BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT: Title
Approve Amendment No. 4 to Agreement No. A4296A with Vena Solutions USA, Inc., for On-Call Enhancements and Support Services for the Capital Improvement Program Development and Biennial Budget Process, Increasing the fee by $404,000 for a Revised Total Not-to-Exceed fee of $1,086,000.
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RECOMMENDATION: Recommendation
Approve Amendment No. 4 to Agreement No. A4296A with Vena Solutions USA, Inc., for On-Call Enhancements and Support Services for the Capital Improvement Program Development and Biennial Budget process, increasing the fee by $404,000 for a total revised not-to-exceed fee of $1,086,000, extend the term from January 31, 2025, to January 31, 2029, and to implement administrative updates.
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SUMMARY:
Vena Solutions, Inc. (Consultant) provides enhancements and support services to support the Capital Improvement Program (CIP) and the Budget Office, as well as technical integrations support to all financial software currently used by the CIP and Budget Office. The Consultant was selected in August 2016 after a competitive request for proposal process to replace the outdated Budget and the Capital Dashboard tools. After the Board of Directors approved Agreement A4020A with the Consultant, the Vena software was implemented for Valley Water’s Capital Improvement Program and Budget Office development process.
On October 18, 2019, Valley Water’s Board of Directors awarded a sole-source On-Call Agreement A4296A so that the Consultant could continue to perform general, specialized programming, and Vena support services post-implementation on an on-call, as-needed basis to assist with improvements to the Capital Improvement Program (CIP) and annual budget development process.
On August 11, 2020, the Board of Directors directed staff to implement a rolling biennial budget process to be updated annually after implementation of, and demonstrated stability of, Valley Water’s new enterprise resource planning (ERP) system Infor. Agreement A4296A was amended to provide additional scope and time for the Consultant to provide support with the implementation of Valley Water’s new biennial budget process and to continue to provide implementation support for integrations with the new ERP system.
Valley Water uses the Vena budgeting system on an annual Capital Budget, Operating Budget, and Rate setting cycle.
Amendment No. 1 to Agreement A4296A extended the Agreement term to January 31, 2023, increased the not-to-exceed (NTE) fee by $198,000, modified the scope of services, and added Task 4 “Biennial Budgeting Implementation” to assist Valley Water with the implementation of a two-year budget cycle, as directed by Valley Water’s Board of Directors. Vena has successfully completed Task 4 and continues to provide on-going support for the annual Budget cycle process.
Amendment No. 2 to Agreement A4296A extended the Agreement term from January 31, 2023, to January 31, 2025. This allows the Consultant additional time and effort to integrate with Infor (ERP system), ProjectMates (project management information system), and Vemo (staff forecasting system), which utilizes data from the Vena tool.
Amendment No. 3 to Agreement A4296A increased the NTE fee by $182,000, renumbered the supplemental task section, and increased the hourly rates to Agreement A4296A. This allows the Consultant to continue performing as-needed support services to support the Capital Improvement Program financial forecasting and planning and assist the Budget Office during budget development.
Recommended Amendment No. 4 to Agreement A4296A
Amendment No. 4 would allow the Consultant to continue performing as-needed support services to support the Capital Improvement Program financial forecasting and planning and assist the Budget Office during the budget development process.
Staff’s recommendation to approve Amendment No. 4 to the Agreement was discussed at the Capital Improvement Program (CIP) board committee meeting on December 16, 2024.
Staff recommends approval of Amendment No. 4 to extend the term from January 31, 2025, to January 31, 2029, and increase the Not-to-Exceed fee by $404,000.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no environmental justice and equity impacts associated with this item.
FINANCIAL IMPACT:
The NTE for Amendment No. 4 (an increase of $404,000) shall not exceed the total revised amount of $1,086,000 and will be funded by Project Nos. 60221001, Budget and Financial Analyses, and 00074033, Capital Improvement Program Development and Administration, to compensate the Consultant for the continued services required. There is sufficient funding in each Project’s Fiscal Year (FY) 2024-25 Board approved Budget and (FY) 2025-26 Proposed Budget to pay this additional fee.
CEQA:
The recommended action does not constitute a project under CEQA because it does not have a potential for resulting in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment A: Gov. Code 84308
Attachment 1: Amendment No. 4
Attachment 2: Amendment No. 3
Attachment 3: Amendment No. 2
Attachment 4: Amendment No. 1
Attachment 5: Agreement
UNCLASSIFIED MANAGER: Manager
Darin Taylor, 408-630-3068