HomeMy WebLinkAbout05.I- Information Technology RESOLUTION (ID# 2520) DOC ID: 2520
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jason Suarez M/CC Meeting Date: 06/17/2013
Prepared by: Jason Suarez, (909) 384-5947
Dept: Information Technology Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Issuance of Annual Purchase Orders for the City's 800 Mhz Rack and Circuit Rental, Police and
Fire Dispatch Console Maintenance, Citywide 800 Mhz Backbone Maintenance, Citywide 800
Mhz Time and Materials Maintenance, Police and Fire Mdc User Fees, and Citywide 800Mhz
Radio Maintenance from the County of San Bernardino's 800 Mhz Group. (#2520)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $75,048
Account No. 679-250-5171*0062
Account Description: Rentals
Balance as of 7/1/2013: $75,048
Balance after approval of this item: $0
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Account Budgeted Amount: $459,542
Account No. 679-250-5172*0062
Account Description: Equipment Maintenance
Balance as of 7/1/2013: $428,773
Balance after approval of this item: $155,241
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Account Budgeted Amount: $279,690
Account No. 679-250-5502*0062
Account Description: Services
Balance as of 7/1/2013: $279,690
Balance after approval of this item: $81,690
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Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed. Approval is subject to
restrictions and limitations per the City's financial restructuring plans.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
September 4, 2012 - Resolution 2012-232 authorized the Award of Annual Purchase Orders for
the City's 800 MHz Voice/Data Backbone, MDC Maintenance, Dispatch Console Maintenance,
and User Equipment Maintenance with the County of San Bernardino's 800 MHz Group.
September 29, 2011 -Resolution 2011-267 approved the annual renewal of a maintenance
Updated: 6/12/2013 by Shauna Britton W-
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contract with the County of San Bernardino's 800 MHz Group (a government agency) for the
City's 800 MHz voice system backbone, 800 MHz data system backbone and user radio
equipment.
July 6, 1998 -Resolution 1998-188 approved service agreement with the County of San
Bernardino's 800 MHz Group (a government agency) for the City's 800 MHz voice system
backbone, 800 MHz data system backbone and user radio equipment.
Background:
The City of San Bernardino operates 800 MHz radio equipment(mobile,portable and base
station) and mobile data computers (MDCs) on an 800 MHz data system. Since the City desires
to have radio interoperability with surrounding cities and county agencies, a portion of our radio
equipment is located at the County of San Bernardino's 800 MHz Group headquarters in Rialto,
California.
The County of San Bernardino's 800 MHz Group operates a 24 hour-a-day full service radio
maintenance facility. Using the County 800 MHz Group is a cost-effective way to maintain our
valuable radio equipment and guarantee interagency communications. The City has used the
County 800 MHz Group in this capacity since 1994. During 2008,the County ran an audit of
radio and MDC services, which has increased over the past several years due to the growth of
radio and MDC usage by the Police, Public Services,Animal Control, and Code Enforcement
Departments.
The services provided by the County include:
Rack Space/Circuit Rental
800 MHz Radio Backbone Maintenance
800 MHz Mobile/Portable Radio Maintenance
Mobile Data Computer Maintenance
Dispatch Console Maintenance
As building patrol cars is a unique process that is not available from other vendors in this area,
the County 800 MHz Group also provides the following services to the City of San Bernardino
on a time-and-materials basis, to help insure the economic maintenance of our electronic public
safety communications and safety equipment:
800 MHz Radio Time-and-Materials Repair
"Build" and"Strip" Services for public safety vehicles
"Build" and"Strip" Services for non-public safety vehicles
These services are provided through an annual contract(Resolution# 1998-188). This
Agreement shall remain in effect until the City or the County terminates the Agreement by
giving thirty 30 days written notice to the other.
