HomeMy WebLinkAbout2001-153
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RESOLUTION NO. 2001-153
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
200112002.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLl.OWS:
SECTION 1. The City of San Bernardinv ("City") provides certain service3 to the
Water Department ("Department") for which the Department compensates the City; and
WHEREAS, it is the desire of the City and the Water Department to enter into a
Memorandum of Understanding 111 memorialize these services;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
the City of San Bernardino that the Master Services Memorandum of Understanding between
the City and the Water Department setting forth the services that are to be provided by the City
to the Water Depmtment and the compensation to be paid therefore, a copy of which is attached
hereto and incorporated herein as Exhibit A, is hereby adopted.
SECTION 2. The Mayor of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City a Master Services Memorandum of Understanding.
SECTION 3. The authorization granted hereunder shall expire and be void and of no
further effect if the agreement is not executed and retlLrned to the Office of the City Clerk
within 60 days following the effective date of this resolution.
III
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2001-153
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2001/2002.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
joint
and Common Council of the City of San Bernardino at a regular meeting thereof, held on the
18th day of
June
,2001, by the following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LIEN x
MCGINNIS x
SCHNETZ x
SUAREZ x
ANDERSON x
MCCAMMACK x
~u-e h.~
The foregoing resolution is hereby approved
2001.
day of June
1"'1.,..,
Jud h Valles, Mayor
Ci of San Bernardino
Approved as to
form and legal content:
JAMES F. PENMAN,
City Attorney
By:
2001-153
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3
4
5 THIS MEMORANDUM OF UNDERSTANDING is made and entered into
6 by and between the City of San Bernardino, a charter city
7 ("City"), and the Board of Water Commissioners of the City of
8 San Bernardino (ftBoard"), who agree that the City shall provide
9 services and the Board shall compensate City therefore as
10 follows:
11 1. EQUAL EMPLOYMENT OFFICER. The City shall provide to
12 the City of San Bernardino Municipal Water Department
13 ("Department") the services of its Equal Employment Officer at a
14 flat annual rate of $25,000.
15 2. CITY ATTORNEY. The City Attorney shall act as General
16 Counsel to the Department and perform all of its legal work.
17 The City Attorney shall assign sufficient staff to perform the
18 legal services needed by the Department, and such services shall
19 be given priority.
20 A. Outside Counsel. The parties contemplate the
21 continued need for the Department to utilize services of outside
22 special counsel, particularly in water rights matters. The City
23 Attorney and the Department shall jointly determine when the
24 services of outside counsel are required and Department staff
25 shall consult with and obtain the approval of the City Attorney
26 prior to the employment of outside counsel and prior to the
27 assignment of matters to such counsel. All outside counsel
28 shall keep the City Attorney informed of their work and provide
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2001-153
1 to the City Attorney copies of any and all correspondence and
2 documents filed in any court on Department matters and any
3 agreements to hire outside counsel shall be required.
4 B. Support Staff. In connection with providing the
5 foregoing services, the City Attorney's office will provide
6 sufficient secretarial, paralegal and investigator support
7 services.
8 C. Data to be Furnished to the City. The following
9 has been and will continue to be furnished by the Department to
10 the City: All records and information pertaining to legal
11 requirements of the Department, including any back-up materials,
12 applicable regulations, correspondence, preliminary drafts of
13 agreements, if any, and any other material pertaining to the
14 Department necessary for the performance of legal services.
15 D. Compensation.
16 (1) Attorney Services. It is anticipated that
17 the services to be supplied by the City Attorney will
18 constitute, on the average, an amount equal to fifty percent
19 (50%) of the time of one Deputy City Attorney
20 (2) Secretarial Services. It is anticipated
21 that the services to be supplied by the Legal Secretary will
22 constitute, on the average, an amount equal to fifty percent
23 (50%) of the time of one Legal Secretary I.
24 (3) Other Support Services. There shall be no
25 charge for paralegal or investigator services.
26 City Attorney services shall be provided to the
27 City of San Bernardino Water Department at a flat annual rate of
28 $80,000.
