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HomeMy WebLinkAbout1999-268 .. " , 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 1999-268 , 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 1999/2000. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City of San Bernardino ("City") provides certain services 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 to 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 Department 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 returned to the Office of the City Clerk within 60 days following the effective date of this resolution. III III , 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1999-268 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 1999/2000. 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 reaularmeeting thereof, held on the 1st day of November, 1999, by the following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA x LIEN x SCHNETZ x (VACANT) - 5th Ward ANDERSON x MILLER x QL~ &~~ CittClerk The foregoing ordinance is hereby approved this 3d day of November , 1999. Approved as to Form and legal content: th Valles, Mayor of San Bernardino JAMES F. PENMAN, City t rney By: ". 1999-268 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 MASTER SERVICES MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and between the City of San Bernardino, a charter city ("City"), and the Board of Water Commissioners of the City of San Bernardino ("Board"), who agree that the City shall provide services and the Board shall compensate City therefore as follows: EQUAL EMPLOYMENT OFFICER. The City shall provide to 1. City of San Bernardino Municipal Water Department the services of its Equal Employment Officer at a the (" Departmen t") flat annual rate of $25,000. 2. CITY ATTORNEY. The City Attorney shall act as General Counsel to the Department and perform all of its legal work. The City Attorney shall assign sufficient staff to perform the legal services needed by the Department, and such services shall be given priority. A. Outside Counsel. The parties contemplate the continued need for the Department to utilize services of outside special counsel, particularly in water rights matters. The City Attorney and the Department shall jointly determine when the services of outside counsel are required and Department staff shall consult with and obtain the approval of the City Attorney prior to the employment of outside counsel and prior to the assignment of matters to such counsel. All outside counsel shall keep the City Attorney informed of their work and provide -1- 1999-268 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. Therefore, 20 Department will compensate City at the rate of fifty percent 21 (50%) of the salary of the Deputy City Attorney assigned to 22 advise the Department, plus fifty percent (50%) of the cost of 23 applicable fringe benefits. This will compensate City for both 24 the actual services provided and for the availability of 25 attorney services. The rate charged shall be adjusted 26 automatically if the salary and fringe benefits of the assigned 27 Deputy City Attorney are modified by the City. City shall 28 provide the Department an invoice for payment covering the -2- 1999-268 1 payroll and fringe benefit expenses on a monthly basis, together 2 with, if required by Department, itemization of specific 3 services rendered. 4 (2) Secretarial Services. Department will pay 5 City for legal secretarial services at the rate of fifty percent 6 (50%) of the actual cost of salary and fringe benefits of a 7 Legal Secretary I. The rate charged shall be adjusted 8 automatically if the salary and fringe benefits of the Legal 9 Secretary I are modified by the City. City shall provide the 10 Department an invoice for payment covering the payroll and 11 fringe benefit expenses of the Legal Secretary I on a regular 12 basis. 13 (3) Other Support Services, There shall be no 14 charge for paralegal or investigator services. 15 3. CIVIL SERVICE. Department shall pay to City for 16 services of its Chief Examiner and for Civil Service 17 Administration an annual flat fee of $45,000. Typical services 18 shall include, but not be limited to, testing and certifying 19 eligible employees for outside recruitment and promotions, 20 approving job descriptions, minimum qualifications, and testing 21 standards for positions in the Department, and administrative 22 hearings on discharges and reductions in rank or compensation. 23 4. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to 24 City the actual cost of services to Department's employees of 25 the Employee Assistance Program. "Actual cost" will be defined 26 as the hourly rate charged by the Employee Assistance Program 27 provider, currently $50 per hour. 28 / -3- 1999-268 1 5, RIDESHARE COORDINATOR. Department shall pay to City a 2 flat annual rate of $3,000 for the services of its Rideshare 3 Coordinator, who shall provide services to Department employees 4 as required by the Air Quality Management District (AQMD) 5 including, but not limited to: 6 A. Developing, updating and implementing a Trip 7 Reduction Plan and complying with all other AQMD Regulation 8 requirements; 9 B, Promoting the Trip Reduction Plan and rideshare 10 activities, and tracking and documenting employee participation; 11 C. Acting as a liaison with AQMD and attending all 12 training, meetings and workshops as required by AQMD. 13 6. TELEPHONE SERVICES. Department shall pay for the use 14 of City's telephone system at the actual monthly telephone 15 charges attributable to the ports assigned to the Water 16 Department, Water Yards and Water Reclamation Plant, plus a 17 proportionate share of the fixed costs of operations, debt 18 retirement/system hardware, and leased lines, based upon the 19 portion of total telephone ports assigned to the Water 20 Department, Water Yards and Water Reclamation Plant. 21 7. WORKERS' COMPENSATION ADMINISTRATION. Department 22 shall pay to City for the administration of its Workers' 23 Compensation Program, its proportionate share of the budgeted 24 cost of administration based upon budget payroll costs, provided 25 that the Department provides to the City the budget figures for 26 payroll within a reasonable time after Department's budget is 27 adopted. For any year in which payroll figures are not made 28 available to the City in a timely fashion, the percentage shall -4- 1999-268 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 be the same as that used for the prior year. For fiscal year 1999/00, this shall be seventeen percent (17%) In addition, the Department shall pay the actual cost of the amount paid out on its claims. 8. MANAGEMENT INFORMATION SERVICES (MIS). A. Services. The MIS Director will act like a private contractor to provide the Department MIS related services as defined in the attached agreement (Attachment "An) incorporated herein by reference upon approval by the Board of Water Commissioners and the City of San Bernardino. B, Compensation. The agreed to cost to provide this service is $289,000. In addition, an amount of $172,000 has been identified to fund Water Department Hardware and/or Software Maintenance Agreements on a reimbursable basis. 9. PAYROLL SERVICES. The City shall provide to the Department payroll services for the Water Department to include: Completion and processing of payroll in accordance with mutually agreed on policies and procedures and furnish payroll data used on the Water Financial System. The City will be able to use the Water Payroll modules to provide this service and for their own use. This software will be on both the City and Water Department servers. The City agrees to provide the services for a flat annual rate of $28,000.00. / / / / / / -5- 1999-268 1 10. TERMS. This Memorandum of Understanding shall 2 terminate as of June 30, 2000, unless terminated by either party 3 at least thirty (30) days prior to July 1. 4 5 6 Date: /! II z/c; q / I 7 8 9 10 11 1I;;3ft7 . Date: 12 APPROVED AS TO FORM AND 13 LEGAL CONTENT 14 15 n .~;J ~U~ s F. Penman, City Attorney 16 17 18 19 20 21 22 23 24 25 26 27 28 BOARD OF WATER COMMISSIONERS ! /) jJ ~ .. U<-/~ ~n Cocke, President S(~t~y OF SAN BERNARDINO Q~~ RaChel Clark, City Clerk -6- 1999-268 MIS BASIC SERVICES PACKAGE & SPECIAL PROJECTS WATER DEPARTMENT FISCAL 99/00 Office Automation · Technical assistance with Microsoft operating systems and Office products ryvord, Excel, Access). Notice: Technical assistance does not include operational assistance with how to use working Office products. It is troubleshooting of malfunctioning operating system or software products. · Access to City Exchange Server supplying Microsoft Backoffice for Office Automation service. . Monitoring and maintenance of Microsoft Outlook electronic mail and user accounts. GIS . Provide maps and/or reports as requested. (Large maps and special paper are available at cost of materials.) Internet · Provide web server access, and monitor and maintain web server. . Set up and maintenance of user accounts. · Monitor and maintain security. Network · Access to City's TCP/lP network. · Set up configuration, monitoring and maintenance of Water user access to City's WAN (wide area network). . · Coordination of installs, de-installs of frame relay connections. Provide technical liaison with frame relay provider. · Installs, de-installs of network equipment. · Set up, monitor, and maintain network security. · Monitor and pay invoices for pre-established frame relay connections. · Administer maintenance contract for major servers (UB, WFS, & Exchange), supporting peripherals, and network equipment. · Monitoring & troubleshooting of network traffic and throughput. -1- Attachment "An 1999-268 · Installation, removal of miscellaneous cable runs including labor, cable, jacks. (Large cabling projects are not included, and would require subcontracting. Also any drilling or new conduit work is not covered.) Financials · Administration of system at operating system level. Install of upgrades to operating system. · Technical liaison with operating system and financial software vendors. . Set up and/or assistance with set up of user accounts, access, and secu rity. · Provide