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HomeMy WebLinkAbout4.11 Data Process System Computer CITY OF DUBLIN " - . AGENDA .STATEMENT CITY COUNCIL MEETING DATE: September 14, 1987 SUBJECT : Data Processing System Computer - Request for Bids • EXHIBITS ATTACHED : Document: Request for Bids for Data Processing Hardware and Application Software RECOMMENDATION . Authorize Staff to solicit bids FINANCIAL STATEMENT: Total allocated in Capital Improvement Program over next three years - $320, 000 Fiscal Year 1987-88 Budget - $80,000 DESCRIPTION - • The City Council approved a total of $320, 000 to be allocated for the phased implementation of . a data processing system over a three year period. The computer system is intended to be used in the areas of financial operations, police work, geobase processing, personnel data base, City Clerk functions and Engineering statistics. • During 1987-88 the system will be brought on-line to absorb those functions in the Finance Department that are currently being ,processed by a combination of manual operations and the use of a service bureau. The specific areas within finance that will be affected are: General ledger posting, Financial statement preparations, Payroll operations, check processing, subsidiary account bookkeeping such as developer deposits, Accounts receivable, Accounts payable, and Encumbrance accounting. The system will provide reports in a timely manner so as to promote a more efficient management of the various CIP projects that are in progress and being planned as well as the day to day operations of the City. • The initial or first step will probably absorb much of the staff time during the remainder of this fiscal year. Following years will be dedicated towards computerization of the other departments within the City. The specific order has not been set but will be determined based upon a set of criteria intended to identify the areas that can produce the greatest benefit to cost ratio for the City. This Request for Bids will produce a system that can at the onset suffice for the Finance, Police, and Planning department needs in the central processing unit (CPU) . Specific I/O devices (TV monitors and key boards) will need to be added as the system grows. The RFB is designed to identify the level of growth that can take place before additions to the CPU are needed and the cost associated with that increase. • In March of this year an ad hoc committee of City staff was formed to develop a recommendation for the computerization of the City' s functions and tasks. The scope of the study was limited to an internal review of existing tasks currently performed by each department. The Committee generated Input and . Output document analysis forms, which were used to determine the volume, - repetition and complexity of each job element performed within the City administration. The analysis resulted in the conclusion . that computerization of various (though probably not all) City activities would make the administration of the municipal corporation more efficient. The Study was reviewed by each Department Head, and subsequently was edited into the form of the COPIES TO: ITEM NO. 41'. 11 • AGENDA STATEMENT: Data Processing System Computer - Request for Bids Page 2 • RFB which is attached to this Agenda Statement. The next step in this process is to look at the market place to define the system . best suited to the municipal corporation. Each Department Head has had an opportunity to have input into the preparation of this document. Considerable time has been invested on the part of the Finance Director to assure that the content and the form of the RFB is such as to provide the City with the maximum benefit without being so specific as to preclude bids from any viable bidder. Staff recommends that the City Council authorize the use of this RFB to obtain bids on the Data Processing System. • • • • ne.....r..:.3...r.,.o..K ... <..'.., _..w.._. .._...,. .. .:.k.s..c'..'. .,...'„1:1::.,. ,..�.,,.,,.u.., ,.es.::...��...a. :': fn e.>.�,. ,..rt,..rw............ . �....,.+....... ,,w,�_..t.....t_�.... .,..Y.,.t.. ... ,....... ,�.