HomeMy WebLinkAbout2011-263
RESOLUTION NO. 2011-263
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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 YEARS
2010/2011 and 2011/2012.
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 Understandings 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" for FY 2010-11 and Exhibit "B" for FY 2011-12,
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
Understandings.
SECTION 2.
That the implementation date of the FY 2010-11 agreement is July I,
2010 to June 30, 2011 and the implementation date of the FY 2011-12 agreement is July I,
2011 to June 30, 2012; therefore, any action taken between July 1,2010 and the date that this
Resolution is adopted is hereby ratified.
15 SHORETT
16 KELLEY
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2011-263
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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
2010/2011.
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 ninety (90) days following the effective date of this resolution.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a i oint regular meeting thereof, held on
the 6th day of September
,2011, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
x
MARQUEZ
JENKINS
x
BRINKER
x
x
x
JOHNSON
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MCCAMMACK
x
2011.
flL~h.~u~
~
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this J 77' day of September
~k~
c oms, ayor
City of San Bernardino
Approved as to Form:
DeJ~ & ~ L "t /~~ I~ )J,p~
- ~. ,of-C
James F. Penman, City Attorney ~ Ci. ~ r/
~~~
)r./!
Exhibit A
2011-263
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
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4 THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and
5 between the City of San Bernardino, a charter city ("City"), and the Board of Water
6 Commissioners of the City of San Bernardino ("Board"), who agree that the City shall provide
7 services and the Board shall compensate City as follows:
8 1. SUPPORT SERVICES. The City shall provide to the City of San Bernardino
9 Municipal Water Department ("Department") the services of its City departments in
10 support of Department operations. These services to be provided from the City
11 include the following:
12 A. General administrative and legislative support. Includes the Mayor, City
13 Council, City Clerk, City Manager and General Government Services.
14 B. Human Resources/Civil Services/Equal Employment Officer. Typical
15 services of the Chief Examiner and Civil Service include, but are not limited
16 to, testing, certification of eligible employees for outside recruitment and
1 7 promotions, testing standards for positions in the Department, and
18 administrative hearings on discharges and reductions in rank or
19 compensation. Typical services of Human Resources include, but are not
20 limited to, conducting outside recruitments; administering employee health,
21 dental, vision, and life insurance programs; approving job descriptions,
22 minimum qualifications, administering the Public Employees Retirement
23 System contract and providing the services of the Equal Employment
24 Officer. Department shall also pay to City the actual costs of recruitment-
25 related advertising that is requested by Department.
26 C. Financial/Treasury Services. Typical financial and treasury services include,
27 but are not limited to, banking, investments, deferred compensation program,
28 Comprehensive Annual Financial Report.
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2011-263
Attornev/Legal Services. 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.
1. 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. The Department
shall provide the City Attorney with copies of any agreements that
engage outside counsel and ensure that such counsel keep the City
Attorney informed of their work and provide to the City Attorney
copies of any and all correspondence and documents filed in any
court on Department matters and any agreements to hire outside
counsel shall be required.
11. Support Staff. In connection with providing the foregoing services,
the City Attorney's office shall provide sufficient secretarial,
paralegal and investigator support services.
111. Data to be Furnished to the City. The following has been and shall
continue to be furnished by the Department to the City: All records
and information pertaining to legal requirements of the Department,
including any back-up materials, applicable regulations,
correspondence, preliminary drafts of agreements, if any, and any
other material pertaining to the Department necessary for the
performance of legal services.
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2011-263
1 E. Police and Fire Safety Services. The City shall provide to Department all
2 safety-related services. Typical services shall include, but are not limited to,
3 police patrol, fire rescue and emergency response, and hazmat services.
4 F. Compensation. The annual costs for these support services shall be based in
5 part on the Full Cost Allocation Plan, compiled in accordance with Generally
6 Accepted Accounting Principles and also based on many of the methods of
7 indirect cost allocation as defined by the Federal Office of Management and
8 Budget's (OMB) Circular A-87. The allocated costs were calculated in part
9 based on the "best available data and methodology at this time." The City
10 and Water Department staff have agreed to continue meeting to further refine
11 both the data and methodology and make any adjustments needed in future
12 years. For FY 2010-11 the reimbursement rate for services is $3,261,400.
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14 2. RIGHT-OF-WAY RENTAL FEE. This is a fee calculated and charged on water
15 underground infrastructure in the City's right-of-way area. A standard method was
16 used to calculate the value of the public right-of-way and an inventory of the space
17 occupied was computed. From this data a rental fee was established. For FY 2010-
18 11 the fee is $592,400.
