06-20-2014 BPU RPT 15 - Laserfiche WebLink

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BOARD OF PUBLIC UTILITIES DATE: June 20, 2014 ITEM NO: 15 SUBJECT: SOFTWARE PROCUREMENT FROM OSI SOFT AND CONSULTING SERVICES FROM WESTIN ENGINEERING INC. FOR IMPLEMENTATION OF OPERATIONS DATA MANAGEMENT SYSTEM — WORK ORDER NO. 1424073 ISSUES: The items for Board of Public Utilities consideration are: 1) approval of Work Order No. 1424073 to for implementation of the Operations Data Management System; 2) approval of a Second Amendment to the Agreement with Westin Engineering, Inc. for consulting services; and 3) approval of a purchase order with OSI Soft Inc. for procurement of the Pi Software system. RECOMMENDATIONS: That the Board of Public Utilities: Approve Work Order No. 1424073 for implementation of the Operations Data Management System; 2. Approve the Second Amendment to the Professional Services Agreement with Westin Engineering, Inc., of Rancho Cordova, California, in the amount of $2,400,000 for consulting services; and 3. Approve the Purchase Order with OSI Soft, Inc., of San Leandro, California„ in the amount of $480,427.50 for procurement of the Pi Software system for the Data Management System. BACKGROUND: Through its operations, Riverside Public Utilities (RPU) produces more than 100,,000 data records each day. This data is valuable to all sectors of RPU, including management, engineering, operations and customer support. However, the existing processes for managing the vast amount of data are inefficient and impair decision making capability. Currently, the data collected is stored electronically into multiple formats and is located in disparate locations with varying accessibility, which makes data analysis cumbersome. To improve operational efficiency, staff solicited proposals from consulting firms to lead a change management process and ultimately develop a data organization structure based on RPU's requirements. RPU received eight proposals to assist in developing the Operations Data Management System (ODMS), in selecting a software vendor, implementation and systems integration. In August 2011, the Board of Public Utilities approved an Agreement with Westin Engineering Inc. (Westin) to develop the ODMS and select a preferred software vendor. In December 2012, the Board of Public Utilities approved the First Amendment to Agreement with Westin to expand the evaluation to cover not only the Water and Energy Resources divisions, but also the Energy Delivery division. Following this planning effort, the consultant developed a Request for Proposals (RFP) and assisted in selecting an