HomeMy WebLinkAboutItem 8.4 Agmt Cayuga Info Sys
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: APRIL 23, 1996
SUBJECT:
Services Agmcmcnt with Cayuga lnfonnati.on Systems to assist with
implementation of the City's InfonnatiGD Systems Master Plan
Report Prepared by: Steve Honse, Administrative Assistant
EXHIBITS ATTACHED:
1. Proposal Excerpts
2. 'Proposed Agreement
RECOMMENDATION: A .../ Authorize the City Manager to execute the Agreement substantially
/ {,.AI' in the fonn presen1ed.
FINANCIAL STATEMENT:
Sufficient funding is include4in the adopted, blldget
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DESCRIPTION: On March 12, 1996, the City Council/authorized staff to circulate a
Request for Proposal for a computer consultant tol'Cview the City's Informadon Systems l\fastcr Plan. Of
the eight RFPs that were circulated, only one company, CayugaJ:nfonni\tionSysteJns (CIS), responded.
CIS is a local company that is well qualif'lCd to pedonn tbetasksspeciW in,the.RPP~
In October of 1994, the City Council adopted, the Information Sysrcms Mas1I;r "..The mission in
aeating the master plan was to first analyze the City's existing computer system.. .N~ theiUnciions of
the staff wereexammed to determine how the introduction of new technology could improve efficiency.
Fmally, the plan provided a guide for implementing 1eclm.ology over the next five years. By providing a
guide, the City no longer needs to evaluate technology on aycar..to-year batis. Instead, decisions related
to the infonnation system have been made in the context of a long term plan.
The initial phase, (FY 1994-95) of the ~ plan was th~instaUation of a loca1atef.Det\VtIdt (LAN). The
LAN provided the City with tbeabiJit;y to share infonnationanQ teSoUl'Ce$~ as pJinterB, software and
databases. This configuration is conunonly refereed to asa "client/scrver"~ Once, the LAN was
installed, it became possible to implement the other elements of the master plJut.. (discu.ssedbelow).
Master Plan Scbedule
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Under the Infonnation' Systems Master Plan, the following projects.are scheduled o_the next two years:
· Electronic Land Infonnation Database
· AutomatedDoc:wnent ImaSing .
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COPIES TO:
laIry Tubbs, Cayuga Infonnation Systems
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."GeojraphiC InfonMtic:mSymem. ..
· 'I'eImit Tracl&l" ,.' .
.. '. UtUkatiQn of dIda:fro~ the San, Ramon Aerial Project
. Migmion' from theIBM$y~toanotheroperating system
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" Thepro~(ft~;a~ ~requi1i.tbe to OtyWll1 make significant investments in ncw'eotnpu..- ..'." ,.,: "::(:"l
systemS.':Oty staff does JIOtCUJmldy,have theetpertise r.o,ckvelop an overall appioaoh in whith'Oach .." ',:.
vead6r's~ iscvQuUJd:.f. COJrJPatibilitywithdte otberClemcmts of theJI1aStef plan. ltis ~.,
th....l~aI,~bofoNke1 do;qisions :_'~. Given tile signiticQtexpcnse, OOOlplcxi1y, and
compatibilitY"__, theCit)'Win~,~_Jces ofJl COA$Jdtant in order to make ~C)JDH:d choicos.
This ~~ideftd(iedin'.~Plalt 'ancfscheduled 10 occurtbis fiscal year; The sum of $13,500
was bad~fOr tJJijoxpeuse fn'.tlU ,..,', CIP,budger.
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As.pedfied iIItbe mquat:ftJrpieposai" thC.~ Will a1~ .teclmiQaiaSpects of'the ,MasterPlan.itf '.
<m!erto'.-Wist staff Wiib ,. 'p18~s imj~;1betQnsultant will makerecommci1datiOJlS uto...,'
~,~ &nct'voDdOrs, ~costs,8ndeJ1aurethattcclmicalaspectS ofthcplanltt compatilde...
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-:",. ~1>>'oposes to perfonn all services, as outlined in the Scope of Services, in 160 hours at an hourly rate of
. ;" $8 '. The total cost for the initial scope of services will not exceed $12,800 as calculated on a timCand
materials basis. A total of $13,500 was included in the current budget to fund this expenditure. The CIS
proposal includes an optional Phase 2, which offers to provide additional services at an additional cost of
~:. $7,500. Phase Two relates to the implementation a document imaging system. This phase will only be
." undertaken if the results of Phase 1 indicate that the project should be pursoedin Fiscal Year 1996/97 .
, Work Product
Pbase 1
Under the initial phase of the project, the following systems will be evaluated: electronic land infonnation
database, automated document imaging system, GIS, permit tracking. utilization of data from the San
Ramon Aerial Project, and replacement of the ffiMSystem/36.
Tasks
1. Major software products for the above systems will be evaluated. Based-Upon these evaluations. a
tabular matrix will be constructed in order to rank each product acc~g ,to:
. Estimated cost
. Feature differences between various options
. Compatibility
2.
As related to the replacement of the System/36, the consultant will complete 'allof the elements of
task 1 and also address the following issues:
. Limitations as related to software availability
. Maintenance and support issues
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As related to document imaging, the consultant will complete all the ele~ts of task 1, and also
make specific reconunendations as to the advisability of obtaining such a sy$tCl1l at this time.
4.
The consultant will report on the most efficient implementation schedule for the master plan
components over the coming years.