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20 3. DIRECT BILLED CONTRACTS. Services provided from City Internal Service
21 Funds and Special Revenue Funds are not part of the Full Cost Allocation Plan and
22 therefore are provided to the Department on a fee-for-service basis. The services to
23 be provided on fee-for-service contracts include:
24 A. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
25 $650 per month for the Employee Assistance Program. Department shall also
26 pay to City a flat annual fee of $2,200 for its proportionate share of the
27 administrative costs of the Employee Assistance Program (total of $10,000
28 forFY2010-11).
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B. RIDES HARE COORDINATOR. Department shall pay to City a flat annual
rate of $5,200 for FY 2010-11 for the services of its Rideshare Coordinator,
who shall provide services to Department employees as required by the Air
Quality Management District (AQMD) including, but not limited to:
1. Developing, updating and implementing a Trip Reduction Plan and
complying with all other AQMD Regulation requirements, including
the provision of trip reduction incentives for Department employees;
H. Promoting the Trip Reduction Plan and rideshare activities, and
tracking and documenting employee participation;
HI. Acting as a liaison with AQMD and attending all training, meetings
and workshops as required by AQMD.
C. CALL CENTER. Department shall pay for participation in the San
Bernardino Direct Call Center program herein referenced as ("SB Direct").
The SB Direct program is a central, city-wide "response-center" that is
designed to act as a "one-stop-shop" for all non-emergency requests for
information or for service and accept concerns/suggestions. The Office of the
City Manager oversees the provision of services. In connection with
providing the foregoing services, the Office of City Manager will provide an
office assistant to help in the operation of the program. The Department will
pay to the City a flat rate of $28,230 for FY 2010-11.
D. TELEPHONE SERVICES. Department shall pay for the use of City's
telephone system as follows:
1. Actual monthly telephone charges attributable to the ports
assigned to the Water Department, Water Yards, Water
Reclamation Plant and RIX Plant.
H. A proportionate share of the fixed costs of operations, debt
retirement/system hardware, and leased lines, based upon the
portion of total telephone ports assigned to the Water
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Department, Water Yards, Water Reclamation Plant and RlX
Plant.
111. For FY 2010-11 the estimated amount to be paid for the above
two items is $126,400.
IV. As approved in the Telephone Equipment MOD dated January
24, 2011, (Resolution No. 2011-18) the Department fully
purchased the telephone switch upgrade in the amount of
$400,000 and the City agreed upon share is $220,000 (55%)
which the City is to pay the Department $44,000 on or before
January 30, for a term of five years with the first payment due by
January 30,2012 and the final payment due by January 30, 2016.
E. WORKERS' COMPENSATION ADMINISTRATION. Department shall
pay to City for the administration of its Workers' Compensation Program, its
proportionate share of the budgeted cost of administration based upon budget
payroll costs, provided that the Department provides to the City the budget
figures for payroll within a reasonable time after Department's budget is
adopted. For any year in which payroll figures are not made available to the
City in a timely fashion, the percentage shall be the same as that used for the
prior year. For fiscal year 2010-11, this shall be twenty percent (20%). In
addition, the Department shall pay the actual cost of the amount paid out on
its claims. For FY 2010-11 the estimated amount to be paid is $412,000.
F. INFORMATION TECHNOLOGY (IT).
1. Services. The City Manager's Office or IT Director shall act as a
private contractor to provide the Department IT related services
as defined in the attached agreements (Attachment "1" FY 2010-
11) incorporated herein by reference upon approval by the Board
of Water Commissioners and the City of San Bernardino.
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2011-263
11. Compensation. The agreed upon cost to provide this service is
$522,267 for FY 2010-11.
111. The Department agreed to fully purchase computer back up
equipment in the total amount of $172,868 and the agreed upon
City share is $127,038. The City shall repay the Department over
a five year period at $25,408 per year with the first payment in
January 2012 and the final payment in January 2016.
G. LEASE AGREEMENT. As approved in the lease agreement dated
September 9, 2002, (Resolution 202-287), the Department has the use of
12,886 square feet of office space located on the fifth floor of the City Hall
Building and 1030 square feet on the second floor of the City Hall Building.
The annual rental payment is $177,826 All other terms and conditions of the
September 9, 2002, lease agreement remain in full effect.
TERM. This Memorandum of Understanding shall terminate as of June 30, 2011,
unless terminated by either party at least thirty (30) days prior to July 1, 2011.
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2011-263
1
MASTER SERVICES
MEMORANDUM OF UNDERSTANDING
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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 2010/2011.
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9 Date:.I1..:::.l:::..