after hours access and technical assistance to maintenance vendors as necessary. · Technical assistance with use of CCS software such as report writing & navigation throughout the software. Permit Trackinq · Access to new Penn its + pennit software as it comes online. Target cutover date is 6/99. City Business Svstem · Access to authorized personnel of MetroScan and County Assessor Geobase infonnation. Utility Billinq · Administration of system at operating system level. Install of upgrades. · Technical liaison with operating system and financial software vendors. · Set up and/or assistance with set up of user accounts, access, and security. · Provide after hours access and technical assistance to maintenance vendors as necessary. · Technical assistance with use of HTE software such as report writing & navigation throughout the software. Ooerations · Daily backups to tape of UB, WFS, & Exchange servers. (Users are responsible for saving to their .U. drive which is automatically backed up at server level.) -2- Attachment -A- , ' Administrative 1999-268 . Weekly complete backups of UB, WFS, & Exchange, with offsite storage in a professional media storage facility. Backup media and backup related supplies. Maintain tape library. Recall of tapes and restoration of data as necessary. Processing of pre-established repetitive print processes. Completion of payroll processes. Basic troubleshooting of desktop hardware & software malfunctions. Monitoring and maintenance of inventory of PC's, laptops, printers & Microsoft software licenses purchased within and after the computer upgrade project of 98/99. Establishment of a routine service run, either daily or weekly, during a pre-set & published timeframe, by an MIS operator, to WRP, Yards, and 5th floor for ease of access, communication of needs, and immediate answers or quick fixes where applicable. Y2K check of department's PC and laptop inventory for compliance from hardware perspective. Provision of a report of non-compliant inventory. (Vendors are stipulating new US, WFS, & Microsoft Office software as Y2K compliant.) Installs, de-installs of desktop PC's, laptops, & desktop printers. Administering of maintenance contract for desktop PC's, laptops, desktop printers, and line printers. . . . . . . . . . . . · Assistance with development and implementation of technological policies and procedures. · Monitoring and payment of pre-established list of technology hardware and software maintenance contracts. · Provide monthly status reports to General Manager. · Attendance as requested and/or possible at department meetings. . Assistance with research & development of future major department technology needs & plans. · Administration of PC replacement program should department choose to begin and fund such a program in 99/00. · Provision of quarterly Links meetings & associated training. Links are specific employees assigned as department liaisons with MIS. · Review & sign off of technology requests for purchases, monitoring for department wide compatibility, standardization, and Y2K compliance. · Focal point for Y2K requests for information. Responsibility for responses on major computer hardware and software. -3- Attachment "An 1999-268 . , , SDecial Droiects - 99/00 · Technical assistance with set up of budget system for Finance, to begin in July 99 timeframe for use in 00/01 budget process. · Continued project management of utility billing replacement project through to completion. · Establishment of RAS (Remote Access System) on City network, with access for Water employees under specific authorization terms & conditions to be provided by MIS along with the service. · Technical assistance and liaison with vendors for any Y2K malfunctions of UB, WFS, & Exchange server.hardware and software as of 1/112000. Basic Package & Special Projects Contract Quote for 99/00: $ 289,000. -,,- Attachment -A" 1999-268 99-00 MAINTENANCE CONTRACTS I VENDOR I PURPOSE COST i , iT&M maint. Of Desktop PCs, laptops, desktop I Abacus : printers 2,500 All Data I Subscription 2,000 CCS ! Financial Software, Unidata 15,000 Dataquik I Parcel data , 1,800 Datavault : Off-site media storage i 300 , jAlpha server & peripherals, Unix, network h/w,' ! Microsoft o/s & Office s/w support, & virus , DEC (Sento) Isoftware suppiort I 25,900 Experian rCredit Check Service ! , GDI iXBMS (covered through 12/99) 0 GTE Frame relay, RAS, & Internet 14,400 HTE UB software , 10,900 IBM . UB server & peripherals ! 28,000 IBM a/A software support 2,200 Informed Decisions . Cash net system 12,700 ITRON Meter Reading 4,800 OPSWIN WRP Operations database . 600 PSDI . Maximo workorder software , 11,600 RMI 'Ecobase Regulatory software . 500 , Royce Digital .5 Line printers 15,200 Secure Computing · Sidewinder & Smartfilter firewall software i 2,400 Sierra 'Permits software year 1 ; 0 Standard Register i New remittance processor ! 1,800 ! Teletrac !Vehicle Tracking System , 13,400 , , USA I USA service membership I 1,000 Valcomp laid IBM system hardware (6 months) I 5,900 Wonderware Scada software i i Sub-Total i 172,900 -s- Attachment "A"