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HomeMy WebLinkAbout10-City Manager e e e -1 1f~---- CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Fred Wilson, City Manager Subject: Resolution authorizing execution of a Master Services Memorandum of Understanding by and between the City of San Bernardino and the Water Department for City-provided services. Dept: City Manager's Office Date: May 30, 2007 MICC Meeting Date: June 18, 2007 Synopsis of Previous Council Action: 1997 through 2006 - Resolutions are adopted annually authorizing Master Services Memorandums of Understanding with the Water Department for the provision of City Services. Recommended Motion: Adopt resolution. Contact person: l:on IN:ogP". Arlmin An:olycot II Phone: 5122 Supporting data attached: SR reso & agmt Ward: FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various City funds for services provided, as outlined in the staff report. Source: (Acct. No.) (A"'" np'?crir'inn) Finance: Council Notes: Agenda Item No. 10 lDJ If/IJ] e e e -I -"'-i CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subiect: Resolution ofthe City of San Bernardino authorizing the City Manager of the City of San Bernardino to execute a Master Services Memorandum of Understanding with the Water Department for provision of City services for Fiscal Year 2007/2008. Back!!round: The Water Department contracts with the City for various services. Below is a summary of the services provided by the City to the Water Department which shall be reimbursed pursuant to the attached MOU. These charges have been adjusted to reflect current costs of providing services. Section I. Equal Employment Officer: Section 2. City Attorney: Section 3. Civil Service: Section 4. Human Resources and Finance: Section 5. Employee Assistance program: $41,100 (flat rate to the General Fund) $176,000 (flat rate to the General Fund) $67,000 (flat rate to the General Fund) $54,400 (flat rate to the General Fund) Reimbursement for actual costs, plus $3, I 00 for proportionate share of administrative costs (Workers Compensation Fund.) $5,100 (flat rate to the AB 2766 Fund) Reimbursement for actual costs, plus proportionate share of fixed costs. Reimbursement for actual costs of claims, plus proportionate share of administrative costs $710,100 (flat rate to IT Fund) IT Contract Services Section II. $500,000 (flat rate to General Fund) The City receives 10% of net revenue from each land sale Section 6. Rideshare Coordinator: Section 7. Telephone services: Section 9. Workers' Compensation: Section 10. Information Technology: Police and Fire Depts.: Section 12. Water Dept. Land Sales The cost for Information Technology Services (See Exhibit "A") has increased to $523,868 (from $510,499 in FY 06/07) plus anticipated contract reimbursements in the amount of $186,232, which totals $710, I 00 for the upcoming fiscal year. The reimbursement rate for the balance of the services provided to the Water Department by the City represents a modest increase over that of FY 06/07. Financial 1m pact: Anticipated reimbursement amounts from the Water Department Master Services Memorandum of Understanding will be included in the FY 2007/08 adopted budget, as follows: General Fund: $838,500 IT Fund: 710,100 AB 2766 Fund: 5,100 Telephone Support Fund: 126,400 Workers' Comp Fund: 412,000 Recommendation: Adopt resolution. II 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. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR 2007/2008. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: WHEREAS, 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 Attachment 1, is hereby adopted. SECTION 1. The City Manager of the City of San Bernardino is hereby authorized and directed to execute on behalf of said City the Master Services Memorandum of Understanding. SECTION 2. 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 ofthis resolution. III III /11 r 1 2 3 4 5 6 7 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR 2007/2008. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held day of , 2007, by the following vote, to wit: on the Council Members: AYES NAYS ABSTAIN ABSENT 8 9 10 11 12 13 14 15 16 MCCAMMACK 17 18 ESTRADA BAXTER BRINKER DERRY KELLEY JOHNSON Rachel G. Clark, City Clerk 19 20 2007. 21 22 23 24 Approved as to Form: 25 26 ~ 1;, ~ /71 27 James F. Penman, City Attorney day of The foregoing resolution is hereby approved this Patrick J. Morris, Mayor City of San Bernardino 28 1 Attachment 1 2 MASTER SERVICES 3 MEMORANDUM OF UNDERSTANDING 4 5 THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and 6 between the City of San Bernardino, a charter city ("City"), and the Board of Water 7 Commissioners of the City of San Bernardino ("Board"), who agree that the City shall provide 8 services and the Board shall compensate City therefore as follows: 9 I. EOUAL EMPLOYMENT OFFICER. The City shall provide to the City of San 10 Bernardino Municipal Water Department ("Department") the services of its Equal Employment 11 Officer and support staff at a flat annual rate of$41,100. 12 2. CITY ATTORNEY. The City Attorney shall act as General Counsel to the 13 Department and perform all of its legal work. The City Attorney shall assign sufficient staff to 14 perform the legal services needed by the Department, and such services shall be given priority. 