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BOARD OF WATER COMMISSIONERS
~~~~
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RObin L. Ohama, Secretary
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Approved as to Form:
ATTEST:
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~~~~I ~tdy&,{liuA
~" Rae el lark, City Clerk
20 James F. Penman, City Attorney
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2011-263
Attachment 1
INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 2010/2011
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 2010/2011 at a contract price of $522,267.
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.
. Department-wide upgrade to Microsoft Office 2007 (or 2010) including Outlook, Word,
Excel and Access.
. City-wide upgrade of main em ail software to Exchange 2007 (or 2010). (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.)
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 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.
Provide access to any ESRI software and software licenses provided and specified by the
City's Enterprise License Agreement (ELA) with ESRI. Provide ELA management as
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2011-263
Attachment 1
provided by the City's ESRI ELA Memorandum of Understanding Internal Usage
Agreement.
Public Web Site
. Provide web site hosting on the City web server.
. 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.
Intranet (Internal) Web Site
. 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.)
Virtual Server ManaQement
. Provide management and monitoring of the Water Department's VMware Virtual Server
environment.
. Manage data replications services to the Water Department's Local Recovery Center when
operational.
Network
. Provide access to the City's TCPIIP 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 Internet mail service using the SMTP protocol.
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2011-263
Attachment 1
. 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 Internetworking, 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.
. 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.
Financials (Sunaard Public Sector)
. 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, purchasinglinventory, 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 2000,2003 Server)
. Microsoft database (SOL Server 2000,2005)
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2011-263
Attachment 1
. 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 TrackinQ
. Provide access to the Accela Permits+ system.
. 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 System (Linus)
. Provide access to County Assessor parcel information.
Utility BillinQ (UB)
. Administer system at operating system level, including installation and upgrades of the
following software:
. IBM Operating system (OS/400)
. Existing UB related software programs (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).
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2011-263
Attachment 1
. 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 Training Tracking System
. 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.
. 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.
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2011-263
Attachment 1
Operations
. 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, 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.
. 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.
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2011-263
Attachment 1
Provide support and guidance for Business Continuity / Disaster management plan.
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.
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 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 (Le. 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.
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2011-263
Exhibit B
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3
4 THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and
5 between the City of San Bernardino, a charter city ("City"), and the Board of Water
6 Commissioners of the City of San Bernardino ("Board"), who agree that the City shall provide
7 services and the Board shall compensate City as follows:
8 1. SUPPORT SERVICES. The City shall provide to the City of San Bernardino
9 Municipal Water Department ("Department") the services of its City departments in
10 support of Department operations. These services to be provided from the City
11 include the following:
12 A. General administrative and legislative support. Includes the Mayor, City
13 Council, City Clerk, City Manager and General Government Services.
14 B. Human Resources/Civil Services/Equal Employment Officer. Typical
15 services of the Chief Examiner and Civil Service include, but are not limited
16 to, testing, certification of eligible employees for outside recruitment and
1 7 promotions, testing standards for positions in the Department, and
18 administrative hearings on discharges and reductions in rank or
19 compensation. Typical services of Human Resources include, but are not
20 limited to, conducting outside recruitments; administering employee health,
21 dental, vision, and life insurance programs; approving job descriptions,
22 minimum qualifications, administering the Public Employees Retirement
23 System contract and providing the services of the Equal Employment
24 Officer. Department shall also pay to City the actual costs of recruitment-
25 related advertising that is requested by Department.
26 C. Financial/Treasury Services. Typical financial and treasury services include,
27 but are not limited to, banking, investments, deferred compensation program,
28 Comprehensive Annual Financial Report,
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Attorney/Legal Services. 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
1. 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. The Department
shall provide the City Attorney with copies of any agreements that
engage outside counsel and ensure that such counsel keep the City
Attorney informed of their work and provide to the City Attorney
copies of any and all correspondence and documents filed in any
court on Department matters and any agreements to hire outside
counsel shall be required.
11. Support Staff. In connection with providing the foregoing services,
the City Attorney's office shall provide sufficient secretarial,
paralegal and investigator support services.
111. Data to be Furnished to the City. The following has been and shall
continue to be furnished by the Department to the City: All records
and information pertaining to legal requirements of the Department,
including any back-up materials, applicable regulations,
correspondence, preliminary drafts of agreements, if any, and any
other material pertaining to the Department necessary for the
performance of legal services.
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E. Police and Fire Safety Services. The City shall provide to Department all
safety-related services. Typical services shall include, but are not limited to,
police patrol, fire rescue and emergency response, and hazmat services.
