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HomeMy WebLinkAbout21-Public Works 'CI""'Y OF SAN BERNARDI~O - REQURST FOR COUNCIL ACTIO. From: Mark I. Sutton, Di rector SUBJECT: The retention of Peat Marwick Main & Company to perform a comprehensive study of the City's data processin~ needs and d~velop a 5-Year M~an Dept: BUILDING AND SAFETY o lte: September 22, 1988 Synopsis of Previous Council action: NONE Recommen.jed motion: Adopt resolution. 4/J/A- Signature Contact person: Mark I. Sutton Supporting data attached: YES Phone: Ext./5071 Ward: FUNDING REQUIREMENTS: Amount: 11 Doa ~ Source: Finance: 00\ o9~...S-3030 ~ ';:J~ J~+~ 11"'..15\ -l.o.l" . p I'D (.. t S 5 \'.,." ~ ~ '/' ~ ~ ""'" ~ouncil Notes: 75-0262 Agenda Item No. ~ / CIT' OF SAN BERNARDlttv - REQUES. FOR COUNCIL ACTI"H STAFF REPORT Early this year, after numerous the inadequacies of the data utilized by this City, the Processing Advisory Committee. concerns being expressed over processing systems that are Mayor established the Data The Committee began its review by looking at all of the software programs that have been developed; that are currently being developed; that are proposed to be developed: and those that were cancelled. The Committee recognized that the needs of the city have changed since 1984, and asked all Departments to review the needs and make any changes that they feel necessary. Once that was accomplished, the Committee asked the Data Processing Manager to organize the responses, and a Matrix was developed. Once the information was organized in this fashion, it was evident that the needs of the City had changed dramatically. with a better understanding of the past, present and future needs of the City, the Committee came to a concensus that an outside consultant would be needed to do a comprehensive study of the City's needs and prepare a 5-Year Master Plan to meet the future needs of the city and the community. The Data Processing Advisory Committee formed a sub-committee to prepare a Request for Proposal (RFP) and evaluate these proposals. The RFP was developed and sent out on August 5, 1988. Nine (9) requests were mailed out, with a due d~te of September 6, 1988. Five (5) proposals were received; however, only four (4) proposals were complete. The firms that submitted complete proposals are as follows: 1) PEAT HARWICK MAIN & COMPANY 2) DELOITTE, HASKINS, SELLS 3) .WARNER GROUP 4) TOUCHE ROSS 7S.0264 S.'AFF .">ORT P~at Marwick Main & Company - Retention Request P\GE 2 of 2 Prior to the receipt of the proposals, the sub-committee met and outlined the evaluation criteria that was to be used. This information was then entered into a computer, using the software program "Decision Pad" to assist in the evaluation. An important point that needs evaluation . process is that proposals without knowing the results still pointed to Peat most qualified bidder. to be addressed regarding the Committee first rated costs: and, in this case, Marwick Main & Company as the the the the The rating and the cost of the firms who submitted proposals, are as follows: SCORE PEAT HARWICK HAIN & COMPANY DELOITTE, HASKINS, SELLS WARNER GROUP TOUCHE ROSS 5.3 5.0 4.4 4.2 COST $ 77,000 83,000 100,000 135,000 with the information listed above, the sub-committee unanimously recommended to the Data Processing Advisory Committee that Peat Marwick Main & Company be retained to do a comprehensive study of the data processing needs of this city, and prepare a 5-Year Master Plan. The Data Processing Advisory Committee concurred with the sub-committee and directed that this item be placed on the Council Agenda for October 17, 1988, for the Mayor and Common Council's consideration. Staff is. recommending that Peat Marwick Main retained to perform a comprehensive study processing needs of this City and prepare a Plan. & Company be of the data 5-Year Master ATTACHMENTS: Attachment "A" - Data Processing Advisory Committee Attachment "B" - Vendor List Attachment "C" - Request for Proposal (RFP) Attachment "0" - Computer Systems Analysis of Vendors Attachment "E" - Peat Marwick Main & Company Proposal Attachment "F" - Professional Services Agreement Attachment "G II - City of San Bernardino Resolut'fon. DATA PROCESSING ADVISORY COMMITTEE MEMBERS VOTING MEMBERS: *Don Carlos, Director of Data Processing, Claremont College Don Burnett, Police Chief *Richard Moon, Fire Chief ***James RObbins, City Administrator Andrew Green, Finance Director Mike Loehr, Interim Planning Director Michael Maudsley, City Councilman-Fourth Ward **Mark I. Sutton, Director of Building and Safety NON-VOTING MEMBER: *Steve Haler Data Systems Manager *-Denotes Members of the RFP Sub-Committee **-Denotes Chairman of the RFP Sub-Committee ***- Denotes Chairman of the Data Processing Advisory Committee ATTACHMENT "A" CITY ~- SAN BERNARDINO DATA PROCESSING STEERING COMMIn EE COMPUTER ANALYSIS/PROPOSAL VENDOR LISTING DELOITTE, HASKINS, SELLS 695 Town Center Drive, Suite 1200 Costa Mesa, CA 92626. 714/641-5500 Attention: June Sweeney. PRICE WATERHOUSE 660 Newport Center Drive, Sui te 600 Newport Beach, CA 92660 714/640-9200 Attention: Allene Me. Crory COOPERS AND LYBRAND 1000 W. 6th Street Los Angeles, CA 90017 213/482-6223 Attention: Ken \./i Ikes PEAT HARWICK & CO. 725 South FiQueroa Street Los AnQeles, CA 90017. 213/972-4000 Attention: Steven Spain PENT AMA TI ON 225 Market Place Bethlehem, PA 18018 215/688-8640 Attention: Jim Erdman, ATTACHMENT "B" AUGUST 10. 1 ~ EHRENKRANTZ KAMAGES 855 Front Street San Francisco, CA 94111 415/956-4394 Attention: Robin Lam HASKINS AND SELLS 333 South Grand Avenue Los Angeles, CA 90017 213/253-4614 Attention: Larry Plimpton TOUCHE ROSS & CO. 2335 American ~iver Drive, Suite 1200 Sacramento, CA 95825. 916/646-4011 Attention: Louis Paletta. THE WARNER GROUP 5590 Canoga Avenue, Suite 600 Woodland Hills, CA 91367. 818/710-8855 Attention: Randy King Eng. Dept. CITY OF San Bernardino BUILDING. SAFETY DEPARTMENT MAR K DIRECTOR SUTTON DATE: NAME: ADDRESS: CITY/STATE/ZIP: DEAR: The City qualified needs and that will proposal to is provided opportunity. of San Bernardino is seeking proposals from consultants to assist in the evaluation of computer the selection of appropriate software and hardware meet these needs. We invite you to submit a assist in this task. The following information in order to assist you in evaluating this CITY OF SAN BERNARDINO COMPUTER SYSTEM ANALYSIS NATURE AND SCOPE OF TilE STUDY The city desires to have a comprehensive computer system study performed looking at the evolutionary process that has taken place in the data processing division since 1984, and the present and future needs of the City as it relates to hardware, software and staffing. This "study" should include a definitive computer needs assessment, analysis, and determination of specific applications, analysis, and recommendation of software and hardware alternatives/options based upon specific applications, development of priorities for implementation based upon financial constraints, development of an RFP for hdrdware and software vendors based upon city requirements/needs outlined in the study, an evaluation of vendor responses and recommendations for specific vendor's hardware and software, and suggestions/advice on lease/purchase options alternatives for hardware and software. 3 \l 0 n 0 A : H U 5 T R F E T S.\ rj B ERN A R DIN 0 C ^ l I i () 11 'I I ^ 9 2 .1 I 8 0 C 0 1 7 1 " I 3 . " . 5 0 7 1 ,j If: ,..'~li~~;. ~~'f", "-'. "'," '!J ' \ ; i ~ J. '7} \'h.:';':J~;':'? ."., , ATTACHMENT "C" CITY OF SAN BERNARDINO August 2, 1988 Page 2 Specifically, the computer study should include the following tasks: 1. Computer Needs Assessment. An evaluation and prioritization on a department-by-department and intradepartmental basis of computer needs and current, as well as potential, computer applications. 2. Departmental Requirements and Applications. The needs assessment or additional analysis should result in a determination of specific computer applications identified by department, application title and description, departments needing access to such data, priority assignment possible, and computer sources. 3. Alternatives Analysis. This should include a description and evaluation of each hardware and software (generalized and application) alternatives, including: estimated costs, estimated savings or increased revenue advantages/ disadvantages, and potential implementation time- lines. This portion of the study should also include recommended alternatives for the city to pursue and identification of priorities for implementation based upon city fiscal constraints. 4. Request for Proposal. This document is to be prepared and would include all city requirements for hardware and software, along with standard RFP provisions for response and evaluation. S. Evaluation and Vendor Recommendation. The consultant will be responsible for evaluating vendor responses to the RFP and recommending a specific vendor's hardware and software for acquisition by the city. This aspect of the study should include specific advice on lease/purchase payment options available and recommended to the city. CITY OF SAN BERNARDINO August 2, 1988 Page J CITY/ORGANIZATION/DATA PROCESSING HIS10RY The city of San Bernardino, a chartered city founded in 1810 with a population of approxmiately 150,000, operates under a Mayor/Council form of Government. The city consists of fifty five square miles, with an additional twenty-five square miles of unincorporated land within the city's sphere of influence. The city's growth potential is projected to include not only a doubling of population and of the existing seventy thousand parcels within the next five years, but the Police and Fire Department's Records Management and computer- aided Dispatch, as well. In ~ddition, the city has 1,521 full-time employees. There are sixteen Departments in the City that report to the Mayor and city Administrator. The city does operate a municipal refuse utility and sewer service. The City first considered addressing their computer needs in the early 1980's, which resulted in an assessment and a Five Year Master Plan being developed in 1984. The plan was implemented: however, due to problems with the software applications, the implementation has not been able to be completed. For your referral the following attachments are enclosed: *ATTACHMENT 1 - A current In-House Needs study & Matrix (Which assumes current situations only.) *ATTACHMENT 2 - Listing of Current OP Hardware *ATTACHMENT J - city organizational Chart *ATTACHMENT 4 - 1984 Information Systems Recommendations THE SELECTION PROCESS The city is anxious to proceed with the consultant-prepared study as quickly as possible. It is hoped that the results of the study can be evaluated, and any plans for implementation be addressed by the Staff and the Mayor and CITY OF SAN BERNARDINO August 2, 1988 Page 4 Common Council by December 1988, or early in 1989. In order to acheive this, the following time line is suggested: 1. RFP distributed to selected consultant firms.................................... August 5,1988 2. Consultant proposals returned to the Data Processing steering Committee................... september 6, 1988 3. Evaluation of written consultant proposals by the Data Processing steering Committee....... september 20, 1988 4. Interviews with finalist consultant firms (if needed)......................... september 27, 1988 5. Submittal of recommended consultant firm proposal for approval by the Mayor and Common Council........................ October 17, 1988 CONSULTANT PROPOSAL REQUIREMENTS Consultant proposals submitted must contain the following information: 1. Total fees for all services connected with performance of the study, including time and occurances of Presentations to the Data Processing steering Committee and/or the Mayor and Common Council. Fees shall be itemized and stated as a "not to exceed" amount(s). Indicate also your proposed method for progress/assignment payments. 2. Statement of qualifications and background of the firm in conducting similar type studies for public agencies. Please cite agency(s) name, contact person, and date the study was completed. 3. Names of all principals/persons who will be working on the study. Please specify the person in charge and assignments of individuals to be involved. 4. A resume of qualifications for each person to be involved in the study. 5. A firm date for completion of the study. . CITY OF SAN BERNARDINO August 2, 1988 Page 5 6. A proposed consultant services agreement. 