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HomeMy WebLinkAboutAlta Associates - 1980-06-02c � 1 AGREEMENT TO PERFORM A FEASIBILITY STUDY TO AUTOMATE MAINTENANCE MANAGEMENT AT THE CORPORATION YARD THIS AGREEMENT is mane and entered into by and between the CITY OF HUNTTNGTON BEACH, a muni^ipal corporation of the State of California, hereinafter referred to as "CITY", and ALTA ASSOCIATED, a Nevada corporation, doing business in the State C of California, hereinafter referred to as "CONTRACTOR", R E C I T A L S A. WHEREAS, the CITY desires to have the program functions of six major field maintenance divisions of the Public Works Department reviewed for the advisability of establishing auto- mated systems of maintenancemanagementprograms; and B. CONTRACTOR, for and in consideration of the covenants, conditions, agreements, and, stipulations contained herein does herebv agree to perform the reviews and analysis, and to submit recommendations and specifications as hereinafter sitated, NOW, THEREFORE, the parties hereto do covehant and agree as follows: 1. Services. CONTRACTOR shall perform a City Yard automation feasi- bility study as stipulated in CONTRACTOR'S proposal dated March 12, 1980, and CITY'S request for proposal dated January 4,1980, and CITY'S purchase order No. 28271 dated March 27, 1980, copies of which are attached hereto, marked Exhibits "A", "B" and "C", respectively, and incorporated herein by this reference as though fully sec,. forth. 2. Payments. In consideration of the performance by CONTRACTOR in a satisfactory manner of the services herein described, CITY .agrees to pay CONTRACTOR 'progress payments based upon percentage of contract work complete?. f I ''� 1, L The above payments for satisfactory performance includes all expenses incurred by CONTRACTOR. 3. Cost Limitation. Total expenditures made under this contract shall not exceed the sum of $15,000.00. 4. Subcontracting. CONTRACTOR shall not be permitted to subcontract any portion of this contract without th-e prior express written consent of CITY. 5. Term of Agreement. CONTRACTOR shall complete this project within 180 days from the effective date of this Agreement. The effective date of this Agreement shall be the day next foliowinq that date on which all parties hereto have executed this Agreement. S. Reports. CONTRACTOR shall furnish monthly interim reports as to the progress of the study or upon demand by CITY or the Department. of Public Works. A final report in draft form shall. be provided to CITY and the Department of Public Works thirty days prior to contract termination or completion for review. 7 Ownershio of Data. All data, maps, photographs, and other material collected or prepared under this Agreement shall become the property of CITY and the Department of Public Works. 8. Termination of Agreement. This contract may be terminated at any time for breach thereof and CITY may terminate unilaterally and without cause upon thirty (30) days' prior written notice to CONTRACTOR. All work performed pursuant to the contract, and prior to the date of termination, may be claimed for reimbursement. S. Assignability. CONTRACTOR shall not assign or transfer any interest in this contrast without the prior written' consent of CITY. 2 • 10. Modification and Amendments. It is mutually understood and agreed that no alteration or variation of the terms of this contract, or any subcontract requiring the prior approval of. CITY and the Department of Public Works, shall be valid unless made in writing, signed by the part>s hereto, and approved by all necessary parties. 