Rack&Circuit 800 MDC WAN Circuit 1 @ $ 325.00 per mo. $
3,900.00
Rentals 800 WAN Fee 1 @ $2240.00 per mo. $26,880.00
Updated: 6/12/2013 by Shauna Britton
Packet ,,
2520
800 MHz Ckt Contract I @ $1734.00 per mo.
$20,808.00
800 MHz Full Rack Spc. I @ $1600.00 per mo. $19,200.00
Pager charges 13 @ 9.00 per mo. $ 1,404.00
CPU for IMS .496 @ 243.86 per mo. $ 1,452.00
CPU for Shadow Direct .48 @ 243.86 per mo. $ 1,404.00
ACCT: 679-250-0062*5171 $75,048.00
Radio Maintenance ACCT: 679-250-0062*5172 1687 @ $8 ea. per mo. $161,952.00
($96 ea. per year)
Dispatch Consoles ACCT: 679-250-0062*5172 8 @ $355 ea. per mo. $ 34,080.00
($4,260 ea. per year)
Radio Backbone ACCT: 679-250-0062*5172 $2458.33 per mo. $ 29,500.00
800 MHz radio ACCT: 679-250-0062*5172 1 @ $48,000 $
48,000.00
T&M repair ------------
ACCT: 679-250-0062*5172 $273,532.00
_ MDCs Fire MDC user fees 32 @ 1200 ea. $ 38,400.00
Police EVDO MDC fees 125 @ 1200 ea. $150,000.00
Handheld EVDO fees 8 @ 1200 ea. $ 9,600.00
ACCT: 679-250-0062*5502 $198,000.00
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Total $546,580.00
$546.580 of these costs are included in the IT FY 13/14 budget. Chargebacks are calculated for
Police, Fire, and all other departments with radios.
City Attorney Review:
Supporting Documents:
reso 2520 (PDF)
isdratesheet (PDF)
Updated: 6/12/2013 by Shauna Britton
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EA
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE ISSUANCE OF ANNUAL PURCHASE
3 ORDERS FOR THE CITY'S 800 MHZ RACK AND CIRCUIT RENTAL, POLICE
4 AND FIRE DISPATCH CONSOLE MAINTENANCE, CITYWIDE 800 MHZ
BACKBONE MAINTENANCE, CITYWIDE 800 MHZ TIME AND MATERIALS
5 MAINTENANCE, POLICE AND FIRE MDC USER FEES,AND CITYWIDE 80OMHZ
RADIO MAINTENANCE FROM THE COUNTY OF SAN BERNARDINO'S 800 MHZ
6 GROUP.
7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
8 CITY OF SAN BERNARDINO AS FOLLOWS:
9 SECTION 1. The Mayor and Common Council hereby approves and authorizes the
10 Director of Finance or his designee to issue an annual purchase order to the County of San in
11 Bernardino in the amount of$75,048.00 for the Citywide 800 MHz rack and circuit rentals. °
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The purchase order shall reference this Resolution and shall incorporate the terms and N
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14 conditions of the existing maintenance contract (Resolution #1998-188), which is on file in c
15 the City Clerk's Office. The purchase order shall read, "Annual FY 2013/2014 contract N
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16 (Resolution #1998-188) for Citywide 800 MHz rack and circuit rentals. Not to exceed N
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$75,048.00."
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SECTION 2. The Mayor and Common Council hereby approves and authorizes the
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20 Director of Finance or his designee to issue an annual purchase order to the County of San
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Bernardino in the amount of $34,080.00 for Police and Fire dispatch radio console a
22 maintenance. The purchase order shall reference this Resolution and shall incorporate the
23 terms and conditions of the existing maintenance contract (Resolution #1998-188), which is
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on file in the City Clerk's Office. The purchase order shall read, "Annual FY 2013/2014
25
26 contract (Resolution 41998-188) for Police and Fire dispatch radio console maintenance. Not
27 to exceed $34,080.00."
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I SECTION 3. The Mayor and Common Council hereby approves and authorizes the
2 Director of Finance or his designee to issue an annual purchase order to the County of San
3 Bernardino in the amount of$29,500.00 for Citywide 800 MHz backbone maintenance. The
4 purchase order shall reference this Resolution and shall incorporate the terms and conditions
5
of the existing maintenance contract (Resolution #1998-188), which is on file in the City
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7 Clerk's Office. The purchase order shall read, "Annual FY 2013/2014 contract (Resolution
8 #1998-188) for Citywide 800 MHz backbone maintenance.Not to exceed$29,500.00."
