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Home My WebLink About11-City Administrator CIT~ OF SAN BERt62RDINO - REQUEST ~ COUNCIL ACTION From: James E. Robbins Deputy City Administrator Dept: City Administrator Su~~t: Change Order No. 1 contract with Peat/Marwick -- preparation of RFP, Implementation of Programs Date: August 17, 1989 Synopsis of Previous Council action: Adopted Resolution 88-400 authorizing agreement with Peat Marwick Main and Co. for development of a Data Processing 5-Year Plan. Recommended motion: That Change Order No. 1 to contract with Peat/Marwick be approved, authorizing preparation of RFP for Telemanagement, Word Processing and implementation of Financial Systems, at a cost not to exceed $63,100. \ Ii '-f k; /)j/;l -\,' .J/r-:C- ,........1--1/;,. >.. Signature J ( .t/1-~..'.~ J Phone: 5122 Contact person:_o!_amcs E. Robbins Supporting data attached: Staff Report Ward: FUNDING REOUIREMENTS: Amount: $63,100 Source: (Acct. No.) l.r1~ \ 0 3 :;S-l.\ l?r? (Acct. DescriPtion) Finance: (\N~>v-J ~ Council Notes: A............,I.... I........... 1\1.... II CITY OF SAN BERrOd:tDINO - REQUEST ~R COUNCIL ACTION STAFF REPORT At the meeting of October 24, 1988, the Council adopted Resolution 88-400 authorizing agreement with Peat Marwick Main & Co. for development of a Data Processing 5-Year Plan. This agreement provided for change orders as necessary or appropriate. The current. work program with Peat Marwick is proceeding in accordance with the schedule set forth in the agreement. As draft recommendations come forth, action is being taken to implement them so when the "report" is complete, many recom- mendations will have been implemented. The study found six first priority items that need immediate attention. Three have been addressed through last and current year. One is in final fixing now, leaving two items to be addressed. One is purchase of new software for financial purchasing personnel activities. The estimated cost is $250 to 300,000 dollars, using existing hardware. The second is to take all word processing applications off of the existing hardware and put them on PC based networks. The full implementation of this activity is estimated at 250,000 dollars. One of the products of the current work program is a Request for Proposals (RFP) for hardware/software for the first priority. Based on the recommendations of the consultants, the Data Processing Users Committee and approval of the City Administrator, the preparation of that RFP is proceeding. It is a RFP for financial-purchasing-personnel software and, if appropriate, hardware. However, the current thinking anticipates the continued use of existing hardware for these applications. Two other recommendations were made regarding telecommunications and word processing. These are also top priority items. Funds have been approved for the telecommunications equipment/software. The word processing equipment/software would be considered either on lease purchase or use of refinance bond monies. The Telemanagement and Word Processing RFP implementation costs are as set forth: and all Telemanaqement Word processinq Fin. Svstems Prof. Fees Out-of-Pocket Time in Weeks $7,500-9,500 1,200-1,500 5-6 $25,000-29,000 2,700- 3,000 10-12 $14,000-18,000 1,800- 2,100 To be determined 75.0264 . - o o Peat Marwick has prepared all of the basic information regarding user needs, hardware requirements, software applications, and training needs of the city. They have extensive experience in each of the various areas we need to purchase equipment or software. They are experienced in the competitive procurement process and are not biased toward any specific vendor or system. Their continued assistance through purchase and installation will insure we have the product in place and functional before all payments are made. It is evident, given the size and Processing, Purchasing and Administrative type of assistance is appropriate. expertise of Data staffs, that this It is respectfully recommended that the Mayor be authorized to sign Change Order #1 to the agreement with Peat Marwick Main and Co. for preparation of RFP's, vendor Evaluation and Recommendation