�_..... t4 THE CITY OF DUBLIN, CALIFORNIA Request for bids for Data Processing Hardware and Application Software 1 - NOTICE INVITING BIDS The City of Dublin will receive sealed bids until noon Thursday October 15, 1987 for data processing hardware and application software. Bids must be addressed to: Phillip S. Molina 6500 Dublin Blvd. , Suite 101 Dublin, Ca. 94568 The envelope must be clearly marked "DATA PROCESSING BID". The City reserves the right to waive any information or irregularities in this RFB or in the bids, to reject any or all bids, to be the sole judge of the suitability of the materials offered, and to award a contract or contracts for the furnishing of one or more items of the property or services it deems to be in the best interest of the City. Phillip S. Molina, CPA Finance Director • 2 TABLE OF CONTENTS Information to bidders 4 Response forms: Hardware and System Software: 8 Requirements General Application software requirements 14 Requirements General Ledger and Accounts Payable 15 Requirements Payroll 16 Requirements Budget Preparation 18 Requirements Requested Information Fixed Assets 20 Requirements Requested information Miscellaneous Accounts Receivable 22 Information Geobase system 23 Requirements Police applications 24 Requirements City Clerk 25 Requirements Recreation applications 26 Requirements Engineering applications Requirements 27 Cost response forms: 28 Instructions One-time Recurring 3 • INFORMATION TO BIDDERS Additional information:Questions relating to this document may be addressed to: Mr. Phillip S. Molina, Finance Director City Hall .P. O. Box 2340 Dublin, Ca. 94568 phone: 415-829-6226 Bidders should have no contact with other City personnel except as specifically authorized by Mr. Molina. Response forms: Response form sections are identified as being "Information"or "Requirement". Information questions are not requirements, but rather request information that is of interest to the City, and that will be used in the evaluation. There is . space provided for the bidder to write a brief explanation or to refer to supporting material or documentation, which must be attached or included. Content of the Bid: The bid shall contain the following: Two copies of: Cover Letter Response Forms At Least one copy of: Any supporting material or documentation. City use of bid reply contents and concepts: The City has the right to use any or all contents and concepts presented on any bid, whether selected or rejected by the City. The City will make a reasonable attempt to safeguard proprietary information (if identified as such) from copy or unnecessary exposure by the City. However, the City accepts no liability for exposure of the proprietary information. Interpretation of documents: If any person contemplating submitting a bid is in doubt as to the true meaning of any part of this request for bids, or finds discrepancies in, or omissions from, the specifications, he may submit to the City a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. The City will not be responsible for any other explanation or interpretation of the request for bids. 4 q " Addenda or bulletins: Any addenda or bulletins issued by the City during the time of bidding or forming a part of the documents provided to the bidder for the preparation of his bid shall be covered in the bid and shall be made a part of the contract. Withdrawal of bids: Any bidder may withdraw his bid, either personally or by a written request, at any time prior to the scheduled deadline for receipt of written bids. Economy of preparation: Bid should be prepared simply and economically, providing a straightforward, concise description of the bidder' s capabilities to satisfy the requirement of these guidelines. The bidder shall be responsible for costs incurred in the proposal preparation and delivery. Schedule: The following schedule is planned: Sept. 15, 1987 mailing of this request for bids Sept. 29, 9AM pre-bid conference Oct. 15, deadline for receipt of written request Oct. 16-Nov11 evaluation, demonstrations, negotiations Nov. 12, 1987 award of bid Evaluation process: Bids that are judged to be unresponsive or materially incomplete will be immediately rejected. Finalists will be selected from the remaining bidders. The City reserves the right to determine the number of finalists. The City will require demonstrations from the finalists. The City shall not be responsible for any costs incurred by the bidder in the presentation of these demonstrations. Demonstrations shall be performed on a system similar to the configuration proposed in an active environment. The City will perform whatever research it deems necessary into the bidder' s history and references. The bidder shall cooperate with the City by providing appropriate information. Evaluation criteria: The primary criteria shall be the overall benefit/cost as perceived by the City. The City shall consider many factors, including but not limited to the following: 1. first year purchase costs, 2. long-term costs over five years, 3; responsiveness to the needs of the City, 4. growth capability, 5. bidder qualifications,and 6. mobility of the system to a new location. Partial bids: The City