Approve Amendment to PM Connect Contract to Expand Scope of Work for Water Demand Division Database Project Outline to Include Modules for the Use of Recycled Water Entitlements, Time Tracking and Water Credit Transfer Process


Meeting Date:

May 16, 2005


Yes, FY 2004-2005



David A. Berger,

General Manager


Line Item No.:

4-1-2, Revisions to the Water Permit Process


Prepared By:

Stephanie Pintar

Cost Estimate:



General Counsel Approval:  N/A

Committee Recommendation:  The Administrative Committee reviewed this item on May 3, 2005 and recommended approval.

CEQA Compliance:  N/A


SUMMARY:  Staff is requesting additional funding of $40,750 to add three new processes to the Water Demand Division database project.  The following processes are not included in the current contract: 1) Pebble Beach Entitlement water permitting (Ordinance No. 109); 2) commercial water credit transfers; and 3) time tracking and the revised fee structure (approved by Ordinance No. 120). To accommodate these tasks, the current contract with PM Connect needs to be expanded. Staff is requesting Board approval of funds not-to-exceed $40,750 to amend the contract with PM Connect for project management assistance with the Water Demand Division (WDD) database project. 


PM Connect has prepared a proposal which is included as Exhibit 4-A. The proposal encompasses the new tasks of developing work processes flow diagrams, forms development, input screens and logic, reports, and investigating time tracking/fees structure. The original contract included developing a technical specification and developing a Request for Qualifications (RFQ) to select a firm to code and test the new system. The amended contract will allow incorporating changes to the technical specifications and RFQ.


RECOMMENDATION:  Staff recommends that the General Manager be authorized to amend the contract with PM Connect as the Project Manager for additional scope of work including: 1) Pebble Beach Entitlement Water Permitting (Ordinance No. 109), 2) Commercial Water Credit Transfers, and 3) Time tracking/New Fee Structure (approved by Ordinance No. 120).  Funding is included in the 2004-2005 budget for this project. The Administrative Committee reviewed this item at its May 3, 2005 meeting and voted 3 to 0 to recommend approval.  If approved with the Consent calendar, the General Manager will amend the contract with PM Connect for a not-to-exceed amount of $40,750.


BACKGROUND:  Staff has been working with PM Connect since February 2004 to gather requirements for a new relational database system. The project will result in one database that will allow staff to provide customer service in an efficient manner. The original contract in the amount of $38,000 was executed with PM Connect in February 2004 to create technical specifications for a new database system to be used in the Water Demand Division (WDD). 


The contract was amended by $68,750 in July 2004 to complete the ongoing tasks of reviewing and revising the business processes for the new database, revising remaining forms, creating a mock-up system, developing input screens and logic, developing reports, developing a technical specification and developing a Request for Qualifications (RFQ) to select a firm to code and test the new system.


IMPACT ON FISCAL RESOURCES:  The Administrative Services Manager/CFO has confirmed that sufficient funds are in the 2004-2005 budget line item noted above to cover this $40,750 proposed contract amendment.  Staff will also determine the portion of this cost which relates to the Pebble Beach entitlement permit processing/tracking.  Charges associated with the Water Use Permits allowed by Ordinance No. 109 can be passed through to the applicants.



4-A      Revised Proposal from PM Connect dated April 13, 2005