HomeMy WebLinkAbout2003-136
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RESOLUTION NO. 2003-136
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY OF SAN BERNARDINO AND THE CITY
OF SAN BERNARDINO BOARD OF WATER COMMISSIONERS ("BOARD")
PROVIDING HARWOOD TECHNICAL ENTERPRISES (H,T.E.) UTILITY BILLING
SYSTEM USE FOR THE CITY'S REFUSE DIVISION
WHEREAS, the City of San Bernardino wishes its Public Services Department
to utilize the Water Department's HTE. utility billing system to bill refuse accounts;
and,
WHEREAS, it is the desire of the City of San Bernardino Board of Water
commissioners and the City of San Bernardino to memorialize these agreements in a
Memorandum of Understanding;
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Memorandum of Understanding between the City and the
Board setting forth the services that are to be provided by the Board to the City and
the compensation to be paid therefore, a copy of which is attached hereto and
incorporated herein as "Exhibit 1", is hereby approved. The Mayor or her designee is
hereby authorized to execute said Memorandum of Understanding.
SECTION 2. The Memorandum of Understanding shall reference this
Resolution No.2003- 136 and shall incorporate the terms and conditions of these
services, which is on file in the City Clerk's Office. The Memorandum of
Understanding shall read, "HTE Utility Billing System, not to exceed $34,760.88".
SECTION 3. The authorization to execute the above referenced Memorandum
of Understanding is rescinded if the parties to the MOU fail to execute it within sixty
(60) days of the passage of this resolution.
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2003-136
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A MEMORANDUM OF
2 UNDERSTANDING BETWEEN THE CITY OF SAN BERNARDINO AND THE CITY
OF SAN BERNARDINO BOARD OF WATER COMMISSIONERS ("BOARD")
3 PROVIDING HARWOOD TECHNICAL ENTERPRISES (H.T.E.) UTILITY BILLING
4 SYSTEM USE FOR THE CITY'S REFUSE DIVISION
1
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
6 Mayor and Common Council of the City of San Bernardino at a j oint regular
7 meeting thereof, held on the 16th day of June ,2003, by the
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following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LONGVILLE x
MCGINNIS x
DERRY x
SUAREZ x
ANDERSON x
MCCAMMACK x
Rc~ k. C.l~
RatMel G. Clark, City Clerk
The foregoing resolution
June I 2003.
;, ~gi"~ rn
Susan Longville, Mayor Pro Tern
City of San Bernardino
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RESOLUTION NO.
GILl
2 RESOLUTION OF THE BOARD OF WATER COMMISSIONERS OF THE CITY OF
SAN BERNARDINO APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE
3 CITY OF SAN BERNARDINO BOARD OF WATER COMMISSIONERS AND THE CITY OF
SAN BERNARDINO PROVIDING HARWOOD TECHNICAL ENTERPRISE (HTE) UTILITY
4 BILLING SYSTEM USE FOR THE CITY'S REFUSE DIVISION FOR FISCAL YEAR
2003/2004.
5
6 WHEREAS, the City of San Bernardino wishes its Public Services
7 Division to utilize the Water Department's HTE utility billing
8 system to bill refuse accounts; and,
9 WHEREAS, it is the desire of the City of San Bernardino Board
10 of Water Commissioners and the City of San Bernardino to memorialize
11 these agreements in a Memorandum of Understanding;
12 BE IT RESOLVED BY THE BOARD OF WATER COMMISSIONERS OF THE CITY
13 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1, The Memorandum of Understanding between the Board
15 and the City setting forth the services that are to be provided by
16 the Board to the City and the compensation to be paid therefore, a
17 copy of which is attached hereto and incorporated herein as "Exhibit
18 1", is hereby adopted.
19 I HEREBY CERTIFY that the foregoing resolution was duly adopted
20 by the Board of Water Commissioners of the City of San Bernardino at
21 a regular meeting thereof held on the 27th day of May, 2003, by the
22 following vote, to wit:
23 AYES:
Commissioners Cocke, Callicott, Battey, Miller
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NAYS:
None
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ABSENT:
Commissioner Matich
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~ (2;~
Stacey R~Aldstadt
Deputy City Clerk & Ex-Officio Secretary
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Page 1 of 1
3003-136
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MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING is made and entered into by
4 and between the City of San Bernardino Board of Water Commissioners
5 ("Board") and the City of San Bernardino, a charter city ("City"),
6 that agrees that the Board shall provide services and the City shall
7 compensate Board therefore as follows:
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1.
HTE UTILITY BILLING SYSTEM
A.
The Board shall provide to the City continued use of
10 the HTE utility billing system, land management and cash receipts
11 for City Refuse's use, which was purchased by the Board in 1999.
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The City will assume full responsibility for the
B.
13 provided applications and database, which will be entirely separate
14 from the existing database utilized by the Water Department. The
15 City will have access to the HTE support line and will be
16 responsible to call in and resolve issues related to their use of
17 the system.
The Water Department will not be responsible for City
18 HTE support issues.
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For the use of the HTE utility billing system, the
C.
