HomeMy WebLinkAbout07.b. Amend agreement with Information Mapping, Inc.Central Contra Costa Sanitary District �?
BOARD OF DIRECTORS /•
POSITION PAPER
Board Meeting Date: March 1, 2012
subject: AUTHORIZE THE GENERAL MANAGER TO AMEND THE PROFESSIONAL
SERVICES AGREEMENT WITH INFORMATION MAPPING, INC. FOR
ASSISTANCE WITH STANDARD OPERATING PROCEDURE DEVELOPMENT
FOR THE TREATMENT PLANT
Submitted By
Dana Lawson, P.E.
Senior Engineer
Initiating Dept. /Div.:
Plant Operations Department
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Lawson B. Than M. Orr Ann E. Farre James M. K y,
Deputy General General M ager
Manager
ISSUE: In accordance with purchasing procedures, Board authorization is required for
the General Manager to execute a professional services agreement in an amount
greater than $100,000 for the Plant Operations Department (POD).
RECOMMENDATION: Authorize the General Manager to increase the existing
$30,000 professional services agreement with Information Mapping, Inc. in an amount
not to exceed $120,000 for assistance with Standard Operating Procedure
Development for the Treatment Plant. This will bring the new contract ceiling to
$150,000.
FINANCIAL IMPACTS: POD budgeted $150,000 for assistance in the development of
standard operating procedures. The first phase was completed under $22,000 to
evaluate the effort. Additional funds are needed to complete the project.
ALTERNATIVES /CONSIDERATIONS: The District could develop standard operating
procedures without technical assistance. This is not recommended because a
systematic approach will capture employee knowledge, replicate best practices, and
improve safety and operational procedures.
BACKGROUND: The Information Mapping method is a proven approach to analyzing,
organizing, and presenting information based on the audience's needs and purpose of
the information. The system improves organizational efficiency by making it easy for
operators to quickly find, understand, and use the information they need to do their jobs
effectively.
POD is continuing to enhance the quality of operations by improving the quality of the
standard operating procedures. The critical drivers for this initiative are succession
planning, permit and regulatory compliance, and improved access to critical information.
C:\ Users \danderson \Desktop \Information Mapping 03 -01 -12 (3).doc Page 1 of 2
POSITION PAPER
Board Meeting Date: March 1, 2012
subject. AUTHORIZE THE GENERAL MANAGER TO AMEND THE PROFESSIONAL
SERVICES AGREEMENT WITH INFORMATION MAPPING, INC. FOR
ASSISTANCE WITH STANDARD OPERATING PROCEDURE DEVELOPMENT
FOR THE TREATMENT PLANT
The first phase conducted a content analysis, developed content architecture, and
provided recommendations for completion of the project. The Budget and Finance
Committee reviewed this project at its July 5, 2011, meeting.
This phase of the project will develop document standards and templates, conduct
on -site training in the Information Mapping method, and provide review and mentoring
hours. Staff will manage the project, utilize the training provided to convert the existing
procedures via the Information Mapping method, and will review and approve the
revised documents prior to implementation.
RECOMMENDED BOARD ACTION: Authorize the General Manager to amend the
existing professional services agreement with Information Mapping, Inc., in an amount
not to exceed $120,000 for a new contract ceiling of up to $150,000 for assistance with
Standard Operating Procedure development for the Treatment Plant.
C:\ Users \danderson \Desktop \Information Mapping 03 -01 -12 (3).doc
Page 2 of 2