HomeMy WebLinkAbout2009-144
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RESOLUTION NO. 2009-144
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
2009/2010.
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 I, 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 ninety (90) days following the effective date of this resolution.
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2009-144
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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
2009/2010.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a joint regulaflleeting thereof, held
on the 15th day of June
Council Members: AYES
ESTRADA X
BAXTER X
X
BRINKER
SHORETT X
KELLEY X
JOHNSON X
MCCAMMACK ----*-
, 2009, by the following vote, to wit:
NAYS
ABSTAIN ABSENT
~h.~
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this /,t{.77>'- day of June
2009.
~~~
Patr' J. Morris, ~
City of San Bernardino
Approved as to Form:
~-,L -. t ~ I;;f?
James F. Penman, City krney
, .
2009-144
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2 MASTER SERVICES
3 MEMORANDUM OF UNDERSTANDING
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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. EQUAL 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 $42,400.
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
1 9 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
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2009-144
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 (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 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 $190,890.
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 $69,200. Typical services
14 shall include, but not be limited to, testing and certifYing eligible employees for outside
15 recruitment and promotions, and testing standards for positions in the Department, and
16 administrative hearings on discharges and reductions in rank or compensation.
17 4. HUMAN RESOURCES AND FINANCE. Department shall pay to City for the
18 services of its Human Resources and Finance departments an annual flat fee of $56,200.
19 Typical services shall include, but not be limited to, conducting outside recruitments;
20 administering employee health, dental, vision, and life insurance programs; approving job
21 descriptions, minimum qualifications, and administering the Public Employees Retirement
22 System contract. Department shall also pay to City the actual costs of recruitment-related
23 advertising that is requested by Department.
24 5. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
25 $650 per month for the Employee Assistance Program. Department shall also pay to City a flat
26 annual fee of $2,200 for its proportionate share of the administrative costs of the Employee
27 Assistance Program (total of $1 0,000).
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2009-144
1 6. RIDESHARE COORDINATOR. Department shall pay to City a flat annual rate
2 of $5,200 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 2009/2010, 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 City Manager's Office or IT Director will act as a private
28 contractor to provide the Department IT related services as defined in the attached agreement
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(Exhibit "A") 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
$539,600.
10. 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.
11. WATER DEPARTMENT LAND SALES. Department shall pay to City 10%
(ten percent) of the net revenue from each land sale.
12. TERMS. This Memorandum of Understanding shall terminate as of June 30,
2010, unless terminated by either party at least thirty (30) days prior to July 1,2010.
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2009-144
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
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 2009/2010.
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BOARD OF WATER COMMISSIONERS
t ~amce, iL~"
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Robin L. Ohama, Secretary
Date: ::tI~ ) (0 q
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CIT OF SAN BERNARDINO
15 Date:
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r<M.:r69
ager
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Approved as to Form:
ATTEST:
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~~fi;. ~
Rac el Clark, City Clerk
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James F. Penman, City Attorney
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19 GIS
INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 2009/2010
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 2009/2010 at a contract price of $539,600.
Office Automation
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Public Web Site
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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.
Department-wide upgrade to Microsoft Office 2007 including Outlook, Word, Excel and
Access.
City-wide upgrade of main email software to Exchange 2007. (This upgrade will provide
larger mailboxes, improved system response, improved security, and Apple iPhone
support. Additionally Outlook Web Access (OWA) will now mirror the look and feel of
Outlook 2003/2007 including spell check.)
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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 with extrapolations through 2013
Provide access to appropriate GIS layers.
Provide assistance to Water GIS personnel.
Provide access to all personnel (not just GIS staff) to the City's web based GIS.
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. Provide web site hosting on the City web server.
Exhibit A
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7 Intranet (Internal) Web Site
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Network
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Facilitate direct update-access to Water Department content on the City web server
through the Civica Content Management System (CMS).
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.
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Provide access to the City's Intranet web site content.
Host Water Department content designated internal use only on the City's Intranet
server. (Examples: policies and procedures, standard forms, employee benefit
information, etc.) This content will be accessible to all employees, but not the public.
Facilitate direct update-access to Water Department content on the City's Intranet web
site through the Civica Content Management System (CMS).
Provide online how-to procedural documentation of Office products. (Examples: How to
use OWA, how to create and use Personal Folders, how to find a particular file on your
PC, how to identify spam, what should I do when I get a virus, quick tutorial on Word
2007, Outlook 2007, etc.)
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Provide access to the City's TCP/IP network via digital spread spectrum radio bridges.
Provide access to the Internet via the City's recently upgraded higher-speed connection.
Set up and maintain Internet access accounts to facilitate web browsing by authorized
individuals.
Provide secure inbound and outbound Intemet 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 SBC Intemetworking, SBC, 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.
Exhibit A
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Install, maintain and troubleshoot Cat Ve UTP cable plant including cables, jacks, wall
plates 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.
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5 Financials (Sunaard Public Sector)
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Administer system at operating system level, including installation and upgrades of the
following software:
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. 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.
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Document Imaaina
. Administer system at server level, including installation and upgrades of the following
software:
. Microsoft operating system (Windows 2000, 2003 Server)
. Microsoft database (SQL Server 2000, 2005)
. Provide assistance to Water Department personnel in installation and troubleshooting of
client applications.
. 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.
. Provide support of Laserfiche document imaging system.
. Review of interface configurations.
. Technical assistance for installation and configuration of hardware and software.
. Provide server level support for Optispool/Optiview applications.
Permit Trackina
. Provide access to the Accela Permits+ system.
Exhibit A
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. 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 (Sungard Public Sector (SPS), Naviline,
HTEDMS, Itron, Acom, ITRAN (Remittance Processor), Cog nos QREP)
. Act as technical liaison with operating system vendor (IBM), utility billing software vendors
(SPS, Itron, Acom, Cognos), and remittance processor vendor (TUI).
. Provide assistance with setup of user accounts, access, and security at the operating system
level.
. Provide after hours access and technical assistance to maintenance vendors as necessary.
. Provide technical assistance for Naviline software and existing third party applications (Itron,
Acom, Standard Register, Cognos). (This does not include assistance in how to use Naviline
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 Microsoft SQL 2000 database for Remittance Processing.
Miscellaneous Water Systems
Employee T raining Tracking System
. Provide administrative, technical and application support to end-users of system.
Exhibit A
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. Provide additional development as needed
Maintenance Contract Tracking System
. Provide administratiye, 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.
. Work towards migration to Sungard Naviline applications if required.
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.
Exhibit A
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Perform daily backups (Monday - Friday) of Sungard application data, Athena
(Laserfiche), Triton (HRlRemittance), WUServer, and office automation servers.
Perform weekly, monthly, and year-end full system backups of Sungard, Athena
(Laserfiche), 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 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
. Tenant Letters
. Customer refund checks
. Bill Notices
Install PC software including SB Client, Client Access, Maximo, 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.
Service walk-through at City Hall, Water Yards, Water Admin Bldg, and WRP twice per
week.
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.
Exhibit A
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Other
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. Provide support and guidance for Business Continuity / Disaster management plan. Will
include implementation of Local Recovery Center at 444 W. Rialto St.
. Provide training and guidance to Water Department BSG staff.
. 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.
. Review & sign-off 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.
. Administer Business Continuity / 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.
. Manage and coordinate technology projects.
. Attend training provided by systems yendors and provide follow-up training to Water
Department staff.
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.)
. Additional Civica licensing has been acquired for Intranet Development. Water may wish to
review this option for intemal needs.
. A new enterprise backup system has been requested for this fiscal year.
Exhibit A
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