, its Dffi~er5·, .,15' or em,,~· ~~ Kts. trrors.. or cmiSJ;~ 01'" wilfuf
~orconcfudb.t"g Ihtraw~SfI'1Ct~cF)CDNTlUC1OR Ilh ~~orlaJlur! IIlpotrlcrm Ibrs ao~memI!yCOKTRACTOR.
amRE AnEUI9IT. This ~.iOS! IZ!e "'rmc:"" G!!!J,micrr:; pn!te FMIJif ~jJgfrt;!r!2!T! lilt antil! at;jrHment bdwun. h pa."tIe$ winI ~eC: 1£ ttlt! purd'la:se
;ard ale tI hi ~ mmnars or supp5l:s or parment lor st~ wfIiC~ m.r bI! the RI~ of ,.,~ ~ All' "nor IQfUl'I'Iel1$, re;lreentm~, stmmtnts,
~and ~ Wheh! Dlii OJ wrttIIn m SIJPL'I~ ~reb)o
H .... Jane If. SUWn;'" Util. 21arketing Spec:. BY Ronald A. EvansPrt • PROJECT MANAGER AND Ra'~NlATM. FCl'" CITY CONTRACTOR
VTIlITIES1Resocrce MAfiag~nt
~---------------------------Trr~ -"P~r~e~s~i"d~e~DLt"-____________________________ _
P.O.90i<l0250 • 5OC1Al~.CURm 91 _ 13~7728 PAlO AlTO, CA 94303 OR IRS NUl.fBCR _________________________ _
T~-~ (,15) 329-2695
FAX (415) 617-3140 •
• INVOJCING s,e..D 4U.. 1NV000ES TO THE C'nI. ATTJ.j P~:J..I£CT J.j~GE:'"
• CITY OF PALO ALTO APPROVALS; 1~DuT£ F~ SIGNJ.,TIJR.ES .. 'CCQAoINC; 10 NLNeERS ~ AP9F1OV ...... BOXES 9El.0Wi
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CCNT;::.).,CTQR
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MARKETING INFORMATION SYSTEM
Summary of 8idder Proposals
-~-, ....
TASK' I ~~-"", • PARAOI~M
S • .Review user eonfig.n.fiOn 1 inct
,.'-,"
o
,~."'!'~" AB!;;~
inc:Il ~~
~ Review 4.lser needs ~ incl.! 9,568
3. ProdUce da!a model incl. .,d.[ !~
4. Oev. prototype/modify exi.Ii"'g appt
5. T es1ingfrevision !
6, T!ai.ning \ -I 7. Finalize apprlCAtion ,
B. T«11 support (1 s: year) --,
TOTAL APPUCATION COSTl
OTHER EXPENSES I
Tech support (eacl1 add1l"L. j
I T ravelJlo69ing ,
~en1fadmin expense !
Cus10miz _lion (Paradi gm & Xc .. " 001
- T st 100 ho .... (Paradigm only) -._ar !
EST. COW-Pl.ETION TIME {days)
FUNCTIONAUTY (unmo;;mec!J
~~
incl.
incl.
incJ.
.,cl.
27,500
I
2,7501
incl. I
incll
incll $751l10'.K
31
-60%
-
15,000 !
1 !
iO,OOOI
I I
2,700] -
27,700.
2,700
additional
.. 10%
S125/hou<
<30
-30%
I
31,24B
25,720
E,B32
10,920
29,120
134,236
'--'-
S7()!hour
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107