Loading...
HomeMy WebLinkAboutItem 4.04 ComputerConsultingSvs ~ ! e It CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 25, 1994 SUBJECT: A ward of Contract for Computer Consulting Services Ii!] (Prepared by: Bo Barker, Management Assistant) EXHIBITS ATTACHED: 1.1 Resolution Awarding the Consulting Contract 2. / Copy of Request for Proposal (RFP) 3. ;Contract for Consultant Services RECOMMENDA~~. 2. A ward the Contract for Consultant Services to Micro Business Systems. Authorize the City Manager to Execute the Contract FINANCIAL STATEMENT: The contract will not exceed $3,800. DESCRIPTION: As part of the 1994-95 Capital Improvement Program, the City Council approved the installation of a local area computer network in the Civic Center. The initial phase of the project is to hire a consultant to assist staff with technical aspects relating to the procurement and installation process. The mission of the consultant is to provide staff with additional expertise relating to the overall network solution, assist with developing the request for proposal (RFP) for the purchase of the network components and assist with technical and user support aspects of the installation. The RFP (Exhibit 2) describing this consultant project was distributed to five qualified consultants. Two of the five consultants returned proposals for consideration. Proposals include statements of qualifications and experience with related references. The two firms submitting proposals are Micro Business Systems and Cayuga Information Systems. Based on the qualifications and cost of the two consultants, it is recommend the City Council award the bid to Micro Business Systems. COPIES TO: CITY CLERK FILE 'd'~' i)IO H :310' ITEM NO. Lf.'I .. e e RESOLUTION NO. - 94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN **************** AWARDING A COMPUTER CONSULTING CONTRACT TO MICRO BUSINESS SYSTEMS WHEREAS, the City Council approved a Capital Improvement Program that provides for the installation of a local area computer network in Fiscal Year 1994-95; and WHEREAS, in order to insure quality and thoroughness in developing the local area network solution, a consultant with technical expertise is necessary to assist with the various aspects of the computer network; and WHEREAS, a request for proposal was distributed and the City received two qualified proposals. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby awards the a computer consulting contract to Micro Business Systems. PASSED, APPROVED AND ADOPTED this 25th day of July, 1994. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk EXHIBIT 1 ",., ~. ~ . "" :..._ . of .... e e CITY OF DUBLIN LOCAL AREA NETWORK PROJECT PROCURENffiNTCONSULTANT REQUEST FOR PROPOSAL '~', EXHIBIT 2 '. .~' e e CITY OF DUBLIN CONSULTANT REQUEST FOR PROPOSAL Basic Information The City of Dublin has recently completed a five year master planning project that details changes to the current information systems. Included in the master plan, for Fiscal Year 1994-95, the City intends to install a personal computer local area network (LAN) that also incorporates an IBM System 36 and provides a Wide Area Network connection to the Shannon Community Center. Current System Presently, the City of Dublin utilizes stand alone IBM personal computers. A majority of the current personal computers are IBM Model 30's. The personal computers run various software applications including Framework III, Word for DOS 5.0, Lotus 1-2-3 v. 2.x. Also, certain workstations use a 5250 emulation card to emulate to the IBM System 36 mini computer. The City has under 50 users. The main activities performed by city staff consist of word processing, spreadsheet, desktop publishing and some database functions. Functions performed using the IBM System 36 include financial applications, business licenses and recreation scheduling. Project Description The first phase of the project, for Fiscal Year 1994-95, will replace the older personal computers which have a processor slower than a "386." In Fiscal Year 1994-95, the hardware purchased is anticipated to consist of the following components: one (1) file server, 31 personal computers, 1 portable computer, 4 laser printers, 3 deskjet printers, a network hub, a gateway for connectivity to the current IBM System/36 and associated business software applications. The LAN to be installed is intended to be configured using a 10BaseT - ethernet connection that will run "windows" based software applications, The overall mission of the first phase is to standardize hardware/software and promote a good return on the technology investment through sharing of system resources and data. It is also anticipated that the new technologies will provide City Staff with the means to improve productivity as well as enhancing customer service. The procurement consultant will be hired to assist staff with the initial aspects of the network installation. The goal of the consultant will be to review and validate the solutions proposed in the master plan and provide staff with any necessary technical expertise as required to complete the procurement and installation. Consultant Scope of Services Phase I - Conceptual Review & Validation of Plan: Review and validate master plan concept and operability of the network. Review Wide Area Network (connection to the Shannon Community Center) configuration and make appropriate recommendations. Make recommendations for other network requirements. Discuss implementation strategy, printer configuration, and other user related issues. e - Phase II - Request for Proposal Development: Review draft Request for Proposal for the purchase of the components of the network and develop a bidders list. Phase III - Bid Award: Review bids, and assist staff with cost analysis and in completing award. Phase IV - Hardware Delivery: Coordinate with staff and vendor to determine delivery process and schedule. Phase V - Installation: The extent of services provided during this phase will depend upon the extent of installation services offered by the selected hardware provider. The scope may include: 1) Install network HUB (wiring will be in place); 2) Assist staff with implementation and configuration of network PC's; 3) Assist staff with network operating system configuration. Phase VI - User Support: Be available, on site, after installation to troubleshoot and assist users with routine problems for a minimum of 8 hours following installation. Proposal Format and Qualifications The firm selected shall have expertise in providing computer networking services to public agencies and working on projects of a similar size and scope. This includes: defining network requirements; preparation and review of bid proposal documents; cost analysis; and implementation. The consultant should be independent of manufacturers and providers of related products. a. Signature: Proposal shall be signed by an authorized corporate officer. b. Valid Period: Include a statement that the terms of the proposal will remain valid for 60 days. c. Qualifications: Firm's relevant experience; responsiveness; ability to perform; anticipated manpower allocation. Provide 3 references of agencies where similar work has been performed in the past, In each case briefly describe the project scope and indicate a contact person and phone number. d. Identify the personnel to be involved in the project and their background. Include information relative to any subcontractor. e. Cost Proposal: Consultants should submit a hourly rate for service and estimated time to complete the scope of work listed above. It is appropriate to provide estimates for each phase of the project scope The consultant shall provide an estimate for the total contract with a "not to exceed" limit. -' , e e Proiect Timing Project timing depends on a number of factors including issues such as hardware availability or other events. The tentative schedule for the project is as follows: July 25, 1994 - City Council authorizes the distribution of a bid August 22, 1994 - City Council awards bid September 24, 1994 - Installation new equipment - activate network The Process a. Submittal: To be considered, proposals should be submitted to the City Clerk's Office, 100 Civic Plaza, P.O. Box 2340, Dublin, California, 94568 no later than Thursday, July 7, 1994 at 9:00 a.moo Early submittals will be accepted. b. Review: City staff will evaluate the contents and qualifications and a recommendation will be made to the City Council. c. Award: Award will be made by the City Council at a regularly scheduled meeting. The City reserves the right to not award a contract, to reject any and all proposals, to negotiate with a proposer, and to waive informalities and irregularities in proposals received. d. Questions may be directed to: Bo Barker, Management Assistant Administrative Services Department City of Dublin P.O. Box 2340 Dublin, CA 94568 510-833-6650 Interpretation of Documents If any person responding to this request is in doubt as to the true meaning of any part of the document, he/ she may submit to the City a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed document, which in the City's judgment is necessary, will be made only by Addendum duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving a set of such documents. The City will not be responsible for any other explanations or interpretations of the proposed project. e e STANDARD CONTRACTUAL SERVICES AGREEMENT THIS AGREEMENT is made at Dublin, California, as of July 25 , 19~, by and between the CITY OF DUBLIN, a municipal corporation (lIcity"), and Micro Business Systpms ("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 Exhibit B. The payments specified in Exhibit B shall be the only payments to 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. Agree.ment page 1 of 3 4/1/90 EXHIBIT 3 e e 3. FACILITIES AND EQUIPMENT. Except as set forth in 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. 4. GENERAL PROVISIONS. The general provisions set forth in Exhibit 0 are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the general provisions. 5. 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 Richard C. Ambrose ("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: Micro Business Systems 4763 Courtland Lane Cannichael, CA 95608 Agreement Page 2 of 3 4/1/90 ., . e e Any written notice to city shall be sent to: City of Dublin Bo Barker P.o. Box 2340 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 3 of 3 4/1/90 e e EXHIBIT A SCOPE OF SERVICES Phase I - Conceptual Review & Validation of Plan: Review and validate master plan concept and operability of the network. Review Wide Area Network (connection to the Shannon Community Center) configuration and make appropriate recommendations. Make recommendations for other network requirements. Discuss implementation strategy, printer configuration, and other user related issues. Phase II - Request for Proposal Development: Review draft Request for Proposal for the purchase of the components of the network and develop a bidders list. Phase III - Bid Award: Review bids, and