15 A. Outside Counsel. The parties contemplate the continued need for the 16 Department to utilize services of outside special counsel, particularly in water rights matters. 17 The City Attorney and the Department shall jointly determine when the services of outside 18 counsel are required and Department staff shall consult with and obtain the approval of the City 19 Attorney prior to the employment of outside counsel and prior to the assignment of matters to 20 such counsel. All outside counsel shall keep the City Attorney informed of their work and 21 provide to the City Attorney copies of any and all correspondence and documents filed in any 22 court on Department matters and any agreements to hire outside counsel shall be required. 23 B. Support Staff. In connection with providing the foregoing services, the 24 City Attorney's office will provide sufficient secretarial, paralegal and investigator support 25 services. 26 C. Data to be Furnished to the Citv. The following has been and will 27 continue to be furnished by the Department to the City: All records and information pertaining 28 to legal requirements of the Department, including any back-up materials, applicable -1- 1 regulations, correspondence, preliminary drafts of agreements, if any, and any other material 2 pertaining to the Department necessary for the performance oflegal services. 3 D. Compensation. 4 (1) Attornev Services. It is anticipated that the services to be 5 supplied by the City Attorney will constitute, on the average, an amount equal to fifty percent 6 (50%) of the time of one Senior Deputy City Attorney. 7 (2) Secretarial. Other Staff and Services. It is anticipated that the 8 services to be supplied by the Legal Secretary will constitute, on the average, an amount equal 9 to fifty percent (50%) of the time of one Legal Secretary 11 and 10% of the time of other staff. 10 City Attorney services shall be provided to the City of San Bernardino Water Department at a 11 flat annual rate of $176,000. 12 3. CIVIL SERVICE. Department shall pay to City for the services of its Chief 13 Examiner and for Civil Service Administration an annual flat fee of $67,000. Typical services 14 shall include, but not be limited to, testing and certifying eligible employees for outside 15 recruitment and promotions, approving job descriptions, minimum qualifications, and testing 16 standards for positions in the Department, and administrative hearings on discharges and 17 reductions in rank or compensation. 18 4. HUMAN RESOURCES AND FINANCE. Department shall pay to City for the 19 services of its Human Resources and Finance departments an annual flat fee of $54,400. 20 Typical services shall include, but not be limited to, conducting outside recruitments; 21 administering employee health, dental, vision, and life insurance programs; and administering 22 the Public Employees Retirement System contract. Department shall also pay to City the actual 23 costs of recruitment-related advertising that is requested by Department. 24 5. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the 25 actual cost of services to Department's employees of the Employee Assistance Program. 26 "Actual cost" will be defined as the hourly rate charged by the Employee Assistance Program 27 provider, currently $50 per hour. Department shall also pay to City a flat annual fee of $3, I 00 28 for its proportionate share of the administrative costs of the Employee Assistance Program. -2- 1 6. RIDESHARE COORDINATOR. Department shall pay to City a flat annual rate 2 of $5, I 00 for the services of its Rideshare Coordinator, who shall provide services to 3 Department employees as required by the Air Quality Management District (AQMD) including, 4 but not limited to: 5 A. Developing, updating and implementing a Trip Reduction Plan and 6 complying with all other AQMD Regulation requirements, including the provision of trip 7 reduction incentives for Department employees; 8 B. Promoting the Trip Reduction Plan and rideshare activities, and tracking 9 and documenting employee participation; 10 C. Acting as a liaison with AQMD and attending all training, meetings and 11 workshops as required by AQMD. 12 7. TELEPHONE SERVICES. Department shall pay for the use of City's telephone 13 system at the actual monthly telephone charges attributable to the ports assigned to the Water 14 Department, Water Yards, Water Reclamation Plant and RIX Plant, plus a proportionate share 15 of the fixed costs of operations, debt retirement/system hardware, and leased lines, based upon 16 the portion of total telephone ports assigned to the Water Department, Water Yards, Water 17 Reclamation Plant and RIX Plant. 18 8. WORKERS' COMPENSATION ADMINISTRATION. Department shall pay 19 to City for the administration of its Workers' Compensation Program, its proportionate share of 20 the budgeted cost of administration based upon budget payroll costs, provided that the 21 Department provides to the City the budget figures for payroll within a reasonable time after 22 Department's budget is adopted. For any year in which payroll figures are not made available 23 to the City in a timely fashion, the percentage shall be the same as that used for the prior year. 24 For fiscal year 2007/2008, this shall be twenty percent (20%). In addition, the Department shall 25 pay the actual cost of the amount paid out on its claims. 