10 - Fifth Amendment to Agreement with TRC FinalProtecting our community's health and the environm ent by providing solid waste and sewer collection services. www.cmsdca.gov Costa Mesa Sanitary District ….an Independent Special District Memorandum T o: Board of Directors From: Scott Carroll , General Manager Date: February 27 , 2013 Subject: Fifth Amendment to Agreement - TRC Summary T echnology Resource Center (TRC) is the District’s consultant for technology system maintenance. TRC ensures that the District’s technology system is operating proficiently and provides necessary upgrades to keep pace with new computer hardware and softwar e technologies. S ta ff Recommendation That the Board of Directors approves the Fifth Amendment to the Agreement with Technology Resource Center. Analysis On March 15, 2012, the District and TRC executed the Fourth Amendment to the Agreement for installin g video equipment in the Boa rd Room . Soon after the amendment was executed staff authorized TRC to perform technology upgrades as part of the front lobby expansion, but this scope of work was not part of the Fourth Amendment . In addition, the District ne eded to upgrade its network and internet capabilities. Those services have been rendered and TRC needs to be compensated. The attached Fifth Amendment ratifies the services rendered and will allow the District to compensate TRC. In addition, the amendme nt will allow the general manager to approve change orders up to $15,000, as per the District’s Operations Code, Section 4.04.060(e), without another amendment to the agreement. Change orders over $15,000 will need Board approval. Finally, the Fifth Amen dment extends the term of the Agreement to five years, which is the maximum term limit, as per the District’s Operations Code, Section 4.04.070(f). As the fifth year term of the Agreement approaches, staff will conduct an RFP for technology system mainten ance services.
Board of Directors February 27, 2013 Page 2 of 2 Strategic Plan Element & Goal This item complies wi t h the objective and strategy of Strategic Element 5.0, Administrative Management , which states the following: 5.0 Administrative Management Objective: To create, maintain and implement policies and procedures to ensure sound management of the District. Strategy: We will conduct periodic reviews, refine and implement policies and procedures, and assure the General Manager has the direction and tools necessary for successful District op erations. Legal Review The Associate District Counsel has reviewed and approved the attached Fifth Amendment. Financial Review The cost for performing the technology upgrades to the front lobby was $5,657.39 . The cost for upgrading the District’s netwo rk and internet capabilities was $13,250.00 . The total cost is $18,907.39 . Funds are available in the FY 2012 -13 Budget. Committee Recommendation Not applicable Public Notice Process Copies of this report are on file and will be included with the entir e agenda packet for the February 27 , 201 3 Board of Directors regular meeting at District Headquarters and on District’s website. Alternative Actions 1. Do n ot a pprove the Fifth Amendment and authorize staff to pay TRC for services rendered. Attachment s A: Fifth Amendment to Agreement Reviewed by: Marc Davis District Treasurer/Interim Accounting Manager