1.1. Equal Opportunity Assurance. During the performance of `this contract, CONTRACTOR agrees as follows A. CONTRACTOR will not discriminate against any employee or applicant for employment because of race, sex, creed, color or national origin. CONTRACTOR will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, sex, creed, color or' national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer; re- cruitment or recruitment advertising; layoffs or termination; rates of pay or other forms of compensation selection for training, including apprenticeship. CONTRACTOR agrees to host in conspicuous places; available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. B, CONTRACTOR will, in all solicitations or advertisements for employees placed by or on behalf of CONTRACTOR, state that all qualified applicants will receive consideration for employment without regard to race, sex, creed, color or national origin. C. CONTRACTOR will send to each labor union or repr;asenta- Live of workers with which he has a collective bargaining agreement or contract or understanding, a notice advising the labor union or worker's representative of CONTRACTOR'S commitments under this non- discrimination clause and shall post copies of the notice in conspicuous places available to emolovees and applicants for D. CONTRACTOR will permit access to his books, records and accounts by the CITY for purposes of investigation to ascertain compliance with this non-discrimination clause. E. In the event of CON''_RACTOR°S noncompliance with the nondiscrimination clauses of this contract, this contract may be canceled, terminated or suspended in whole or in part. 12. Hold Harmless. Neither CITY nor any of it's officers, agents or employees shall assume any li_ibility by reason of anything done oromitted to be done by CONTRACTOR or any of CONTRACTOR'S officers, agents and employees under or in connection with any acts performed pur- suant to this Agreement. CONTRACTOR shall fully indemnify and save and hold harmless the CITY, its officers, agents and employees from any and all liability, losses and costs imposed for injury occurring by reason of anything done or omitted to be done by CONTRACTOR, and CONTRACTOR agrees to enter and defend any suit or action brought or arising out of this Agreement against CITY, its Officers, agents or employees. 13. Notices. The notices provided for in this Agreement to be given by either party hereto to the other shall be deemed to have been given when made in writing and deposited in the United States mail., registered and postage prepaid, addressed as follows To CITY: City Clerk City of 'Huntington Beach 2000 Main Street Huntington Beach, CA 92648 To CONTRACTOR: ,Alta Associates 1513 Ponderosa Street Fullerton., CA 92631 4. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates so indicated below. CITY OF HUNTINGTON BEACH, a Minicipal corporation e Date : Mavor ATTEST: APPROVED AS TO FORM: �t City A 'torne,y REVIEWED AND APPROVED: INITIATED AND APPROVED ty Administrator Director of Public Works ALTA ASSOCIATES Date: S"-, -li BY r e s i t Secretary 5 EXHIBIT A Proposal CITY YARD AUTO3MIATION' FEASIB7L [TY STUDY for the CITY OF Hi NTINGT0N BEACH PUBLIC $lO;Tj(S D:,?,LRrlIDTT Presented by ALTA ASSOCIATES d March 12, 1980 ■ 7 STAMJ EWV-OF-THE-PROFSLa•, Local Government Agencies are increasingly being asked for better levels of service to the puolic whil.n at the same time facing increasing budgetary constraints from public administrations.. 2leeting these conflicting requirements is requiring Departments to carefully analyze their operations for inefficiencies and/or areas in ihich new technology or consolidations and result-ing- economics of scale can be utilized. Management information an?, data processing systems should tnoJ, be carefully analyzed and updated to provide the type and quantity of data necessitated by Department management to optimize operations. These systems must collect this data as a by-product of normal operations and not add new duties aril increased costs to Departments. During the past several years, most automated systems have failed to utilise available technology. At the same time they hiave grown rapidly in size and are rota facing nEAf requirements' for availability and access. Advancemants in, information technology, including computerized data systems, offer tremendous potential for new levels of efficiency and real dollar savings. However, they generally represent a significant initiC start-up cost and in all cases they must be carefully evaluated to insure maximum compatibility with existing Departmental systel!ts. Systems