REPORT TO THE CITY COUNCIL May 25, 2017 FROM: THOMAS C. ESQUEDA, Director Department of Public Utilities SUBJECT ..Title Approve a First Amendment to the Professional Consultant Agreement with California C.A.D. Solutions, Inc. for an extension of the Agreement term through November 30, 2017 ..Body RECOMMENDATION Staff recommends that Council approve the First Amendment (Amendment) to the Professional Consultant Agreement (Agreement) with California C.A.D. Solutions, Inc. to extend the Agreement term through November 30, 2017. EXECUTIVE SUMMARY On October 13, 2016, the City Council approved an agreement with California C.A.D. Solutions, Inc. for professional Geographical Information System (GIS) services, in the amount not to exceed $139,500. Under this agreement, California C.A.D. Solutions, Inc. has provided services to convert Department of Public Utilities (DPU) GIS data. Due to unexpected technical challenges, the start of some of the work items has been delayed. Those challenges have now been resolved and work has resumed. This Amendment changes the contract ending date to November 30, 2017 to allow sufficient time to complete the contract work. This Amendment proposes no change to work items. This Amendment proposes no change to the contract amount. BACKGROUND In March 2016, DPU started a similar process to hire a consultant for this work. There were twenty eight (28) prospective bidders resulting in one consulting firm submitting a SOQ, which was California CAD Solutions in Modesto California. The first effort was scoped smaller, advertised for a shorter time, reevaluated and then stopped. The smaller scope was initially focused on the data and did not include the critical updates to the maintenance routines and processes. For this current project, a notice inviting Statement of Qualifications (SOQs) was published on PlanetBids on June 28, 2016 and to The Business Journal on July 1, 2016. Thirty two (32) vendors became prospective bidders. The RFQ was advertised for five (5) weeks. The SOQ submittal deadline was August 5, 2016. One consulting firm submitted a SOQ, which again was California CAD Solutions in Modesto, California. A Selection Committee was assembled with five (5) members from four (4) departments representing Information Technology and GIS expertise. The Selection Committee members received the SOQ and were asked to evaluate the consultant's qualifications and recommend if the consultant should be interviewed. All Selection Committee members agreed that California CAD Solutions was qualified to perform the work and should be interviewed. California CAD Solutions was interviewed on August 17, 2016. During the interview, the Selection Committee members asked questions, took notes and evaluated the consultant on the following: * Understanding of the work to be done * Consulting firm's experience with similar projects * Consultant staff qualifications * Consultant availability * Consultant responsiveness, communication history and style After the interview, the Selection Committee discussed and evaluated the consultant by considering the information that was submitted in the SOQ and the interactions during the interview. The Selection Committee recommended that California CAD Solutions be selected based upon their understanding and experience of the work to be done, staff qualifications and availability as well as their stated approach to the client regarding communications and responsiveness. ENVIRONMENTAL FINDINGS By definition provided in the California Environmental Quality Act (CEQA) guidelines section 15378, this item does not qualify as a project for the purposes of CEQA. LOCAL PREFERENCE Local preference was not implemented because this is an Amendment to an existing agreement with California C.A.D. Solutions, Inc. FISCAL IMPACT No additional costs, therefore no fiscal impact. General Fund is not impacted. Attachment: First Amendment to Agreement