F. Compensation. The annual costs for these support services shall be based in
part on the Full Cost Allocation Plan, compiled in accordance with Generally
Accepted Accounting Principles and also based on many of the methods of
indirect cost allocation as defined by the Federal Office of Management and
Budget's (OMB) Circular A-87. The allocated costs were calculated in part
based on the "best available data and methodology at this time." The City
and Water Department staff have agreed to continue meeting to further refine
both the data and methodology and make any adjustments needed in future
years. For FY 2011-12 the reimbursement rate for services is $3,261,400.
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14 2. RIGHT-OF-WAY RENTAL FEE. This is a fee calculated and charged on water
15 underground infrastructure in the City's right-of-way area. A standard method was
16 used to calculate the value of the public right-of-way and an inventory of the space
17 occupied was computed. From this data a rental fee was established. For FY 2011-
18 12 the fee is $592,400.
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Funds and Special Revenue Funds are not part of the Full Cost Allocation Plan and
therefore are provided to the Department on a fee-for-service basis. The services to
be provided on fee-for-service contracts include:
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A. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
$650 per month for the Employee Assistance Program. Department shall also
pay to City a flat annual fee of $2,200 for its proportionate share of the
administrative costs of the Employee Assistance Program (total of $10,000
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B. RIDESHARE COORDINATOR. Department shall pay to City a flat annual
rate of $5,200 for FY 2011-12 for the services of its Rideshare Coordinator,
who shall provide services to Department employees as required by the Air
Quality Management District (AQMD) including, but not limited to:
1. Developing, updating and implementing a Trip Reduction Plan and
complying with all other AQMD Regulation requirements, including
the provision of trip reduction incentives for Department employees;
11. Promoting the Trip Reduction Plan and rideshare activities, and
tracking and documenting employee participation;
111. Acting as a liaison with AQMD and attending all training, meetings
and workshops as required by AQMD.
C. CALL CENTER. Department shall pay for participation in the San
Bernardino Direct Call Center program herein referenced as ("SB Direct").
The SB Direct program is a central, city-wide "response-center" that is
designed to act as a "one-stop-shop" for all non-emergency requests for
information or for service and accept concerns/suggestions. The Office of the
City Manager oversees the provision of services. In connection with
providing the foregoing services, the Office of City Manager will provide an
office assistant to help in the operation of the program. The Department will
pay to the City a flat rate of $54,460 for FY 2011-12.
D. TELEPHONE SERVICES. Department shall pay for the use of City's
telephone system as follows:
1. Actual monthly telephone charges attributable to the ports
assigned to the Water Department, Water Yards, Water
Reclamation Plant and RIX Plant.
11. A proportionate share of the fixed costs of operations, debt
retirement/system hardware, and leased lines, based upon the
portion of total telephone ports assigned to the Water
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2011-263
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Department, Water Yards, Water Reclamation Plant and RIX
Plant.
111. For FY 2011-12 the estimated amount to be paid for the above
two items is $126,400.
IV. As approved in the Telephone Equipment MOD dated January
24, 2011, (Resolution No. 2011-18) the Department fully
purchased the telephone switch upgrade in the amount of
$400,000 and the City agreed upon share is $220,000 (55%)
which the City is to pay the Department $44,000 on or before
January 30, for a term of five years with the first payment due by
January 30,2012 and the final payment due by January 30,2016.
E. WORKERS' COMPENSATION ADMINISTRATION. Department shall
pay to City for the administration of its Workers' Compensation Program, its
proportionate share of the budgeted cost of administration based upon budget
payroll costs, provided that the Department provides to the City the budget
figures for payroll within a reasonable time after Department's budget is
adopted. For any year in which payroll figures are not made available to the
City in a timely fashion, the percentage shall be the same as that used for the
prior year. For fiscal year 2011-12, this shall be twenty percent (20%). In
addition, the Department shall pay the actual cost of the amount paid out on
its claims. For FY 2011-12 the estimated amount to be paid is $412,000.
F. INFORMATION TECHNOLOGY (IT).
1. Services. The City Manager's Office or IT Director shall act as a
private contractor to provide the Department IT related services
as defined in the attached agreements (Attachment "I" FY 2011-
12) incorporated herein by reference upon approval by the Board
of Water Commissioners and the City of San Bernardino.
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2011-263
11. Compensation. The agreed upon cost to provide this service is
$548,380 for FY 2011-12.
111. The Department agreed to fully purchase computer back up
equipment in the total amount of $172,868 and the agreed upon
City share is $127,038. The City shall repay the Department over
a five year period at $25,408 per year with the first payment in
January 2012 and the final payment in January 2016.