which are improperly des- �d, n or irzpl.o;nonted can roso_l t in n1r-inal rstis:, as or. i.n:rrl:s tmnt--anAI examples of total systgIn failures are no±�e humorous than generally believed. In many cases Dopart c,:nts edb ,achieve s, on f- icant savings through streamlining and standardizing existing procedures and acco:rpl.ish this .r relativelyshort time with nor invested funds. A W 0 STUD-Z. " ,,"ctnD-OL(}"sy ,ALTA .SSMIATZS feels that management information and data processing s3rs'trxgs must be carefully evaluated, for each application and tailored 1 -to the unique probelms and requiremonts of each user, Standard zed systewns and "off -the -shelf" solutions may be a good initial investment but in practice they have seldom provided a total solution. In all cases decisions must be based on sound financial data and statistics. To effectively accomplish this goal, ALTA ASSQCIATF3 proposes the follo,,Ang approach; 1. A survey of all record systems and management information systems t•rithin the participating Departments. This survey will. identify such .information as the source, usefulness, and common- ality of data elements. Special attention will, be given to ident- ifying. information functions which Pay be (1) automated by computer, or (2) consolidated, 2. An analysis and survey .of the existing computer center, and any auciliary data handling facilities in the participating Departments, This will focus on its potential and capacity for handling existing Gr projected information requiroments, 3. A budgetary analysis irill be performed to identify actual costs for specific records and informations systems functions. This will allow meaningful measure of the value of servicos for each dollar as well as point up those, systems in which modification, can result in the greatest savings. 4. An in-depth operations analysis z•rill be performed to identify the information systems which are requdred by participating Departments to meet existing and projected worU.- oads. Resulting requirements will be compared to other agencies and national standards for verification of validity and accurracy. The analysis will focus on oconomics-of-scale that can be achieved through consolidations or computerization of selocted functions. Y j, Considering all above data and facil .ties] an extensive cost/benefit; analysis ,rill. be performed to make specific recommendations for Future courses of action. These recummc�ndations will be supported by all applicable technical data and will show prc�actod �.mplementation costs as well as projected savings. Any impact t )on operations ir.L7l also be carefully detailed. All analysis and recommendations will be shwrm in the published final report. MATT L . ROGERS Mr. Rogers has a Bachelors Degree in Electrical $ngineering, Mr. Rogers has snore than 16 years experAenco in the conput.er systems and data comimications environment, He has been employed idth several progressive companies including; Litton Data Systems, Digital Equipment Corporation, Varian data I,;achines, Hevrlett-Packard, and Yustom Data Corr-Punications, Inc. Mr. Rogers background vi.th those companies includes; engineering, system design, project management, contract administration, marketing, and sales managem c r:. ' 7 r. Rogers was employed by KustQm Data Communications, Inc. where he hold the aosition of ,,Festnrn Regional Manager. During this period, he introducedComputer-Assisteel Dispatch Systems and Uotil.e Digital Terminal a-o ications to public safety agencies. In 1976, Hr. Rogers formed ROGE92-3 &: ASSOCIATES; a private consiLl.tin and systems farm dedicated to applications in public safety and state and Local government. 