26 9. INFORMATION TECHNOLOGY (IT). 27 A. Services. The IT Director will act as a private contractor to provide the 28 Department IT related services as defined in the attached agreement (Exhibit "A") incorporated -3- 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 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 $710,100. II. POLICE AND FIRE DEPARTMENTS. Department shall pay to City a flat fee of $500,000 as reimbursement for safety-related costs associated with the Water Reclamation Plant. 12. WATER DEPARTMENT LAND SALES. Department shall pay to City 10% (ten percent) of the net revenue from each land sale. 13. TERMS. This Memorandum of Understanding shall terminate as of June 30, 2008, unless terminated by either party at least thirty (30) days prior to July 1, 2008. III III III -4- 'l" 1 MASTER SERVICES MEMORANDUM OF UNDERSTANDING 2 3 By and between the City of San Bernardino and the Board of Water Commissioners of the City 4 of San Bernardino for the provision of City services for Fiscal Year 2007/2008. 5 6 7 8 BOARD OF WATER COMMISSIONERS 9 Date: 10 11 12 13 14 Toni Callicott, President Stacey Aldstadt, Secretary CITY OF SAN BERNARDINO 15 Date: 16 17 Fred Wilson, CIty Manager 18 Approved as to Form: ATTEST: 19 ~ 6 ~ 9"]--fP 20 James F. Penman, Ci~ Attorney Rachel Clark, City Clerk 21 22 23 24 25 26 27 28 -5- INFORMATION TECHNOLOGY CONTRACT SERVICES FISCAL 2007/2008 This document details the services Information Technology proposes to provide to the Water Department during fiscal 2007/2008 at a contract price of $ 710,100. Office Automation . Provide technical assistance for Water Department office automation servers and domain controllers . Troubleshoot "malfunctioning" Microsoft operating systems and Office products (Word, Excel, Outlook, PowerPoint and Access). . Provide use of the City's file, anti-virus, anti-spam and email servers and processes. . Create, delete, and alter network accounts, scripts, and user folders on the City office automation server as required. . Create, delete, set security and alter email, public folders and mailboxes. . Maintain anti-virus software on client and server PCs. Includes installation and upgrades of anti-virus software (semi-annual), anti-virus scan engine (quarterly), and new virus pattern files as they become available. . Provide introductory Outlook training classes as requested. . Audit email content and usage upon request. . Replacement of the current e-mail and file servers (POLLUX/CASTOR). This will result in increased storage capacity for files and email. . Upgrade to Microsoft Exchange 2007 GIS . Provide maps and/or reports as requested. (Large maps, map series and special papers are available at cost of materials.) . Add Water district layers as required to ArcGIS. . Continue ArcGIS training and establish an internal City ArcGIS user group. . Provide access to County Assessor data through the parcel layer. . Provide access to year 2000 census data. . Provide access to appropriate GIS layers. . Provide assistance to Water GIS personnel. Web Site . Provide web site hosting on the City web server. . Facilitate direct access to Water Department content on the City web server through the Civica Content Management System (CMS). Exhibit A Network . . . . . . . . . . Financials (WFSl . Provide Civica CMS user training. . Provide limited web page design and development services. . 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. . Maintain sbcitywater.org domain name system service. Provide access to the City's TCP/IP network via digital spread spectrum radio bridges. Provide access to the Internet. A bandwidth upgrade in 2007/2008 should result in an 8- 10 fold speed increase. 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, fiber gigabit links and switched frame relay. Provide assistance in designing, configuring, installing and maintaining all components of the City's network infrastructure. Provide access to the City's intranet utilizing the City's high-speed switched gigabit Ethernet backbone. Administer 2 Unix-based firewalls that provide security to the City's network and Internet connection and also provide virus filtering on all protocols. Provide DNS naming service, including name registration and name server management. Administer maintenance and service contracts for SSC Internetworking, SSC, NPA Computers Inc., Citrix, Accent Computers, Secure Computing and Hewlett Packard/Compaq Inc. . Provide and maintain authorized access to the City's local network through a secure web based Remote access system and standards-based VPN. . Install, maintain and troubleshoot Cat Ve UTP cable plant including cables, jacks, wallplates and punch down assemblies. (Major cabling projects, drilling, or new conduit work may be subcontracted, and would represent a cost to Water). . Provide for 'first-defense' anti-spam protection at the firewall level. . Provide technical assistance for Harris software (Technical assistance does not include assistance in the use of Harris application software). . This system has been