20 City will pay to the Board a one-time charge of Forty Thousand,
21 Eight
Forty-Eight
Cents
Eighty-Eight
Hundred
Dollars
and
22 ($40,848.88) for one-eighth (1/8~) of the original cost of the
23 software fees, hardware fees and license fees, as listed below, to
24 be paid prior to utilizing the HTE utility billing system.
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License Fees
License for Separate Environment
Hardware/Software Fees
Refuse Amount
$12,188.50*
7,000.00**
21,660.38*
$40,848.88
28 *One-eighth (1/8th) of Water Department costs
**One hundred percent (100%) of charge for separate environment.
Page 1 of 4
2003-136
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2.
HTE UTILITY BILLING SYSTEM MAINTENANCE
A.
The annual maintenance costs associated with the
4 billing system, the AS400, continuing education classes for the
5 Information Services Department for the AS400 and/or HTE utility
6 billing system, and any other costs associated with operating or
7 upgrading the system will be billed to the City at one-eighth (1/8th)
8 of the total cost, estimated to be Five Thousand, Two Hundred Fifty-
9 Six Dollars and Twenty-Five Cents ($5,256.25), in addition to one-
10 eighth (1/8th) of any other costs associated with the system.
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Support Fees
Additional Maintenance Fee
IBM Maintenance Fee
Refuse Amount
$ 3,143.75*
1,400.00**
712.50*
$ 5,256.25***
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*One-eighth (1/8th) of Water Department annual charges.
14 **One hundred percent (100%) of charge for separate environment.
***These dollar amounts will change over time. Refuse will be
15 responsible for one-eighth (1/8th) of shared costs with the
Board, and one hundred percent (100%) of the additional
16 maintenance fee.
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B.
The City will be responsible for all charges
18 associated with training provided by HTE.
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3.
HTE BILL PRINTING
A.
The Board shall provide to the City continued use of
21 the Water Department bill printers and EZ Print software which was
22 purchased by the Board in 1999.
The printers are to be used only
23 for printing bills and notices from the HTE software system.
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B.
The City will assume full responsibility for the EZ
25 Print software application which will be used for City Refuse bills
26 separately from the Water Department bills.
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C.
For the use of the Water Department printers and EZ
28 Print software, the City will pay to the Board a one-time charge of
Page 2 of 4
2003-136
1 Nine Hundred Twelve dollars and no cents ($912.00) for one-eighth
2 (l/Sth) of the original cost of the printers.
3
One-time Printer Charge
Refuse Amount
$912.00*
$912.00
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*One-eighth (l/Sth) of Water Department costs
4.
HTE BILL PRINTING MAINTENANCE
For the use of the Water Department printers and EZ Print
Software, the City will pay to the Board one-eighth (l/Sth) of the
( l/Sth)
annual printer maintenance and one-eighth
of the annual
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maintenance for the EZ Print software. These amounts are subject to
annual increases based on the actual printer maintenance cost and
maintenance for the EZ Print software.
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Printer maintenance
Maintenance for EZ Print software
Refuse Amount
$125.00*
195.00*
$320.00
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*One-eighth (l/Sth) of Water Department costs.
5.
HTE CASH RECEIPTS
The Board shall process for the City all of the refuse
bill payments.
The City is responsible for opening the mail and
sorting any non-refuse bill payments from the batch.
The City is
21 also responsible for creating a method for the remittance processor
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batch to go to the refuse environment.
The Water Department will
23 process the refuse payments on a daily basis.
The cost of this
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service will be One Thousand,
Two Hundred and 00/100 dollars
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($1,200.00) per month.
Increases may occur on an annual basis due
to increased payroll costs.
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6.
TERM
2S
This Memorandum of Understanding shall commence on the
date that the City pays to the Water Department the one-time charge
Page 3 of 4
2003-136
1 of Forty Thousand, Eight Hundred Forty-Eight Dollars and Eighty-
2 Eight Cents
and shall continue each fiscal year
($40,848.88)
3 thereafter, upon the City's payment of their portion of associated
4 charges, unless terminated by either party in writing at least 180
5 calendar days prior to the July 1st renewal.
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CITY OF SAN BERNARDINO
BOARD OF WATER COMMISSIONERS
'45 (JIhU~-fl/?.J?~
B. Warren Cocke, Presldent
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Date:~M1t{ /0/ ZOO/)
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tutUh-v&---
adt, Secret:ary
Stacey
BERNARDINO
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Mayor
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13 Date::JLLn.L 3D { d-D03
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I
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AtTEST:
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City Clerk
APPROVED AS TO FORM AND
15 LEGAL CONTENT
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James F. Penman, City Attorney
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Page 4 of 4
2003-136
1 of Forty Thousand, Eight Hundred Forty-Eight Dollars and Eighty-
2 Eight Cents ($40,848.88) and shall continue each fiscal year
3 thereafter, upon the City's payment of their portion of associated
4 charges, unless terminated by either party in writing at least 180
5 calendar days prior to the July 1st renewal.
6 CITY OF SAN BERNARDINO
BOARD OF WATER COMMISSIONERS
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8 Date:
B. Warren Cocke, President
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Stacey A1dstadt, Secretary
Attorney
OF SAN BERNARDINO
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13 Date: &.3D~ D3
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APPROVED AS TO FORM AND
15 LEGAL CONTENT
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