0 ALVIN J, GORTCTNSf.Y Mr. Gortcinsky holds a Bachelors degree in physics and an 1.2,3A. His ero©rience includes more than ten years systems, programmin , and management in companies such as iBAI, General Telephone, Kustom Data Communications, and Hewlett-Packard. During four years at GTE Data Services, Inc., Mr. Gorteinsky held positions including Systems Supervisor responsible for implem-tinting a nationwide teleconniunications system, and various staff positrons responsible for selecting equipment -to be ILnstalled in GTE's natiow-ride network of dat centers. H -as also instrumental in establishing a long term corporate nlaoning department. While at GTE he authored a multi-->r-dia education .course on Data Communications. At Kustom Data Co=nunications, inc., Mr. Gor•tcinslcy held the position of Western Regional. Systems Manager and was responsible for all, system applications in the eleven Ulestern states for Kustom. These responsib- ilities included system analysis, proposal generation, project design, and engineering management. Mr. Gortcinsky was instrumental in the design of Kustom'`s first computer -assisted -dispatching .0 stem. EST II,IATED PROJECT COSTS SYSTEM 11ZGI`IEER CLERICAL ACTIVITY Hours Cots ;lours Cosh 1. PROJECT AIN4LYSIS a. project Review 10 550. h'. Division Intervie•rs 6 x 4 hr 24 1320, 8 80. c. Review and Analyze projected Programs 16 880. d. Study Requirements for each Division 0 2.5 hrs/Division 15 Q25. e. Review other Programs and Present Preliminary Report 32 1760. 20 200. 2. RECM2-19ND ATIONS AND SPECIFICATIONS a. Conduct Final. Inte:rviews 32 1760. b, Generate Recommendations and projected costs 60 3300, G4 214-0• c. Interview potential vendors and report on capabilities 40 2200. 10 100. d► Generate bid specifications 60 3300. 40 400. SYsr�i TOTAL ($16,915.) $15,895. $1,020. Reduce Task 2-d to "General or Pre- liminary bid specifications" 30 1650 30 300. SYsTrf roTAL ($15,165.) $14245. $ 920. 1-4-80 EXHIBIT B CITY YARD AUTOMATION REQUEST FOR QUOTATION Background; The Huntington Beach Public Works Department has six major field maintenance divisions that perform, approximately forty distinct maintenance program functions, and for several years the Department has been desirous of establishing mainten- ance management programs which are considered to be effective in the areas of perpetual work inventory, capital equipment and public structure inventories, scheduled and unscheduled maintenance progr� -'-- -retie t cost records, and other pertinent data that frequently genera_._ Al record re- sEarch to prepare reports, budgets, .and historical informaL.o,. Objective; To complete a preliminary systems feasibility study to; Review the attached listing of Projected Public Works Maintenance Management Programs, analyze each for the feasibility and advisability of establishing automated systems, and accomplish the following .field studies. a. Review existing maintenance management file and accumulated data to acquire an understanding of desires of the various divisions of Public Works. b. Meet with various divisional engineers and supervisors to explain scope of the study, to review hand prepared 1:acords as they now exist, and to obtain an understanding of the various work inventories involved. c. Review all projected programs, in general, to ascertain probable capacity requirement in ate automated system. Sufficient review shall be made in order to provide a recommendation for total capacity size and type of automation equipment, even though some programs will be brought on line in :future years. d. Concentrate analysis efforts on the warehouse and mechanical main- tenance programs, with general analysis projections for the balance of the programs. e. Recognize that, for economical reasons, the City is interested in the feasibility of obtaining existing software programs which may be utilized as is or tailored for needs with less cost than an original software preparation. f. Recognize that the City is desirous of software programs which, even though not identical, may be compared to other programs established nationwide, such as those acknowledged by APWA, PTI, ATA, and/or the :national Science Foundations. r 2. Recommend potential autcmated applications, after proper analysis, and suggest priorities of implementation. 