HomeMy WebLinkAbout29- City Attorney CITY OF SAN BERNARDINO - REQUEST JFf)R COUNCIL ACTION
From: James F. Penman, City Attorney Subject: Resolution re: automation of
Dept: City Attorney
City Attorney' s office
Date: March 27, 1995
Synopsis of Previous Council action:
6/24/94 - Adopted FY94-95 Budget, including funds for computer equipment for
City Attorney's office.
Recommended motion:
Approve Resolution
Dire•:t Finance Director to transfer $29 ,097 .33 from Litigation Expense Account
#051-5177 to the appropriate City Attorney accounts for payment authorized by
the above resolution.
Signature
Contact person: Diane C. Roth Phone: 5355
Supporting data attached: Ward:
1
FUNDING REQUIREMENTS: Amount: $89 ,097
Source: ACCT. NO.) 051-5702-$60 ,000 ; 051-5177-$29 ,097
(ACCT. DESCRIPT ION)Computer Equipment ; Litigation
/Exppnses
Finance:
Council Notes:
75.0262 Agenda Item No. CeZ
Y Ur bAN WERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
In the 1994-95 FY Budget, pursuant to a recommendation of the
Harvey Rose management audit to automate the City Attorney' s
Office, the Council appropriated $60, 000 for computer equipment.
In March, 1994, this office sent out 20 requests for proposals
to local firms based upon specifications proposed by NBI for the
office automation plan. We received in return several proposals
for automation which would meet our needs, as described in the
Harvey Rose Audit. However, it soon became apparent that con-
sulting, hardware, software and training would greatly exceed the
amount budgeted. (For example, in May, 1994, based upon the NBI
plan, Professional Computing Consultants, Inc . (PCCI ) proposed a
system which would have cost $93, 577 . 09 for hardware and set-up
alone, without software or training. )
Since that time, we have worked with other consultants and
investigated extensively what is being done in similar law firms,
in order to pare down our automation plan and put together a system
that would accomplish all of the necessary tasks for a minimum
expense. We recently began working with a small, local consulting
firm, Arrowhead Associates, which has helped to automate many of
the law offices in San Bernardino.
Attached is Arrowhead' s proposal. It is based upon current
pricing, and was the result of peeling many layers off of their
original proposal in order to get the equipment cost under the
$60, 000 which was appropriated.
EQUIPMENT:
Arrowhead Associates solicited bids on the hardware and on
cabling, obtained prices on the software and training we require,
and estimated their cost for consultation, installation, oversight
and testing. (We have not yet entered into any agreement with
Arrowhead Consulting, nor have we paid them or agreed to pay them. )
A copy of the summary of bids is attached, and the bid totals were:
Hardware (four bids solicited) :
Computer Nook
( San Bernardino) $52,560*
DataFlex
(Anaheim) 59 , 861
Lomac
(Victorville) 59, 838
Professional Computing Consultants (PCCI )
( San Bernardino) no bid
75-0264
We recommend purchasing the hardware from Computer Nook. Their
bid was significantly lower, they are located in San Bernardino,
and our experience with their service on our current equipment has
been outstanding (our longest "down time" in the seven years they
have serviced our equipment has been two hours, and their response
time is consistently less than 30 minutes) . Computer Nook' s bid
includes one-year of on-site maintenance, and 2-year manufacturers'
warranties on the equipment.
Cabling (parts & labor) (3 bids solicited, 2 responded) :
CableLan
(E1 Toro based, uses local installers) $ 3, 889
Lomac (Victorville) 3, 660*
EQUIPMENT TOTAL (Based upon low bids) $ 56, 220
SOFTWARE:
Software, as specified in bid summary $ 16,702.33
PROFESSIONAL SERVICES AND TRAINING:
In addition to equipment and software, we would require pro-
fessional services estimated as follows:
Consulting, Installation & Oversight:
Consulting, set-up, installation and oversight
would be provided by Arrowhead Associates, on
an hourly basis, and is estimated at: $ 9, 775
Training: not to exceed: $ 6,400
TOTAL AUTOMATION BID: $ 89,097.33
DEFERRED AND ELIMINATED COSTS:
We have pared down the original proposal several times, and
are submitting what we believe is a bare bones system to meet our
requirements. To do so we have eliminated and/or deferred the
following elements which we feel are necessary, but not affordable
at this time:
CD-ROM research capabilities in the law library: Although, as
the auditors stated, CD-ROM library capabilities offer
significant advantages over our current research tools and
techniques, we believe that we can defer the purchase of this
equipment and the costly CD-ROM research itself by subscribing
2
to flat-rate on-line research. This will give us many of the
advantages of CD-ROM research, but can be accomplished within
our existing library budget with the new computer hardware.