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2001-153
1 3. CIVIL SERVICE. Department shall pay to City
2 for services of its Chief Examiner and for Civil Service
3 Administration an annual flat fee of $45,000. Typical services
4 shall include, but not be limited to, testing and certifying
5 eligible employees for outside recruitment and promotions,
6 approving job descriptions, minimum qualifications, and testing
7 standards for positions in the Department, and administra ti ve
8 hearings on discharges and reductions in rank or compensation.
9 4. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to
10 City the actual cost of services to Department's employees of
11 the Employee Assistance Program. "Actual cost" will be defined
12 as the hourly rate charged by the Employee Assistance Program
13 provider, currently $50 per hour.
14 5. RIDESHARE COORDINATOR. Department shall pay to City a
15 flat annual rate of $3,000 for the services of its Rideshare
16 Coordinator, who shall provide services to Department employees
17 as required by the Air Quality Management District (AQMD)
18 including, but not limited to:
19 A. Developing, updating and implementing a Trip
20 Reduction Plan and complying with all other AQMD Regulation
21 requirements;
22 B. Promoting the Trip Reduction Plan and rideshare
23 activities, and tracking and documenting employee participation;
24 C. Acting as a liaison with AQMD and attending all
25 training, meetings and workshops as required by AQMD.
26 6. TELEPHONE SERVICES. Department shall pay for the use
27 of City's telephone system at the actual monthly telephone
28 charges attributable to the ports assigned to the Water
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Department, Water Yards and Water Reclamation Plant, plus a
proportionate share of the fixed costs of operations, debt
retirement/system hardware, and leased lines, based upon the
portion of total telephone ports assigned to the Water
Department, Water Yards and Water Reclamation Plant.
7. WORKERS' COMPENSATION ADMINISTRATION.
shall pay to City for the administration of
Department
its Workers'
Compensa tion Program, its proportionate share of the budgeted
cost of administration based upon budget payroll costs, provided
that the Department provides to the City the budget figures for
payroll within a reasonable time after Department's budget is
adopted. For any year in which payroll figures are not made
available to the City in a timely fashion, the percentage shall
be the same as that used for the prior year. For fiscal year
2001/2002, this shall be seventeen percent (17%). In addition,
the Department shall pay the actual cost of the amount paid out
on its claims.
8. INFORMATION SERVICES (IS).
A. Services. The MIS Director will act as a private
contractor to provide the Department IS related services as
defined in the attached agreement (Attachment "AU) incorporated
herein by reference upon approval by the Board of Water
Commissioners and the City of San Bernardino.
B. Compensation. The agreed upon cost to provide this
service is a flat fee of $337,680.
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2001-153
1 9. PAYROLL SERVICES. The City shall provide payroll services
2 for the Water Department through December 31, 2001 to include:
3 completion and processing of payroll in accordance with mutually
4 agreed on policies and procedures, and 2001 W2s for Water
5 Department employees. The City will continue to use the
6 Payroll module purchased by Water for their own use after
7 December 31, 2001. The City agrees to provide these payroll
8 services for six months for a flat rate of $15,000. If the City
9 has to continue providing payroll services past December 31,
10 2001, then the flat rate will go up to $30,000.
11 As of January 1, 2002, the Water Department will be
12 responsible for processing their own payroll which includes, but
13 is not limited to: printing and distributing paychecks;
14 preparing and making all tax and direct deposit payments;
15 inputting and reconciling their payroll and deferred
16 compensation; completing all PERS and deferred compensation
17 paperwork for employees and having City Finance Department sign
18 off on this paperwork before it is sent in; and providing all
19 reports to City Finance as were provided prior to when City
20 processed Water payroll.
21 10. TERMS. This Memorandum of Understanding shall
22 terminate as of June 30, 2002, unless terminated by either party
23 at least thirty (30) days prior to July 1.
24 III
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2001-153
1
2 MASTER SERVICES
3 MEMORANDUM OF UNDERSTANDING
4 By and between the City of San Bernardino and the Board of Water
5 Commissions of the City of San Bernardino for the provision of
6 City services for Fiscal Year 2001/2002.
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Date:~
BOARD Ou WATER COMMISSIONERS
~~~lf:~",
J-7, ZOO!