recognizes that the best total solution may not come from a single vendor. The City may acquire application software from one bidder and hardware from another. If you choose to bid on only a portion of the total requirements, the software bid must clearly identify the hardware components 5 necessary to run the application software. No hardware bids should be submitted without software houses referenced that when accumulated currently produce application software covering all of the City' s requirements. Divisibility: Unless otherwise notified by the bidder, the City reserves the right to choose to take some application software from the bidder and some from other sources. Availability of equipment and system software:The equipment and system software proposed must be currently used in production in at least five other municipalities. Requirements: The City established certain requirements specified in the RFB. None of the requirements are designed to place the bidder at a disadvantage. Bidders are encouraged to bid even if the bid does not meet the requirements as stated. However, the bidder must state which requirements are not met, how the same function may be otherwise performed, and why this deviation should not be considered material. Peripherals: Unless otherwise specified there are no specific requirements specified for the number and location of terminals, nor the number, speed, or number of printers. Bidders are expected to determine these hardware requirements based on the efficiency of their hardware, system software and application software, consistent with their experience in comparable cities. However, the initial RFB does require as a minimum one high speed printer, one CRT for both system control and operation, one megabyte of memory, and 400 megs of fixed disk storage. 6 • • 4640, VOLUME INFORMATION present 5 years growth population 21477 35000 employees full time 16 33 part time 24-100 24-100 *funds 49 99 #departMents 25 50 *accounts payable invoices/mos. 100 300 average # distributions/acct. 4 4 *permanent vendors 200 300 # of parcels 7000 20000 payroll frequency bi-weekly bi-weekly 7 ,n C o Response Forms Hardware and System Software Requirements REQUIRED INFORMATION RESPONSE(S) 1. At least one principal language, commonly used on the system as bid, must be an industry standard, high-level language. Specify this language 2. A "report writer" must be provided. Refer to documentation describing its capabilities. 3. A text editor must be supplied that is capable of effectively maintaining source programs in all languages proposed. 4. All hardware must be current models, in current productions. 5. All systems software including compilers, must have been in general and successful use for a period of at least two years. Specify at least five references. 6. Print spooling is to be supported with the ability to restart printing at an operator-specified point. 7. Adequate disk storage supplied to take full advantage of printer spooling capabilities for the volumes specified. 8. Security provisions must be adequate to prevent unauthorized access to data files. Security must be a function of the operating system not application software. • 9. Terminal response time for all users must not exceed five seconds under normal operation, with an average of no more than three seconds under normal operation. • 8 :;.arx.r:cvnraw.«.-- ::.;:v.,.::....+.+xe..r.-.+vac.-.,e..v.-,,,w..ro-.-.-......-w....:...ti...».v.�..,....,...«...Ya..—....,.... _,.-».�.o.�...-.._....-......�,.-.-..._.. ........,�._._ ....., 10. Other installations with hardware configurations similar to the one proposed must have experienced no more than 5% hardware or system software down-time. • 11. Specify location of nearest hardware service personnel. 12. Specify number of service personnel at the above location. 13. Specify the location of backup service personnel other than specified above. 14. Normal operation not to require operator intervention for purposes other than printer forms change and backup. 15. All data movement to and from peripheral devices and within the CPU must have complete error checking. 16. Disk Storage devices must be protected from damage due to power failure, including preservation and integrity of data written before the failure. 17. Disk storage devices must be able to flag areas as unusable and assign alternate areas. 18. Terminal screens must be at least 11 inches measured diagonally. 19. Terminals must display at least 24 lines of 80 character each. 20. Must have a "10 key numeric pad" section. 21. Must have function keys which allow the operator to move the cursor up, down, right or left. 22. Printers must print at least 132 columns per line. Specify printer line width in inches and columns. 