discontinued from active use. However, IT will continue to house and support this system. Exhibit A 2 Financials (HTE) . Administer system at operating system level, including installation and upgrades of the following software: . IBM operating system (OS/400) . HTE Naviline . HTE application software (GMBA, payroll, purchasing/inventory, fleet, etc.) . Develop form and check definitions as required (ACOM EZeDocs) . Perform accounts payable backups on request prior to weekly final register and check processing, and transmit positive pay data to Wells Fargo. . Transmit direct deposit and positive pay data to Wells Fargo. . Provide after hours access and technical assistance to maintenance vendors as necessary . Document Imaaina . Administer system at server level, including installation and upgrades of the following software: . Microsoft operating system (Windows 2000 Server) . Microsoft database (SQL Server 2000) . Provide assistance to Water Department personnel in installation and troubleshooting of client applications. . Provide support and assistance to vendor for implementation of imaging (Cimage) interface. . Act as technical liaison to the software vendor in resolving problems as needed. . Provide after hours access and technical assistance to maintenance vendors as necessary . . Continue to provide implementation support of Cimage document imaging system. Implementation services include: . Participation in project planning and implementation meetings. . Review of interface configurations. . Technical assistance for installation and configuration of hardware and software. . Assist with the installation and integration of OptiView/OptiSpool. Integration to include working with Water staff to develop back-end interface to Cimage. Permit Trackina . Provide access to the Accela Permits+ system. Exhibit A 3 I I! . Perform server administrative services including performance monitoring, system tuning, and installation of software upgrades and patches. . Act as technical liaison to the software vendor in resolving problems. City Business Svstem (Linus) . Provide access to County Assessor parcel information. Utility Billina (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, Naviline, HTEDMS, Itron, Acom, ITRAN (Remittance Processor), Cognos QREP) . Act as technical liaison with operating system vendor (IBM), utility billing software vendors (HTE, Itron, Acom, Cognos), and remittance processor vendor (TUI). . 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.). . Maintain support for internally created interface applications (ECC, positive pay, bank drafting). . Provide Cog nos Impromptu (QREP) training to report writing staft. . Create and/or assist users in creating reports using Cog nos Impromptu (QREP). . Provide bill design and modification services (QREP). . Provide notification design and modification services using HTEDMS. . Monitor and maintain the automated derogatory file updates for the remittance processor (lTRAN). . Generate and transmit refund check positive pay data to Wells Fargo. . Transmittal of bank drafting data to Wells Fargo. . Establish methods for customers to directly access account information. . Establish procedures for correction and maintenance of service addresses. . Maintain SQL 2000 databases for Human Resources and Remittance Processing. Miscellaneous Water Svstems Employee Training Tracking System Exhibit A 4 . Provide administrative, technical and application support to end-users of system. . Provide additional development as needed 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 . Assist in performing system administration functions such as application software upgrades. . Act as technical liaison to the vendor in resolving problems. 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. J.J. Keller & Associates (Compliance Information Manager & Workplace Safety Management software) . Act as technical liaison to the vendor in resolving problems. Ooerations . Perform daily backups (Monday - Friday) of HTE application data, Cimage OMS, Triton (HRlRemittance), WUServer, and office automation servers. . Perform weekly, monthly, and year-end full system backups of HTE, Cimage OMS, Triton (HRlRemittance), WUServer, and office automation servers. . Provide remote backup monitoring for remote servers (ARIEL) . The IT Division is not responsible for backing up data that is not saved to these aforementioned servers. . Provide olfsite storage for selected weekly, monthly and year-end full system backups in a secure olf-site media storage facility. . Provide backup media and related supplies. . Maintain tape library. . Retrieve olf-site tapes and restore data as required. . Ship equipment to vendors for repair. Exhibit A 5 Other . 