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HomeMy WebLinkAbout22- City Attorney CITY OF SAN BERN 4RDINO - REQUEST�FOW COUNCIL ACTION From: James F. Penman, City Attorney Subject: Resolution re: automation of City Attorney' s office C City Attorney 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. i Recommended motion: i ove Resolution Direct 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: FUNDING REQUIREMENTS: Amount: $89 ,097 Source: (ACCT. NO.) 051-5702-$60 ,000 ; 051-5177-$29 ,097 (ACCT. DES CRIPTI ON)Computer Equipment. ; Litigation �Exp nses Finance. ;o• il Notes• 1", G-a �3 � .L�' y --if-2 X5.0262 Agenda Item No._ 2-2 %we a T vr *salt 131ZKMAHOINO — 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 (El 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 ASSC. RATES _ .mputet 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 PCC1. 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. 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, Unnr, 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. F 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) uo[-039 FAX (909)D > Tky^ 4.1 =�' Arrowhead Associates P.O. Box 1804, Colton, CA 92324 Division of Loqutis, Inc. (909)882-0329 • FAX (909)8000M9 Business Systems Engineering & Management 9;L0 _0'L a'? 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 fill 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. 1 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 lU 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" 97 are hereby authorized for payment in amounts not to exceed: 28 1 I 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 2 . § 9 � 2 2 � . $ � a � 2 © . ■ � $ ¢ c 2 � � t Q 2 . n � © E o 4* n g m ® © 2 2 2 @ $ ' 2 2 � � � o 1-t � 2 w2 60 2 � 2 2 2 OW J � m o w a) ■ cq a g Ci m _ � 3 42 CR ■ k $ 2 2 2 WP © k o 0 0 0 a 00 0 2 2 & 2 2 & 2 2 2 Q I S UA S ui S S S w a ■ cr ■ a ■ ■ ■ ■ ■ ■ § 2 § § 2 § § § 2 § 2 2 2 g g g g g 9 § 2 \ 2 � w V 2 50 . CY E $ § � � �_� � � 6 a 0 v J c w © ¥ 2 ° _ _ + V) � e 2 0 / Z 7 a i a A _ C3 2 ) a & k 2 U. k B 2 Owl 2 % o © Ott § p K © I t 2 k $ $ \ 5 q � k k 2 $ J z z m z � m w& mi U W � 0 CL z o LU 0 « UA � EXHIBIT. A Q 0 p 0 0 0 0 0 0 $ 0 0 0 0 o cow 0 0 0 0 0 � _ OOCOCOC a00DeOapOp m � H W001A OOOf C! W o _ _ _ • 0 7 .r 4's, °-�sHHH �M a N H H N H H T W V SOO 000 Ot00 to to ul N O :; N NN .- ` 40 H W Q C �H n ao N 3 Vol 5 6 � U G� o ao E 0 o Z E o U x m LL a D V 0 LU a N ^ Z W ^ ` M 0 $ e W oN o N S V � CN CO) $ E U M 2 C� °i m o .. Jog f/) C W V opt O Cp C O ii a m CM ja E /Qaa m a.� aoa3da aoUU o be o as EE "E o O o m » Ca � G. c o 0 0 0 o 'a� c wa Z mcna , x ,2 _ 3 00Z 0 0. IL ZQdQd mi-- A O ' W r r- - V N N N N N 0 r Z d g O a0 o n � S ma � a Z ° N ��p e � � U C� 0 J �t - 8 2 v` 0 U I W as D �AW) co00 o �roi �°n °o °0000 � o � Sgoo °o � VCOCO) 00 V Stge � E��rsH� M! ~ tOQ � oOt�• ~Oil irs N S 0 1, q_1Z H NH NN N Nmc m fAO MA Z 0 all W ® Qg 00 _ a d N � � o � _ H LU FEzZ 0 — Soo O w H ,3og � � A � � x v� 3zzm3miaLLa` d wC� c°nPc�nC� W9 a� �o 9 ou� n0000 0000 0 ~ x a G. •- N r N O E LL a a a; 3 b ,� 0 d � o d � � d G . puter 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 39035.00 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, I 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 49325.00 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 AHA2842VL 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 3,845.00 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 29790.00 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 11W Scanner 535.00 8. Lexmark Optra R Laser Printer 1,660.00 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 Z W 3t Z Z „� Waf` 1•• O 'Rymm Wi: 4A 4t 4 ca 0 W ~ W W Z 3 b a O O N a b m y 4 v v y Z o � � e � o � = 2t ? 3WF0. LU M O W Z 'at0. W to lu 4 yy W C) � Q n ° oKr zW IL z i ' cc s v 0 � 3 t ot m ~ W N6 LIA 4~, Wt � tZ 4 k t � o40z � 0a � 4 We Q ~ W a, 3 �, 34at w atero0iC o 4 Q ! C Z N QW N � W W w w o to a 1. 0 y y It ku —W-0 W m W Z O b a4 Z � 14 MA 00 to t �! 0 ty z '� t The following companies were among several listed by National Business Machines as business references. The MIS Director telephoned these companies and received the references quoted: Riverside County Public Defender's Office Ron McCaskill 1118 notebook computers were purchased" "after sales service has been perfectly acceptable" County of Riverside Bill Cornett "they did a good job" "in beginning stages of finalizing another contract for a LAN" San Bernardino City Unified School District Lisa Falcone, Purchasing Dept "very happy with service and pricing" "real personal service" "very satisfied" Colton Joint Unified School District Don Armstrong, MIS Director "no complaints or reservations" "They (NBM) installed a Novell network for us. " "we've been treated fairly" City of Ontario Jim Maybe, Automation Consultant to the City "they know what they're doing" "quality of components was good" "they are quick to respond, very responsive" "City has purchased over $100, 000 in last year and half from NBM" Employment Management Services, Riverside Les Davidson "we deal mostly with Jason, nice guy, very sharp" "have spent $70, 000 plus" "they (NBM) don't argue" "prices are right" "good equipment" "when I call, they're here right away"