23. Capable of printing industry 9 standard sprocket feed continuous forms with varying widths from 4 inches to 14 7/8 inches. 24. Must allow printing of multiple part forms of up to five parts, separated by carbon paper. 25. Must be capable of printing all characters normally used by the programming languagets) proposed. 26. Attach a list of at least five references using a similar configuration. 10 •,. ,. K,.'._a.iY:-....'./we^"sa,k Xrv....:t.,....hs, i.ei' "r.a,s.ek-...: .r._....9,rY+Yt"hY°aN.i^.c.:'t', v.nwm,.a •:rx+.ru=!..-Y?*'xSaroL^S.rr.r,:M .il xusrsnu.,, ':.J:beS`!r, - ..M ... .._ ..... .Y.i. Response Forms , Hardware and System Software Information REQUIRED INFORMATION RESPONSE(S) 1. Manufacturer of hardware components: • a. CPU b. Disk Drive c. Terminals d. Printers e. other(specify) 2. Attach a separate sheet detailing what training will be provided, 'and costs if any. 3. Specify the language (s) proposed. 4. List all languages supported (including those not bid) and specify implementation level. 5. Specify backup media proposed. 6. Specify time to backup 60 megabytes of data files. 7. CPU memory capacity proposed if greater than the minimum requirements. 8. Maximum CPU capacity without major modification or replacement of CPU (in bytes) . 9. Disk storage capacity as proposed (in Bytes) . 10. Maximum disk storage capacity without replacement of CPU, in bytes. 11. Do any of the above memory or disk upgrades require re-compilation of programs? 12. Printer speed when printing a mixed set of alphanumeric characters. 13. Transfer rate of data to and from terminals. 14. For all hardware proposed, what is the heat dissipated in BTU? 11 ..,,..;.^r .,4 °.„^:.:..w.w.,:.or..n,...rr -.„c.,,r,.,...:.- .:.,,,-o-..-.,.,,.,,,. :,. ,,..., ...>,..�....�..,..... .........,,,.....»_..-,... ,......,.._._.-...,..,—.....�...-......,a.so.».-..,«..w-,r.... .-.,,.T.......... .,..-,,..,< :,._,..,...,...r...,a..,.......... 15. Operating temperature ranges. 16. Non-operating temperature range. 17. Floor space required for all hardware other than desk top printer and terminals (square feet) . 18. Desk space required for terminals. 19. Desk or table space required for printers. 20. For each hardware component, specify the • required voltage and phase (1 or. 3) : • a. CPU b. Disk drives c. Terminals d. Printers e. Other 21. Specify the number of terminals proposed. 22. Specify the maximum number of terminals that may be attached without major modification or replacement of the CPU. 23. What is the speed of the printer(s) proposed? 24. Allowing for the operating system, how much of the proposed memory is available for user programs? 25. When were the first customer shipments of the: a. CPU b. Disk Drives c. Terminals d. Printers e. other 26. At what level would concurrent users encounter a file lock-out situation(record, sector, file) ? 27, Does the system have print spooling available to all users and for all printers? 28. Does the system have an input job queue feature? 12 29. Does the system provide on-line help text for system functions? 30. Does the system have a job-interrupt feature to allow suspension of a currently executing job to initiate a second job, such as an inquiry? 31. Cost per additional terminal. 32. Can a Micro-computer be attached to the system and be used as a terminal as well as a stand-alone system? Include information and limitations. 33. Is word processing available? Include information. 13 • • Response forms • General application software requirements REQUIRED INFORMATION RESPONSE(S) 1. Along with delivery of the applications software programs, source code for all applications software must be provided in machine readable form at no additional cost. 2. A11 applications are to be menu driven. 3. Are file allocations automatically adjusted such that space constraints do not cause job termination? 4. Attach a copy of any application software maintenance and support agreements. 5. All data files must be compatible with the systems' s report writer. 6. Attach a list of at least five references using the software. 7. For each application attach a description of the "user-friendly" features of that application. 14 • 0 Response Forms General ledger and accounts payable requirements REQUIRED INFORMATION RESPONSE(S) 1. Cash or accrual selection by fund. 2. The system must protect against fund out-of-balance conditions. 3. Financial statement format under control of the user. ' 4. Ability to have multiple years open. In other words, post transactions to the new year without having yet closed the previous year, and the ability to prevent multi year posting. 