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HomeMy WebLinkAbout10- City Manager's Office c AL CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION From: Charles McNeely, City Manager Subject: Resolution authorizing execution of a Master Services Dept: City Manager's Office Memorandum of Understanding by and between the City of San Bernardino and Date: June 14, 2010 the Water Department for City-provided services for FY 2010/11. M/CC Meeting Date: July 6, 2010 Synopsis of Previous Council Action: 1997 through 2009 — Resolutions are adopted annually authorizing Master Services Memorandums of Understanding with the Water Department for the provision of City Services. Recommended Motion: Adopt resolution. Signat Contact person: Adam Raymond, Management Analyst Phone: 5122 Supporting data attached: SIR Besolution & MOU Ward: FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various City funds for services provided, as outlined in the staff report. Source: (Acct. No.) (Acct nacrrintinn) Finance: Council Notes: ,RBLoso Agenda Item No. U CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the 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 2010/2011. Background: 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 Master Services MOU, which are based on the City's cost of providing these services to the Water Department: MOU Section FY 10/11 FY 09/10 Notes Section 1. Equal Employment Officer: $57,200 $42,400 Flat rate to the General Fund Section 2. City Attorney: $200,435 $190,890 Flat rate to the General Fund Section 3. Civil Service: $87,780 $69,200 Flat rate to the General Fund Section 4. Human Resources, Finance, and City Treasurer: $192,200 $56,200 Flat rate to the General Fund Total to the Workers' Compensation Fund) $650 per month,plus $2,200 for Section 5. Employee Assistance proportionate share of program: $10,000 $10,000 administrative costs Section 6. Rideshare Coordinator: $5,200 $5,200 Flat rate to the AB 2766 Fund Reimbursement for actual costs, plus proportionate share of fixed Section 7. Telephone services: $126,400 $126,400 costs. Reimbursement for actual costs of claims, plus proportionate share of administrative costs(estimates Section 8. Workers' Compensation: $412,000 $412,000 based on previous ears). Flat rate to IT Fund for IT Section 9. Information Technology: $522,267 $539,600 Contract Services Section 10. Police and Fire Depts.: $500,000 $500,000 Flat rate to General Fund The City receives 10%of net Section 11. Water Dept. Land Sales $ - $ - revenue from each land sale ITotal $2,113,482 $1,951,890 Changes From Prior Year: The cost for services related to the City Attorney, Civil Service, Human Resources, Finance and City Treasurer have increased by approximately $178,500. The majority of the increase is related to reimbursement for payroll charges, such as broker and administrative fees related to Mercer (the City's benefits/healthcare administrator) and staff time ($105,000). For the current year, reimbursement for treasury, investment, and banking services provided by the City 1 Treasurer were added ($40,500). Other costs increases are related to the increase of Civil Service's percentage of time spent providing services to the Water Department ($18,600) and increases for personnel costs in Human Resources and the City Attorneys Office ($14,400). The cost for Information Technology Services (See Attachment "l") has decreased to $539,600 from $522,267. The reductions are related to decrease in staff time and services available to be provided to the Water Department pursuant to the City's 10% employee givebacks. As such, the reduction of$17,333 will not have an impact on the General Fund or IT Fund. Financial Impact: Anticipated reimbursement amounts from the Water Department Master Services Memorandum of Understanding will be included in the FY 2010/11 preliminary and adopted budgets, as follows: Budget by Fund FY 10/11 FY 09/10 General Fund 001 : $1,037,615 $858,690 IT Fund 679 : $522,267 $539,600 AB 2766 Fund 111 : $5,200 $5,200 Telephone Support Fund (630 : $126,400 $126,400 Worker's Comp,Fund 678 : $422,000 $422,000 Total 1 $2113,482 1 $1951,890 Recommendation: Adopt resolution. 2 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER 3 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER 4 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR 2010/2011. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 6 CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 WHEREAS, The City of San Bernardino ("City") provides certain services to the 9 Water Department("Department') for which the Department compensates the City; and 10 WHEREAS, it is the desire of the City and the Water Department to enter into a 11 Memorandum of Understanding to memorialize these services; 12 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of 13 the City of San Bernardino that the Master Services Memorandum of Understanding between 14 15 the City and the Water Department setting forth the services that are to be provided by the City 16 to the Water Department and the compensation to be paid therefore, a copy of which is attached 17 hereto and incorporated herein as Exhibit"A", is hereby adopted. 18 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized 19 and directed to execute on behalf of said City the Master Services Memorandum of 20 Understanding. 21 SECTION 2. That the implementation date of the Agreement is July 1, 2010; 22 23 therefore, any action taken between July 1, 2010 and the date that this Resolution is adopted is 24 hereby ratified. 25 SECTION 3. The authorization granted hereunder shall expire and be void and of no 26 further effect if the agreement is not executed and returned to the Office of the City Clerk 27 within ninety(90) days following the effective date of this resolution. 28 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER 2 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR 3 2010/2011. 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 5 and Common Council of the City of San Bernardino at a meeting thereof, held 6 on the day of 20010, by the following vote,to wit: 7 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 MARQUEZ 10 DESJARDINS 11 BRINKER 12 SHORETT 13 KELLEY 14 15 JOHNSON 16 MCCAMMACK 17 18 Rachel G. Clark, City Clerk 19 The foregoing resolution is hereby approved this day of 20 2010. 21 22 Patrick J. Morris, Mayor 23 City of San Bernardino 24 Approved as to Form: 25 2s �1? , 27 James F. Penman, City Attorney 28 Exhibit "A" 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. 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$57,200. 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 famished 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- Exhibit "A" 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. Cmuensation. 