7. Assurance that services on a fee not participate with any software your firm performs consultant basis only and that you have/will in commission-type arrangements or hardware vendors. The proposal shall contain the following information will assist the city in the evaluation process: which 1. Clearly delineate each task or group involved in the conduct of the study and time-line for same: and specify persons task and percentage of time committed to of tasks indicate a performing the task. 2. Indicate the particular methodology and approach that is to be used in performing the major aspects or tasks of the study. Computer System Analysis/Proposals are to be submitted to: Mark I. Sutton, Director of Building & Safety CITY OF SAN BERNARDINO 300 North "0" Street San Bernardino, California 92418 Further, should your company require additional information regarding the proposed study: the city: or the consultant selection process, please do not hesitate to contact me at 714/384-5071. Thank you for considering this opportunity. sincerely, . Mark I. sutton, Director/Building Official BUILDING AND SAFETY DEPARTMENT MIS/tmo .city of San Bernardino ComDuter Systems Analysis Proposals SCORING CRITERIA NOTES FOR CRITERIA: 1. Fees: Itemized fees "not to exceed". Also proposed method of payment. 2.0ualifications: cite agencys name, contact, and study completion date for similar type studies for public agencies. 3.Staffina: specify person in charge and assignments of individuals involved 4.Resume: Qualifications of each person to be involved in the study. 5.Wks. to ComDletion: Firm date for completion of study. 6.Serv. Aareement: Submit a conslutant services agreement 7.Assurance: Firm consults on a fee basis only and does not participate in commission-type arrangements with software/hardware vendors. 1.StudY Conduct: Delineate task and indicate time-line with specific persons performing task and % of time committed to task. 2.Methodoloay: Approach that is to be used in performing the study CRITERION DATA TYPE DEFINITIONS: DOLLARS COST: Scores $0 high, MAXIMUM low EXCELLENCE: Excell = 10.0, V-Good = 8.0, Good = 6.0, Fair = 4.0, Poor = 2.0, Unacc = 0.0 YES-NO: Y = 8.0, N = 2.0 o-to-MAX NUMBER: Scores 0.0 high, MAXIMUM low ATTACHMENT "0" city of San Bernardino computer systems Analysis ProDosals FOR POSITION: CARLOS PEAT DELOITTE WARNER HARWICK HASKINS GROUP SELLS WEIGHT 1. Fees (1000' s) 20 $77+ $100 $88 2.Qualifications 10 Fair poor Fair 3.Staffing 10 Y Y N- 4.Resume 5 Y Y Y 5.Wks. to Completion 15 38.0- 16.0+ 26.0 6.Serv. Agreement 5 N N Y 7.Assurance 10 Y+ Y+ N- REQUIREMENTS: 75 4.5 4.9 3.7 1.Study Conduct 15 Good+ poor- Unacc-- 2.Methodology 10 Excell+ Good Good EVALUATION: 25 7.6 3.6 2.4 .. --- .. SCORE 100 5.3 4.6 3.4 RANK 1 2 4 FOR POSITION: CARLOS TOUCHE COOPERS ROSS LYBRAND WEIGHT 1.Fees (1000'S) 20 $135-- ? 2.Qualifications 10 Fair ? 3.Staffing 10 Y ? 4.Resume 5 Y ? 5~Wks. to Completion 15 21.0 ? 6.Serv. Agreement 5 N ? 7.Assurance . 10 N- ? REQUIREMENTS: 75 3.4 ? 1.Study Conduct 15 V-Good++ ? 2.Methodology 10 Good ? EVALUATION: 25 7.2 ? --- SCORE 100 4.4 ? RANK 3 ? Page 6, Mon Sep 19 15:57:03 1988, C:\D-PAD\CITYSBT.DPW citv of San Bernardino ComDuter Svstems Analysis proDosals FOR POSITION: HALE PEAT DELOITTE WARNER HARWICK HASKINS GROUP SELLS WEIGHT 1.Fees (1000'S) 20 $77+ $100 $88 2.Qualifications 10 V-Good V-Good Fair- 3.Staffing 10 Y Y Y 4.Resume 5 Y Y Y 5.Wks. to Completion 15 32.0-- 16.0+ 26.0 6.Serv. Agreement 5 N N Y+ 7.Assurance 10 Y+ Y+ N- REQUIREMENTS: 75 5.0 5.6 4.2 1.Study Conduct 15 Good+ Fair Unacc-- 2.Methodology 10 Good Good Fair EVALUATION: 25 6.0 4.8 1.6 . .. --- SCORE 100 5.3 5.4 3.6 RANK 2 1 4 FOR POSIT:.ION: HALE TOUCHE COOPERS ROSS LYBRAND WEIGHT 1.Fees (1000's) 20 $135-- ? 2.Qualifications 10 Good ? 3.Staffing 10 Y ? 4.Resume 5 Y ? 5.Wks. to Completion 15 21.0 ? 6.Serv. Agreement 5 N ? 7.Assurance 10 N- ? REQUIREMENTS: 75 3.5 ? 1.Study Conduct 15 Fair ? 2.Methodology 10 Good ? EVALUATION: 25 4.8 ? --- SCORE 100 3.8 ? RANK 3 ? Page 7, Mon Sep 19 15:57:14 1988, C:\D-PAD\CITYSBT.DPW city of San Bernardi~o Computer Systems Analvsis proposals FOR POSITION: MOON PEAT DELOITTE WARNER HARWICK HASKINS GROUP SELLS WEIGHT 1.Fees (1000'S) 20 $77++ $100 $88 2.Qualifications 10 V-Good V-Good V-Good 3.Staffing 10 Y Y Y 4.Resume 5 Y Y Y 5.Wks. to Completion 15 34.0-- 27..5 26.0 6.Serv. Agreement 5 N N Y+ 7.Assurance 10 Y+ Y+ N- REQUIREMENTS: 75 5.0 4.9 4.9 1.Study Conduct 15 Good Good Good 2.Methodology 10 Excell+ V-Good Good- EVALUATION: 25 7.6 6.8 6.0 . --- .. SCORE 100 5.7 5.4 5.2 RANK 1 2 3 FOR POSITION: MOON TOUCHE COOPERS ROSS LYBRAND WEIGHT 1.Fees (1000's) 20 $135-- ? 2.Qualifications 10 V-Good ? 3.Staffing 10 Y ? 4.Resume 5 Y ? 5.Wks. to Completion 15 20.0+ ? 6.Serv. Agreement 5 N ? 7.Assurance . 10 N- ? REQUIREMENTS: 75 3.9 ? 1.Study Conduct 15 V-Good+ ? 2.Methodology 10 V-Good ? EVALUATION: 25 8.0 ? --- SCORE 100 4.9 ? RANK 4 ? Page 8, Mon Sep 19 15:57:25 1988, C:\D-PAD\CITYSBT.DPW city of San Bernardino computer Systems Analysis ProDosals FOR POSITION: SUTTON PEAT DELOITTE WARNER HARWICK HASKINS GROUP SELLS WEIGHT 1.Fees (1000's) 20 $77++ $100 $88+ 2.Qualifications 10 Fair Good Good 3.Staffing 10 Y Y Y 4.Resume 5 Y Y Y 5.Wks. to Completion 15 32.0- 28.0 26.0 6.Serv. Agreement 5 N N Y+ 7.Assurance 10 Y+ Y+ Y+ REQUIREMENTS: 75 4.5 4.6 5.3 1.Study Conduct 15 Good Good Good 2.Methodology 10 Good- V-Good V-Good EVALUATION: 25 6.0 6.8 6.8 . --- .. SCORE 100 4.9 5.1 5.7 RANK 3 2 1 FOR POSITION: SUTTON TOUCHE COOPERS ROSS LYBRAND WEIGHT 1.Fees (1000'S) 20 $135-- ? 2.Qualifications 10 Fair ? 3.Staffing 10 Y ? 4.Resume 5 Y ? 5.Wks. to Completion 15 20.0+ ? 6.Serv. Agreement 5 N ? 7.Assurance 10 N-- ? REQUIREMENTS: 75 3.3 ? 1.Study Conduct 15 Fair- ? 2.Methodology 10 V-Good ? EVALUATION: 25 5.6 ? --- SCORE 100 3.9 ? RANK 4 ? Page 9, Mon Sep 19 15:57:36 1988, C:\D-PAD\CITYSBT.DPW city of San Bernardino ComDuter Systems Analysis froDosals FOR POSITION: SUMMARY PEAT DELOITTE WARNER HARWICK HASKINS GROUP SELLS WEIGHT 1.Fees (1000's) 20 $77+ $100 $88 2.Qualifications 10 Good Good Good 3.Staffing 10 Y Y Y 4.Resume 5 Y Y Y 5.Wles. to Completion 15 34.0-- 21.9 26.0 6.Serv. Agreement 5 N N Y+ 7.Assurance 10 Y+ Y+ N- REQUIREMENTS: 75 4.7 5.0 4.6 1.Study Conduct 15 Good+ Fair Poor-- 2.Methodology 10 V-Good Good Good EVALUATION: 25 6.8 4.8 3.6 . --- .. SCORE 100 5.3 5.0 4.4 RANK 1 2 3 FOR POSITION: SUMMARY TOUCHE COOPERS ROSS LYBRAND WEIGHT 1.Fees (1000'S) 20 $135-- ? 2.Qualifications 10 Good ? 3.Staffing 10 y. ? 4.Resume 5 Y ? 5.Wles. to Completion 15 20.5+ ? 6.Serv. Agreement 5 N ? 7.Assurance 10 N- ? REQUIREMENTS: 75 3.6 ? 1.Study Conduct 15 Good+ ? 2.Methodology 10 Good ? EVALUATION: 25 6.0 ? --- SCORE 100 4.2 ? RANK 4 ? Page 10, Mon Sep 19 15:57:48 1988, C:\D-PAD\CITYSBT.DPW city of San Bernardino ComDuter Systems Analysis ProDosals POSITION: CARLOS RANK SCORE ALTERNATIVE 1 5.3 PEAT MARWICK 2 4.6 DELOITTE HASKINS SELLS 3 4.4 TOUCHE ROSS 4 3.4 WARNER GROUP ? ? COOPERS LYBRAND POSITION: HALE RANK SCORE ALTERNATIVE 1 5.4 DELOITTE HASKINS SELLS 2 5.3 PEAT MARWICK . 3 3.8 TOUCHE ROSS .. 4 3.6 WARNER GROUP ? ? COOPERS LYBRAND POSITION: MOON RANK SCORE ALTERNATIVE 1 5.7 PEAT HARWICK 2 5.4 DELOITTE HASKINS SELLS 3 5.2 WARNER GROUP 4 4.9 TOUCHE ROSS ? ? COOPERS LYBRAND POSITION: SUTTON RANK SCORE ALTERNATIVE 1 5.1 WARNER GROUP 2 5.1 DELOITTE HASKINS SELLS 3 4.9 PEAT MARWICK 4 3.9 TOUCHE ROSS ? ? COOPERS LYBRAND Page 11, Mon Sep 19 15:58:32 1988, C:\O-PAO\CITYSBT.OPW C' of San S stems Ana s's POSITION: SUMMARY RANK SCORE ALTERNATIVE 1 5.3 PEAT MARWICK 2 5.0 DELOITTE HASKINS SELLS 3 4.4 WARNER GROUP 4 4.2 TOUCHE ROSS ? ? COOPERS LYBRAND . .. Page 12, Mon Sep 19 15:58:34 1988, C:\D-PAD\CITYSBT.DPW 1 RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH PEAT MARWICK MAIN & COMPANY 3 RELATING TO THE RETENTION OF PEAT MARWICK MAIN & COMPANY TO PERFORM A COMPREHENSIVE STUDY OF THE CITY'S DATA PROCESSING NEEDS 4 AND DEVELOP A 5-YEAR MASTER PLAN. 10 11 12 13 14 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 The Mayor of the City of San Bernardino is SECTION 1: 7 hereby authorized and directed to execute on behalf of said City I an Agreement with Peat Marwick Main & Company relating to the I retention of Peat Marwick Main & Company to perform a I 8 9 comprehensive study of the City's data processing needs and develop a 5-Year Master Plan, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by reference as fully \ as though set forth at length. I HEREBY CERTIFY that the foregoing resolution was duly 15 adopted by the Mayor and Common Council of the City of San 16 Bernardino at a ________________meeting thereof, held on the 17 19 , by the following day of ------------------- 18 vote, to wit: 19 20 AYES: COUNCIL MEMBERS ------------------------ 21 22 NAYS: 23 ABSENT: 24 25 26 City Clerk l I ,,.- - --_-.....-__ I I , 27 28 JFW:ss 1 October 11, 1988 ATTACHMENT "G" RESO: AUTHORIZINr ~HE EXECUTION r AN AGREEMENT WITH PEAT MARWICK MAIN & COho. ANY RE COMPREHL..SIVE STUDY OF CITY'S DATA PROCESSING NEEDS AND DEVELOP A 5-YEAR PLAN 1 The foregoing resolution is hereby approved this 2 day of , 19 3 4 Evlyn Wilcox, Mayor City of San Bernardino 5 6 7 1-"- form and 8 9 10 11 12 13 14 15 16 17 18 19 20 21 .1 I 22 23 24 25 26 27 28 JFW:ss 2 October 11, 1988 - PROFESSIONAL SERVICES AGKEEMENT CITY OF SAN BERNARDINO and PEAT MARWICK MAIN & CO. INLAND EMPIRE OFFICE 701 North Haven Avenue ONTARIO, CALIFORNIA 91764 for THE PROVISION FOR CONSULTING SERVICES FOR A COMPUTER NEEDS ASSESSMENT EXHIBIT "A" , TABLE OF CONTENTS Section I Payment and Fee Schedule Section I Basic Services of the Consultant Section III The City's Obligation Section IV Mutual Obligations of the City and the Consultant Section V PaYment and Fee Schedule Section VI Charter, Laws and Ordinances Section VII Termination of Contract Section VIII Change Order or Extensions Section IX Equal Employment Opportunity Section X Special Conditions i A G R E E MEN T This AGREEMENT, made as of the day of , 1988, by and between the City of San Bernardino, hereinafter called the CITY, and PEAT MARWICK MAIN & CO., 701 North Haven Avenue, Ontario, California 91764, hereinafter called the CONSULTANT, WIT N E SSE T H That WHEREAS, the City intends that Consultant, upon written authorization as hereinafter specified, shall perform services as hereinafter provided; which are in accordance with the project scope and any addenda thereto, as set forth in the Proposed Work Plan, which Proposed Work Plan by this Consultant together with addenda, if any, is hereby made a part of this agreement. NOW, THEREFORE, the City and the Consultant for the consideration hereinafter set forth agree as follows: SECTION I -- PAYMENT AND FEE SCHEDULE It is understood and agreed by and between the parties hereto, that the City shall pay the Consultant for services furnished, and the Consultant shall accept as full paYment for such services, amounts of money computed as follows: JFW:ss October 10, 1988 1 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 2 A. The City agrees to pay, and the Consultant agrees to accept, for the technical and professional services contained in Section II hereof, a sum not to exceed $66,150. B. The City agrees to pay, and the Consultant agrees to accept, all out-of-pocket expenses outlined in the Consultant's Proposal dated September 6, 1988. C. Under no circumstances shall payments made pursuant to the agreement exceed the aggregate sum of $77,000, which sum shall include costs for production of multiple RFP's under Phase IV and preparation and mailing of such RFP's, for attendance at vendor conferences as required, for out-of- pocket expenses and, for any other costs and fees specified or contemplated under this agreement. D. The Consultant shall maintain hourly records of time worked by its personnel to support any audits the City may request, and shall bill the City twice monthly for costs accrued during the proceeding period. Billings shall be separated as necessary to show direct charges to specific Project or jobs. Upon submission of such billings to the City, and approval by the City project coordinator, payment shall be issued. It is understood and agreed that the City may require a maximum of twenty-one (21) days to process payment after receiving it in proper form or on forms provided by the City. E. City shall withhold ten percent (10%) of each payment made hereunder, except for out-of- pocket expenses, as a retention to be paid 30 days following date of acceptance of the project by action of the Mayor and Common Council of the City. JFW:ss October 10, 1988 2 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 3 SECTION II RESPONSIBILITIES AND BASIC SERVICES OF THE CONSULTANT A. The Consultant agrees to perform professional services in connection with project as hereinafter stated. B. The Consultant shall serve as the City's professional consultant for phases I through V as defined in the Proposed Work Plan, and shall give consultation and advice to the City during the performance of their services. C. Except as otherwise provided herein, any work to be performed by the Consultant shall be first authorized in writing by the City's designated Project Coordinator. Said authorization shall set forth all special conditions and requirements not otherwise provided for in the Agreement. D. Time of Performance: The service to be performed by the Consultant under this Agreement shall be commenced within thirty (30) days after the date of the Notice to Proceed from the City and shall be completed as indicated in the Proposed Work Plan for Phases I through V, unless extended by the City in writing. E. Scope: The following documents, which comprise the scope of the Agreement between the City and the Consultant, are hereby incorporated into this Agreement by reference. 