 Secretary Manus this is Jennifer Burke. Can you hear me? I'm trying to do a mic check. I can hear you loud and clear So can I Jennifer? Okay, great. Thank you, Chair Galvin. I am having trouble with my video Let me see if I can work it out. Mine says the host has disabled it. Oh One moment. I'll give that pick. Yes. That's what mine is saying to you. So glad it's not just me It should be enabled that pesky host Thank you, Dina Good morning, Dina. Can you hear me? Yes, I'm clear. Thank you, Janine. Thank you morning everyone Morning morning Morgan. Do we have everyone? I don't see board member Walsh on yet but we do have a quorum of two with yourself and Board member battenport Okay, we can wait a few minutes and chair galvin staff is all on and I just Texted board member Walsh to see if he's joining us So if you want to give him a few minutes, you're welcome. Otherwise, we're ready to start whenever you are I think we give him a couple minutes. Nobody heard that he wasn't going to be right. No response from board member Walsh No, I have not received a response Well, why don't we go ahead and get starving because I know board member battenfort's got to do a little traveling after the meeting So I'll go ahead and call the meeting of the contractor. We've got committee to order And if we may have secretary man is to a roll call, please Thank you board member Walsh Board member battenfort here chair galvin here I'm sorry. No, go right ahead. Oh, no, go ahead Just let the record show that all board members are present with the exception of board member Walsh Thank you. So just a reminder to the subcommittee members to mute your phones or microphones when you're not speaking but try and keep your video going Please Item number two is public comments on non-agenda items So we'll now take public comments on item two wish to make a comment via zoom Please raise your hand if we dial in and via telephone, please dial star nine to raise your hand secretary Manus. Do we have anyone? There are no public comments for this item. That's a shock Okay, let's move now to our new business item 3.1 director Burke Thank You chair galvin and members of the subcommittee Item 3.1 is our only item today It's a proposed professional services agreement with will put ink for technical support for integration between our CIS and city works software systems And making the presentation will be Janine Saragosa our department information technology supervisor and Kimberly Zanino our deputy director of administration Welcome ladies. Thank you. And thank you chair galvin and board member battenfort for taking the time today to review this proposed Professional services agreement we're requesting with city works and CIS integration. I want to just begin with saying that while we've done a few Reviews of this project in front of the BPU we've not come before you requesting any kind of approval process that's gone through the city council previously because it's a citywide project. This piece is specific to the water department. Therefore, we're coming to you and asking your Recommendation to approve our PSA with will perp for this integration. I'd like to make sure that we are interactive in this process because you may have questions along the way. Please don't wait till the end to ask questions. Just let me know you'd like to discuss something. All right, go ahead and share my screen. Is everybody see my presentation. Hold on. Let's try again. You want to send it to me, Janine. I can share and you can just Yeah, next slide if you're having an issue. It seems to be having an issue. Yeah. So you can actually did you get it from Jennifer this morning or last night actually version six. I think there was still an edit that was needed on that one. Let me take a look. Let me take a look. I'll give us a moment. Yes, I have it. Thank you. I'll share mine and you can just tell me to move forward and I will for you, Janine. Okay, thank you. I apologize for that. I'm on a laptop in a conference room. So It's a bit different than normal. Can you see my screen? Yes. Are you seeing the notes though? Yes, that's what was okay. Okay. I just need to switch. Remember how to do that. Okay. I'm going to share the other screen. I'm going to move you all off of it though. Deputy directors and you know, if you get back to sharing your screen and then going to display settings. You can switch presenter view and slide view. You should have the right one now. Yes. All right, we did it. Next page. We can get started now. I'll show you the background in 2016, the city issued a request for proposal for a new. Eames system. We were currently on Hanson and we went through a panel of. Multi-department. Deputy directors and supervisors to create. The actual requirements document against that request for proposal received eight responses. They reviewed the responses and they selected Wilpert implementing city works as the best choice for the city going forward with the new EAMS system. In 2018, the city council approved the original agreement for city works. And in 2018, the first amendment was created. We realized after going through discovery that we needed to readjust the scope that the initial document was issued in 2016 and by 2018, after the Tubbs Fire and many other changes in the city, we realized we needed to adjust our scope. The second amendment was for a minor correction to that first amendment for contract dollars because they had not included the licensing costs in the original second amendment. And then in 2019, the third amendment for the additional scope and additional funding was approved by the city council and we went forward from there with the project. At that time in 2019, we separated the scope of the project out. We actually created a scope in which we were bringing up everybody except water first. And then we had water as a phase after that. And in that scope review, we realized that this particular integration of city works to CIS was a bit more complex and we would want to have it as its own sub-project of the project, but it was going to be a very complex task. So in 2019, we moved forward with the other departments, which was all the public works and parks, recreation, parking and facilities, and we went live in November of 2021. And after that go live a short period of support of the go live and we started to rescope the project for water and create this PSA for the integration for CIS. And that's where we are today. Are there any questions? Thank you. Next. So the purpose and description of this particular project is we need to integrate our current city