4 (1) Attorney 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 Bemardino Water Department at a 11 flat annual rate of$200,435. 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$87,780. 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, FINANCE, AND CITY TREASURER, Department 18 shall pay to City for the services of its Human Resources, Finance, and City Treasurer 19 departments an annual flat fee of$192,200. Typical services shall include, but not be limited 20 to, conducting outside recruitments; administering employee health, dental, vision, and life 21 insurance programs; approving job descriptions, minimum qualifications, administering the 22 Public Employees Retirement System contract; treasury , investment, and banking functions. 23 Department shall also pay to City the actual costs of recruitment-related advertising that is 24 requested by Department. 25 5. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the 26 $650 per month for the Employee Assistance Program. Department shall also pay to City a flat 27 annual fee of $2,200 for its proportionate share of the administrative costs of the Employee 28 Assistance Program (total of$10,000). -2- Exhibit "A" 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 2010/2011, 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 -3- Exhibit "A" 1 (Attachment "1") incorporated herein by reference upon approval by the Board of Water 2 Commissioners and the City of San Bernardino. 3 B. Compensation. The agreed upon cost to provide this service is a flat fee of 4 $522,267. 5 10. POLICE 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 11. WATER DEPARTMENT LAND SALES. Department shall pay to City 10% 9 (ten percent) of the net revenue from each land sale. 10 12. TERMS. This Memorandum of Understanding shall terminate as of June 30, 11 2011, unless terminated by either party at least thirty(30) days prior to July 1,2011. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -4- Exhibit "A" 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 2010/2011. 5 6 7 BOARD OF WATER COMMISSIONERS 8 9 Date: Toni Ca] icott,President 10 11 Robin L. Ohama, Secretary 12 13 CITY OF SAN BERNARDINO 14 15 Date: Charles E. McNeely, City Manager 16 17 18 Approved as to Form: ATTEST: 19 20 James F. Penman, City Attorney Rachel Clark, City Clerk 21 22 23 24 25 26 27 28 -5- 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. 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$57,200. 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. Cmnensation. 4 (1) Attorney 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$200,435. 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$87,780. 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, FINANCE, AND CITY TREASURER. Department 18 shall pay to City for the services of its Human Resources, Finance, and City Treasurer 19 departments an annual flat fee of$192,200. Typical services shall include, but not be limited 20 to, conducting outside recruitments; administering employee health, dental, vision, and life 21 insurance programs; approving job descriptions, minimum qualifications, administering the 22 Public Employees Retirement System contract; treasury , investment, and banking functions. 23 Department shall also pay to City the actual costs of recruitment-related advertising that is 24 requested by Department. 25 5. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the 26 $650 per month for the Employee Assistance Program. Department shall also pay to City a flat 27 annual fee of $2,200 for its proportionate share of the administrative costs of the Employee 28 Assistance Program (total of$10,000). -2- 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 2010/2011, this shall be twenty percent (20%). hi 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 -3- 1 (Attachment "1") incorporated herein by reference upon approval by the Board of Water 2 Commissioners and the City of San Bernardino. 3 B. Compensation. The agreed upon cost to provide this service is a flat fee of 4 $522,267. 5 10. POLICE 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 11. WATER DEPARTMENT LAND SALES. Department shall pay to City 10% 9 (ten percent) of the net revenue from each land sale. 10 12. TERMS. This Memorandum of Understanding shall terminate as of June 30, 11 2011, unless terminated by either party at least thirty(30) days prior to July 1, 2011. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 -4- 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 2010/2011. 5 6 7 BOARD OF WATER COMMISSIONERS 8 9 Date: Toni Callicott, President 10 11 12 Robin L. Ohama, Secretary 13 14 CITY OF SAN BERNARDINO 15 Date: 16 Charles E. McNeely, City Manager 17 18 Approved as to Form: ATTEST: 19 ^ ,• 20 James F. Penman, Uity orney Rachel Clark, City Clerk 21 / y 2ti- C-�A- .n 22 �J 23 24 25 26 27 28 -5- Attachment 1 INFORMATION TECHNOLOGY CONTRACT SERVICES FISCAL 201012011 This document details the services Information Technology proposes to provide to the Water Department during fiscal 201012011 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, Exceland Access. • City-wide upgrade of main email software to Exchange 2007 (or 2010). (This upgrade will provide larger mailboxes, improved system response, improved security, and Apple Phone 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 t 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 Management • 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. 2 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(Sungard 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 Imaging 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) 3 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 Oplispool/Optiview applications. Permit Tracking • 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 Billing (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,Acorn, ITRAN (Remittance Processor), Cognos QREP) • Act as technical liaison with operating system vendor(IBM), utility billing software vendors (SPS, Itron,Acorn, 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, Acorn, 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 Cognos Impromptu (QREP)training to report writing staff. • Create and/or assist users in creating reports using Cognos Impromptu (QREP). 4 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. 5 Attachment 1 Operations • Perform daily backups(Monday—Friday) of Sungard application data,Athena (Laserfiche), Triton (HR/Remittance), WUServer, and office automation servers. • Perform weekly, monthly, and year-end full system backups of Sungard, Athena (Laserfiche), Triton (HR/Remittance), 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 • 46 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. 6 Attachment 1 Other • 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(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 internal needs.