5. Interactive inquiry by account number, account group, and vendor. 6. Process and print 1099(misc. ) . 7. Previously used invoice number edit to protect against duplicate invoice. 8. Check reconciliation system. 9. Account status to include encumbrances. 10. The system must be able to automatically encumber any purchase orders that are posted. 11. Encumbrances are to be automatically relieved fully or partially as a result of invoice entry or payment. 12. Reporting to conform to NCGA Statements. 13. The system must be able to produce complete journals of transactions posted from other applications. 14. Describe the format of the account number. 15. Describe the system' s audit trails. 16. Maintain 12 months detail history on-line. 15 V�s Response forms Payroll Requirements REQUIRED INFORMATION RESPONSE(S) 1. Maintain 12 months earnings history on-line. 2. Salaried and hourly employees. 3. A minimum of ten voluntary deductions. 4. Miscellaneous deductions are either a fixed amount or a percentage. 5. Print W-2' s, and DE3. 6. Calculate and track: a. deferred compensation b. general leave c. administrative leave 7. Fica and State retirement calculation and reporting. 8. Automatic distribution of salaried personnel to up to six predetermined General Ledger account numbers(see #13) . 9. Automatic distribution of actual employer paid fringe costs. 10. User defined earnings types, deductions, and fringes. 11. Personnel information to include: a. next increase date b. range and step c. EEO information d. probationary status e. drivers license expiration date f. training history 12. Check reconciliation system. 13. Capable of both automatic and manual posting of payroll to the general ledger. The manager must have the option to choose to use manual or automatic posting at set-up time. 16 0 Response forms Payroll information • REQUIRED INFORMATION RESPONSE(S) 1. Maximum number of: a. deductions b. voluntary deductions c. earnings types d. predetermined distributions e. distributions at time of time card entry 17 0 Response forms Budget Preparation requirements REQUIRED INFORMATION RESPONSE(S) 1. Maintain previous five years' history' by line item. 2. Five working levels of budget development, allowing defaults from one level to another. 3. Use definition of work papers content with multiple formats per level. 4. Experimental budgeting. 5. Automatic posting or the Final budget to the General Ledger. 6. Text Insertion into the Final Budget. 7. Printing of all levels of the budget as well as the Final Budget. 8. Performance measurement tracking. 18 Response forms Budget Preparation Information REQUESTED INFORMATION RESPONSE(S) 1. Is upper and lower case supported? 2. As the current year progresses, can the current year-to-date "actuals" be rolled into the budget development process in order to continually improve the accuracy of the new budget? 19 Response forms • Fixed Assets requests REQUIRED INFORMATION RESPONSE(S) 1. Account for: a. City owned assets b. assets leased from others c. assets leased to others 2. Calculation of depreciation 3. Valuation by: a. actual cost b. reproduction cost c. replacement cost • d. above factors less insurance exclusions 4. Appraisal support system b. Qualitative and quantitative information for such things as parking lot, striping, lineal feet of fence etc. • 6. Account for mass assets on FIFO/LIFO basis. 7. Identification by source of acquisition funds, allowing for multiple sources. 8. Account for jointly owned facilities. 9. Account for jointly funded facilities. 10. Interface to the General ledger for depreciation and retirements as assets. Manager must have a choice to use automatic or manual methods. 20 L; ` r Response forms Fixed assets information REQUESTED INFORMATION RESPONSE (B) 1. Specify the methods of deprecia- tion available. 2. Attach documentation describing the system. 3. What is the Maximum number of FIFO level for mass asset? 4. What facilities are there to aid in balancing to the general ledger control account? 21 Response forms Miscellaneous account receivable information REQUESTED INFORMATION RESPONSE(S) 1. Accounting for the following receivables: a. recovery of charges for damage to public property b. rentals. c. inter-governmental d. notes receivable e. other miscellaneous receivables. 2. Generation of journal entries on a cash or accrual basis according to the fund. 3. Receivables for multiple funds. 4. Optional printing of bills(invoices) . 5. Optional printing of statements. 6. Recurring charges: a. with expiration by date or amount billed. b. billed weekly, monthly, bi-monthly, quarterly, annually, etc. 7. Optional finance charges or penalties based on percentage or flat amount. 