1. The Peat Marwick Main & Co. proposal, dated September 6, 1988, entitled Proposal to Perform a Computer System Analysis for the City of San Bernardino, and specifically the Proposed Work Plan for Phases I through V, and addenda thereto, incorporated therein. F. The Consultant providing services under this Agreement will be required to procure and maintain, at their own expense and without cost to the City, until final acceptance by the City of all work covered by the Agreement, the following types of insurance. The policy limits required are to be considered to be minimum amounts: JFW:ss October 10, 1988 3 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 4 1. COMPREHENSIVE GENERAL LIABILITY INSURANCE policy with minimum limits of $1,000,000 Combined Single Limit for each occurrence. This policy should have a Broad Form Endorsement and include the following coverages; Blanket Contractual Liability, Broad form Property Damage, Completed Operations and Personal Injury. 2. WORKER COMPENSATION AND EMPLOYER'S LIABILITY INSURANCE shall cover the obligations of the Consultant in accordance with the provisions of the Workers Compensation Act, as amended, by the State of California. 3. The Consultant agrees to defend, save and hold the City harmless from any and all claims, causes of action, suits and liabilities which arise in connection with the Consultant's negligent performance hereunder, or for any breach of the covenant to recognized propriatory interest, maintain security and privacy, and for non- discrimination. SECTION III -- THE CITY'S RESPONSIBILITIES The City shall: A. Assist the Consultant by placing at his disposal all available information pertinent to the Project including previous reports and any other data requested by the consultant which is within the City's possession and control. B. Except as otherwise specified herein, give notice to the Consultant within ten (10) days whenever the City's Project Coordinator observes or otherwise becomes aware of any defect in the project. C. Obtain approval of all governmental authorities having jurisdiction over the JFW:ss October 10, 1988 4 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 5 Project and such approvals and consents from other individuals or bodies as may be necessary for completion of the Project. D. Provide suitable work space including telephone. E. Assign a City Project Coordinator to assist the Consultant in data collection, scheduling meetings and other duties as specified herein. SECTION IV -- MUTUAL OBLIGATIONS OF THE CITY AND THE CONSULTANT A. This agreement does not guarantee the Consultant any work except as authorized in accordance with Section II above, or create an exclusive consulting contract. Should City determine to use a consultant for performance of tasks identified as Phase VI of Consultant's proposal, City reserves the right to seek new and additional proposals through an RFP process or any means as shall seem reasonable to the City in its sole discretion. B. All of the services contemplated under this Agreement are personal and shall not be assigned, sublet or transferred without the prior written consent of the Ci ty. All persons specifically identified by Consultant in its Proposal of September 6, 1988, as being assigned to the performance of tasks to be performed under this agreement shall be so assigned by the Consultant and shall at all times during the performance of this agreement be assigned to and responsible for the performance of the tasks specified in the agreement. C. The Consultant and any and all of its personnel utilized by the City under the terms of this agreement shall remain the agents and employees of the Consultant and JFW:ss October 10, 1988 5 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 6 are not, nor shall be construed to be, agents or employees of the City. D. All plans and specifications prepared by the Consultant are the product of their training, experience and professional skill; accordingly, they remain their property, and they shall maintain them in their bid condition for future reference. The City shall receive a reproducible copy for use solely in connection with this Project. Any re-use will be only with Consultant's written permission. SECTION V -- CHAPTER, LAWS AND ORDINANCES The Consultant, at all times, agrees to observe all Federal and State Laws, Ordinances, and Charter Provisions of the City and all rules and regulations issued pursuant thereto, which in any manner affect or govern the planning and construction of work contemplated under the Agreement. SECTION VI -- TERMINATION OF CONTRACT Termination of Contract for Cause If, through any cause, the Consultant shall fail to fulfill in timely and proper manner its obligations under this Agreement, or if the Consultant shall violate any of the covenants, agreements, or stipulations of this Agreement, the City shall thereupon have the right to terminate this Agreement by giving written notice to the Consultant of such termination and specifying the date thereof, at least five (5) days before the effective date of termination. In that event, all finished or unfinished documents, computer programs, data, studies, surveys, drawings, maps, models, photographs and reports or other material prepared by the Consultant under this Agreement shall, at the option of the City, become the City's property and the Consultant shall be entitled to receive just, equitable compensation for any satisfactory work completed on such documents and other materials. If the City determines not to accept any of such documents, Consultant shall not be entitled to any payment. JFW:ss October 10, 1988 6 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 7 Termination for Convenience The City may, for reasons of its own convenience, cancel all or a portion of this contract upon thirty (30) days prior written notice to Consultant. Upon such cancellation, Consultant shall be entitled to just and equitable compensation for all satisfactory work completed to the effective date of cancellation and a reasonable sum for costs incurred as a direct result of such cancellation not to exceed 20% of the pro-rata cost of the unfinished portion of the agreement. SECTION VII -- CHANGE ORDERS AND EXTENSIONS The City may, from time to time, require changes in the scope of the services of the Consultant to be performed herein, such changes shall first be approved as required by Section II (c) . Such changes, including any increase or decrease in the amount of the Consultant's compensation, which are mutually agreed upon between the City and the Consultant, shall be incorporated in written Change Orders or extensions to this agreement. SECTION VIII -- EQUAL EMPLOYMENT OPPORTUNITY A. The Consul tant wi 11 not discriminate against any employee or applicant for emploYment because of race, color, religion, sex or national origin. The Consultant shall adhere to acceptable affirmative action guidelines in selecting employees and shall ensure that employees are tr~ated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited, to the fOllowing: employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rate of payor other forms of compensation, and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for emploYment, notices to be provided by the local public agency setting forth the provisions of this nondiscrimination clause. JFW:ss October 10, 1988 7 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 8 SECTION IX -- SPECIAL CONDITIONS PROFESSIONAL OPINION The Consultant warrants that all recommendations, plans and specifications provided the City are, in its professional opinion, valid, accurate and complete. The City reserves the right to accept, decline or require modifications to recommendations, plans and specifications if deemed in the City's best interests. PROJECT DELAYS The Consultant shall not be held liable for Project delays caused by the City's failure to perform its obligations in a timely manner if Consultant gives the project coordinator notice of such delay within three (3) days of date Consultant first becomes aware of such delay. The Project schedule agreed upon by the City and the Consultant shall specify the critical time periods during which a delay in the City's performance can negatively affect the Consultant's overall time schedule for completion of the project. Consultant shall pay $25.0 per day for each day of delay in the completion of the Project which proximately results from Consultant's failure to maintain proper staffing levels, expend sufficient time towards the completion of the work, or from other causes of delay which are within the exclusive control of the Consultant. It is agreed that City's actual damages due to such delay are difficult to calculate, but will be in excess of the sum specified herein and, that the amount agreed on shall be paid as liquidated damages and not as a penalty. FORCE MAJURE CLAUSE The parties to the Agreement shall be excused from performance hereunder during the time and to the extent they are prevented from obtaining or performing the service, by reason of an act of GOD, fire, or commandeering of material products plant JFW:ss October 10, 1988 8 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 9 facilities by the government, when satisfactory evidence is presented to the other party, provided it is reasonably established by the presentation of facts, that the non- performance is not due to the fault or neglect of the party who is not performing. RECOGNITION OF PROPRIETARY INTEREST Consultant understands and acknowledges that during the performance of its obligations hereunder, it will review computer programs which are used under non-assignable, non-transferable and non-exclusive license by the City. Said software is used subject to the proprietary interest of Creative Computer Systems (CCS), Planning Research Corporation (PRC) and Ray Morrow. Consultant agrees that it shall not knowingly, without prior written consent of the City, CCS, PRC or Ray Morrow directly disclose, proliferate, provide or otherwise make available, or permit, any disclosure, proliferation or provision of or making available of, the software in any form, in whole or in part, to any other person, firm, corporation, government agency, association or other entity. NOTICES: Any notices required to be given by the terms of this agreement shall be deemed to have been given when the same is mail by certified mail, return receipt requested, postage pre- paid, addressed to the respective parties as follows: AS TO CONSULTANT AS TO CITY Peat Marwick Main & Co. 701 North Haven Avenue Ontario, California 91764 City of San Bernardino 300 North "0" Street San Bernardino, CA 92418 Attention: Attention: Stephen Hale Data Processing Manager JFW:ss October 10, 1988 9 AGREEMENT BETWEEN CITY AND PEAT MARWICK MAIN & CO., Page 10 SECURITY AND PRIVACY Consultant agrees that none of their officers or employees shall use or reveal any research or statistical information furnished by any person and identifiable to any specific private person for any purpose other than the purpose for which it was obtained. Copies of such information shall not, without the consent of the person furnishing such information, be admitted as evidence or used for any purpose in any action, suit or other judicial or administrative proceedings, unless ordered by a court of competent jurisdiction. City shall be notified immediately upon receipt of any such order of court, pertaining to production of such information. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written. PEAT MARWICK MAIN & CO. BY; name: CITY OF SAN BERNARDINO BY: EVLYN WILCOX, Mayor City of San Bernardino title: ATTEST: ATTEST: City Clerk JFW:ss October 10, 1988 10 _Peat Mar\_lck Certified Public Accountants Peat Marwlck Main It Co. Inland Empire Office 701 North Haven Avenue Ontario, CA 91764 Telephone 714 9452511 Telex 683481 Telecopier 714 944 7993 September 6, 1988 Mr. Mark I. Sutton Director of Building and Safety City of San Bernardino Building and Safety Department 300 North D Street San Be rriard ino , California 92418 Dear Mr. Sutton: Peat Marwick Main & Co. (Peat Marwick) is pleased to present our proposal to perform a Computer System Analysis. As detailed in your Request for Proposal, we are proposing a five-phase project approach to include a computer needs assessment, development of an RFP and evaluation and recommendation consulting services. We believe Peat Marwick is uniquely qualified to perform this project for a number of key reasons. First, our User Oriented Approach. Peat Marwick's approach to needs assessments and system requirements definition stresses client involvement. We also stress the project team's true understanding of your needs. Our methods are aimed at insuring that an open dialogue takes place between the users, project coordinator, and the Peat Marwick project team. Second, Peat Marwick's Qualifications. Our Firm's experience and expertise in public systems definition and implementation are well documented within this proposal. We have assisted numerous clients of all sizes, all across the country. Peat Marwick professionals are able to draw upon this expertise via our own internal network of project information and resources. Our past successes have formed the basis for the methods that we are now proposing. Third, our Project Team. The key staff assembled for this project bring a wealth of personal experience to the team. We propose to staff this project with recognized public sector and computer systems expertise from our Los Angeles and Inland Empire offices. Finally, Our Commitment to Client Service. The selection of a professional consulting firm from among a number of well-qualified firms is a truly difficult task. Analyzing and evaluating approaches and qualifications in a quantitative manner, while useful, often .fails to properly weigh the critical intangibles that produce the most successful effort. These intangib1es~- include: The consulting firm's culture or style, which impacts the consulting team's interaction with the client .111 Member Firm 01 .. Klynveld Peat Marwlck Goerdeler ATTACHMENT "E" ~ .Peat Marwick Mr. Mark I. Sutton City of San Bernardino September 6, 1988 2 The consultinl firm's track record for on-time, on-budlet project completion, which impacts the client resources available for other purposes The consultinl firm's cOlIIDit_nt to client service, which determines how willinl the firm will be to 10 the extra mile to let the job done without constant reliance on its professional time clock. We at Peat Marwick believe that what distinluishes us from most of our c~etitors is the emphasis we place on these intanlible factors. We are very proud of this emphasis and want to share our record in this relard with you as you consider this and other proposals. Bach consultinl firm has a culture or outlook that colors everythinl it doe8. This culture is reflected in the personality of its staff, their commitment to professional service, the warmth and openness of their interaction with the client, and their productivity. Peat Marwick values and therefore fosters the tyPe of individual who can effectively interact with other., who is concerned with the quality of their work, who has deeply inlrained standards of excellence, and who works hard to achieve their loals. In our recruitment efforts, we look for people with these traits. We believe that staff with these characteristics offer the best service to our clients and therefore to our Firm. The ability of the Firm to deliver a quality product under tilht deadlines is perhaps one of the most critical intanlibles, especially on complex projects. .uch as the one the City contemplates. Our record in this area speaks for itself. As an example, our work developinl the Sacramento County Sheriff's Department Information Master Plan was performed on time and within budlet. We encourale the City to verify this fact relative to each of the enlalements we list in this proposal or any others the City ..y identify. You will find that the same thinl is true of ~ach of th... When we bid a scope of work for a specified budlet, we start with ~.fte premise that we have _de a coa.it..nt to co.plete the project on time a~d stay within this budlet. In the final analysis, we 'believe that our Ireatest intanlible asset is our c~itJDent to client service. Wi:1en conductinl our wort, we were always willinl to hold an extra meetins, to explain somethinl. We wort the extra bours. weekends and eveninls required to meet the deadlines to which we alree, and we do not ask for additioul compensation for these services. We will provide these services to the City on our own ti.. because we believe it is i.,artant to our client and a true reflection of our co..itment to service. Peat Marwick prides itself in beinl a firm that delivers c~prehensive products on time and within budlet. We have earned this reputation as a result of our preliminary planninl and realistic assessment of the professional time required to perform project tasts, manale our project responsibilities, and efficiently respond to project issues. .Peat Marwick Mr. Mark I. Sutton City of San Bernardino September 6, 1988 3 We appreciate this opportunity to describe how we can assist the City of San Bernardino in this most important project. We look forward to the opportunity to demonstrate our skills and commitment, and we are confide~t that the results will give the City a sound basis for meeting its current and future system needs. If you bave any questions regarding this proposal, please contact me in our Los Angeles office at 213-955-1501. As a Principal at Peat Marwick, I am authorized to sign for and contractually bind the Firm. Very truly yours9 PEAT MAlWICK MAIN' CO. Z{~v Principal ELO: tr 94/INFSYS INTRODUCTION TABLE OF CONTENTS Underatandinl of the City's Requir...nt . Project Approach PROPOSED WOK PLAN Scope Objectives Wort Plan . Phase 1 Phase II Pbue I II Pbaae IV Phase V Phase VI Project Schedule Deliverables . PIOJECT TEAM . . . . - Conduct Co.puter Needs "sess.nt - Define Depart.ntal Require..nts and Applications. - Analyze Alternatives . - Prepare Request for Proposal. . - Evaluate Vendor lesponses and lecommended Vendor. . - Provide Vendor Nelotiation and I~le.ntation Support (Optional) . . . . . . . Project Orlanization The Peat Marvict Project Team . . . QUALIFICATION OF PEAT MAlWIClC . Description of the Fira . Project Ixperience . FEES AND EXPENSES . . . . . . . Personnel Coat. . · Esti..ted Miscellaneoua Expenses . . . . i . . Pale 1-1 1-2 1-3 II-1 11-1 11-2 11-2 II-2. II-4 II-4 11-5 11-6 11-1 11-8 11-8 111-1 111-1 111-2 IV-1 IV-1 IV-6 V-1 . V-1 V-2 EXII II ITS II-l III-l III-2 II 1-3 II 1-4 19-1 9-1 9-2 APPENDIX TAIL! OF CONTENTS. CONTINUED City of San Bernardino Project Schedule Project Organization Chart Government Experience Technical Skills Matrix Skills Matrix Functional Areas S~ry of Selected Prior Engagements Co.puter System Analysis Fees and Hours Auto.ated Information System Study Miscellaneous Expenses Project Te.. lesUMes u I - INTRODUCTION Thi. propo.al i. .ubaitted by Peat Marwick. The propo.al offer. consulting services in the computer needs a.se.sment, departmental requirements and application., alternative analy.i., development of a lequest for Proposal (IFP), and evaluation and vendor reco...ndation of a Coaprehensive Information System for the City of San Bernardino. The propo.al re.pond. fully to all of the City's requirements and requests as it: le.pond. to all of the information reque.ted in the City'. lequest for Proposal . Addresses the City's requirements with a detailed work plan for each project phase Provides Peat Marwick'. qualification. for both proposed staff and previous client references. We recognize that selecting a consultant fro. a nuaber of .everal competing fi~ can be a difficult proce.s. To a.si.t the City in this selection effort, we have identified key factors that we believe differentiate us fro. our co.petition. . Peat Marwick has exten.ive experience with local aovernment applications and public info~tion .yste... Section 111 of this proposal li.t. and de.cribe. nu.erous prior engageaent. in local government., al.o.t all of which involve info~tion .yste... In addition, we have an exceptionally .trong practice in the .pecialty field of Public .afety telecoaaunication. and computer-aided dispatching (CAD) .y.t.... . Peat Marwick offers a well-balanced and well-qualified enaaaement team. Our Info~tion TechnololY practice i. .taffed with more than 1,000 co.puter and data proce..ing profe..ional.. Section III lists the specific profe.sionals havinl city info~tion sy.tems and public safety .y.teas experience who are available for assigu.ent to this enaaa..-nt. They have de.igned and developed numerous larle-scale info~tion .y.t... of all type. for city and county governments and other Public and private orlani.ationa. 1-1 Peat Marwick has experience in governmental procurement proces.e. for complex info~tion and telecommunication. systems. We have extensive recent experience in a.sisting government sector orl.nization. with the procure..nt of CAD systems. information sy.t... and telecommunications systems. These engagement. involve analyzing requirement.; preparing technical specification.; developing the procurement strategy; preparing the RFP; as.isting with evaluation of vendor bid.; and monitoring in.tallation. training. te.ting and conversion. Recent examples include procurement support for a $30 .illion com.and and control system for the Los Angeles County Fire Department. and procurement assistance for voice and data communications systems for seven campuses of the California State University system. Peat Marwick is stable and well e.tablished. We are one of the largest consulting and accounting firms in the world. with an excellent reputation in the field of local'government and public safety information systelllS. We have the financial and staff resources to ensure succes.ful completion of the proposed engagement and will be available to provide any desired level of follow-up assistance. . Peat Marwick is independent and impartial. As . Big Eight consulting fira. we are required to ..et very .tringent independence requirement. of the American In.titute of Certified Public Accountant.. We are not a vendor. nor .re we affiliated with any vendors of computer hardware or loc.l govern.ent I pub lie .afety sy.te.. Peat Marwick wishes to ...ure the City that our Firm performs .ervice. on a fee ba.is onl, and that we have not. nor will we ever participat. in. a c~is.ion arranlement with any software or hardware vendor. We trust that as you review the remainder of our propo.al. you will a.ree that '.at Marvick's approach. personn.l and resourc.. are not only sufficient to _et ,our requirement.. but' exceed your expect.tions. We urge you to contact our refer.nce. or conduct whatever r..earch you feel i. appropriate to confira our credentials. We are convinced that when you have don. .0. you will find that 'eat Marvick is ..inently qualified to ...i.t the City of San Bernardino in coDducting this very important project. urmIlS'l'ANDDfC THE CITY'S REQUIREMENTS . The Cit, of San Bernardino. California is ...kina the .ervice. of . consultant to perfora . eo.prehen.ive Info~tion S,.t... Stud,. It i. the Cit,'s d..ire that this co.pr.hen.ive .tudy b.. in with an ........nt of the info~tion ne.d. aDd continue throuah the .valuation .nd ..l.ction of the ..t .dv.nced and Co.pr.hen.iv. Info~tion S,.tea at the lowe.t ,o..ibl.co.t to the City. 1-2 The request for tbe study and implementation of a Comprehensive Information Syat.. ari.es fro. tbe City'. current need to complete or modify information services. Functional deficiencies in the current Citywide Information System have led to user frustration, as well as constraints in the City's overall ability to deliver the hilhest possible computer services. We were retained by the City of San Bernardino to provide an overview of the effectiveness of its data processinl operations, includinl the software t.pl...ntation conducted by