AGENDA ITEM 2.E. To:Matt Rexroad, Chair and Members of the Board of Directors From: Date: Subject: Mat Ehrhardt, P.E., Executive Director/APCO June 10, 2009 Amendment to Agreement with WRIME, Inc. for Database Enhancement Project
Recommended Action Approve and authorize the APCO to sign Amendment No. 09-13 to Agreement No. 05-05 between the Yolo-Solano Air Quality Management District and WRIME, Inc. for the Database Enhancement Project. Reason for Recommended Action Board approval is required on professional services totaling $10,000 or greater. Background The District had several databases running to track the Stationary Source Permit Program. The programs were developed in FoxPro by staff over a period of 10 years. The District uses QuickBooks for invoicing and tracking of fees. It has always been staff’s desire to streamline the process by upgrading the system so the programs interlink and are more effective in tracking permits, including inspections, emission inventory, compliance, and fees associated with the permit system. In 2004, with Board approval, the District released a Request for Proposal (RFP). WRIME, Inc.(WRIME) was awarded the contract on March 9, 2005. District staff is recommending a seventh amendment to the current Agreement. The project’s next phase includes: Table 1 Scope of Work PHASE 3 General Installation and testing of software into new database server Mitigation of current database into new server Ag engine renewal invoices batch process Low use ag engine registrations module (transferred from Phase 2C) Reporting Rewrite code for reporting module (design, implementation and testing) Custom reports Save report types by user Generate pre-formatted reports Projection Management, Communication and QA/QC Contingency and Planning for Future Work Total Cost Estimate $13,988
$21,500
$4,252 $5,260 $45,000
The Scope of Work are the goals of the District and it is anticipated to be completed by fiscal year 2009/2010. WRIME will assist the District to develop a work plan to achieve these goals in a timely and cost-effective manner.
Matt Rexroad, Chair June 10, 2009 Page 2 _____________________________
AGENDA ITEM 2.E.
WRIME will continue to manage the project in a cost effective, timely and professional manner, including (but not limited to) overseeing all project efforts; being available to meet with District representatives to discuss project goals, progress, obstacles, solutions, milestones achieved, and successes; providing regular project status reports and invoices of appropriate detail; and providing other troubleshooting and technical expertise as appropriate. Budget Impacts The proposed budget for fiscal year 2009/2010, is $45,000. $40,000 will come from settlement reserves and $5,000 will rollover as fund balance available and funds not used under the Agreement Sixth Amendment in 2009/2010. The work will be based on WRIME’s hourly rate based on the compensation schedule in the agreement. Summary of Project/Funds Table 2
Month/Year March 2005 through February 2006 Scope of Work Phase I -Functional Equivalency (to FoxPro) -Beta Testing -Live Database Phase I-B User Interface Improvements Phase II -Improve user interface/store additional data and improve tracking of data (rules and code writing) -Quality Assurance/Quality Control (QA/QC) -Lost Records (contingency work) -Discussion and planning on next phase of project Phase II (continued) -Improve user interface/store additional data and improve tracking of data (rules and code writing) -Quality Assurance/Quality Control (QA/QC) -Lost Records -Discussion and planning on next phase of project Phase IIB -Unpermitted and exempt source tracking -Ag engine registration program including billing -Planning phase for Phase III, permit issuance Phase IIC - Create inspection zone assignment tool - Enhancements based on staff’s use of beta testing of phase II B - Clean up of ag engine billing module Cost $40,000
Status
Completed
December 2005 September 2006 June 2007
$20,000 $48,000 (budgeted $50K)
Completed A portion of the tasks moved to 2007/2008
July 2007 - June 30, 2008
$11,090 (budgeted $75K)
Completed
July 2008 - June 2009
Up to $63,000
Completed except for billing module.
February 2009 - June 2009
$15,000 (budgeted $20K)
All work is complete except clean up of ag engine billing module which will be completed by June 30, 2009.
Matt Rexroad, Chair June 10, 2009 Page 2 _____________________________
AGENDA ITEM 2.E.
Month/Year July 2009 - June 30, 2010 TBD
Scope of Work Phase III (see Table I above)
Cost $45,000
Status
Phase IV -Permit Issuance Phase V -Billing for the stationary source program
Other Agency Involvement District Counsel has approved the Amendment to form. Attachment: Agreement Amendment No. 09-13
F:\HOME\EVERYONE\BOARD\MEMOS\Memos - 2009\Memo Database 7th Amendment.wpd