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) . Retum Check Letters . Tenant Letters . Customer refund checks . Bill Notices . Install PC software including SB Client, Client Access, Maximo, HTE GUI, HTE Naviline, Cog nos Impromptu, virus protection, Microsoft operating systems and Office suite. . Troubleshoot PC and printer malfunctions. . Provide preventative maintenance for printers. . Install and relocate PCs and printers. . Maintain inventory of PCs, laptops, printers and desktop software, on equipment connected to the City network. . Daily service walk-through for 2nd and 5th floors. . Service walk-through at Water Yards Monday through Thursday. . Service walk-through at WRP each Tuesday and Thursday. . On-site business-hours support from 6:00 AM to 5:30 PM, Monday through Thursday, and 6:00 AM to 4:30 PM on Fridays. . On-site after-hours support for special processing, report printing, upgrades, etc. . Administer maintenance contracts for desktop PCs & printers, laptops, and line printers. . Provide monthly status report to General Manager. . IT representative attendance at department meetings (agenda setting/debriefing, WTC, Web site committee) as requested and/or possible. . Obtain annual hardware and software maintenance contract quotes for systems and software supported by IT. . Provide hardware / software maintenance tracking and payments for items listed in Attachment 'A'. Water Department shall be responsible for costs in excess of, or in addition to this attachment. . Review & sign-<>ff of requests for technology purchases, monitoring for department wide compatibility and standardization. . Keep the Water Department informed of City technology projects of interest. . Develop simple Microsoft Access and Visual Basic applications. . Maintain disaster management plan for mission-critical systems. . Develop tools for management to more easily access reports and data from systems. . Manage catalog of all applications, systems and databases that identifies assets available to management. Exhibit A 6 r- . Manage and coordinate technology projects. . Attend training provided by systems vendors and provide follow-up training to Water Department staff. Notes: The following notes represent information that may have an impact on Water and/or reminders of topics that have been brought up from a technology perspective for consideration in planning for the future. . A technology replacement fund should be considered (i.e. major server hardware and software upgrades, network upgrades, PC replacements, printers, etc.) . See Attachment A for Hardware / Software / Subscription costs Tom Marek, Director of Information Technology City of San Bernardino Stacey Aldstadt, General Manager San Bernardino Municipal Water Department Date Date Exhibit A 7 1 2 MASTER SERVICES 3 MEMORANDUM OF UNDERSTANDING 4 5 THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and 6 between the City of San Bernardino, a charter city ("City"), and the Board of Water 7 Commissioners of the City of San Bernardino ("Board"), who agree that the City shall provide 8 services and the Board shall compensate City therefore as follows: 9 1. EOUAL EMPLOYMENT OFFICER. The City shall provide to the City of San 10 Bernardino Municipal Water Department ("Department") the services of its Equal Employment 11 Officer and support staff at a flat annual rate of $41,100. 12 2. CITY ATTORNEY. The City Attorney shall act as General Counsel to the 13 Department and perform all of its legal work. The City Attorney shall assign sufficient staff to 14 perform the legal services needed by the Department, and such services shall be given priority. 15 A. Outside Counsel. The parties contemplate the continued need for the 16 Department to utilize services of outside special counsel, particularly in water rights matters. 17 The City Attorney and the Department shall jointly determine when the services of outside 18 counsel are required and Department staff shall consult with and obtain the approval of the City 19 Attorney prior to the employment of outside counsel and prior to the assignment of matters to 20 such counsel. All outside counsel shall keep the City Attorney informed of their work and 21 provide to the City Attorney copies of any and all correspondence and documents filed in any 22 court on Department matters and any agreements to hire outside counsel shall be required. 23 B. Support Staff. In connection with providing the foregoing services, the 24 City Attorney's office will provide sufficient secretarial, paralegal and investigator support 25 services. 26 C. Data to be Furnished to the City. The following has been and will 27 continue to be furnished by the Department to the City: All records and information pertaining 28 to legal requirements of the Department, including any back-up materials, applicable -1- 1 regulations, correspondence, preliminary drafts of agreements, if any, and any other material 2 pertaining to the Department necessary for the performance of legal services. 3 D. Compensation. 4 (I) Attornev Services. It is anticipated that the services to be 5 supplied by the City Attorney will constitute, on the average, an amount equal to fifty percent 6 (50%) of the time of one Senior Deputy City Attorney. 7 (2) Secretarial. Other Staff and Services. It is anticipated that the 8 services to be supplied by the Legal Secretary will constitute, on the average, an amount equal 9 to fifty percent (50%) of the time of one Legal Secretary II and 10% of the time of other staff. 10 City Attorney services shall be provided to the City of San Bernardino Water Department at a 11 flat annual rate of$176,000. 