work system with CIS. And we need to maintain a level of integration between the operations in the meter shop, which is going to be working on city works for work orders and inspections and things like that. And the water billing system, which is going to be managing the customer relationship and managing the customer services and making sure that services are turned on and turned off. And all of those communications have to occur between the water billing system, the CIS and city works. We're also looking to get a better workflow with the GIS integration. City works as a GIS integrated system. So they can look at things actually on a map. And they can today in Hansen, there's no visibility on a map. It's all based on addresses or APN numbers or information like that. Corners, it's not the corner for the name. In the future, you'll be able to look at a map and see directly where you need to go do that meter work or where the new services being turned on and all the rest of the field crews will have that opportunity as well as the CIS crews. So that's a great benefit. And then lastly, cleaner data and more efficient reporting tools. So currently the integration between Hansen and CIS is not optimum. And a lot of times there's a lot of cleanup that we have to do to clean the data or make the data more efficient and viable in reporting. And so we're looking at in this great integration process to eliminate a lot of that work we do to try and maintain an audit data that's coming back and forth. As I stated before in 2019, the staff determined that the best approach is a separate professional service agreement for the CIS and City Works Integration. This integration is more complex than the programmers at Wolpert or the programmers within the city would be able to take on independently. We needed to go to Wolpert and have Wolpert look at best class, best in class integration partners. Are there any questions? Okay, next. So when we talked to Wolpert about the best options for this integration, there are a number of, there was a number of different options and we interviewed three different subcontractors with Wolpert that actually write this kind of programming and manage this kind of integration process. We had a couple of specific requirements. One of those was that the information that gets exchanged between the systems be on-prem. In other words, we did not want to host a system. We wanted something we had on-premise that we could manage. And the other is we were looking at what kind of coding that they would use because in the end we want the knowledge transferred to our staff here and the support of that integration we want to be able to manage in-house here. So in light of that, we did go through three interviews with different vendors with Wolpert. Wolpert with spatial DNA was selected as the most qualified based on their expertise and their cost. And the standardization of the integration tool that they use is called FME or it's called Safe Software and FME is the local term here. And it is what we use currently in all of our integrations. So that means that what we do get in this integrated product from spatial DNA and Wolpert will be able to be managed and our staff are already familiar with the tool that they use. So that was a huge advantage based on that we are actually asking in regards to this particular PSA to get a waiver of competitive bidding because while we feel that Wolpert is the right choice to go forward because they have all of the other integrations and all the other city works implementation knowledge of our project, we did not go out for competitive bidding on this particular piece of the project. Are there questions about that? No? Okay. Next slide. And this is yours Kimberly. Good afternoon. I was asked to talk a little bit about the interface itself mostly because I've been involved with CIS Hansen AMI everything meter for many, many years. So I have a lot of the background knowledge on the current interface and what we'll be asking the new interface to perform for us. So basically when we originally moved from our legacy billing system to the CIS system, we were also in Hansen. So we had the new asset management system. And what we needed to do was we needed to build an interface between Hansen and the CIS or the water billing system. We did build that system so that we could have meters moved from work orders in Hansen into the actual billing system so that we could use them for billing. We also built tools in there that provided us the ability for the two systems to communicate with each other. It, as Jeanine said, is not the best of integrations and the best of interfaces, but it has been working for us and we want to maintain all of that functionality that currently exists. However, with the new integration, we're actually going to get some additional functionality, which is great. Currently when we are changing out meters or setting meters, we don't have that inventory in either our billing system or our asset management system. That inventory is only in the Citywide Warehouse. So we have to create dummy meters, we go out, we do the work, we have to manually enter the attributes of the meter and then come back and manually enter whatever meter it was that was pulled from that warehouse, that Citywide Warehouse. What we'll be able to do now is CIS or the water billing system will be the system of record for our meters. So we'll actually be able to take a file from the vendor, excuse me, download all of the meter information. So we'll have the meter numbers in there already. We'll have all the attributes of the meter in there and when we create work orders now in order to set meters or change out meters, all of that will already be in the system and there won't be any chance for manual entry error, which with the new automated reading system, AMI, it's very important that we have all of those numbers correct and that all of that information is correct because it's all needed in order to deliver those reads into our billing system. So that's one of the major improvements that we're going to see based on this new interface. And then the other piece is that communication piece I talked about. It's really important for us. We try to provide excellent customer service to our customers. And so we want to be able to see from anywhere. We have remote work now. We have a call center in the LDP. We have a call center at the UFO. We have a call center at the annex. All of those people who can access any of these systems are able to see whenever there were city staff in the field doing any work on