3. Make a policy recommendation, with proper supporting documentation, to suggest one of the following, approaches to implementation of the automated application candidates; a. Pure c;,entralized development and operation on the City's main-frame cgmputer. b. Decentralized operation, on a turn -key system, on a single Central Processing Unit (CPU) for all recommended automated application sub -systems, c. Decentralized individual turn -key systems stems for each recommended automation application sub -system, and if this avenue is chosen, embellish with further recommendations on the concept of "shared peripherals." d. Combinations of the above. 4. Based on the specific recommendations frr the above, present a detailed analysis of the appropriate proj ec -4 =<ost for: a. hardwares (if required) -Central Processing Unit (MI) -Peripherals Supplemental air conditioning, if required -Types and sizes (cap4 Q ity) of equipment b. Software -Appli:ation programs f Operating system (OP-SYS) Programming Language/s Utilities c. Operational. on -going costs -Software -Hardware -Personnel -Supplies -Utilities 5. Perform a etudy and provide a list of suggested potential vendors (if applicable) , accompanied with a detailed analysis of trade-offs such as; a, fiz dware strengths b. Software: (1) Flexibility (2.) Strengths (3) Viability (4) Performance history c. Support (hardware & software) _2� d. Documentation e. Reputation/Stability f. Training 6. Provide specifications from which hardware n�-;.i software may be bid. Procedure. Themonies available to fund this study ' ailxckl apt $15,000; the City wishes to maximize its' product by not necessarily selec;ting the lowest bidder but rather by selecting a vendor with the most 'appare.ht ability and expertise in this subject who can substantiate qualificatUts, etc;., to a screening committee,. Upon being requested to attend - vendor screening hearing, the vendor should be ' prepared to offer the following; 1. 'A professional reference of .Firms previously contracted with which hope- fully parallel on application of the type concerned above. Please provide the company's a4 Name b. Business address c. Contact individual d. Less than one page description of the application involved 2. A standard detailed description of the professional background, accomplish- ments and expertise of ,all individuals projected to be involved in this study. I. A summary review/presentation of the methodology the vendor plans to use to serve as a preliminary schedule, associated with the approximate man/'hour projection per sub -task. Please srbmit a Letter -of -interest so screening hearings can be _scheduled. Letters-,-)f-interest must be submitted to the Purchasing Officer by 5:00 p.m. on FridaFebruary 8 1980 y y i i i PROJECTED PUBLIC 1,1012KS MAINTENANCE MANAGEMENT PROGRA14S 1. Warehouse a. Inventory b, Vendor and last cost data c. High-Lo:i reorder contrc° d. Exterior Storage e,. Surplus 2. Mechanical Maintenance (650 vehicles) a. Feet History and inventory b. individual and gro.,p maintenance records c. Replacement analysis program d. Automated and sattelite fueling records e . Surplus 3. Building Maintenance (130 buildings) a. Building history and inventory b. Component inventory,vencor,last cost,and guarantee data. c. Scheduled Maintenance d. Contractural Services e. Utility management 4. Street Maintenance (350 :miles, 15 miles of alleys, 15 miles charnels) a. Construction history and inventory 1, Structural sections 2. Contractor, dates, funding,last costs 3. Component inventory • b. Scheduled Maintenance c.. Un-Scheduled Maintenance d. :Reconstruction projections and analysis S. Sanitary Sesser and Storm Drain Maintenance (280 miles, 60 puma sta.tior.. a. inventory 1. Lines 2. Pump Stations b. Component inventory,vendor,last cost and guarantee data L , r C. Scheduled Maintenance d. Un-Scheduled Maintenance e,. Replacement analysis program f. Utility management 6. Maintenance. Administration a, Personnel Records R b. Service Requests and complaints by location andcategory C. Contractural Services d. Budget data ti e. Utility management f. Work Orders g. Agreements h. Reports and Directives inventory i. Activity Summaries for all divisions j. Capital Outlay for all divisions 7. ether Programs Mote: The below programs may be input from locations other than