12 3. CIVIL SERVICE. Department shall pay to City for the services of its Chief 13 Examiner and for Civil Service Administration an annual flat fee of $67,000. Typical services 14 shall include, but not be limited to, testing and certifYing eligible employees for outside 15 recruitment and promotions, approving job descriptions, minimum qualifications, and testing 16 standards for positions in the Department, and administrative hearings on discharges and 17 reductions in rank or compensation. 18 4. HUMAN RESOURCES AND FINANCE. Department shall pay to City for the 19 services of its Human Resources and Finance departments an annual flat fee of $54,400. 20 Typical services shall include, but not be limited to, conducting outside recruitments; 21 administering employee health, dental, vision, and life insurance programs; and administering 22 the Public Employees Retirement System contract. Department shall also pay to City the actual 23 costs of recruitment-related advertising that is requested by Department. 24 5. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the 25 actual cost of services to Department's employees of the Employee Assistance Program. 26 "Actual cost" will be defined as the hourly rate charged by the Employee Assistance Program 27 provider, currently $50 per hour. Department shall also pay to City a flat annual fee of $3,100 28 for its proportionate share of the administrative costs of the Employee Assistance Program. -2- 1 6. RIDESHARE COORDINATOR. Department shall pay to City a flat annual rate 2 of $5,100 for the services of its Rideshare Coordinator, who shall provide services to 3 Department employees as required by the Air Quality Management District (AQMD) including, 4 but not limited to: 5 A. Developing, updating and implementing a Trip Reduction Plan and 6 complying with all other AQMD Regulation requirements, including the provision of trip 7 reduction incentives for Department employees; 8 B. Promoting the Trip Reduction Plan and rideshare activities, and tracking 9 and documenting employee participation; 10 C. Acting as a liaison with AQMD and attending all training, meetings and 11 workshops as required by AQMD. 12 7. TELEPHONE SERVICES. Department shall pay for the use of City's telephone 13 system at the actual monthly telephone charges attributable to the ports assigned to the Water 14 Department, Water Yards, Water Reclamation Plant and RIX Plant, plus a proportionate share 15 of the fixed costs of operations, debt retirement/system hardware, and leased lines, based upon 16 the portion of total telephone ports assigned to the Water Department, Water Yards, Water 17 Reclamation Plant and RIX Plant. 18 8. WORKERS' COMPENSATION ADMINISTRATION. Department shall pay 19 to City for the administration of its Workers' Compensation Program, its proportionate share of 20 the budgeted cost of administration based upon budget payroll costs, provided that the 21 Department provides to the City the budget figures for payroll within a reasonable time after 22 Department's budget is adopted. For any year in which payroll figures are not made available 23 to the City in a timely fashion, the percentage shall be the same as that used for the prior year. 24 For fiscal year 2007/2008, this shall be twenty percent (20%). In addition, the Department shall 25 pay the actual cost of the amount paid out on its claims. 26 9. INFORMATION TECHNOLOGY (IT). 27 A. Services. The IT Director will act as a private contractor to provide the 28 Department IT related services as defined in the attached agreement (Exhibit "A") incorporated -3- I" 1 herein by reference upon approval by the Board of Water Commissioners and the City of San 2 Bernardino. 3 B . Compensation. The agreed upon cost to provide this service is a flat fee of 4 $710,100. 5 11. POLlCE AND FIRE DEPARTMENTS. Department shall pay to City a flat 6 fee of $500,000 as reimbursement for safety-related costs associated with the Water 7 Reclamation Plant. 8 12. WATER DEPARTMENT LAND SALES. Department shall pay to City 10% 9 (ten percent) of the net revenue from each land sale. 10 13. TERMS. This Memorandum of Understanding shall terminate as of June 30, 11 2008, unless terminated by either party at least thirty (30) days prior to July 1, 2008. 12 III 13 III 14 III 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -4- I' 1 MASTER SERVICES MEMORANDUM OF UNDERSTANDING 2 3 By and between the City of San Bernardino and the Board of Water Commissioners of the City 4 of San Bernardino for the provision of City services for Fiscal Year 2007/2008. 5 6 7 8 9 Date: 10 11 12 13 14 15 Date: 16 17 18 19 20 21 22 23 24 25 26 27 28 Approved as to Form: ~ ~ '0 ?