Phase Two
Phase Two relates to the implementation a document imaging system. This phase will only be undertaken
if the results of Phase 1 indicate that the project should be :pursued in FISCal Year 1996/91. Task 1 would
be petfonned at a cost of $3.200. Task 2 would be perfonned at a cost of $55 per hour.
Tasks
1. Develop specifications and assist in the se1ection.of a d.ocumeIltimagiagSyStem.
. Prepare RFP ..
. Evaluate Responses
2. Assist in the implementation of a document imaging system
Recommendation
It is recommended that the Council authorize the City Manager to execute theapeemeJlt and award the
. contract for professional services to Cayuga Information System for Phase One~
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Response to the City of Dublin Computer Consultant Services RFP
"March 25, 1996
CO:MPANYBACKGROUND
Cayuga Information Systems (CIS) is a computer consulting and services company, founded in
1990. CIS provides data processing consulting and operations services to business, municipal
agencies, public and private utilities, and special districts. CIS does not sell computer hardware
or software; rather, we operate as independent consultants, able to specify the best combination
of products to meet our client I s needs.
Our consulting team provides a wide range of specialized services, including:
· Computer system planning and design services.
· Hardware and software configuration, including site and needs analysis, creation
of detailed specifications, evaluation of RFP responses, installation management,
and ongoing training and support. Systems may range from single-user, single-
function PCs, to wide-area networks and integrated mini-computer and mainframe
systems.
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Integration of existing or newly acquired software and hardware, to eliminate
duplicate data entry, reduce hardware costs, and insure data integrity.
· Areas of specialization include municipal, public works, and special district
accounting systems; geographic infonnation (mapping) systems; maintenance
management; purchasing and inventory systems; business office systems; water and
wastewater utility operations; and laboratory data management systems.
The consulting team has substantial experience with the types of systems in use and proposed for
use by the City. This experience includes:
Previous Master Plans: CIS has completed data processing evaluations for the following clients:
· City of Campbell, CA
· Metropolitan Transportation Commission
· Dublin San Ramon Services District
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· Fairfieltl-Suisun Sewer District
· Vallejo Sanitation and Fire Control District
· Oro Lorna Sanitary District
CIS is currently completing an :MIS Master Plan for the City of Albany, and is developing system
specifications for multiple projects at the City of Benicia. CIS has also contributed to the short-
EXH IBIT 1 (Page 1 of 8)
Response to the City of Dublin Computer Consultant Services RFP
March 25, 1996
and long-range planning efforts of a number of other public and private entities. Each of these
projects has been completed on time and within the initial budget guidelines.
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Municipal Government: CIS has provided information systems planning services to numerous
cities, counties, and special districts. Over two-thirds of CIS I S income over the last four years
has derived from contracts with public agencies.
Operating Systems: The project team has extensive experience with the following operating
environments:
· DOSlWindows (3.1, WFW, and 95)
· Macintosh OS
· SCO and HP Unix
· Novell Netware (2.x through 4.x)
· OS/36 and OS/4oo operating systems
CIS provides routine support for clients with multi-platform information systems. CIS also
supports the numerous hardware and software interfaces required in a multi-platform environment.
Applications Software: The project team has provided specifications and support for a variety
of specialized software, including:
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· Fund accounting
· Document imaging
· Geographic information systems (GIS)
· Maintenance management
· Police and fire dispatch and, records management
· Recreation management
· Purchasing and inventory
Hardware and Cabling: CIS has specified network cabling, LAN and WAN communications
equipment, and peripheral equipment such as printers, plotters, scanners, and other specialized
devices.
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EXHIBIT 1 (Page 2 of 8)
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Response to the City of Dublin Computer Consultant Services RFP
March 25, 1996
PERSONNEL
We have assembled a team which provides an ideal mix of professionals, experienced in managing
all aspects of an information systems design project. We propose to integrate our team with City
staff, to provide cohesive and thorough design services.
The President of CIS, Larry Tubbs, has been the primary consultant for all master plan and design
projects undertaken by CIS. He will function as project manager and lead consultant to the City
on the proposed project. Richard Blisard and George Balm, respectively Compu~ Resource
Specialist and Field Technician for CIS, will provide purchasing, specification, arid installation
support for both phases of the work plan. Resumes for these individuals are presented on the
following pages.
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EXHIBIT 1 (Page 3 of 8)
Response to the City of Dublin Computer Consultant Services RFP
March 25, 1996
Current
Position:
Education:
Expertise:
Work
History:
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RESUMES
Larry Tubbs, M. Engr.
President of Cayuga Information Systems.
Master of Engineering in Environmental Engineering, Cornell University, Ithaca, N.Y., 1976.
Bachelor of Science in Civil Engineering, Cornell University, Ithaca, N.Y., 1975. ,.'
Substantial. experience in computer programming and systems development on personal computers and
PC networks, on mM, Apple, Digital, Wang, Prime, and other minicomputers, and Apollo Unix
workstations. Fluent in Paradox, PAL, dBase, Clipper, WordPerfect, and other common
microcomputer products. Has created custom database applications under Wang VS. Fluent in
Fortran, Basic, RPG, am various utility and statistical packages. Thorough knowledge of V AXJVMS
and major DigitallOftware products, and mM Systeml36 operations and programming. Has directed
computer system specification and acquisition for municipalities, businesses, and water/wastewater
treatment facilities, for both real-time and batch data management applications.