their meter and what they were doing. So if they're out doing a leak check, if they're out doing a water use efficiency audit, if a customer is called and asked for the meter to be turned off so they could fix the leak and then gone back out, all of that gets entered into the system through work orders and service orders. We won't go into the details of all the different names of all the different pieces in there. But there's all these pieces of information that are going back and forth that record that information in the system. So anybody answering the phone knows who was out in the field knows why they were out in the field and knows what was done on a property. So those are super important pieces of communication that we want to make sure continue moving forward. And then finally, right now, we don't actually map our meters in our GIS system. So we don't have a map that shows us where the exact meter is. This new integration and the new interface will actually allow us to have that integration between CIS and GIS now so that the meters themselves can actually be mapped. This is also a big advantage for us because we're not out there looking at those meters monthly anymore. We don't read them anymore. So we don't see them in the field. They get covered by bark, bushes grow over them, peep things happen so that we don't actually know the exact location. So having those mapped are also going to be a big advantage for us moving forward. So that's the basics of the interface that we have now and the new one that we're going to have and the advantages of the new one will also be the things I talked about. But the fact that it's also going to be a much cleaner, more efficient interface so we won't have all that background cleanup that has to be done as well. And I will be here till the end of the presentation. So if there are any questions at the end, please let me know and I'm happy to answer them for you. And I'll hand it back to Janine now. Hi, Janine. Are you having an issue with your unmute? Okay, one moment. Thank you very much. Sorry about that. I could not get the system to unmute me. So for the fee summary, we wanted to give you some details of exactly what we were asking for in this professional services agreement. We have the integration design process, which is really the heavy lift of this and is from a programming perspective. So that is the spatial DNA line that you'll see there under phase one. And then in phase two, that's when we're going to be reviewing that with the users and making sure that we have a design that's acceptable across both the CIS and city works platforms and the user process is outlined and defined well. In phase three, we're actually going to be testing that integration and deploying that integration. So there will be some user acceptance testing and documentation that goes with that. And then of course, we're going to go through quite a plan in the end to do a cutover between the current CIS data and the future city works integrated data. So we'll have to go through a couple of rounds of practice on that and then make sure that when we do the cutover, it all goes well. Just so you're aware, we have an opening or at least we have a concept that we could have this go separate from the entire city works water implementation. Right now, city works water is going through their implementation for work orders and inspections. And what we're working on is we'd like to see a big bang have everything happen at once, but we may have to do them separately based on the actual integration design. Are there any questions about the fees? Next. So it is recommended by Santa Rosa Water that the Board of Public Utilities Contract Review Subcommittee recommend to the Board of Public Utilities that they waive the competitive bidding process and approve the professional service agreement between the city and Wilpert with a not to exceed amount of $254,260 for the development and implementation of this integration. And thank you. Are there any questions? Thank you for the presentation. I am totally fine with the way the competitive bidding process under these circumstances. My question is what's the timing for the integration and implementation of the program? We expect it's going to take around 10 months. Wow. We'll probably start, you know, we have to go through BPU approval and then get all the signatures aligned and then start the design process. We would like to start that before the end of November if possible, but it's very likely with holidays, we won't get that started till January. Okay. Board member Baden for questions, comments. Thank you for the presentation. It's everything that I adore. It's efficiency, it is tracking, it is aligning, it is connecting with a platform and other departments and divisions. And I have great confidence in our team that if this phase of this rollout is indeed what the team feels like, that's what they need to work with. I was, I thought, when you said 10 months, I coupled because that's in my, I thought it was a short timeline. So it's a very aggressive timeline. I'm going to be honest with you. It's what we would like. I can't say that's what we can deliver at this point because we have to still design it. So we could come up against complexities that extend that timeframe. So support and applause and thank you all. And thanks, Chair Gellin. All right. I would ask you, Board Member Baden-Ford, if you wouldn't mind to make a motion to make a motion. Certainly. I am pleased to move that. The Board of Public Utilities Contract Review subcommittee recommend that the Board of Public Utilities waive the competitive bidding process and approve the professional services agreement between the city and Wilpert Inc. with a not to exceed amount of 254,260. Great. And I will second that motion. So we do now have a motion in a second. I'll open it up for public comments. Now taking public comments on item 3.1, if you wish to make a comment via Zoom, please raise your hand. If you're dialing in via telephone, please dial star nine to raise your hand. Secretary Manus. There are no public comments on this item. All right. Maybe we have a roll call vote, please. Yes. Board Member Walsh. Board Member Baden-Ford. Hi. Chair Gellin. Hi. Let the record show this motion passed with two affirmative votes. Very good. Thank you again for the presentation, Ms. Saragosa and Ms. Sinino. And I believe that concludes our business for today. So I will adjourn the meeting and hope to see most, if not all of you, shortly at the treatment plant for the groundbreaking. We are adjourned. Thank you.