-j!? James F. Penman~AAorf1ey BOARD OF WATER COMMISSIONERS Toni Callicott, President Stacey Aldstadt, Secretary CITY OF SAN BERNARDINO Fred Wilson, City Manager ATTEST: Rachel Clark, City Clerk -5- INFORMATION TECHNOLOGY CONTRACT SERVICES FISCAL 2007/2008 This document details the services Information Technology proposes to provide to the Water Department during fiscal 200712008 at a contract price of $ 710,100. Office Automation . Provide technical assistance for Water Department office automation servers and domain controllers . Troubleshoot "malfunctioning" Microsoft operating systems and Office products (Word, Excel, Outlook, PowerPoint and Access). . Provide use of the City's file, anti-virus, anti-spam and em ail servers and processes. . Create, delete, and alter network accounts, scripts, and user folders on the City office automation server as required. . Create, delete, set security and alter email, public folders and mailboxes. . Maintain anti-virus software on client and server PCs. Includes installation and upgrades of anti-virus software (semi-annual), anti-virus scan engine (quarterly), and new virus pattern files as they become available. . Provide introductory Outlook training classes as requested. . Audit em ail content and usage upon request. . Replacement of the current e-mail and file servers (POLLUX 1 CASTOR). This will result in increased storage capacity for files and email. . Upgrade to Microsoft Exchange 2007 GIS . Provide maps and/or reports as requested. (Large maps, map series and special papers are available at cost of materials.) . Add Water district layers as required to ArcGIS. . Continue ArcGIS training and establish an internal City ArcGIS user group. . Provide access to County Assessor data through the parcel layer. . Provide access to year 2000 census data. . Provide access to appropriate GIS layers. . Provide assistance to Water GIS personnel. Web Site . Provide web site hosting on the City web server. . Facilitate direct access to Water Department content on the City web server through the Civica Content Management System (CMS). Exhibit A Network . . . . . . . . Financials (WFS) . Provide Civica CMS user training. . Provide limited web page design and development services. . 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. . Maintain sbcitywater.org domain name system service. Provide access to the City's TCP/IP network via digital spread spectrum radio bridges. Provide access to the Internet. A bandwidth upgrade in 2007/2008 should result in an 8- 10 fold speed increase. 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, fiber gigabit links and switched frame relay. Provide assistance in designing, configuring, installing and maintaining all components of the City's network infrastructure. Provide access to the City's intranet utilizing the City's high-speed switched gigabit Ethernet backbone. Administer 2 Unix-based firewalls that provide security to the City's network and Internet connection and also provide virus filtering on all protocols. . Provide DNS naming service, including name registration and name server management. . Administer maintenance and service contracts for SSC Internetworking, SSC, NPA Computers Inc., Citrix, Accent Computers, Secure Computing and Hewlett Packard/Compaq Inc. . Provide and maintain authorized access to the City's local network through a secure web based Remote access system and standards-based VPN. . Install, maintain and troubleshoot Cat Ve UTP cable plant including cables, jacks, wallplates and punch down assemblies. (Major cabling projects, drilling, or new conduit work may be subcontracted, and would represent a cost to Water). . Provide for 'first-defense' anti-spam protection at the firewall level. . Provide technical assistance for Harris software (Technical assistance does not include assistance in the use of Harris application software). . This system has been discontinued from active use. However, IT will continue to house and support this system. Exhibit A 2 Financials (HTEl . Administer system at operating system level, including installation and upgrades of the following software: . IBM operating system (OS/400) . HTE Naviline . HTE application software (GMBA, payroll, purchasing/inventory, fleet, etc.) . Develop form and check definitions as required (ACOM EZeDocs) . Perform accounts payable backups on request prior to weekly final register and check processing, and transmit positive pay data to Wells Fargo. . Transmit direct deposit and positive pay data to Wells Fargo. . Provide after hours access and technical assistance to maintenance vendors as necessary. Document Imaaina . Administer system at server level, including installation and upgrades of the following software: . Microsoft operating system (Windows 2000 Server) . Microsoft database (SQL Server 2000) . Provide assistance to Water Department personnel in installation and troubleshooting of client applications. . Provide support and assistance to vendor for implementation of imaging (Cimage) interface. . Act as technical liaison to the software vendor in resolving problems as needed. . Provide after hours access and technical assistance to maintenance vendors as necessary . . Continue to provide implementation support of Cimage document imaging system. Implementation services include: . Participation in project planning and implementation meetings. . Review of interface configurations. . Technical assistance for installation and configuration of hardware and software. . Assist with the installation and integration of OptiView/OptiSpool. Integration to include working with Water staff to develop back-end interface to Cimage. Permit Trackina . Provide access to the Accela Permits+ system. Exhibit A 3 . Perform server administrative services including performance monitoring, system tuning, and installation of software upgrades and patches. . Act as technical liaison to the software vendor in resolving problems. City Business Svstem (Linus) . Provide access to County Assessor parcel information. Utilitv Billina (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, Naviline, HTEDMS, Itron, Acorn, ITRAN (Remittance Processor), Cognos QREP) . Act as technical liaison with operating system vendor (IBM), utility billing software vendors (HTE, Itron, Acorn, Cognos), and remillance processor vendor (TUI). . 