Data Processing Supervisor, Delta Diablo Sanitation District, Antioch CA. 1988 to 1990.
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Responsible for systems development and implementation in accounting, engineering, laboratol}',
operations, and maintenance departments. Designed and constrocted specia1ized software for
laboratory data management, work order processing, purchasing, and labor scheduling. Implemented
a geographic information system (GIS) for mapping of collection systems. Provided training and
support services for third-party and custom software and hardware.
Director of Product Development, System Analysis Corp., Wellesley. MA. 1986 to 1988.
Supervised a team of programmers am quality control specialists in design and construction of hospital
laboratol}' software pacbges. Designed and constrocted a hospital blood bank data management
program.
Senior Engineer, James M. MonJgomery Consulting Engineers, Inc., Walnut Creek, CA, 1980 to 1986.
Designed and directed various programming and analysis projects. Responsible for development of
research directions and methods in COIllpJter applications in sanitary engineering for the Walnut Creek
office, and shared responsibility for development of in~house programs for engineering use company
wide. Pqncipal author of many original software pacbges, implemented on a variety of computer
systems, 'for plant maintenance management, wastewater collection system analysis, water system
design, revenue planning, and administrative functions.
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EXHIBIT 1 (Page 4 of 8)
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ReSponse to the City of Dublin Computer Consultant Services RFP
March 25, 1996
Larry Tubbs (continued)
Principal Investigator: Resources fOT the Future, Inc., 1979.
Combined an original nonpoint source pollution mod~l with generalized agricultural production data
to estimate the total national nonpoint source loading of agricultural pollutants to surface waters.
Research Specialist: Cornell University, 1976 to 1979.
Responsible for the development of nmnerous nonpoint source pollutant loading models, validated with
field data and combined with existing models to produce a general framewoIk for estimatiDg pollutant
loading from large areas. Also, was member of a project team which evaluated reservoir construction
alternatives to maximize water supply to the northern areas of Algeria.
Publications:
Myers, n.w. and LJ. Tubbs. 1976. wPreliminary Design studies of Surface Water Resource Systems
in Northern Algeriaw. Design Project in fulfillment of Master of Engineering degree, Cornell
University .
Tubbs, L.J. and D.A. Haith. J.977. wSimulation of Nutrient Losses from Croplandw. ASAE Paper
No. 77-2502. American Society of Agricultural Engineers, St. Joseph, Michigan.
Haith, D.A. and L.J. Tubbs. 1978. wModeling Nutrient Export in Rainfall and Snowmelt Runoff' .
In: R.C. Loehr et aI. (ed.), Best Management Practices for Agriculture and Silviculture, Ann Axbor
Science Publishers, Ann Arbor, Michigan.
Tubbs, LJ., and D.A. Haith. 1979. wEstimating Nonpoint Source Nutrient Loadings from Croplandw.
Grant No. R80492S010, U.S. Environmental Protection Agency, Athens, Georgia.
Haith, D.A. and L.J. Tubbs. 1980. WWatershed Loading Functions for Nonpoint Sourcesw. Journal
of the Environmental Engineering Division, ASCE., vol. 107, no. EEl, February 1981.
Tubbs, LJ. and D.A. Haith. 1981. wSimulation Model for Agricultural Nonpoint Source Nutrientsw.
Journal of the Water Pollution Control Federation, vol. 53, no. 9, September 1981.
Tubbs, L.J.. 1983. wComputerized Methods for Wastewater Collection System Master Planningw.
Presented at the 50th Annual Meeting of the PNPCA, Boise, Idaho, October 16, 1983.
Tubbs, L.J.. 1990. wGeopphic Information Systems in the Delta Diablo Sanitation Districtw.
Presented at wGIS in the 90'sw, Pleasanton, CA, November 29, 1990.
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Tubbs, LJ.. 1991. .Strategies for Success - Planning the Right Information Systems for Your
Business.. Bay Area Computer Currents, December 17, 1991.
Tubbs, w.. 1996. wInfonnation Systems Planning for Public Agenciesw. Presented at wTechnology:
Managing for the FutureW, Sonoma-Marin Training Consortium, Peta1uma, CA, Febroary 9, 1996.
Citizenship: u.s. Citizen
EXHIBIT 1 (Page 5 of 8)
Response to the City of Dublin Computer Consultant Services RFP
March 25, 1996
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Richard Blisard
Current
Position:
Computer Resource specialist for Cayuga Information Systems. Company provides computer software
and hardware consulting services to municipal clients.
Education: A.S. in Electronic/Computer Technology, West Valley College, Saratoga, CA 1983
Certified Network Administrator, 1995
Certificate in Network Management, University of California Extension, Santa, Cruz, CA. Will
complete in 1996.
Expertise:
Former network administrator for 3D-node Novell 3.x network. Included Netware administration,
cc:Mail, communication server, PC configuration and upgrade, client support, and network: backup.
Experienced with DOSlWindows pC's 8Dd Apple Macintosh computers and peripherals; desktop
applications including Microsoft Word and Excel, cc:Mail, ESI, Aldus Pagemaket, Adobe TIlustrator,
and others. Directly participated in sening up Unix servers for E-Mail and file transfer, and
configuration of network management systems. Excellent working background with analog, digital,
and RF troubleshooting to component level.
Work
History:
Computer Resource Specialist. Cayuga Information Systems, Wabwt Creek. CA..