assist staff with cost analysis and in completing award. Phase IV - Hardware Delivery: Coordinate with staff and vendor to determine delivery process and schedule. Phase V - Installation: The extent of services provided during this phase will depend upon the extent of installation services offered by the selected hardware provider. The scope may include: 1) Install network HUB (wiring will be in place); 2) Assist staff with implementation and configuration of network PC's; 3) Assist staff with network operating system configuration. Phase VI - User Support: Be available, on site, after installation to troubleshoot and assist users with routine problems for a minimum of 8 hours following installation. e . EXHIBIT B PAYMENT SCHEDULE city ~n~ll pay Contractor an amount not to exceed the total sum of ", three thousand & eight hundred dollars($ 3.ROO ) for services to be performed pursuant to this Agreement. contractor shall submit invoices during the term of this Agreement based on the cost for services performed in accordance with the following schedule: rronthly but not more often than once a monthj and provided further, in no event shall city pay contractor a sum exceeding 20% of the total sum due for services pursuant to this Agreement in anyone month; and provided further, city shall pay the last 20% of the total sum due pursuant to this Agreement within forty-five (45) days after completion of the services and submittal to city, if all services due pursuant to this Agreement have been satisfactorily performed. The total sum stated above shall be the total which city shall pay for the services to be rendered by contractor pursuant to this Agreement. city shall not pay any add~tional Exhibit B Page .1 of 2 4/1/90 e e sum for any expense or cost whatsoever incurred by contractor in rendering services pursuant to this Agreement. city shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in writing executed by the city Manager or other designated official of city authorized to obligate city thereto prior to the time such extra service is rendered and in no event shall such change order exceed twenty-five (25%) of the initial contract price. The services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of city. In this event, city shall compensate the Contractor for all outstanding costs incurred as of the date of written notice thereof and shall terminate this Agreement. contractor shall maintain adequate logs and timesheets in order to verify costs incurred to date. The Contractor is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order from the Finance Department of the city of Dublin. Exhibit B page 2 of 2 4/1/90 e e EXHIBIT C 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 . . EXHIBIT D GENERAL PROVISIONS 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 legally required for Contractor to practice his profession. 3. TIME. Contractor shall devote such time to the performance of serv~ces pursuant to this Agreement as may be reasonably necessary for satisfactory performance of contractor1s obligations pursuant to this Agreement. , 4. INSURANCE REQUIREMENTS. 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. (a) Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office form number GL 0002 (Ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form comprehensive General Liability; or Insurance services Office commercial General Liability coverage ("occurrence" form CG 0001.) Exhibit D Page 1 of 6 4/1/90 e e 2. Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 Ilany auto" and endorsement CA 0025. 3. Workers' Compensation insurance as required by the Labor Code of the State of California and Employers Liability Insurance. (b) Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial 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' 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 Exhibit D Page .2 of 6 4/1/90 e e 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's insurance coverage shall be primary insurance as respects the city, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the city, its officers, officials, employees or volunteers shall be excess of the contractor's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions 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. 3. professional Liability. contractor shall carry professional liability insurance 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. Exhibit D page 3 of 6 4/1/90 e e 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 limits except after thir~y (30) days' prior written notice by certified mail, return receipt requested, has been given to the city. (e) Acceptabilitv of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. (f) Verification of Coveraqe. 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. (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 subject 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 behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind city to any obligation whatsoever. 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. Exhibit D page ~ of 6 4/1/90 e e 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 in 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, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the contractor or of 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. 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. Exhibit D Page 5 of 6 4/1/90 e e ," ~..(:' ,'-,1 I ) :. \. , .. .. .... ~ r-_ -.. t> .-, .... ... --. . .' 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.