( Savings: $3000 - 3500 for equipment plus approx. $20,000 for
CD-ROM library. )
Library Workstation: By eliminating the CD-ROM capability for
the present time, we have also been able to eliminate the need
for a computer terminal in our law library. (Savings: $1, 853)
New, faster printers: Instead of replacing all of our current
printers at this time, we propose one new high-speed printer
which will be centrally located in the office. We will
continue to use our current printers, which although slow and
outdated, may have some remaining useful life, to print
drafts, short letters and non-rush documents. Having the
high-speed printer available to do long and/or rush jobs will
not only improve efficiency, it will also prolong the lives of
the existing printers due to a decrease in their use. Our
long range plan is to replace these printers gradually over
the next few years.
SOURCE OF FUNDS:
$60,000 was budgeted and funded for FY 94-95 for computer
equipment. The remaining $29,097.33 will come from the litigation
expenses budget.
We anticipate that automation will result in litigation cost-
savings as it will enable us to, for example: receive and use
computer disks immediately from court reporters without the time
and expense of waiting for transcripts; file electronically in some
courts, saving us the time and cost of attorney services; access
court records in all of the courts of Southern California, saving
us the cost of attorney services to research court files; directly
obtain corporate filings and other information from the Secretary
of State for which we now pay a fee; produce graphic court exhibits
for which we now pay fees to graphic artists; obtain State and
Federal cases within an hour of the issuance of an opinion, rather
than weeks later when they are published ( and rather than hearing
about them for the first time in court from judges or attorneys on
the other side who have on-line research) .
In addition, a considerable amount of anticipated litigation
expense (more than the amount proposed to be transferred) will be
saved this year due to the early resolution of several cases which
we had estimated to be very costly, including among others:
Stubblefield (retrial ) -- won on appeal
Peer -- won on summary judgment (anticipated trial in current
fiscal year, including several expert witnesses)
3
Wheaton -- dismissed
DeVries v. City and County -- won at arbitration prior to
trial (County went to trial in 9/94, verdict for plaintiff )
Johnson -- dismissed
SUMMARY OF RECOMMENDED ACTIONS:
The total costs for automation are summarized as follows:
Computer equipment
Hardware $52, 560
Cabling 3, 660
Subtotal $56, 220
Software 16, 702.33
Professional services
Consulting 9, 775
Training 6, 400
Subtotal 16, 175.33
Total $89, 097.33
Therefore, we recommend the following actions:
1. Approve payment to Arrowhead Associates in an amount not
to exceed $9,775 for consultation, installation, oversight and
testing of an automation system.
2. Approve the purchase of automation hardware from Computer
Nook in the amount of $52, 560.
3. Approve an payment to Lomac, the lowest bidder, in the
amount of $3, 660 for cabling.
4. Approve the purchase of software in the amount of
$16, 702.33.
5. Approve staff training to be provided by Woodbridge &
Associates in an amount not to exceed $6,400.
6. Direct the Finance director to transfer $29,097.33 from
the litigation expenses account (051-5177) to the appropriate City
Attorney accounts for payment as authorized above.
4
ARROWHEAD ASSO _ATES L puter Systems Engineering& Management
2094 West Redlands Blvd.,Suite K•123, Redlands, CA 92373.6267 Office(909)882-0329 • Fax(909)920-0209
February 21, 1995
Ms. Diane Catran Roth
City of San Bernardino
Office of the City Attorney
300 North D St.
San Bernardino, CA 92418
Ms. Roth:
After our initial meetings, Arrowhead Associates created a bid profile and presented a copy to
your office. We submitted the bid profile to several area vendors. Only three vendors responded in a
timely fashion. Copies of the responses are attached. Among those not responding to our request for
equipment bids was the San Bernardino firm PCCL Three reputable, licensed cable installation
companies were invited to bid and two responded. Copies of the responses are attached. Upon
receipt of the bids, Arrowhead Associates consolidated them into a spreadsheet style document and
met again with representatives of the San Bernardino City Attorney's office. Modifications to the
original specifications were discussed and the attached documents represent those changes.
Please review the information provided and advise if further changes are required before we
approach the vendors to determine if they are willing to alter their bids to suit your requirements at
the stated costs. Thank you for your patience during the data gathering stage of this project.
I
Mike Ball
for Arrowhead Associates
Arrowhead Associates
Executive Summary
Arrowhead Associates is a professional service provider organization. The business
focus is in providing service, planning and management for enterprise wide micro
computer systems. Arrowhead Associates specializes in local and wide area
networks.