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Responsible for onsite networlc adnrinistration and configuration, service of PC's, network servers and
components, and software applications. Provide end-user training for standard and custom programs.
Provide advice and specifications for computer hardware and software.
Product Specialist, A.ndrew VSAT Systems IN:.. Fremont. CA.
Responsible for systems design, parts procurement, system integration and testing, resource
coordination, timely shipping, international site installation, and customer support/training of satellite
teJ~mication equipnent and peripherals. Accomplished field and facilities installation of lwelliteiground station equipment. Corrected customer difficulties and provided detailed technical support.
Electronic Technician m, Microwave Associates Telecommunications Sources, San Jose. ct.
Experienced with testing, tuning, and troubleshooting of microwave phase-locked oscillators, frequency
synthesizers, strip-line oscillators, and frequency multipliers. Further experience with 4S0MHz
tel~ communications synthesizer/converter. Responsible for co-worlcers productivity in the test
depara::Mm when supervisor was absent. Produced status reports and attended management meetings.
Citizenship: u.s. Citizen
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EXHIBIT 1 (Page 6 of 8)
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.~esponse to the City of Dublin Computer Consultant Services RFP
March 25, 1996
Current
Position:
Education:
Expertise:
Work
History:
George P. Bako
Field Technician for Cayuga Information Systems. Company provides computer software and
hardware consulting services to municipal clients.
AA Degree, COIDpJter Science, with concentration in communications, networking, and PC han:lware
mpport. Diablo Valley College, 8/90 to 6/94. .
Considerable experience with Novell Netware 3.1x versions. Familiarity with Lantastic 4.0 through
6.0. Well versed in Word for Windows, WordPerfect, Lotus 1-2-3, and Paradox. Able to diagnose
and repair hardware problems with PC's and network devices. Over ten years of independent
computer study, the Jast five on mM compatible computers. Some experience with computer
programming (BASIC, Pascal, and C)
Field Technician, Cayuga lnfonnation Systems, Wabutt Creek, CA. February 1995 to present.
Responsible for onsite service of PC's, network servers and components, and software applications.
Provide end-user training for standard and custom programs. Compile requirements and specifications
for computer hardware and software.
Administrative Clerk I, California Bancrhares Homeowner Association Services Department. Fe~ruary
1992 to February 1995.
Mamt'lined the HOA's database of customer's payments, updating database daily as payments arrive.
Answer phones and faxlmail daily customer payment reports to the different Management companies.
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Computer Database Operator for Dr. Ronald E. Grafton, D.D.S. September 1998 to April 1990.
Created, modified, and maintained a current list of active and non.active patients. Provided Zip Code
organized mailing labels and/or alphabetized Sl1IllDUU)' lists.
Citizenship: u.s. Citizen
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EXHIBIT 1 {Page 7 of 8}
Response to the City of Dublin Computer Consultant Services RFP
March 25, 1996
CLIENf REFERENCES
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City of Benicia, CA
Created plans, specifications, and bid fonns for pennit tracking, parcel data management,
and building inspection software. Currently supporting the City in design and purchase
of a City-wide document imaging system, and replacement of the existing BRC-Advanced
System/36 financial management system. Contact: Kitty Hammer, Senior Planner, City
of Benicia, 250 East L Street, Benicia, CA (707) 746-4280
City of Campbell, CA
Completed a master plan for City-wide infonnation systems. Currently providing full-
time, on site MIS support and development. Contact: Gretchen Conner, Finance Director,
City of Campbell, 70 North First St., Campbell, CA (408) 866-2111
Dublin San Ramon Services District ..
Created a master plan for District information systems. Completed specifications for data,
phone, radio, and video cabling. Contact: Robert Gresens, EngineerlPlanner, Dublin San .- -':
Ramon Services District, 7051 Dublin Blvd., Dublin, CA 94568 (510) 828-0515
Additional references are available on request.
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EXHIBIT 1 (Page 8 of 8)
STANDARD CONTRACTUAL SERVICES AGREEMENT
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THIS
AGREEMENT
1S
made
at
Dublin,
California,
as
of
, 19___, by and between the CITY OF DUBLIN, a municipal
corporation (" CITY" ), and Cayuaa Information Systems, ( "CONTRACTOR" ), who
agree as follows:
1. SERVICES. Subject to the terms and conditions set forth in this
Agreement, CONTRACTOR shall provide to CITY the services described in
Exhibit A.
CONTRACTOR shall provide said services at the time, place and
in the manner specified in Exhibit A.
2.
PAYMENT.
CITY shall pay CONTRACTOR for services rendered
pursuant to this Agreement at the time and in the manner set forth in
::,~<~;xhibit B. The payments specified in Exhibit B shall be the only payments
4IIlo be made to CONTRACTOR for services rendered pursuant to this Agreement.
CONTRACTOR shall submit all billings for said services to CITY in the
manner specified in Exhibit Bi or, if no manner be specified in Exhibit B,
then according to the usual and customary procedures and practices which
CONTRACTOR uses for billing clients similar to CITY.
3.
FACILITIES AND EOUIPMENT.
Except as set forth ln Exhibit C,
CONTRACTOR shall, at its sole cost and expense, furnish all facilities and
equipment which may be required for furnishing services pursuant to this
Agreement.
CITY shall furnish to CONTRACTOR only the facilities and
equipment listed in Exhibit C according to the terms and conditions set
forth in Exhibit C.