,
~
Date: .J"0E l<t2Jk"')\
,
SAN BERNARDINO
APPROVED AS TO FORM AND
18 LEGAL CONTENT
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~.):;. ~
Rae 1 Clark, City Clerk
Attorney
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2001-153
IS CONTRACT SERVICES
FISCAL 2001/2002
This document details the services Information Services will provide to the
Water Department during fiscal 2001/2002 at a contract price of $337,680.
Office Automation
. Troubleshoot "malfunctioning" Microsoft operating systems and
Office products (Word, Excel, Access).
. Provide access to the City's office automation server and
BackOffice Automation service.
. Create, delete, and alter network accounts, scripts, and user folders
on the City office automation server as required.
. Create, delete, and alter email public folders.
. Maintain virus software on client and server PCs. Includes
installation and upgrades of virus software (semi-annual), virus
scan engine (quarterly), and new virus pattern files as they become
available.
. Provide Outlook training classes as needed.
GIS
. Provide maps and/or reports as requested. (Large maps and
special papers are available at cost of materials.)
. Add Water district layers as required to Internet Map Server
application.
. Incorporate water district data in new and future Internet Server
applications.
Web Site
.
Provide web site hosting on the City web server.
Provide direct access to Water Department content on the City web
server via FrontPage 2000.
Provide web page design and development assistance.
Publish web site content provided by the Water Department to the
City web server.
Provide web server administrative services including performance
monitoring, system tuning, system security, and installation of
server software upgrades and service packs.
...
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2001-153
Network
· Provide access to the City's TCP/lP network via digital spread
spectrum radio bridges.
· Provide access to the Internet via T-1 digital line.
· Set up and maintain Internet access accounts to facilitate web
browsing by authorized individuals.
· Provide secure inbound and outbound Internet mail service using
the SMTP protocol.
· Design, configure, install and maintain WAN network links utilizing
digital spread spectrum radio bridges.
· Provide assistance in designing, configuring, installing and
maintaining all components of the City's network infrastructure.
· Provide access to the Intranet utilizing the City's high-speed
switched FOOl backbone.
· Administer 3 Unix-based firewalls that provide security to the City's
network and Internet connection.
· Administer maintenance and service contracts for Verizon, PacBell,
Connecting Point, Secure Computing and Compaq Inc.
· Provide and maintain authorized access to Remote Access Service
(RAS) to facilitate dial-up connections to the City's network.
· Install, maintain and troubleshoot Cat V UTP cable plant including
cables, jacks, wallplates and punch down assemblies. (Major
cabling projects, drilling, or new conduit work may be
subcontracted).
Financials (WFS)
· Administer system at operating system level, including installation
and upgrades of the following software:
. Unix operating system
. Unidata database
. System Builder 4GL
. Harris application software
· Act as technical liaison with operating system (Compaq), database
(Unidata) and financial software (Harris) vendors.
· Provide assistance with the setup of user accounts, access, and
security at both the operating system and application levels.
· Provide after hours access and technical assistance to
maintenance vendors as necessary.
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2001-153
· Provide technical assistance for Harris software (Technical
assistance does not include assistance in the use of Harris
application software).
· Provide and maintain a payroll transaction interface between the
City Business System and Water Financial System.
· Generate and transmit AP check positive pay data to Wells Fargo.
· Provide technical assistance in the implementation of payroll on
WFS.
Permit Trackinq
· Provide access to the Accela Permits+ system.
· Perform server administrative services including performance
monitoring, system tuning, and installation of software upgrades
and patches.
Citv Business Svstem (Sable)
· Provide access to Win2Data and County Assessor parcel
information.
Utilitv Billinq (UB)
· Administer system at operating system level, including installation and
upgrades of the following software:
· IBM Operating system (OS/400)
· Existing UB related software programs (HTE, Itron, Acom,
Standard Register, Cognos)
· Act as technical liaison with operating system vendor (IBM), utility
billing software vendors (HTE, ltron, Acom, Cognos), and remittance
processor vendor (Standard Register).
· Provide assistance with setup of user accounts, access, and security
at both the operating system and application levels.
· Provide after hours access and technical assistance to maintenance
vendors as necessary.