We have the most experienced support staff in the area -- averaging more than ten
years in the computer field. Our network skills include Novell, Unix, Windows and
OS/2. We provide hardware support for IBM, Compaq, Hewlett Packard, Epson,
and IBM compatible clones.
Arrowhead Associates is employed by the client. As such, the group.is the client's
servant, or advocate, serving the client's interests -- not the interests of any singular
vendor.
Arrowhead Associates does not sell computer hardware or software.. Purchases are
between the client and the vendor. The choice of vendor can be that of the client or
one selected by Arrowhead Associates. Arrowhead Associates receives no
compensation from vendors for client purchases other than payment from the client
for the time involved in assisting in the purchase.
For the smaller enterprise, Arrowhead Associates is a part time 'MS department"
available when needed.
For the large organization MIS department, Arrowhead Associates is a resource of
skilled expertise for the difficult problems or projects. We are a source for part time
staffing on a short term or long term basis. The MIS manager will find using
Arrowhead Associates is a good budget control solution.
Arrowhead Associates can provide solutions through teaming with other firms and
consultants. We have a network of associations with other firms and consultants
representing a variety of specialized skills and expertise. For very large projects,
Arrowhead Associates works as a team member either as the prime contractor or as a
subcontractor.
The success of Arrowhead Associates has been a result of focus on the client's
interests and the quality provided. We enjoy long term relationships with many
clients.
Arrowhead Associates
2094 West Redlands Blvd., Suite K-123
Redlands, CA 92373-6267
(909) 882-0329 FA.�C (909) 9-- JJ �Q
Arrowhead Associates P.O. Box 1804, Colton, CA 92324
Division of Loqutis, Inc. (909) 882-0329 • FAX (909) 8889
Business Systems Engineering & Management '7;L0 -o 2.0 9
Arrowhead Associates
Hourly Rate and Discount Policy
Arrowhead Associates has two levels of support specialists:
• System Engineers for networks and complex systems.
• Customer Engineers for hardware and non-network software
maintenance.
Arrowhead Associates normal rates are $85 per hour for System Engineers and
$60 per hour for Customer Engineers. We prefer to be on-site for a full day on a
scheduled basis. Therefore, we use a sliding hourly rate for System Engineers that
lowers for longer on-site visits for each scheduled day as follows:
• $85 for first hour.
• $80 for second hour.
• $70 for third hour.
• $60 for fourth through eighth hours.
• $85 for hours beyond eight hours.
Emergency responses requiring same day response will be at our normal rates.
j RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE
PROPOSAL OF ARROWHEAD ASSOCIATES FOR AUTOMATION OF THE CITY
3 ATTORNEY'S OFFICE AND AWARDING A PURCHASE ORDER TO COMPUTER NOOK
FOR COMPUTER EQUIPMENT.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. The Proposal of Arrowhead Associates for
7 automation of the City Attorney' s Office, attached hereto and
8 incorporated herein as Exhibit "A" is hereby approved; in
9 accordance with such proposal, the finance Director is hereby
10 authorized and directed to pay to Arrowhead Associates an amount
11 not to exceed $9, 775 for consultation, installation and set-up of
12 said automation system.
13 SECTION 2. That Computer Nook is the lowest and best
14 responsible bidder for the furnishing and delivery of Computer
15 Equipment as specified in Exhibit "B, " attached hereto and
16 incorporated herein; pursuant to this determination, the Finance
17 Director is hereby authorized and directed to issue a purchase
18 order for said computer equipment in the amount of $52, 560 to said
19 lowest and best responsible bidder; such award shall only be
20 effective upon the issuance of a Purchase Order by the Finance
21 Director; and all other quotations therefor are hereby rejected.
22 SECTION 3. The authorization to execute the above-
23 referenced purchase order is rescinded if it is not issued within
24 sixty ( 60) days of the passage of this resolution.
25 SECTION 4. That the remainder of costs associated with
26 automating the City Attorney' s Office, as specified in Exhibit "A"
27 are hereby authorized for payment in amounts not to exceed:
28
1
1 RESOLUTION APPROVING THE PROPOSAL OF ARROWHEAD ASSOCIATES FOR
AUTOMATION OF THE CITY ATTORNEY' S OFFICE AND AWARDING A PURCHASE
2 ORDER TO COMPUTER NOOK FOR COMPUTER EQUIPMENT.
3 $3, 660 to Lomac for Cabling, $6, 400 to Woodbridge & Associates for
4 training, and $16, 702.33 for software.