8. Delinquent notices. 9. Full audit trail and transaction history on-line. 10. Maintain 12 months transaction history on-line. and a five year line item summary history accessible for trend analysis. 11. Ability to inquire into transaction history by: a. name b. account number 12. For cash basis funds, distribute cash receipts for partial payments according to operator specifications. 13. Interface to the General Ledger. 22 Response forms Parcel system requirements REQUIRED INFORMATION RESPONSE(S) 1. Property characteristics such as size, sic code, zoning, apn, owner, owner' s address, parcel address, etc. 2. Permit history such as conditional use permits and variances. 3. Business license and utility account numbers. 4. Utility service data. 5. Fire hydrant locations and maintenance history. 6. Police report are, handicapped code, and hazardous chemical code. 7. Seismic study zone fields. 8. Flood hazardous zone fields. 9. Track permits that have been issued. 10. Calculate the various fees charged to developers and builders by the City. 11. Identify the status of building permits. 12. Tracking of deposits for parcel improvements by apn and street address 13. Produce mailing labels for noticing parcel owners within 300 feet of a planning permit site. 23 `1f�lrr Response forms Police System requirements REQUIRED INFORMATION RESPONSE (S) 1. Department crime reporting: a. crime report and narrative. b. supplemental investigations report. c. firearms/property forms. d. Notice to appear. 2. Vehicle citation reporting. 3. Software must cross reference all pertinent data. 4. All reports required by the State mandated reporting procedures. 5. Computer aided dispatch. 6. Security of the data is imperative and must be system software as well as application software driven. 7. Vehicle accident reporting. 8. Vehicle accident data. 24 Response forms City Clerk/personnel requirements REQUIRED INFORMATION RESPONSE(S) 1. Personnel records. 2. Indexing of Council minutes. 3. Indexing of City ordinances. 4. Indexing of City resolutions. 5. Personnel data consistent with C. O. B. R. A. 6. Index for City Central records. 7. List other personnel information available. 25 • ��Lfa•,r 0 Response forms Recreation Requirements REQUIRED INFORMATION RESPONSE(S) 1. Enrolment of participants in recreation classes, games, and events. 2. Scheduling of game fields, classes, officials, and tournaments. 3. Referencing of receipts for payment to classes taken, and rental of ,rooms, leasing fields, and to deposits for damage to rooms and fields. 4. Interactive system that is menu driven. 26 • • Response forms Engineering application requirements REQUIRED INFORMATION RESPONSE(S) 1. Sign/pavement management inventory. 2. Encroachment permit logging. 3. Service request reports. 4. Construction progress payment reporting 27 COST RESPONSE FORMS Bidders should attach the following schedules: 1. A list of all hardware proposed, each component separately identified, and the monthly maintenance contract price associated with that component, and an annual cost summary for a five year period including hardware and software maintenance cost. Software applications must also include programmer/maintenance/retainer fees that are required. E. A list of all system software components showing all one-time, monthly recurring costs, and upgrade cost policy associated with each component. 3. A list of all 'application software components, . showing all one-time and monthly recurring costs associated with each component. For the convenience of the City, the above costs are to be summarized onto the following cost response forms. 28 Cost response forms one-time charges Hardware: Purchase price shipping (estimate) installation other( itemize) • System software: license fee (attach details) purchase price installation training other( itemize) Application software: License fee purchase price training other (itemize) Other: ( itemize) Total one-time charges $ 29 Software details cost form Cost for each application software included in bid: Dne time Recurring 1. General ledger S. Payroll 3. Budget preparation 4. Fixed Assets inventory 1 • S. Misc. Accounts Receivable 6. Geobase System 7. Police Applications 8. City Clerk/Personnel 9. Recreation 10. Other 30 1 ra til. n.. x ,. eta ,r....x. ..w • Cost response forms Recurring charges yr1 yr2 yr3 yr4 yr5 Hardware: Maintenance Other(itemize) 1 System Software: License fee 0 1 Maintenance 0 0 Other(itemize) 1 0 Application Software: License fee 0 0 Maintenance Other (Itemize) f 1 Other (Itemize) 1. 2. 3. 4. 5. Total recurring charges 31