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9 SECTION 4. The Mayor and Common Council hereby approves and authorizes the
10 Director of Finance or his designee to issue an annual purchase order to the County of San n
11 Bernardino in the amount of $48,000.00 for Citywide 800 MHz time and materials
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maintenance. The purchase order shall reference this Resolution and shall incorporate the N
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14 terms and conditions of the existing maintenance contract (Resolution #1998-188), which is
15 on file in the City Clerk's Office. The purchase order shall read, "Annual FY 2013/2014 N
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16 contract (Resolution #1998-188) for Citywide 800 MHz time and materials maintenance. Not o
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17 to exceed$48,000.00." N 0
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SECTION 5. The Mayor and Common Council hereby approves and authorizes the
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Director of Finance or his designee to issue an annual purchase order to the County of San
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21 Bernardino in the amount of$198,000.00 for Police and Fire MDC user fees. The purchase Q
22 order shall reference this Resolution and shall incorporate the terms and conditions of the
23 existing maintenance contract (Resolution #1998-188), which is on file in the City Clerk's
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Office. The purchase order shall read, "Annual FY 2013/2014 contract (Resolution #1998-
25
26 188) for Police and Fire MDC user fees. Not to exceed$198,000.00."
27 SECTION 6. The Mayor and Common Council hereby approves and authorizes the
28 Director of Finance or his designee to issue an annual purchase order to the County of San
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1 Bernardino in the amount of $161,952.00 for Citywide 800 MHz radio maintenance. The
2 purchase order shall reference this Resolution and shall incorporate the terms and conditions
3 of the existing maintenance contract (Resolution #1998-188), which is on file in the City
4 Clerk's Office. The purchase order shall read, "Annual FY 2013/2014 contract (Resolution
5
#1998-188)for Citywide 800 MHz radio maintenance.Not to exceed$161,952.00."
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SECTION 7. The authorization to issue the above-referenced purchase orders is
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8 rescinded if not issued within sixty(60) days of the passage of this Resolution.
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5.1.a
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE ISSUANCE OF ANNUAL PURCHASE
2 ORDERS FOR THE CITY'S 800 MHZ RACK AND CIRCUIT RENTAL, POLICE
AND FIRE DISPATCH CONSOLE MAINTENANCE, CITYWIDE 800 MHZ
3 BACKBONE MAINTENANCE, CITYWIDE 800 MHZ TIME AND MATERIALS
4 MAINTENANCE, POLICE AND FIRE MDC USER FEES,AND CITYWIDE 80OMHZ
RADIO MAINTENANCE FROM THE COUNTY OF SAN BERNARDINO'S 800 MHZ
5 GROUP.
6 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
7 and Common Council of the City of San Bernardino at a meeting
8 thereof,held on the day of , 2013,by the following vote,to wit:
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10 Council Members: AYES NAYS ABSTAIN ABSENT
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12 JENKINS >°
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13 VALDIVIA
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Georgeann Hanna, City Clerk a
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22 The foregoing resolution is hereby approved this day of ,2013.
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24 Patrick J. Morris,Mayor
City of San Bernardino
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26 Approved as to form:
JAMES F. PENMAN, City Attorney
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By'
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2012-13 Proposed Information Services Rates
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Computer Operations 2410 internal service fund IAJ
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The Computer Operations rates fund the management, operations and systems support of the
enterprise server; infrastructure costs for server management services for 543 physical and
209 virtual servers located in the data center, security and virus protection, data storage and
recovery, e-mail, wide area network (WAN), help desk, and document management and
imaging services. The remaining 2410 rates consist of Enterprise Printing and Payroll System
Services. For 2012-13, the overall 2410 related revenue will be reduced by $1.8 million which
will result in a $1.1 million net county cost savings.