the Facilities Manalement Orlanization Creative Co.puter Solutions, Inc. (CCS). The results of our previous limited-scope adainistrative review of your Data Processin, operations confirmed the deficiency of tbe current Information System. The results of the study identified several recommendations for t.provement available to the City. The City has decided to release this Request for Proposal to obtain the services of an experienced consultant to assist in definin" identifyinl and t.plementin, tbe prolressive solution wbich the City desires. This is where Peat Marwick enter. tbe picture. Peat Marwick's loal is to as.ist you in ..etinl your automation loal.. Peat Harwick's mission is to as.ist the City in the followinl: Identifyinl and quantifyinl current and lonl-term automation requirements Defininl various alternatives ADaly.in, cost/benefits of various alternatives . Prioriti.in, and developinl a .olution implementation plan Preparinl an IFP indicative of the City's require..nts Identifyinl qualified vendors witb the correct solutions Selectinl the most cost-effective solution consi.tent with the City's requirement.. In addition to the services identified above, Peat Marwick is prepared to provide consultinl support in nelotiatinl a contract witb the selected vendor and in monitorinl tbe vendor's perfo~nce tbrouahout the syste.'s ~le..ntation. PROJECT APPROACH Peat Marwick has asse~led an enlalement teaa fro. our Los Anlele. and Oranle County offices for tbi. project. The personnel selected to participate on tbis project are specialists in the analysis, desilft and i8ple..ntation of public information .ystems. Our experience has led us to create a detailed methodololY for conductinl need. a..e....nt., a. described in Section II of this propo.al. Our approacb to co.plex project. .uch as your. is outlined in the work plan and consi.t. of a series of major pha.es. 1-3 The first three phases will consist of an evaluation and prioritization of Jour computer needs, determination of specific automation applications by department and an analysis of available alternatives. These phases of our work plan will focus specifically on the requirements of the existing system users. We will review the operations of the current system, examine each portion of the system, determine functional requirements for improvement or replacement systems, define and evaluate alternatives for meeting those requirements, develop recommendations for a specific technical approach, and assess the impact of the recommendations on the current division. We will :ldentify, evaluate and prioritize future computer applications. These applications will be compared to current systems and those planned for future lapleMntation. We will then present a comprehensive report of our Data . Services findings and recommendations. This report builds upon the deliverables of the first two phases. We will identify both positive and negative aspects of the current system as part of our assessment of your automation needs. A cost versus benefit ianalysis will be an integral part of our conclusions. lOur proposed work plan for Phases I through III, Needs Assessment, is detailed in Section II of this proposal. Peat Marwick has found that the natural progression from needs assessment to development of a request for proposal and on through project implementation is best conducted by the same consultant. The consultant who reached the conclusions is naturally the best qualified to see them through implementation. Based upon our conclusions determined during the Needs Assessment phases, we will proceed with Phase IV of the engagement, the creation of a Request for Proposal. Pbase IV will first consist of a review of the City's procurement procedures and presentation of a number of procurement strategies. These include Requests for Proposal (most "responsive" bid wins) and mixed strategies, such as a two-step procurement. We will then prepare a draft RFP that accurately reflects your procedural as well as technical requirements. A draft of the RFP will first be sub.itted to the City for review and modification prior to release. Phase V will provide consulting services during the proposal evaluations. We will specifically provide support to the City. ODee a 98Dd0r ~ been selected, Peat Marwick is available, on an optional basis, to coa4uct 'hase VI of the project which would include contract "lOtiations aDd syst.. !.ple..ntation. This phase offers .cnitoring and evaluation of the system installation, acceptance testing, review of training, development of a physical installation plan and post implementation review. Our proposed work plan for Phase VI, Contract Negotiations and Implementation, ..y be found in Section II. 1-4 I I - PROPOSED WORK PLAN SCOPE The scope of our enlalement will include the followinl City Departments or Functional Areas: - Risk Manalement - Fire Department - Perso~nel - Finance - Buildinl and Safety - Parks, Recreation and Community Services - Treasurer - Public Works - City Administrator - Police - Emerlency Services - Library - Planninl - Business License. We have proposed an expanded scope to this project to include an evaluation of the City's information system applications ~ telecommunication systems requirements. We believe that it is critical that the City .xaaine both, voice and data c~ication. and information proce..inl requir...nt. in a joint proc.... The.e two resources are so closely linked that it would .erve the City well to include this evaluation in the scope of this project. We also offer, at the City's option, to continue service. to the City in t.plementation planninl and support. While this work has not been included in the proposed fees, we stronlly urle the City to con.ider the benefit. that may be delivered from this onloinl technical support. We have, at the City's discretion, outlined a work plan that assumes a sinlle RFP vendor selection process. Bowever, ba.ed upon our knowledle of the pre.ent tecbnololY, the software vendor marketplace, and subsequent to our alternatives analysis of City information requir.ments, ve may rec~d that the elt,. aaaine ..utiple vendor avenue.. We .uspect that this may be necesa&rJ because .ome applications could be more suitable for stand-alone .y.t.... which could be procured throuah separate proce.se.. We vill vork clo.ely vith the City in examininl the.e alternative. and selectin, an acquisition strate,y that viII meet the City'. requirements. Should .or. than one II! be nece..ary. this vill require adJus~t. to the proj.ct .chedule and f.... II-I IOBJECTIVES The objectives for this project are to accomplish the following: Provide City departmental management and staff with the opportunity to define their information requirements and priorities Identify cost-effective solutions, available from present technology, that may be implemented within reasonable timelines Provide technical guidance and support to the City in refining information requirements and selecting a qualified vendor. WORlC PLAN Peat Marwict's proposed wort plan for this engagement closely follows the City's five major project phases. The commensurate phases are listed below: Phase I - Conduct Computer Needs Assessment Phase II - Define Departmental Requirements and Applications Phase III Analyze Alternatives and Outline Recoanended System Solutions Phase IV - Prepare the Request for Proposal Phase V - Evaluate Vendor Responses and Recommend Vendor. Phase VI Provide Vendor Negotiation and Implementation Support (Optional) In addition, ve have outlined tasks fro. an optional Phase VI to Provide Veodor Nelotiation and Implementation Support. WhUe ve have not included the wort for Pbase VI vi thin our proposed fees, we believe the City should coneider including this Phase vi thin the contract, as it vill provide the City vith onloing technical support in the critical implementation phase. Bach phase vi11 be performed as a series of subtasks and steps, and vill result in the c~letion of a discrete product or deliverable. Pbase I - Conduct Co.puter Heeds Assessment Before we are able to make any reco...ndations to the City on alternative solutione, we aast thoroughly understand your current situation, operatinl envirou.ent and applications. Phase I is intended not only to kick off the project but also to allov us to lain an in-depth understandinl of your requireMftts, as detailed be10v. II-2 Task 1.1 - Initiate the Enaaaement The first task of the engal...nt will include an orientation for City staff who will be involved with the study. During this orientation ..etinl, we will introduce the Peat Marwick Project Team, review and finalize the project work plan and schedule, and clarify project responsibilities. This task will include the following steps: Conduct Orientation Meetin. This .eeting will represent the first opportunity for the Peat Marwick Project Team to discuss the project work plan and schedule with City staff in a noncompetitive environment. It will afford us the opportunity to clarify phases and tasks, obtain City input on key issues, and identify City personnel to be involved in sub&eq~ent steps. We anticipate that at the conclusion of this meeting, all input necessary to finalize the work plan and schedule will be made available, and that the work plan schedule and reporting requirements will be finalized. Finalize Proiect Work Plan and Schedule Durinl this step, we vill update and finalize the work plan and schedule based upon the City's input. In addition, ve will confirm meetina dates and times and vill belin the process of notifying City staff of scheduled meetings. Task 1.2 - Evaluate Current Syste. The primary objectives of Task 1.2 will be to identify and assess the current syst.. capabilities. Durinl this task, we vill doc~nt current capabilities, hardware utilization, and doc~ntation, and will assess the current work environment. This task is divided into two steps, described below. Assess Current Environment Me~ers of the Peat Marwick Project Tea. will work with City personnel to document the current auto.ated system environment. The teaa members will inventory all hardware used by the system, list current features, and dete~ine specific syst.. strenlths and weaknesses. Fro. interviews with your staff frOll various user depart_nts, we will dete~ine the status of the present application develo~nt and impl_ntation. Further, we will exaaine which depart.nts require further automation, and also will review the leneral requirements for office automation and telec~ications syst... support. DeveloD Current System Overview The current system overview docu.ent will provide . description of the current system capabilities, their use, the clata ..lntained, its source and disposition, the status of available doc~ntation, hardware utilized, and interactions with other s,ste... II-3 The overviev vill summarize, by department, the present applications, the applications requiring enhancements and the future application. desired. Th. overviev vill also identify the overall loal. and objectives for .ystem development for each department and vill allov .ach department to a..ian rank order priorities to the application development. Deliverable:' User Deoartment Need. Assessment Document, which provide. a profile of the exi.ting .nvironment hardware and software and identifies information requirement. defined by user.. Pbaae II - Define Departmental R.quirements and Applications The primary objectives of Phase II are to identify needed operational and functional requirements. Upon completion of this phase, ve will have .ufficient information regarding current information requirements to identify .pecific function. of the system in need of nev automation, procedural chaoses, or modification of exi.ting capabilities. The information needs a.....ment ta.k vill con.ist of the steps described belovo From the Computer Need. Assessment conducted in Phase I, we will derive general application requirements applicable to the needs defined by the users. Further, for each application, we will assian the priority ranking that i. appropriate for implementation. Departmental interface requirements viII also be defined. Deliverable: Department Requirements Document, vhich extends the User Department Need. Asse..ment to a listinl of application., which ve deem will .ati.fy tb. requir...nts defined by us.r.. Pha.e III - Analyze Alternatives Aft.r revievinl tb. City's current environment and defining functional requirements. We are now ready to evaluate alternative application .olution.. In tbis ta.k, ve take a "r.ality-approacb" 'to exaaininl the r.quirement. d.fin.d vith re.pect to our knovledl. of the available t.chnology and rea.onablene.. for co.t-effective !apl.mentation. As such, it is po.sible for us to identify ..lected applications that are more appropriate for .taed-alon. sy.t... !aplementation. or per.onal co.put.r or office automation .olutions. We viII identify and evaluate technical alternative. for meeting tho.e r.quir...nt. and viII b.lin to fo~lat. our conclusions and recommendation. ba.ed upon .pecific application n.ed.. W. viII al.o b.gin to a..... the ~ct and co.t/ben.fit of potential alt.rnativ.. to the City, and viii prepare a .