~REEMENT
~ge 1 of 2
4/1/90
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4. GENERAL PROVISIONS. The general provisions set forth in Exhibit Dare
part of this Agreement. In the event of any inconsistency between said
general provisions and any other terms or conditions of this Agreement, th~
other term or condition shall control insofar as it is inconsistent with
the general provisions.
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EXHIBITS.
All exhibits referred to herein are attached hereto
and are by this reference incorporated herein.
6. CONTRACT ADMINISTRATION. This Agreement shall be administered by
Steve Honse ("ADMINISTRATOR"). All correspondence shall be directed to or
through the ADMINISTRATOR or his or her designee.
7. NOTICES. Any written notice to CONTRACTOR shall be sent to:
Cayuga Information Systems, Attn: Larry Tubbs
175 Sierra Drive, Suite 208
Walnut Creek, CA 94596
Any written notice to CITY shall be sent to:
City of Dublin, Attn: Steve Honse
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100 Civic Plaza
Dublin, CA 94568
Executed as of the day first above stated:
CITY OF DUBLIN
a municipal corporation
By
"CITY"
Attest:
City Clerk
By
"CONTRACTOR"
Approved as to form:
City Attorney
AGREEMENT
Page 2 of 2
4/1/90
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Work Product
e In addition to the tasks described in the preceding portion of this Scope of Services,
CIS will generate an Individual program matrix (matrix). The matrix is defined as a
table which ranks each product according to its characteristics, which at a minimum will
include price, features, goodness of fit, and platform. The purpose of the matrix is to
determine which combination of software and hardware products will result in the
greatest utility at the lowest cost.
CIS will prepare the matrix is such a way that it will:
. Alert the City to any potential incompatibility between systems; and
. Demonstrate which combination of products offer the greatest value; and
. Clearly estimate all direct and indirect cost associated with the
implementation of the proposed systems.
At a minimum, the matrix will include the all hardware and software required to make
the following systems operational:
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1. Electronic Land Information Database
2. Automated Document Imaging
3. Geographic Information System
4. Permit Tracking ..
5. Utilization of Data from the San Ramon Aerial Project
6. Migration from the System/36 to another operating system
The matrix will only rank software as described above. CIS will provide hardware
estimates for each system, but there will be no ranking of platforms.
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EXH IBIT "A" (Page 1 of 6)
Phase 1
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Task 1.1: Master Plan Review and Requirements Analysis
Consultant shall review the City's previous InfoDnation Systems Master Plan, and indicate
where updates are required, due to work completed since the time the Plan was completed,
and due to changes in available technology and budget. Consultant shall verify the
intended timing and scope of each infonnation systems component detailed in the Plan.
Particular attention will be paid to the proposed financial systems update, and the proposed
document imaging system.
Key personnel shall be interviewed, and asked to provide an assessment of current
systems, potential improvements, and an assessment of their computer capabilities and the
capabilities of their subordinates. Levels of usage for each existing computer and
application program shall be assessed. Future expansion of services and the resulting load
on the infonnation systems shall be estimated.
Consultant shall also review the City's hardware and software inventory. Recommended
changes to data processing operations shall be compiled and presented to management at ..
the end of the inventory process. These recommendations can be incorporated in the
evaluation, or used as a separate work list of tasks to be completed independent of the
evaluation.
Particular attention will be given to the goals and objectives of the City, and how these
goals may be supported by infonnation systems; the data flow between departments within
the City, and between the City and outside entities; and identification and assessment of
critical systems and databases.
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Final product of this task shall be a letter report, detailing the results of the requirements
analysis.
Task 1.2: Development Alternatives
Hardware and software strategies shall be developed, to meet current needs and to
anticipate future operations. Strategies shall include alternative recommendations, with
estimates of costs and other impacts to the City. The evaluation shalt be specific for the
financial and document imaging systems, and general as they relate to other infonnation
systems within the City.
In particular, Consultant will assess the options for hardware platform selection for the .
City. The positive and negative aspects of PCILAN solutions, versus minicomputer-based
EXH fBIT "A" (Page 2 of 6)
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solutions such as Unix or Advanced/36 and AS/400 platforms will be detailed, and
presented in a fashion which allows informed decision-making during the design and
product selection steps.
Particular attention will be focused on support and training options available to the City,
under each platform and development altemative-:- Each potential system will be identified
with an anticipated support, training, maintenance, and replacement cost. The overall
support requirements of the City under present and future conditions will be assessed, and
alternative support arrangements (in-house staff, outsource, or combination) will be
identified and compared.
The analysis and alternatives developed under this task shall be designed to answer the
following questions, per the City's RFP for this project:
· Should the System/36 be replaced with another minicomputer (Le., AS/400 or
equivalent) or could existing financial and record-keeping functions be performed
on a PC-based server?
.
Should additional tasks scheduled under the Master Plan (GIS, document imaging,
etc.) be performed on the existing City-wide computer network, or could these
additional tasks be better performed on the microcomputer which replaces the
System/36?
.
Which platform would achieve maximum compatibility with the additional tasks
scheduled under the Master Plan?
.
What are the costs of the various options?
.
What are the optical storage options given municipal uses.'?
.
Based on available technology, where will the (imaging) data reside? Should the
data be located on the upgraded/replacement platform to the System/36, or on a
decentralized file server, or, with additional storage, on the current network
server?
.
What is the estimated cost to purchase and make operational a document imaging
system?
Final product of this task shall be a written Systems Options Document, detailing the
identified development and support options.