The Information Services Department (ISD) also has rates for the following: Microfilm
services, Systems Support services, Virtual Private Network (VPN), local area network (LAN)
hourly services, Wireless Device and Enterprise SharePoint rates that are not included in the
2410 rate. These rates are being adjusted based on the allocation of staffing costs to correct
services for full cost recovery. The overall revenue increase resulting from these rate
adjustments is $1.0 million, which will be funded within existing departmental budget sources. U
In addition, a new rate for Business Systems Support has been recommended to assist
customers with aligning technology to their core business functions. All other Computer U)
Operations service rates will remain the same. o
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Telecommunication Services (internal service fund IAM)
The Telecommunication Services rates fund the County's communications network, which >
includes design, operation, maintenance and administration of the telecommunications phone =
network, the microwave transport network, and the public safety radio and paging systems. In
2012-13, the Dial Tone rate will decrease by approximately 10% and the Radio Maintenance
rate will decrease approximately 14% due to programmatic changes, resulting in a net
revenue reduction of approximately $4.0 million ($533,000 net county cost savings). All other N
Telecommunication Services rates will remain the same. N
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Application Development (general fund) s
The Application Development labor rate funds the programming services provided to County
departments for the development, enhancement and maintenance of business solutions on a
variety of hardware and software platforms. In 2012-13, this rate will increase from $99.34 to
$100.03 to reflect the actual cost of doing business. In addition, an estimated $1.6 million in
additional discretionary general funding (net county cost) is needed to sufficiently maintain
and support current county systems and applications.
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Geographic Information Systems (general fund) Q
The Geographic Information Systems (GIS) rates fund various services such as street network
subscriptions, aerial imagery updates, and parcel and tract map generation. These rates will
remain the same in 2012-13.
The 2012-13 proposed Information Services rates and estimated impacts are outlined on the
following three pages.
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2012-13 Proposed Information Services Rates
The 2012-13 proposed Information Services rates are listed on the following two pages and
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will result in departmental, external, and net county cost impacts as shown below:
2011-12 2012-13 External Estimated User Department/Net
Service Revenue* Revenue* Change* Revenue Impact County Cost Impact
($129,000) Human Services
($180,000) Behavioral Health
($114,000) Public Health
($258,000) Aud-Con/Treas/TaxCol
($19,000) All other departments
Computer Ops-2410 $24.0 $22.2 ($1.8) - ($1,100,000) Net county cost
$109,000 Arrwhead Reg Med Ctr
$172,000 Behavioral Health
$100,000 Econ&Comm Dvlp
$136,000 Sheriff-Coroner
$165,000 All other departments
Computer Ops—all others $2.1 $3.1 $1.0 $318,000 Net county cost _
($138,000) Human Services to
($134,000) Arrwhead Reg Med Ctr v
($273,000) All other departments
($631,000) Consolidated Courts to
($291,000) Special Districts
($533,000) Net county cost
Telecommunication Svcs $17.0 1 $13.0 $4.0 $2,000,000 External customers 0
Application Development $7.7 $7.7 $0 - Rate increase$0.69/hr
Total $50.8 $46.0 ($4.8) ($2,000,000) ($2,800,000)
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*In millions >
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2012-13 Proposed Information Services Rates
Types of Services: 2011-12 2012-13 Charge Measurement
Information Systems Services:
Cpu Usage( Batch, Teleprocessing, Shadow, Db2) $ 177.54 $ 243.86 per cpu hr
IT Infrastructure Charge: Includes basic standard services for
data storage, server mgt, intregrated document mgt, exchange &
email, Help Desk, Security, Windows active &domain services
and WAN connectivity. $ 88.00 $ 89.59 per email/month
Anti-Virus Protection Services Direct Direct per workstation or Hourly
Mail Synchronous Services Direct Direct By Quote, Direct Charge
FileNet IDM User Software License &Support Direct Direct Direct Charge
Data Entry(outsourced keypunch services) Direct Direct Direct Charge