~ry of draft recommendation. and i~ct a..e....nts. Thi. ta.k viII al.o con.id.r th. potential for fulfilling th. functional r.quirement. through improving tb. exi.tinl .y.tea or iapl.menting nev .y.tems. 11-4 Task 3.1 Evaluate Technical Alternatives We vill d.fine alternatives for meetina the City's functional r.quirements. Where sianificant alternative. exist, we will evaluate the alt.rnatives in terms of co.t and benefits. This vill include developina specific recommendations and implementation priorities. Durina this task, we vill also-identify and provide the City vith a list of qualifi.d vendors to receive the RFP. Task 3.2 Assess Impact We vill assess the impact of our recommendation on the City in terms of cost, implementation, timeliness, l.vel of benefit, ability to maintain the syste., and potential oraanization and staff impact. Based upon the results of this task, we will prioritize the recommendations and finalize the implementation approach. Deliverable: Alternatives Analysis Document, vhich details, by application, the cost/benefits for implementation and the beat technoloay suited for cost/effective implementation. Phase IV - Prepare Request for Proposal The finalized Needs A.se.sment Study and Alternative. Analysis vill provide the basi. of the technical requirements of the Request for Proposal. This phase vill consist of several ta.ks, a. de.cribed belovo As discua.ed in Phase III, we _y rec~1ld tbat c.rtaift applic.tiOft. be developed a. stand-alone .y.t..... This _y iaply . ..par.te acquisitiOft proc... for the.. .tand-aloae .y.te... Our .cbeclule and fee., however, have beeft de.ian.d vith the a...-ptiOft, a. required by the City'. iFG for this proj.ct, that. .inal. vendor .cqui.itioft proce.s will occur. Should -.&1 tipl. If'. be r.quir.d, c~.ur.t. adjuat-.at. to the .chedul. aDd f... probably would be ..c....ry. We vill addr... thi. i..ue vith tile proj.ct director .hould it be n.c....ry. 'reparina an RFP that accurately reflect. the City'. t.chnical, cofttractual aDd budaetary requirement., vbile ..int.inina cl.rity and independence to a vendor, r.quir.. a coordinated effort between the Peat Manick Project Team aDd the City .taff. In order to ensure this coordination, we vill und.rtake the follovina ta.k.: . Task 4.1 Defin. Procur.ment Strat..y We vill r.viev procurement str.teli.. vith City Police and Purcba.ina DepartMnt staff. Th. type of procur_nt (.inll. or two-pha..d), bid .chedule and deci.ion. on vendor conf.r.nce. viii al.o be d.te~ined at this tiMe TIle City 'urcha.ina Depart_nt vill be c.lled upoIl to provide bid bond, insurance, vendor nonperformance, .nd oth.r cOfttr.ctual requir..nt.. !be re.ult. vUI be . .pecific "boUerpl.te" of City ter-. aDd cODditioft. to lDYern this project. II-S ~ Ta.k 4.2 Develop Reque.t for Propo.al P.rtinent portion. of the Need. As....ment Study will be modified to beco.e the Technical Requirement. .ection of the RFP.. At th. end of this ta.k, the procurement .trateIY, boilerplate, and technical requirements will be intelrated and pre.ented to the City as the draft RFP for final review and modification. Once updated, the finalized RFP will be relea.ed to previously identified, qualified vendor. . Task 4.3 Conduct Vendor. Conference If the City so de.ir.., we will conduct the v.ndor conf.renc.. We recommend that a vendor conference be held, .ince it will provide an excellent opportunity to identify any po..ible inconsistencies or inaccuracies in the RFP. It al.o provide. an opportunity to meet with the vendors in a formal, controlled environment. Ta.k 4.4 Re.pond to Vendor Inquirie. It is anticipated that over the course of the bid cycle, clarifications will need to be provided. We will work with the City to re.pond to vendor.' reque.ts for additional information or clarification. Deliverable: The Request for Proposal. Phase V - Evaluate Vendor Responses and Recommend Vendor The vendor evaluation process requires careful planninl and thoroulh analysis of vendor proposals. We accomplish a c~lete and fair a.se..ment of vendor qualifications throuah e.tablishinl vendor ratinl standards. These standards for evaluatinl the vendors are based upon the City's info~tion proce.sinl priorities and cost/effective technololical solutions. This Pba.e involves the followinl ta.ks: Ta.k 5.1 Prepare Proposal Review/Evaluation Strategy Prior to the due date of the proposal, we will define our evaluation .trix. We will also prepare a cOllpliance checkli.t for City personnel to dete~ine t..ediate disqualification for nont.chnical rea.ons (i.e., uaable to provide bondinl and the like). Durinl this task, we will work with the C~ty to determine if vendor d.-onstrations, reference checks, or installed site visits would be advantaleous to the evaluation proce.s. ODc. the proposals have been subllitted, they will be evaluat.d using an evaluation MtriX. The evaluation .trix will be used primarily to define technical co.pliance. Other factors, such as iaplementation schedules, vendor reputation aDd cost, will also factor into the .valuation. II-6 " Task 5.2 Conduct Vendor Evaluation Durina this task, we will co~re vendor proposals with the evaluation criteria, and will participate in vendor reference site visits, de.onatrations and/or presentations, as deemed appropriate by the City. (Tbe d~tDaof this task is variable, dependinl upon the number of propoMla received.) Tast 5.3 Presentation of Final lesults and Conclusions Evaluation results will consist of a rankinl of the vendors and a summary of our flndinls and conclusions. We will be available to report our findinls and conclusions to the City Council, if so desired. Pbase VI - Provide Vendor NeRotiation and I~l...ntation SuPDOrt (ODtional) At the City's option, Peat Marwick will be prepared to assist the City in review and nelotiation of the contract, project implementation. project _nalement and post-implementation review. The types of service available, should the City determine a need for continued support, are defined in the followine tasts. We will submit a proposed work plan, schedule and fees for this work, at the City's request, upon vendor selection. Tast 6.1 - Support Contract Neaotiations We will ..sist the City in nelotiatine a contract with the selected vendor. (Note, however, that Peat Marwick is not a law firm and is precluded by law from offerine leeal auidance or advice.) We will assist the City with specific vendor perfo~nce issues, such as traininl, te~ and conditions, warranty, paYment schedule, licenses, modifications, and documentation. Task 6.2 - Imolementation SUPpOrt After contract sipine, we are prepared to work with the City and vendor to develop a detailed project work plan and schedule. We will also ..sist the City in monitorina equipment installation, acceptance testine, trainina, phaseover and initial syste. operation. This is a critical Tuk, which provides syste. t.pl_ntation _naa_nt support in the followinl areas: . Create Deliverables Checklist This checklist will be used to cOlDpare deliverables alainst the project t.plementation schedule to assist in .onitorinl vendor perforance. we will assist in syst.. and equi,..nt inspections as delivered prior to installation. We will alao conduct a series of periodic inspections durinl installation. II-7 Monitor Acceptance Testing We will review the acceptance test plan submitted by the vendor and advise tbe City as to their adequacy. We will monitor the acceptance test (includinl any necessary retest or restarts) and will review the results with the City. Monitoring Training We will review traininl plans and materials submitted by the vendor and advise the City aa to their adequacy. We will evaluate vendor traininl sessions and advise the City of any need for follow-up or retraininl. . Monitor System Phaseover We will revie" the vendor plans for cutover or phaseover to the new syst.. and continlency pl... for possible reversion to the old syst.. in the eveat of cutover probl_. or Datural or _8 .._ dis.sters. We will advise th Cit, of any aeeded revisions of the plans. We wUl monitor the cutover and advise the City of any necessary follow-up. Conduct Post-Acceptance leview We will prepare a post-implementation review of the syste~ and will submit it to the City for review. We will advise the City of any potential problems or deficiencies in the syst.. prior to the City's final acceptance. Monitor Initial Operations We will remain available to the City durin. the first few months of s,atem operations to .ssist with an, prabl... that ..y arise durinl this period. 'ROJIC'r SCHEDULE 'eat Marvick is committed to providinl our clients with as tt.ely an ...Ale.eat schedule as possible. The overall eaca..-ent schedule is depicted in Exhibit 11-1. The schedule is shown by phase. DILIVDAlLES .The followinl pales in this section will briefl, outline the deliverables for this project. These deliverables closel, follow the Cit,'s five ..jor and one optional phasea. 11-8 DELIVERABLE NUMBER 1 USER DEPAR'l'MENT NEEDS ASSESSMENT DOCUMENT PuaPOSE To inventory existing hardware and 80ftware and identify y!!!-defined information requirements. DEPARtMENT NAME Hardware inventory Software inventory. Process (Existina) Description Strenlths Weaknesses Department rank order priority. Future leQuirements De8cription . Depart..nt rank order priority. II-9 DELIVERABLE 2 DEPARTMENT REQUIREMENTS AND APPLICATIONS PURPOSE To equate the information require.nts defined in Deliverable 1 with computer system applications. FORMAT The format will be the same as in Deliverable It but will add the application descriptions and update implementation priorities based on our knowledge of syst.. i~l...ntation needs. DEPARTMENT Hardware inventory Software inventory. Process (Existing) . Description Strengths Weaknesses Sucgested priority* . Application requirements* Interfaces.* Future Requir..nts Description . SUCgested priorit1* . Application requirement* . Interfaces.* * Add.d or updated sections. 11-10 DELIVERABLE 3 ALTEllNATIVES ANALYSIS PunOSE To examine tbe application requirement. witb re.pect to our knowledle of available to our knowledle of available technolol', co.t. and perceived benefit., and to .USle.t cost-effective ..tbod. for developinl and t.pl..entinl tbe defined application requir...nt.. FORMAT The fo~t i. tbe .... as in previous deliverables, but will add tbe co.t/benefit de.cription and recommended implementation metbod as well as leneral hardware requirement.. DEPARTMENT Hardware requirement.* . Software requirement..* ADDlication requirement Description Co. t/benefi t* . I.pl...ntation metbod rec~ndation* I.ple..ntation priority.* * Add.. or updated .ectiona. lI-ll DELIVElABLE ,. REQUEST FOR PROPOSAL PURPOSE To define application and hardware requir...nts to enlist proposals from qualified vendors. FOIUtAT The fo~t will derive the applicable sections fro. the alternatives. analysis to describe hardware/software requir...nts and will add the appropriate City purchasin. a~inistrative information. IM'ftODUCTION City purchasin. requirements . Instructions to vendors Hardware requirements: b, department Sof tware requirements: b, depart.ent. 11-12 DELIVERABLE 5 VIIIDOI IlSfONSI EVALUATION AND RECOlltDDATION REPORT .UIPOSI To provide tb. Cit1 witb an ana11.i. of tbe vendor product. and capabilities a1ld the reuoniftl bebind tbe rec~nded vendor .election. FOlUtAT The fo~t will be adapted to the n.... of tb. vendor ..l.ction proce... 'Vendor A: Co.t/ben.fit. Vendor B: Cost/benefit. V..or C: Cost/ben.fit. Vendor lec~dation: 11-13 DELIVERABLE 6 (Optionai") IMPLEMEMTATI0N PLAN. PURPOSE To provide auideline. for ..nalinl and .onitorinl the vendor performance throuabout the ~l...ntation proc.... FORMAT As delcribed in the work plan, the 18pl...ntation Plan includel a leriel of deliverablel. Deliverable. checkli.t Acceptance te.tina .tandard. and Ichedule Trainina plan requir...nt. . S,.t. pUleover planl . POlt-~le..ntation lupport requir...ntl and review . Operationl a.view aeport. 