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 (IIron, Acorn, Standard Register, Cognos). (This does not include assistance in how to use HTE or third party software.). . Maintain support for internally created interface applications (ECC, positive pay, bank drafting). . Provide Cog nos Impromptu (QREP) training to report writing staff. . Create and/or assist users in creating reports using Cog nos Impromptu (QREP). . Provide bill design and modification services (QREP). . Provide notification design and modification services using HTEDMS. . Monitor and maintain the automated derogatory file updates for the remittance processor (ITRAN). . Generate and transmit refund check positive pay data to Wells Fargo. . Transmittal of bank drafting data to Wells Fargo. . Establish methods for customers to directly access account information. . Establish procedures for correction and maintenance of service addresses. . Maintain SQL 2000 databases for Human Resources and Remillance Processing. Miscellaneous Water Svstems Employee Training Tracking System Exhibit A 4 . Provide administrative, technical and application support to end-users of system. . Provide additional development as needed 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 . Assist in performing system administration functions such as application software upgrades. . Act as technical liaison to the vendor in resolving problems. OataQuick . Act as technical liaison to the vendor in resolving problems. Experian Credit Check System . Act as technical liaison to the vendor in resolving problems. 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 HTE application data, Cimage OMS, Triton (HRlRemittance), WUServer, and office automation servers. . Perform weekly, monthly, and year-end full system backups of HTE, Cimage OMS, Triton (HRlRemillance), WUServer, and office automation servers. . Provide remote backup monitoring for remote servers (ARIEL) . The IT Division is not responsible for backing up data that is not saved to these aforementioned 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. Exhibit A 5 . 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 . Tenant Letters . Customer refund checks . Bill Notices . Install PC software including SB Client, Client Access, Maximo, HTE GUI, HTE Naviline, Cognos Impromptu, virus protection, Microsoft operating systems and Office suite. . Troubleshoot PC and printer malfunctions. . Provide preventative maintenance for printers. . Install and relocate PCs and printers. . Maintain inventory of PCs, laptops, printers and desktop software, on equipment connected to the City network. . Daily service walk-through for 2nd and 5th floors. . Service walk-through at Water Yards Monday through Thursday. . Service walk-through at WRP each Tuesday and Thursday. . On-site business-hours support from 6:00 AM to 5:30 PM, Monday through Thursday, and 6:00 AM to 4:30 PM on Fridays. . On-site after-hours support for special processing, report printing, upgrades, etc. . Administer maintenance contracts for desktop PCs & printers, laptops, and line printers. Other . Provide monthly status report to General Manager. . IT representative attendance at department meetings (agenda setting/debriefing, WTC, Web site committee) as requested and/or possible. . Obtain annual hardware and software maintenance contract quotes for systems and software supported by IT. . Provide hardware / software maintenance tracking and payments for items listed in Attachment 'A'. Water Department shall be responsible for costs in excess of, or in addition to this attachment. . Review & sign-{)ff of requests for technology purchases, monitoring for department wide compatibility and standardization. . Keep the Water Department informed of City technology projects of interest. . Develop simple Microsoft Access and Visual Basic applications. . Maintain disaster management plan for mission-critical systems. . Develop tools for management to more easily access reports and data from systems. . Manage catalog of all applications, systems and databases that identifies assets available to management. Exhibit A 6 II' . Manage and coordinate technology projects. . Attend training provided by systems vendors and provide follow-up training to Water Department staff. Notes: The following notes represent information that may have an impact on Water and/or reminders of topics that have been brought up from a technology perspective for consideration in planning for the future. . A teChnology replacement fund should be considered (i.e. major server hardware and software upgrades, network upgrades, PC replacements, printers, etc.) . See Attachment A for Hardware / Software / Subscription costs Stacey Aldstadt, General Manager San Bernardino Municipal Water Department Tom Marek, Director of Information Technology City of San Bernardino Date Date Exhibit A 7