Enterprise Printing $ 0.084 $ 0.160 Per print impression
Payroll System Services (EMACS) $ 2.35 $ 2.42 Per payroll warrant
Microfilm Services $ 32 $ 73.45 /hr+materials
System Support, Infrastructure and WAN Hourly Services $ 79 $ 119.25 /hr or FTE by quote
Applications Development &Support Services $ 99.34 $ 100.03 /hr v
(Also includes: Internet &CAD)
Local Area Network Hourly Services(AST &ASA) $ 65 $ 112.54 /hr
Project Management Services By Quote By Quote per project (cost plus)
Tape Charges -3490 $ 31 $ 31 /tape +CPU time
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Tape Charges 9840 $ 56 $ 56 /tape +CPU time ❑
Juvenile Network (JNET) $ 25 $ 25 /seat/mo v CD
Virtual Private Network (VPN) (remote dial in) $ 15.00 $ 15.00 /mo .O
VPN One Time Setup (remote dial in) $ 175.00 $ 175.00 /setup/install/training >
Internet Connection charge(one-time) N/C N/C /one-time N
Gateway Network $ 8 $ 8 /per network user �
Wireless Device Infrastructure Charge $ 17.20 $ 20.66 /per unit/mo c
Enterprise SharePoint Sites $ 173.00 $ 115.98 /per 10 GB allotment/month c
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Street Network Subscription $ 10,500.00 $ 10,500.00 /per subscription/year
Business Systems Support NEW N/A $ 102.47 /per hour
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Communication Labor Services: y
Technical Services(telephone, data, microwave, cabling, $ 77.95 $ 77.95 /hr+ materials/or fixed quote
repair, network, and other specialized services as provided.) NEW N/A $ 116.85 After hours, holiday N
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weekends
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Circuits/Network:
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Fractional, Full T1 Circuits or higher bandwidth Direct Direct By Quote +-
Private telephone company circuits Direct Direct Paid by department y
Rack Space Lease (non-contract customer) $ 4,226.50 $ 4,226.50 /annual per rack E
Telephone: L>
Basic Telephone Dial Tone Service -single line $ 30.00 $ 26.71 /phone/mo +long dist chrgs Q
and does not include charges for long distance
TSS Consulting Services N/C N/C Included in Dial Tone
Software Changes(1/4 hour minimum charge) N/C N/C Included in Dial Tone
Message Center Greeting (in selected situations) N/C N/C Included in Dial Tone
Call Waiting N/C N/C Included in Dial Tone
Call Forwarding N/C N/C Included in Dial Tone
Local toll charges (Telco cost of calls off county's network) N/C N/C Included in Dial Tone
Automated Attendant Set Up $ 77.95 $ 77.95 /hr+materials
Voice Mail $ 5.30 $ 5.30 /mo/mailbox
Voice Forms $ 75.00 $ 75.00 /hr+materials
800 Number Service $ 10.00 $ 10.00 /mo/nbr +usage
Long Distance Direct Direct Direct charge
Private telephone company monthly phone services Direct Direct Paid by department
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5.I.b
2012-13 Proposed Information Services Rates
Types of Services: 2011-12 2012-13 Charge Measurement
Radio Services:
Radio Access Telephone $ 44.00 $ 44.00 /mo/ea
Interconnect Radio Maint $ 5.50 $ 5.50 /mo/ea
Mobile Data Terminal Access $ 8.00 $ 6.90 /mo/ea
9100-10/11 see below see below /mo/ea
19.2 see below see below /mo/ea
Option 1 (RD Lap Access) $ 50.00 $ 50.00 /mo/ea
Option 2(EVDO Access) $ 100.00 $ 100.00 /mo/ea
Option 3(RD Lap and EVDO Access) $ 107.00 $ 107.00 /mo/ea
Labor Services-regular working hrs $ 77.95 $ 77.95 /hr+materials
Dispatch Console Maintenance $ 355.00 $ 355.00 /mo/unit
Backbone Maintenance By Quote By Quote per project(cost plus)
800 MHZ Paging System Cn
'Alpha/Numeric Paging Access(no pager) $ 9.00 $ 9.00 /mo/ea v
'Customer provides text entry terminal
WAN Expansion:
One-time connection charges to pay for equipment R
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Primary WAN sites:
Lan expansion charge 2
$ 4,000 $ 4,000 per connection 0
WAN Access $ 324 $ 324 N
`Secondary WAN sites:
0
Connection fee at primary site $ 1,000 $ 1,000 per connection 00
C LAN router expansion fee $ 3,000 $ 3,000 per connection 0
*Customer responsible for all costs related to circuit installation,ongoing circuit charges and office cabling. N
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Material and Parts: d
Telephone/radio related equipment prices(one time charge at current vendor cost plus 15%markup)
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FTE Support Services: Services provided during normal county business hours at Direct cost
Overhead covers employee general admin support,onsite supervision,training,workstation equip,and specialized tools. N
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