11-1" - I ... ... ... ... . ... fi w ~ ::I ~ eN .. ... ... III .. ... ... .... i .. = -. = Ii i Ii . . - N I. ...- ~ i -1 i i ! i ~ !: Ii c . > ... ,.; .. ..; .;, 'I .. .- .:1 ..r It ..... ... . 1 . ... - . - .. ... . I -- - . i ~ . I II - PROJECT TEAM . Tbi. ..ction pr..eat. P.at Marwict'. ptopo... project t.... We are confident tbat the project te.. Peat Marwict ha. a.....1. for th18 eftlale.nt ha. the .til1. and experience r.quire. to.ff.cti".l, ...i.t the Cit, of San Bernar.ino in the a..e....nt an. .t.pl...ntation of an auto.ated information .,.t... The proj.ct teaa i. c~ri..d of hilh1, .til1ed profe..ional. who bave .acc...fully perfo~d proj.ct. .ir.ctly r.1.vant to the .pecific work to be perfOrM. und.r th18 UP. The ~ind.r of thi. ..ction di.cua... the proj.ct orlaniaation. role. and re.ponaibiliti... Detail.. r..u.e. for each ..-b.r of the project tea. are inc1ud.d in the Appen.ix. PROJECT ORGANIZATION The project tea. orlanization will be co.pri..d of indivi.ua1. fro. the City of San Bernardino and fro. P.at Harwict. Exhibit 111-1 pre.eat. the orlanization chart. Project rol.. and re.ponaibilitie. of the City and of the Peat Marwick t... .....r. are .i.cua.. below. 101.. and a..DOD.ibi1iti.. Peat Marwict beU.ve. that an iIIportant inlredieat to the .acc... of thi. type of enaale_nt 18 the active participation of cU.nt per.cmael in aproj.ct Steerinl C~ittee. P.at Marwict baa traditionall, ..,b&8iaed tbi. type of participation to a larl.r .e.ree thaa ..t other conau1ti... Una. The ua. of a St.erinl Co.aittee on thi. proj.ct baa two adYaata... iacl..i...: Client input to the activiti.. of the proj.ct t... . R.view of d.1iverab1e. a. the, are bei... ....loped. Deliverable. prepar.d by the proj.ct t... will be .r. accurat. aDd UDd.r.tandable by Ci~y per.oaae1 becaua.of the active invol...-nt of the Steeri... eo..ittee with the proj.ct t.... In addition to tbe Steerin. Co.aittee. the Cit,'. Project Coo~i..tor will pla, a k., rol.. !be 'roj.ct Coordinator will be in frequent contract with the proj.ct t_. aDd will wort with 'eat Manick'. .........t partn.r and .....r to eaur. the tiMl, cOllpl.tioa of all taat.. The 'roj.ct Coor.inator will alao ..rve .. our prt.ary coatac:t for the St..ri... eo-ittee. Exhibit. IU-2 throuab IU-4 pr..at the project t_'. .kill. ..t. in the fON of .kUl. .tric.... The foUori... parqr.... pre.at ..r. thotouah di.cua.ioa of the rol.. .n. r..poulltUitl.. of tM 'eat lluwlck project t.... UI-l THE PEAT HARWICK PROJECT TEAM Our project team has been chosen to provide the City with the skills necessary to effectively perform this engagement. The team has demonstrated expertise in the following areas: Law enforcement and criminal justice systems A variety of computer hardware, operating systems and utility software Needs assessment and requirements analysis RFP development Vendor coordination Proposal evaluations Project implementation and phaseover plans. Peat Marwick believes that these are key areas of experience to this project. In addition, the team is experienced in the unique processing requirements of the law enforcement environment. Thomas Snow - Client Partner - San Bernardino Mr. Snow will act as our liaison. He has extensive experience with the City of San Bernardino in many departments. In addition, he has many years of governmental accounting experience. He is the Partner in charge of the local Government Audit practice for the Los Angeles office of Peat Marwick. Eric Openshaw - Engagement Partner Mr. Openshaw will act as the partner ultimately responsible for the conduct of the engagement. He will be involved in the preparation and review of all documents prepared by the consulting staff, and will assist in the presentation. Mr. Openshaw is a Principal in the Firm, and is in charge of the Middle Market Consulting practice. Robert Smith - Quality Assurance Mr. Smith will act as the overall quality assurance review person, and will ultimately be responsible for the quality of the engagement. He will be involved in the quality review of all documents prepared by the consulting staff. Mr. Smith is the Principal in charge of the Firm's Western Region Information Technology Consulting practice, and has over 20 years of professional experience in computer and communications systems. Holly Richards - Technical Advisor Ms. Richards will act as a technical resource to the consulting team. She has extensive experience in government systems and software. Ms. Richards is the head of the Los Angeles Peat Marwick Information Systems group. 111-2 Ken Benson - Proiect Manager Mr. Be~,-Ilfi.W....~;},tbe project _nager witb the responsibility for the day-to~ay ~~~'of- the engagement. In addition. he will provide a large portion of the technical review. system design and procurement tasks. Mr. Benson is the Senior Manager responsible for the Firm's Telecommunications Consulting practice in the Southwestern Region. He has over 11 years' experience in the design and implementation of large voice and data switching systems. including engagements for many state and local governments. Tom Mann - Manager Mr. Mann has considerable experience on government and higher education projects. Be specializes in needs definition and requirements for library systems and networks. Julia Kirwan - Senior Consultant Ms. Kirwan has extensive experience in information systems analysis projects. She has worked in both the public and private sector in all aspects of needs assessment. design of specifications. RFP development and business planning. Valerie A. Woodburn - Senior Consultant Ms. Woodburn has over eight years of consulting practice experience in telecommunications, data communications. electronic mail and office information systems. She is experienced in strategic planning; feasibility studies; cost analysis; requirements definition; and technical design for voice. data and radio systems. Mary Bilotta - Consultant Ms. Bilotta has a background in information systems analysis in governmental agencies. Ber expertise includes interviewing and data gathering. definition of procedures, and data processing and requirements development. Michael Surface - Consultant Mr. Surface has considerable experience on governmental agency projects. He specializes in needs definition, research and implementation support. He has served on various operations and computer systems projects, from initial planning to the implementation phase. III-3 .. ~ I u ":"! -- -~ -fS ~- ~I IltJ III~ u I . X~ ...i .-- ~~ .:1 -u E - - ~ 0 f~ . ~t ~~ ;i ~ .. '"'- -~ ii-S i )l.~ tl i :.1 ~ ~ ~~ I~ II IU Jf ~ 1~ I I : - . - I Ji ..l...-- ~I z:~ ~~ ~ . If c! l!s ~- z:~ - U WIL -- ~ .::~ ~j ~ III U I~ - ~ - - -- ~ . ~)o. -~ ..: -0 :1- .J "'Ij - - ~ ~ H u . 't:~ .- .i >'" - Exhibit III-2 GOVERNMENT EXPERIENCE Exhibit III-3 TECHNICAL SKILLS MATRIX Exhibit III-4 SKILLS MATRIX FUNCTIONAL AREAS Financial Library Utility Public Land use Business Public Name systems systems systems works permi ts license safety Tom Snow X Eric Openshaw X X Holly Richards X X X X X X Robert Smith X X X X X Ken Benson X X X X X Julia Kirwan X X X X X Valerie Woodburn X X Tom Mann X Mary Bilotta X X Michael Surface X IV - QUALIFICATIONS OF PEAT HARWICK This section of our proposal provides information on the general background of Peat Marwick, and our experience with city as well as other public and private sector information systems. DESCRIPTION OF THE FIRM We welcome the opportunity to describe the breadth of services our firm can offer the City of San Bernardino. Peat Marwick Background Peat Marwick provides professional services worldwide for more than 65,000 industrial, commercial, financial, governmental and institutional clients. Financial management information services, data processing, employe~ benefits and industrial engineering are major consulting services provided by Peat Marwick. We serve 105 of the Fortune Service 500 companies, and 56 of the Fortune Industrial 500 companies. Within the Fortune Service 500, we provide services to 32 of the top 100 banks and diversified financial companies, and 19 of the top 100 diversified service companies. In these three categories, we lead all other accounting firms. Of the top 100 life, property and casualty insurance companies, Peat Marwick provides professional services to 24, more than any other accounting firm. Additionally, Peat Marwick has long provided consulting services to Federal, state and local governments, including the design and implementation of systems for virtually every state in the country and the trust territories. Peat Marwick is dedicated to providing a full range of professional services to meet the diverse needs of our clients. To accomplish this goal, we develop and continually build upon highly specialized expertise in the private and public sectors of our practice. Peat Marwick is committed to excellence and the highest standards of integrity in all its work. At Peat Marwick, the objectives for the future are molded from strengths of the past, in order to provide our clients with the best professional services possible, in an atmosphere of problem solving that brings forth a new level of innovation. Peat Marwick Organization Klynveld Peat Marwick Goerdeler (KPMG) is a multinational partnership offering . services in three primary practice areas: auditing, tax and management consulting. There are over 300 KPMG offices on six continents in 120 countries with over 29,000 professional staff. KPMG's worldwide revenue was over $2.5 billion for the fiscal year ended 1986. In the United States, Peat Harwick Hain & Co. (Peat Harwick) has over 130 operating offices and over 18,000 professional staff. IV-l Peat Harwick is organized to serve our clients by functional discipline and industry. The four functional disciplines are: Information Systems Services (ISS) - systems analysis and custom system development services Operations Hanagement - worker productivity studies, organizational reviews and management studies Management Accounting - feasibility study reports, cost analysis studies and requirements studies Human Resources - benefits planning, executive compensation studies and executive search. Peat Harwick serves a wide variety of industries, including government, financial institutions, health care and many others. Because of the size and importance of the government industry, Peat Harwick further segments our practice into the government information systems and government resources management sub~pecialties. . Management Consulting Practice Over 70 years ago, Peat Harwick was the first professional accounting firm to offer management consulting services to its clients. In the United States, Peat Marwick's resident consulting staff of more than 2,000 professionals are fully devoted to the management consulting activities and are based in 30 of our U.S. office locations. Members of our professional consulting staff average in excess of 10 years' practical business and consulting experience. The majority of the staff hold advanced degrees in business administration, finance, economics, engineering and business management. Many have specialized training in the management sciences, the behavioral sciences, physics, mathematics, accounting, computer and data processing services, marketing, and statistics - all of which provide .an additional dimension to the staff. The three major consulting practice areas relevant to this qualifications statements are: Government Services Consulting practice Information System Services Consulting practice Operations Management Consulting practice. Each of these services are described in the following pages. Government Services Consulting Practice Peat Harwick's Government Services Consulting practice provides a wider range of consulting services to state and local governments than any other accounting firm, and serves more than 400 government entities each year. These services range from feasibility study reports and cost analysis studies, to organizational reviews of entire state governments. IV-2 Peat Marwick places major emphasis on governmental information management systems. They have been designed to operate in a variety of organizational entities. The flexible accounting structure used by these systems provides the ability to adapt to a variety of reporting requirements. The modular structure allows the client the flexibility to tailor an integrated system using components for specific management purposes. The diversity of our Government Services Consulting practice demonstrates the total service capability that is available to our government clients. Information Systems Services Consulting Practice Peat Marwick maintains