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EXHIBIT "A" (Page 3 of 6)
Task 1.3: Selected Development Plan
.
Consultant will work with City staff to select a development plan which best fits the needs
of the City. The:final development plan, on acceptance by the City, may be presented to
the various departments by the Consultant team. Department management shall then have
the opportunity to review the budgetary and staff commitments indicated by the plan.
Once the final plan is accepted by City staff and management, the Consultant team shall
prepare a detailed implementation pIan, which describes the order, timing, and City labor
commitments necessary to implement the plan.
Final product of this task shall be an Information Systems Evaluation. Consultant shall
provide and distribute up to ten copies of the Evaluation, and shall provide electronic
copies of all reports and plans in WordPerfect 6.1 format, or other format as requested by
the City.
Phase 2:
Task 2.1: Prepare Specifications
The selected development plan will indicate the timing and general requirements of the e:
document management system to be implemented by the City. In this task, the Consultant
team shall develop detailed, biddable specifications for the document imaging system,
which may be combined by the City into an RFP document. Consultant shall also develop
a list of prospective vendors for the imaging system.
Task 2.2: Evaluate Proposals from Bidders
The Consultant team shall evaluate the vendor responses for -goodness of fit- to the City's
needs. Product evaluations shall include detailed examination of bid- responses, attendance
at vendor demonstrations, and visits to existing client sites as indicated by the type of
product and as requested by the City. The Consultant team shall recommend a single
vendor for each product, based on this evaluation.
The bid forms will likely include a tabular matrix, indicating which features are met or
unmet, and the cost involved in supplying unmet needs as customizations. The tabular
matrix in the RFP would then become part of the purchase contract between the City and
the vendor, which guarantees that the features promoted by the vendOr will actually be
supplied.
The ConSultant team shall recommend a selected document imaging vendor or vendors to .
the City. H the selected system will require substantial changes in the way that City staff
EXHIBIT "A" (Page 4 of 6)
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perform day-to-day operations, then the Consultant shall explain the rationale behind the
new systems and procedures, and assist City staff in adapting to the new systems.
Task 2.3: Implementation Support
On request of the City, Consultant shall provide implementation support for the new
document imaging systems, which may include:
.
Assistance in creating or verifying the City's document retention schedule;
.
Assistance in creating data collection fOnTIs, used for collecting keyword
information for existing documents or for new documents to be added to the
system;
.
Assistance in integrating the vendor's imaging system into the City's data
processing environment, which may include assistance with workstation upgrades,
network upgrades or expansion, or other changes as dictated by the needs of the
selected system;
.
Support for computer-output-to-laser-disc (COLD) features of the imaging system,
if available and if selected for use by the City (the COLD feature allows
application programs such as financial reporting or word processing programs to
write directly to the imaging system, without the need to print and then re-scan
paper documents).
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EXHIBIT "A" (Page 5 of 6)
PROJECT SCHEDULE
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The proposed project schedule is shown in the following table. The schedule is preliminary. and
is subject to revision by the City in order to coincide with staff availability and other milestones,
such as budget report deadlines and City Council meeting schedules.
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Task Start Date End Date Duration
1.1 Master Plan Review and 4/15/96 5/8/96 3 weeks
Requirements Analysis
1.2 Development Alternatives .. 5/8/96 5/15/96 1 week
1.3 Selected Development Plan 5/15/96 5/29/96 2 weeks
2.1 Prepare Document Imaging System 5/29/96 6/14/96 2 weeks
Specifications
2.2 Evaluation of Document Imaging TBD* TBD* 2 weeks
Products and Vendors
2.3 Implementation Support TBD* TBD* 4 weeks
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* To be detennined, based on release dates and response due dates for RFPs.
Consultant shall provide regular reports fo the City detailing progress to date, and any variations
in the project plan or timetable as agreed to by the ' City. Monthly invoices shall include detail on
the number of hours expended by task, and the estimated percent complete for each task at the
time of billing.
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The City shall designate one individual or a committee as project manager for the City. This
individual or committee shall review all work submitted by the Consultant, and shall authorize
payment for all work which meets the requirements of the consulting agreement. ,The City project
manager or committee shall also be responsible for arranging meeting space, and shall assure that
the necessary individuals are available for meeting with Consultant to discuss data processing
requirements and development alternatives.
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EXHIBIT "At! (Page 6 of 6)
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COST PROPOSAL
Standard rate for planning, systems design, and evaluation services is $80.00 per hour. Standard
rate for support and implementation services is $55.00 per hour. The City may elect to contract
individually for Phases 1 and 2, or to contract only for Phase 1 at this time.
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Task Estimated Labor Rate Cost Not
Hours per Hour to Exceed
Phase 1: Infonnation Systems 160 $ 80.00 $ 12,800.00
Review
Phase 2a: Develop Specifications, and 40 80.00 3,200.00
Assist in Selection of a -
Document Imaeim! System
Phase 2b: Assist in Implementation of 80 55.00 4,400.00
a Document Imaging
System
PROJECT TOTAL NOT TO EXCEED: 1$ 20,400.00 I
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Hours for Phase 1 and Phase 2a are fixed; hours for Phase 2b are estimated, and will depend on
the level of involvement requested by the City in implementation of the imaging system. The City
may elect to have all implementation services provided by the document imaging vendor.