the Corporation Yard. A. Storm Drain Pump Station Maintenance B. Tree and Landscape Maintenance (35,000 trees;, 1..5 m.s.f. ldsp) C. Parks maintenance (350 acres) D. Water Department (35►000 services) 1. Production 2. Maintenance C*jy of Huntington ch 28271 1'~ BILL TO: ACCOUNTS PAYABLE POST OFFICE BOX 190 'IIIS NIAIDER ,.iUS"r HUNTINGTON BEACH, CALIFORNIA 1648 APPEAR ON (714)536.5221 PACKAGES l'ii0 114Y010ES DATE 03/27/aO 164438446 28271 E 'ALTA ASSOCIATES H CITY OF HUNTINGTON BEACH . N 1513 PONDEROSA STREET I CMTY CORPORATION YARD p- FULLERTOCALIFORNIAIFO'NIA 92661 P 17371 GOTHARD STREET R T HUNTINGTON BEACH, CA. 92647 ATTNx MATT ROGERS Destination Dolivery within Confirm Plus Frt. Propay & Add: Torms: Y , �cp 1 t • a "zfiF . b' + ` !r -ways » 47). + p , i,< ► o �� < o d. rtea i PER PROPOSAL ON CITY YARD AUTOMATION REQUEST 15000.00 DATED FEBRUARY. 3, 1980, ALL TERMS, CONDITIONS AND SPECIFICATIONS OF WHICH BECOME: A PART OF i I THIS ORDER. ' PERFORM A FEASIBILITY STUDY FOR AUTOMATION OF THE VARIOUS FUNCTIONS OF MAINTENANCE DIVISION OF THE PUBLIC WORKS DEPARTMENT AS DESCRIBED IN THE REQU7ST FOR PROPGjAL AND THE LISTING OF PROPOSED MAINTENANCE MANAGEMENT PROGRAMS, COPIES OF WHICH ARE ATTACHEDi AND IN ACCORD- ANCE WITH THE, PROPOSAL:. SUBMITTED ON MARCH 12, 1980, EXCEPTING REFE�RENCE� TO ESTIMATED PROJECT FOURS OR RATES - COMhLETYON OF THE STUDY REQUIREMENTS SHALL PREVAIL AND WORK SHALL BE AT SUCH OTHER, RATES �.SO AS, NOT TO EXCEED 515,000.00. 1 I)i RA 15000.0 SEND THIS COPY TO I HEREBY CERTIFY THAT ARTICLES STATED ABOVE HAVE BEEN PURCHASING DEPARTMENT WHEN RECEIVED, CAREFULLY WEIGHED, MEASURED OR COUNTED,. THAT QUALITIES AND QUANTITIES ARE CORRECTLY STATED. THAT SER� THI 'ORDER IS COMPLETE VICES REPORTED HEREJN WERE PERFORMF,7• AS ORDERED. EXHIBIT' C SIGNED GATE RECEIVED ! ! RLCEIVINU .. �.�T.,, ..:.._."T""..e.....�•«+...eAr�r. y..w.te.`iy!fiT^R!�!Rrr!.wr,.�n+u+....... _.. City of Huntington. Beach P.O.. Box too CALIFORNIA M48 OFFICE OF THE CITY CLERK Jerre 4, 1980 Alta Associates 1513 Ponderosa Street Fullerton, CA 92631 The City Council of the City of Huntington Beach at its regular meting held Monday, June 2, 1980, awarded the contract for feasibility study to autow'::e maintenance management at the Corporation Yard to your iarni. Enclosed is a duly executed copy of the agree«ient for your files. If you have any questions, please caul Mr. Don Kiser, Public Works Department (848-0600). M►a i��a i�. nr:�twvur�n City Clerk AMW -* cb enc. cc: Don Kiser, Public Works Dept. REQUEST FOR CITY COUNCIL ACTION Submitted by Paul E. Cook \ Department Public Works Date Prepared April 17 , fir 80 Backup Material attached E Yet No Subject Contract for Feasibility Study to Automate Maintenance Management at the Corporation Yard a, _...._............. r�::rr...�..$�. Approve aS Recommended ?r _._ __ ....... -•� en- OYTY CLRM Statement of Issue, Recommendation, Analysis, Funding Source, Alternative actions: Statement of Issue: A staff steering committee interviewed three firms which responded to the Request for Proposals, and the committee selected ALTA associates to perform the study. Recommendation; Approve the selection award the contract to ALTA Associates for $15,000, and authorize execution of agreement. Analysis The City Council, on Dec. 3, 1979, approved $27,000 from Revenue Sharing Funds for the commencement of maintenance management automation, of which $15,000 was allocated for a feasibility study. The Request for Proposals was responded to by three consulting firms who were interviewed by a committee composed of staff from Administration, Public Works, Purchasing, Fire, and Data Processing. The commit!-ee selected the firm of ALTA Associates to perform the study. The basics sought in the study consist of tY - sizing and recommendation for type of computer application, together with appropriate cost estimates for hardware and software to manage several programs, with emphasis being toward warehousing and mechanical maintenance as being the first two programs to be pursued Funding Source Revenue Sharing Funds were approved for this project. PJEC;DK: j1'