G. LEASE AGREEMENT. As approved in the lease agreement dated
September 9, 2002, (Resolution 202-287), the Department has the use of
12,886 square feet of office space located on the fifth floor of the City Hall
Building and 1030 square feet on the second floor of the City Hall Building.
The annual rental payment is$177,826. All other terms and conditions of the
September 9, 2002, lease agreement remain in full effect.
H. CITY WATER USE. The City shall comply with Department's Rule and
Regulation No. 21 regarding water use and payment. The City and
Department agree to use best efforts to reduce City water consumption,
including, but not limited to, staffing a joint conservation committee.
TERM. This Memorandum of Understanding shall terminate as of June 30, 2012,
unless terminated by either party at least thirty (30) days prior to July 1,2012.
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2 MASTER SERVICES
3 MEMORANDUM OF UNDERSTANDING
4 By and between the City of San Bernardino and the Board of Water Commissioners of the City
5 of San Bernardino for the provision of City services for Fiscal Year 2011/2012.
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IODate: l"Z --- \ - l (
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BOARD OF WATER COMMISSIONERS
;li~&rCC ~t~'
t(fL ~-
RobIll L. Ohama, Secretary
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16 Date: \ \ -~ ~- \. \
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Approved as to Form:
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ATTEST:
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o,,~ " ~ cL. ~~Jw.,~~aWu
21 James F. Penman, City Attorney ~: Rach Clark, City Clerk
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2011-263
Attachment 1
INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 2011/2012
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 2011/2012 at a contract price of $548,380.35.
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 em ail content and usage upon request.
. Department-wide upgrade to Microsoft Office 2010 including Outlook, Word, Excel and
Access.
. City-wide upgrade of main em ail software to Exchange 2010 (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 2003/2010 including spell check.)
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 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.
. Provide access to any ESRI software and software licenses provided and specified by the
City's Enterprise License Agreement (ELA) with ESRI. Provide ELA management as
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2011-263
provided by the City's ESRI ELA Memorandum of Understanding Internal Usage
Agreement.
Public Web Site
. Provide web site hosting on the City web server.
. 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.
Intranet (Internal) Web Site
. 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.)
Virtual Server Manaaement
. Provide management and monitoring of the Water Department's VMware Virtual Server
environment.
. Manage data replications services to the Water Department's Local Recovery Center when
operational.
Network
. 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 Internet mail service using the SMTP protocol.
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2011-263
. 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 Internetworking, 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.
. 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 firewallleve!.
Financials (Sunaard Public Sector)
. 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, 2003, 2008 R1 & R2 Server)
. Microsoft database (SOL Server 2000,2005,2008 R1 &R2)
. Provide assistance to Water Department personnel in installation and troubleshooting of
client applications.
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2011-263
. 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 TrackinQ
. Provide access to the Accela Permits+ system.
. 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 System (Linus)
. Provide access to County Assessor parcel information.
Utility BillinQ (US)
. 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, Acorn, 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 Cognos 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).
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2011-263
. 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 SOL 2000 database for Remittance Processing.
Miscellaneous Water Systems
Employee Training Tracking System
. 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.
. Work towards migration to Sungard Naviline applications if required.
DataOuick
. 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.
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2011-263
Client Services
. 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)
. Retum 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
on call Fridays.
. On-site after-hours support for special processing, report printing, upgrades, etc.
. Administer maintenance contracts for desktop PCs & printers, laptops, and line printers.
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2011-263
Provide support and guidance for Business Continuity / Disaster management plan.
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.
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 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 (Le. 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.
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2011-263
--Attachment A: Proposed projects / Considerations for Fiscal Year 2011/2012.
Overview:
As part of the budget process for the upcoming fiscal year, IT has compiled the following
information for the Water Department's review. These costs include the 1 st year
investment in technology for the Water Business Continuity Plan.
Item: SAN Expansion
Background: Increase the size of server storage for all Water Department virtualized
servers. Includes cost of new SAN for Local Recovery Center.
Price:
$27,000.00
Item:
Business Continuity Plan implementation (phase 2)
Background: Based upon the current disaster management plan, this second phase will
include off-site data replication of the Water Department's IBM System i.
Price:
$26,500.00
Item:
Windows Server 2008 upgrade
Background: Upgrade of Windows server software for all production environments.
Price:
$8,000.00
Item:
Backup System Replacement
Background: Existing backup hardware has reached end of life and will no longer be
supported by vendor effective 11/2011. This item is provisional upon the
City's approval of investment in a new backup system. Cost allocation is
42% based upon percentage of data backed up (City 58%, Water 42%).
Price:
$47,761.00
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