Office expenses (phone, reproduction, etc.) and any travel costs incurred within the City of
Dublin, or between Consultant's offices in Walnut Creek and the City, are included in the hourly
labor charges. Consultant typically provides services on a "Time and Materials, Not to Exceed
[dollar amount]" basis. Billings are produced monthly for expenses incurred during that month,
with payment due within 30 days of billing. Consultant shall provide labor and expense reports
to the City at regular intervals during the project, whether a lump sum or hourly rate structure is
used.
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EXH IBIT "B" (Page 1 of 1)
EXHIBIT C
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CITY shall furnish physical facilities such as desks, filing cabinets,
and conference space, as may be reasonably necessary for CONTRACTOR'S use
while consulting with CITY employees and reviewing records and the
information in possession of CITY.
The location, quantity, and time of
furnishing said physical facilities shall be in the sole discretion of
CITY.
In no event shall CITY be obligated to furnish any facility which
may involve incurring any direct expense, including, but not limiting the
generality
of
this
exclusion,
long-distance
telephone
or
other
communication charges, vehicles, and reproduction facilities.
.
Exhibit C
Page 1 of 1
4/1/90
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EXHIBIT D
GENERAL PROVISIONS
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1.
INDEPENDENT CONTRACTOR.
At all times during the term of this
Agreement, CONTRACTOR shall be an independent contractor and shall not be
an employee of CITY. CITY shall have the right to control CONTRACTOR only
insofar as the results of CONTRACTOR'S services rendered pursuant to this
Agreement; however, CITY shall not have the right to control the means by
which CONTRACTOR accomplishes services rendered pursuant to this Agreement.
2 .
LICENSES: PERMITS: ETC.
CONTRACTOR represents and warrants to
CITY that he has all licenses, permits, qualifications and approvals of
whatsoever nature which are legally required for CONTRACTOR to practice his
profession.
CONTRACTOR represents and warrants to CITY that CONTRACTOR
shall, at his sole cost and expense, keep in effect at all times during the
term of this Agreement any licenses, permits, and approvals which are
4IJ~:egaIIY required for CONTRACTOR to practice his profession.
3. XIME. CONTRACTOR shall devote such time to the performance of
services pursuant to this Agreement as may be reasonably necessary for
satisfactory performance of CONTRACTOR'S obligations pursuant to this
Agreement.
4.
INSURANCE REOUIREMENTS.
CONTRACTOR shall procure and maintain
for the duration of the contract insurance against claims for injuries to
persons or damages to property which may arise from or in connection with
the performance of the work hereunder by the CONTRACTOR, his agents,
representatives, employees or subcontractors.
The cost of such insurance
shall be included in the CONTRACTOR'S bid.
.:Xhibi t D
Page 1 of 7
4/1/90
(a) Minimum Scone of Insurance.
as:
Coverage shall be at least as broad
.
1. Insurance Services Office form number GL 0002 (Ed.1/73)
coverlng comprehensive General Liability and Insurance
Services Office form number GL 0404 covering Broad Form
Comprehensive General Liability; or Insurance Services
Office Conunercial General Liability coverage ("occurrence"
form CG 0001.)
2. Insurance Services Office form number CA 0001 (Ed. 1/78)
covering Automobile Liability, code I "any auto II and
endorsement CA 0025.
3. Workers' Compensation Insurance as required by the Labor
Code of the State of California and Employers Liability
Insurance.
CONTRACTOR shall maintain limits n~
(b) Minimum Limits of Insurance.
less than:
1.
General Liability:
$1,000,000 combined single limit per
occurrence for bOdily injury, personal injury and property
damage.
If conunercial General Liability Insurance or other form
with a general aggregate limit is used, either the general
aggregate limit shall apply separately to this project/location
or the general aggregate limit shall be twice the required
occurrence limit.
2.
Automobile Liability:
$1,000,000 combined single limit per
accident for bodily injury and property damage.
3. Workers' Compensation and Employers Liability: Workers'
Exhibit D
Page 2 of 7
4/1/90
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Compensation limits as required by the Labor Code of the State of
California and Employers Liability limits of $1,000,000 per
.
accident.
(c) Deductibles and Self-Insured Retentions.
Any deductibles or
self-insured retentions must be declared to and approved by the
CITY. At the option of the CITY, either the insurer shall reduce
or eliminate such deductibles or self-insured retentions as
respects the CITY, its officers, officials and employees; or the
CONTRACTOR shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense
expenses.
(d) Other Insurance Provisions.
The policies are to contain, or be
endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages.
."
a.
The CITY,
its officers,
officials,
employees and
volunteers are to be covered as insureds as respects:
liability arising out of activities performed by or on
behalf of the CONTRACTOR; products and completed
operations of the CONTRACTOR, premises owned, occupied
or used by the CONTRACTOR, or automobiles owned,
leased, hired or borrowed by the CONTRACTOR. The
coverage shall contain no special limitations on the
scope of the protection afforded to the CITY, its
officers, officials, employees or volunteers.
b. The CONTRACTOR I S insurance coverage shall be primary
lnsurance
as
respects
the
CITY,
its
officers,
officials, employees and volunteers. Any lnsurance or
.xhibi t D
Page 3 of 7
4/1/90
self-insurance maintained by the CITY, its officers,
officials, employees or volunteers shall be excess of
the CONTRACTOR I S insurance and shall not contribute
with it.