5 I HEREBY CERTIFY that the foregoing resolution was duly
6 adopted by the Mayor and Common Council of the City of
7 San Bernardino at a meeting thereof, held on the
8 _ day of 1995, by the following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 NEGRETE
11 CURLIN
12 HERNANDEZ
13 OBERHELMAN
14 DEVLIN
15 POPE-LUDLAM
16 MILLER
17
18 City Clerk
19 The foregoing resolution is hereby approved this day
of 1995.
20
21
Tom Minor, Mayor
22 City of San Bernardino
23 Approved as to
form and legal content:
24 JAMES F. PENMAN,
25 City Attorney
26 '
27
28
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C4fMputer
Nook "We Support What We Sell"
965 S. "E" Street ❑ San Bernardino, CA 92408 ❑ (909) 381-3446
QUOTATION FOR SAN BERNARDINO CITY ATTORNEY'S OFFICE
1. 6 - Desktop Workstations - DTK FEAT-39M/T66 @ 1,720 $10,320.00
80486DX-2/66 CPU, VESA Local Bus, 256K Cache, 8MB RAM, 1.2MB and 1.44MB Floppy
Drives,420MB IDE Hard Drive,VL-IDE HD Controller,VL-VGA Video with 1MB, 1 Parallel Port,
2 Serial Ports, 1 Game Port, Enhanced Keyboard, Microsoft Mouse, 14" SVGA Monitor (Non-
Interlaced, .28mm Dot Pitch), MS-DOS 6.22, Windows, Intel EtherExpress PRO NIC, Mini Tower
Case
2. 1 - Desktop Workstation /Tape Backup Station 3,035.00
Same as #1 with Adaptec 1542CF SCSI Adapter and Sony SDT5000/M Tape Drive
3. 7 - Notebook Workstations - DTK DTN-4S33P @ $3,010 21,070.00
80486SX-33 CPU, 8MB RAM, 1.44MB Floppy Drive, 250MB Removable Hard Drive, 10.3" Dual-
Scan LCD Display, 1MB VL-SVGA Adapter(Windows Accelerated),Built-in 19mm Trackball,Built-
in Sound Card/Speaker/Microphone (Sound Blaster Compatible), 1 Parallel Port, 1 Serial Port, 1
External VGA Monitor Port, 1 External Keyboard Port, 1 200-pin VL-bus Docking Station Port, 2
Type II or 1 Type III PCMCIA slots, NiMH Battery, Xircom PCMCIA 10-BaseT Ethernet/14.4
Fax/Modem Combo Adapter, 14" SVGA Monitor (Non-Interlaced, .28mm Dot Pitch), Enhanced
Keyboard, MS-DOS 6.22, Windows
4. File Server - DTK FEAT39T/T66 4,325.00
80486DX-2/66 CPU,VESA Local Bus,256K Cache, 16MB RAM, 1.44MB Floppy Drive,2-Conner
CFP2105S 2.1 GB SCSI Hard Drives, Adaptec ARA2842VL VL-SCSI Interface, 2 Parallel Ports,
2 Serial Ports, Enhanced Keyboard, 14" Monochrome TTL Monitor, Chinon CDS525 Double Speed
CD-ROM Drive with Interface, MS-DOS 6.22, D-Link VL-Ethernet NIC, Tower Case
5. Workstation/Backup File Server - DTK FEAT39T/T66 39845.00
Same as #4 without Second Hard Drive, and with 1 MB VL-VGA Video Adapter instead of
Monochrome Adapter, 14" SVGA Monitor (Non-Interlaced, .28mm Dot Pitch) instead of
Monochrome Monitor, Microsoft Mouse, Windows
6. Communications Server 2,790.00
80486SX-25 CPU, VESA Local Bus, 128K Cache, 4MB RAM, and 1.44MB Floppy Drive, 270MB
IDE Hard Drive, VL-IDE HD Controller, 1 Parallel Port, 2 Serial Ports, 1 Game Port, Enhanced
Keyboard, Monochrome Monitor, MS-DOS 6.22, Intel EtherExpress PRO NIC, Mini Tower Case,
MulitCom 8 port communications sever, 4 - MultiTech 14.4 external modems
7. HP ScanJet HIP Scanner 535.00
8. Lexmark Optra R Laser Printer 1,660.00
9. Lexmark MarkNet XLE Print Server 475.00
10. On Line Uninterruptable Power Supply - Exide Pretige 800VA $ 725.00
Provides approximately 9 minutes "up time" at full load, 25 minutes at half load.
EXHIBIT B