REPORT TO COUNCIL
SUBJECT
Title
Agreement with Daniel L. Sun Inc. dba Sun-Net Consulting for the Purchase and Configuration of an Electronic Generation Operation Logbook Software
Report
BACKGROUND
In April 2015, City Council approved a Performance of Services Agreement with Daniel L. Sun Inc. dba Sun-Net Consulting (Sun-Net) and a Software License Agreement to purchase and configure the Transmission Outage Application (TOA) Suite. In December 2017, the TOA software was upgraded to the latest version of the integrated Tools and Operations Application (iTOA). The Electric Utility would like to expand the use of this technology to the Generation Division in migrating from paper Log Book standards to facilitate compliance, implement new tools, and improve efficiency. The current process utilizing a paper log book makes maintaining compliance and implementing newer tools very difficult to near impossible to deploy. Vital information is difficult to retrieve/search in paper logs since there is no user interface as provided with an electronic log book.
DISCUSSION
The iTOA software is currently being used for distribution and transmission operations, for better system logging, improved workflow and documentation. It has been requested that the Generation Module of the iTOA Suite be developed to meet specific needs for the Generation Division to ensure compliance with Log Book standards and implement Best Management Practices (California Public Utilities Commission implemented the “Log Book Standards” which compliance is streamlined with an electronic log book.) Further, the electronic paper log will allow for management to readily, trend, view, search, and share data through secure remote multi-device/mobile uses. This is a vital component of properly operating and maintaining power generation assets and directly affects asset reliability and reporting metrics. Pursuant to Section 2.105.160(b)(2) of the City Code, the Purchasing Manager has designated the expanded use of iTOA as a single source procurement as a utility technology purchase to achieve interoperability with existing systems. Using the same software tool in both generation and distribution and transmission operations eliminates the need to host and support different applications.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The total cost of the Agreement for the Performance of Services will not exceed $180,400 over a two-year term. Sufficient funds are available in the Electric Department Generation Operating Contractual Services Not Classified account and will be requested for appropriation in future years. Utilizing Sun-Net’s currently installed iTOA application is the most economical method to transition to an electronic log book product.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve an Agreement for the Performance of Services with Daniel L. Sun Inc. dba Sun-Net Consulting to provide a Generation Module to the integrated Tools and Operations Application (iTOA) Suite in an amount not-to-exceed $180,400 over a two (2) year term.
Staff
Reviewed by: John C. Roukema, Chief Electric Utility Officer
Reviewed by: Angela Kraetsch, Director of Finance
Reviewed by: Brian Doyle, City Attorney
Reviewed by: Walter C. Rossmann, Chief Operating Officer
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement for the Performance of Services with Daniel L. Sun Inc. dba Sun-Net Consulting