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c. Any failure to comply with reporting prOVlSlons of the
policies shall not affect coverage provided to the
CITY, its officers, officials, employees or volunteers.
d. The CONTRACTOR'S insurance shall apply separately to
each insured against whom claim is made or suit is
brought, except with respect to the limits of the
insurer's liability.
2. Workers' Compensation and Employers Liability Coverage.
The insurer shall agree to waive all rights of subrogation
against the CITY, its officers, officials, employees and
volunteers for losses arising from work performed by the
CONTRACTOR for the CITY.
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3.
Professional Liability.
CONTRACTOR shall carry professional liability lnsurance in
an amount deemed by the CITY to adequately protect the
CONTRACTOR against liability caused by negligent acts,
errors or omissions on the part of the CONTRACTOR in the
course of performance of the services specified in this
Agreement.
4. All Coverages.
Each insurance policy required by this clause shall be
endorsed to state that coverage shall not be suspended,
voided, cancelled by either party, reduced in coverage or in
Exhibit D
Page 4 of 7
4/1/90
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limits except after thirty (30) days' prior written notice
by certified mail, return receipt requested, has been given
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to the CITY.
(e) AcceDtability of Insurers.
Insurance is to be placed with
insurers with a Bests' rating of no less than A:VII.
(f) Veri fication of Coveraae.
CONTRACTOR shall furnish CITY with
certificates
of
insurance and with original
endorsements
effecting coverage required by this clause. The certificates and
endorsements for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its behalf.
The certificates and endorsements are to be received and approved
by the CITY before work commences.
The CITY reserves the right
to require complete, certified copies of all required insurance
policies, at any time.
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( g)
Subcontractors.
CONTRACTOR shall include all subcontractors as
insureds
under
its
policies
or
shall
furnish
separate
certificates and endorsements for each subcontractor. All
coverages for subcontractors shall be subj ect to all of the
requirements stated herein.
(h) The Risk Manager of CITY may approve a variation in those
insurance requirements upon a determination that the coverages,
scope, limits and forms of such insurance are either not
commercially available or that the CITY's interests are otherwise
fully protected.
5.
CONTRACTOR NO AGENT.
Except as CITY may specify in writing,
CONTRACTOR shall have no authority, express or implied, to act on
~ibit D
Page 5 of 7
4/1/90
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behalf of CITY J.n any capacity whatsoever as an agent.
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CONTRACTOR
shall have no authority, express or implied, pursuant to this
Agreement to bind CITY to any obligation whatsoever.
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6.
ASSIGNMENT PROHIBITED.
No party to this Agreement may assign any
right or obligation pursuant to this Agreement.
Any attempted or
purported assignment of any right or obligation pursuant to this
Agreement shall be void and of no effect.
7.
PERSONNEL.
CONTRACTOR shall assign only competent personnel to
perform services pursuant to this Agreement.
In the event that CITY,
in its sole discretion, at any time during the term of this Agreement,
desires the removal of any such persons, CONTRACTOR shall, immediately
upon receiving notice from CITY of such desire of CITY, cause the
removal of such person or persons.
8.
STANDARD OF PERFORMANCE.
CONTRACTOR shall perform all services
required pursuant to this Agreement in the manner and according to the "
standards observed by a competent practitioner of the profession i.':'
which CONTRACTOR is engaged in the geographical area in which
CONTRACTOR practices his profession.
All instruments of service of
.,
whatsoever nature which CONTRACTOR delivers to CITY pursuant to this
Agreement shall be prepared in a substantial, first class and
workmanlike manner and conform to the standards of quality normally
observed by a person practicing in CONTRACTOR's profession.
9.
HOLD HARMLESS AND RESPONSIBILITY OF CONTRACTORS.
CONTRACTOR shall
take all responsibility for the work, shall bear all losses and
damages directly or indirectly resulting to him, to any subcontractor,
to the CITY, to CITY officers and employees, or to parties designated
by the CITY, on account of the performance or character of the work,
Exhibit D
Page 6 of 7
4/1/90
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unforeseen difficulties, accidents,
occurrences or other causes
predicated on active or passive negligence of the CONTRACTOR or any
.
subcontractor. CONTRACTOR shall indemnify, defend and hold harmless
the CITY, its officers, officials, directors, employees and agents
from and against any or all loss, liability, expense, claim, costs
(including costs of defense), suits, and damages of every kind, nature
and description directly or indirectly arising from the performance of
the work.
This paragraph shall not be construed to exempt the CITY,
its employees and officers from its own fraud, willful injury or
violation of law whether willful or negligent.
For purposes of
Section 2782 of the Civil Code the parties hereto recognize and agree
that this agreement is not a construction contract.
By execution of
this agreement CONTRACTOR acknowledges and agrees that he has read and
understands the provisions hereof and that this paragraph is a
material element of consideration.
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Approval of the insurance contracts does not relieve the CONTRACTOR or
subcontractors from liability under this paragraph.
10. GOVERNMENTAL REGULATIONS.
To the extent that this Agreement may be
funded by fiscal assistance from another governmental entity,
CONTRACTOR shall comply with all applicable rules and regulations to
which CITY is bound by the terms of such fiscal assistance program.
11. DOCUMENTS. All reports, data, maps, models, charts, studies, surveys,
photographs, memoranda or other written documents or materials
prepared by CONTRACTOR pursuant to this Agreement shall become the
property of CITY upon completion of the work to be performed hereunder
or upon termination of the Agreement.
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Axhibit D
'--;ge 7 of 7
4/1/90
a:contract.personnel forms