and Implementation for Telemanagement, word processing, and implementation of Financial Systems as set forth in the deliverables (Attachment A). . o o CHANGE ORDER '1 This change order is to the agreement between the City and Peat Marwick Main & Co. dated October 24, 1988. Page 7, section VII of the agreement, provides for change orders and extensions. Page 3, section II C provides that the city mayor shall authorize change orders in writing. All other terms and conditions of the agreement apply to this change order. This change order provides the city with additional assistance from Peat Marwick Main & Co. for preparation and implementation of RFPs for Telemanagement and Word Processing, and implementation of Financial Systems. The specific terms are stated in the letter dated August 4, 1989 and Deliverables A 1, 2, and 3. This change order also changes the party to which notice is to be given from Stephen Hale, Data Processing Manager, to James RObbins, Deputy City Administrator/Administrative Services. PEAT MARWICK MAIN & CO. CITY OF SAN BERNARDINO N_e Title Mayor Date o o DELIVERABLE #1 REQUESTS FOR PROPOSALS PURPOSE To define application and hardware requirements to enlist proposals from qualified vendors. FORMAT The format will derive the application sections from the alternatives, analysis to describe hardware/software require- ments and will add the appropriate city purchasing administrative information. INTRODUCTION City purchasing requirements Instructions to vendors Hardware requirements: by department Software requirements: by department FILE:DEL:1:081089 ATTACHMENT A-1 o o DELIVERABLE #2 VENDOR RESPONSE EVALUATION AND RECOMMENDATION REPORT PURPOSE To provide the City with an analysis of the vendor products and capabilities and the reasoning behind the recommended vendor selection. FORMAT The format will be adapted to the needs of the vendor selection process. Vendor A: Cost/benefit Vendor B: Cost/benefit Vendor C: Cost/benefit Vendor Recommendation: FILE:DEL:2:081089 ATTACHMENT A-2 o o DELIVERABLE '3 IMPLEMENTATION PLAN PURPOSE To provide guidelines for managing and monitoring the vendor performance throughout the implementation process. FORMAT As described in the work plan, the Implementation Plan includes a series of deliverables. Deliverables checklist Acceptance testing standards and schedule Training plan requirements System phaseover plans Post-implementation support requirements and review Operations Review Report ATTACHMENT A-3 FILE:DEL ~Peat ~arwick o Certified Public Accountants Peat Marwick Main 8t Co. 725 South Figueroa Street Los Angeles. CA 90017 Telephone 213 972 4OC)() Telex 6831572 PMMLA Cable Address VERITATEM Telecopier 213 6221217 August 4, 1989 Mro James Robbins Deputy City Administrator City of San Bernardino 300 North D Street San Bernardino, California 92418 Dear Jim: As we discussed, I have prepared a budget for both the Telemanagement and the Word Processing RFP'so The budget includes implementation assistance for both of these systemso In addition, I have prepared a budget for the Financial Systems Implementation Assislanceo This assistance would cover the effort as outlined in our original proposal. Telemana~ement Word Processing Financial Systems Professional Fees $7,500-9,500 1,200-1 ,500 5-6 $25,000-29,000 2,700-3,000 10-12 $14,000-18,000 1,800-2,100 Out-of-Pocket Expenses Time in Weeks To be determined S Ian and August 14, 1989 August 21,1989 Complete September 29,1989 October 20,1989 We would perform all three on a time and materials basiso In all cases we would not exceed the upper limit in professional feeso As is our customary practice we will bill twice monthly and will also bill for our out-of-pocket expenseso These are billed in addition to our professional fees. '. 0 KPMG Peal Marwlck o Mr. James Robbins City of San Bernardino August 4,1989 2 They both would include KPMG Peat Marwick making a final vendor recommendationo If you have any questions please feel free to call me on (213) 955- 8944. Very truly yours, PEAT MARWICK MAIN &CO. Kenneth L. Benson Senior Manager KLB:rbc cc: Eric Openshaw Susanna Doudna ACCEPTED BY DATE (Signature) (Title)