. Provide technical assistance for HTE software and existing third party
applications (Itron, Acom, Standard Register, Cognos). (This does not
include assistance in how to use HTE or third party software.).
· Create and/or assist users in creating reports using Cog nos Impromptu
(QREP).
· Provide bill and notification design and modification services using
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2001-153
EZlPrint.
· Maintain "billing message" information on bills using EZlPrint.
· Transfer utility billing transaction information to the financial system
general ledger on a daily basis.
· Monitor and maintain the automated derogatory file updates for the
remittance processor (DTS200)
. Create archive CDs of daily HTE billing reports.
· Generate and transmit refund check positive pay data to Wells Fargo.
Miscellaneous Water Svstems
Employee Training Tracking System
· Provide administrative, technical and application support to end-users
of system.
Maintenance Contract Tracking System
· Provide administrative, technical and application support to end-users
of system.
Vehicle and Equipment Rental Management System
· Provide administrative, technical and application support to end-users
of system.
Maximo
. Act as technical liaison to the vendor in resolving problems.
TELETRAC (Vehicle tracking and reporting system)
· Provide technical support of City Hall monitoring station
· Assist staff with entry of new VLU (Vehicle Location Unit) information
into the system.
· Assist staff in creating vehicle location reports.
DataQuick
,.
· Act as technical liaison to the vendor in resolving problems.
Experian Credit Check System
· Act as technical liaison to the vendor in resolving problems.
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2001-153
J.J. Keller & Associates (Compliance Information Manager & Workplace
Safety Management software)
· Act as technical liaison to the vendor in resolving problems.
Operations
· Perform daily backups (Monday - Friday) of UB application data,
WFS, and office automation servers. The IS Division is not
responsible for backing up data that is not saved to these servers.
· Perform weekly, monthly, and year-end full system backups of UB,
WFS, and office automation servers.
· Provide offsite storage for selected weekly, monthly, and year-end
full system backups in a secure off-site media storage facility.
· Provide backup media and related supplies.
. Maintain tape library.
· Retrieve off-site tapes and restore data as required.
. Ship equipment to vendors for repair.
· Provide utility billing print services including:
· Initial, Cycle, Off-cycle, and Final Bills
· Delinquent Notices
. 48 Hour Disconnect Notices
· Multi-family Disconnect Notices (10 Day Notice)
. Return Check Letters
. Bill Notices
· Perform accounts payable backups prior to generation of the final
register, print AP checks, generate and transmit positive pay data
to Wells Fargo.
· Install PC software including SB Client, Client Access, HTE GUI,
Microsoft operating systems and Office suite.
· Troubleshoot PC and printer malfunctions.
. Install and relocate PCs and printers.
· Maintain inventory of known PCs, laptops, printers and standard
software.
. Weekly service walk-through at WRP, Yards, City Hall 2nd and 5th
floors.
· On-site business-hours support from 6:30 AM to 5:30 PM, Monday
through Thursday, and 6:30 AM to 4:30 PM on Fridays.
· On-site after-hours Operations support for special processing,
report printing, upgrades, etc.
· Administer maintenance contracts for desktop PCs & printers,
laptops, and line printers.
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2001-153 "
. Coordinate removal of XBMS hardware when the Water
Department is prepared to release the system.
Other
. Provide monthly status report to General Manager.
. IS representative attendance at department meetings (agenda
settinglreview, Vl/TC, Web site committee) as requested and/or
possible.
. Obtain annual hardware and software maintenance contract quotes
for systems and software supported by IS.
. Review annual hardware and software maintenance invoices, and
forward to Water Finance after sign-off.
. Provision of quarterly Links meetings & associated training.
. Review & sign-off of requests for technology purchases, monitoring
for department wide compatibility and standardization.
. Assist in development of an online technology master plan.
. Keep the Water Department informed of City technology projects of
interest.
. Assist in conducting a document imaging system needs
assessment, and selecting and implementing a system.
. Develop simple Microsoft Access and Visual Basic applications.
Notes:
. IS included email auditing software in the City IS budget, which if
funded, will provide helpful reports for auditing email abuse.
. IS will be providing the Water Department with a separate upgrade
package to consider for implementation over the coming 1 to 3 year
period.
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