a significant ISS practice across the United States with an annual accountancy income exceeding $70 million. Our 1,000 I5S specialists bring to their engagements a wide range of functional, industry and technical data processing skills, and a firm understanding of the relationship of technology to information services applications. The industries in which these professionals are specialists include state and local government, criminal justice, public safety, insurance, health care, education, banking and manufacturing. Technically, they are proficient in the following specific disciplines: project management, applications systems development, data base systems design, systems planning, hardware and software evaluations, package software systems implementation, security and control procedures development, data processing productivity analysis, and operating systems analysis. Operations Management Consulting Practice Productivity and quality of service activities are generally performed by Peat Marwick's Operations Management Consulting practice, composed of more than 150 professionals with industrial engineering and related degrees. Our services include design of the quality and productivity programs; identification and conduct of high-visibility pilots; development of management, employee training and involvement programs; and measurement quality improvement from changes in office, facility technology or work Peat Harwick often performs these evaluations as a separate team or in conjunction with an organization's own internal consultants and staff. some instances where a highly skilled internal consulting department is in place, Peat Harwick can license its products and methodologies to the organization. of flow. In Support Tools In 1984, Peat Marwick was the first accounting firm to make a national commitment to incorporating personal computers into the standards by which audits are conducted. Through a special arrangement with Apple Computer, 5,500 Macintosh computers have been delivered by Peat Harwick's staff. More importantly, prior to the release of the Macintosh, Peat Harwick worked with Apple in the development of the user-friendly software which eventually made the Macintosh famous. Peat Harwick supplemented the software available on the Hacintosh with internally developed software designed specially to support certain types of engagements. IV-3 Peat Harwick's consul~ants use many tools and techniques to diagnose producti~ity and quality problems and opportunities. Some of the tools used and a brief description of each follow: SPANS (Structured Productivity Analysis System) - SPANS is a new, flexible approach to productivity analysis in government and public educational institutions. SPANS is a microcomputer-supported methodology which points out high-cost activities, job fragmentation, misplaced activities, spans of control issues, and unnecessary and redundant activities. SPANS is an excellent tool for examining overhead, facilitating the merger of two similar activities and general productivity diagnosis. PEAT (Productivity Evaluation and Analysis Techniques) - PEAT is a four-module methodology and approach that identifies opportunities for improvement. It is an excellent tool for an organization that is just entering into productivity or quality improvement and needs a broad scope, as well as some immediate results. TARGET - examines an organization's white-collar head count and pay levels, comments on which populations are susceptible to which kinds of productivity or quality improvement, and suggests where to conduct pilots for an organization's new productivity and quality improvement programs. PAPER (Professional and Administrative Productivity Evaluation Report) - PAPER is a self-review process to improvement from over 20 different productivity techniques. It helps managers commit to an improvement goal. In addition, the organization learns the patterns of individual shortfall areas in various departments. CAPE (Computer-Assisted Productivity Evaluation) - CAPE is a survey methodology incorporating College Board-type score sheets, which are read directly into a personal computer for Lmmediate analysis. The questionnaires can be generic, but the current process is aligned around identifying office activities, which can be improved through office automation or by identifying perceptions of the quality of office support systems. EQUIP (Employee Quality Improvement Process) - EQUIP teaches employee teams over SO techniques that they can use to improve productivity, quality of work and the quality of their work lives. EQUIP is a sophisticated employee involvement program which changes the blockages in corporate culture, and is designed specifically to unlease creativity. TECH SCAN (Technical and Social Communication Analysis) - TECH SCAN is a methodology and family of tools that analyze first the physical work flow, and then the way the formal and informal organization structure enhance or impede the process. The resultant redesign has a better chance for acceptance, longevity, and flexibility than either a purely technical or an organizational approach can achieve alone. IV-4 MICROSIEP (Micro Self-Logging Time Evaluation Program) - MICROSTEP is a microprocessor-supported data gathering technique that automates time ladders and assigns standard times to tasks or group activities on the basis of modal analysis. MODAPIS (Modular Arrangement of Predetermined Time Standards) - The MODAPTS methodology utilizes highly simplified but accurate standard time values so that industrial engineers, supervisors, or led clerks can assign time standards to actual or proposed jobs. MODAPTS is also a powerful but simple tool for use in assigning standards for repetitive activities. Staff Training Peat Harwick recognizes that the training provided by most colleges and universities provides a good foundation of conceptual knowledge, but does not provide graduates with a working knowledge of the corporate and government world and the information needed to be effective in the business advisory environment. To address this gap in knowledge, Peat Harwick developed a formalized training program. Our Professional Development Department, responsible for developing Peat Harwick training programs, is staffed by 65 full-time professionals and has an annual budget of $40 million. In the United States, Peat Harwick offers over 150 training courses to our people, and more than 500 Peat Harwick professionals participate as instructors. All of our systems development professionals have had a significant number of years of experience prior to joining Peat Harwick. Our training program has been built with this in mind. Our training does not need to focus on basic data processing principles, because our philosophy of using experienced professionals on analysis and development engagements. Our training hours are for the seasoned professional and are of a very high quality. They are not intended for basic learning. This experience factor is critical in the success of systems analysis engagements. Highlights of the important training offered by Peat Harwick include: Systems Development Life Cycle Systems Development Project Hanagement Consulting Skills Workshop Consulting Hanagement Skills Effective Oral Presentation Effective Written Communications. In addition to these internal courses, Peat Harwick supplements its formalized program for staff training from vendor organizations, universities and technical institutes. All Peat Harwick employees are required to participate in continuing professional education, regardless of whether or not they are Certified Public Accountants. IV-5 The primary objective of all of this training is to provide our clients with services of the highest possible quality. Practice Guides Each of our specialized industry practices uses practice guides to provide professionals with information unique to the industry. The Office Information System Practice Guide is a multivolume publication intended to be used as a guide by Peat Marwick's management consultants supporting office systems analysis. Specifically supporting custom software development engagements are two manuals produced by Peat Marwick's Information Systems Services practice. These two manuals, the System Development Manual and the System Development Project Manual, provide Peat Marwick professionals with a structured approach to software development. These manuals and supporting documentation contains Peat Marwick standards for custom software development engagements. PROJECT EXPERIENCE Exhibit IV-l at the end of this section, summarizes some selected prior engagements in the area of governmental information systems. The engagements are listed alphabetically by client, with the type of engagement and type of client summarized by category. We have provided name and telephone number references for the more recent and relevant engagements. City of San Bernardino, California - Financial Audits and EDP Review Peat Marwick is fortunate to have served the City of San Bernardino on several recent engagements, including an assessment of data processing operations. We are dedicated to providing ongoing service to the City, and believe this current knowledge of various departmental operations provides the best possible expertise to the City on this important project. Among our recent projects with the City include: Financial Audit Currently, the Firm serves as the financial auditor for the City, in which we have had the opportunity to familiarize ourselves with the budget accounting and funding systems and mechanisms. IV-6 Data Processing Administrative Review Performed a recent review of the City's organization and administration of the date processing resource. We reviewed systems documentation, interviewed selected users and City management staff, and examined the status of the facility management firm's system implementation effort. Through this project, we have become most familiar with- the City's concerns with the delays in implementation, and the needs for a more reliable information processing resource that will meet the City's management, accounting and operations needs. Redevelopment Agency Procedures Currently developing special audit procedures for the agency to process travel expense and equipment purchase transactions. Reference: Mr. Jim Robbins Acting City Administrator Cupertino, California, City Manager - Communications Center Feasibility Study Peat Marwick conducted a study of the technical and cost feasibility of' establishing a new communications center for the city. The options reviewed included an independent city-operated center, city operation of a Sheriff Department regional center, and establishment of a joint center with three neighboring cities. Reference: Mr. Robert Quinlan City Manager 408-252-4505 King County and Pierce County, Washington - 9-1-1 Implementation Assistance King and Pierce counties cover, respectively, the Seattle and Tacoma metropolitan areas. Peat Marwick assisted both counties in the development of their plans for enhanced 9-1-1 systems, and in negotiations with Pacific Northwest Bell for procurement and implementation of the systems. Both systems are now operational. Reference: Mr. Richard DeFaccio (Former) 9-1-1 Director 206-682-7637 Los Angeles County, California, Fire Department - Development of Command and Control System The Fire Department is developing a command and control system which includes a new communications center; a triple-redundant computer-aided dispatch system; 700 mobile data terminals; 150 radio-operated fire station data terminals; interfaces to E9-l-l, alarms, master time base and other related IV-7 systems; and a complex radio and microwave infrastructure. In 1985 to 1986, Peat Marwick carried out the requirements analysis and system design, developed a two-step procurement strategy, and wrote the 500+ page RFP. We recently completed the evaluation of proposals from major system integration contractors, computer vendors and computer-aided dispatch vendors. We will follow through with support during procurement, installation, testing, training and phaseover. Reference: Assistant Chief John Cummings Communications Support Services 213-267-2451 Placer County, California, Communications - Improvement of Communications Systems In a series qf two contracts, Peat Marwick first conducted an overall radio system requirements analysis and master plan study for the county, and then assisted in development of specifications for a dispatch console, radio site and microwave link. The improvements have since been implemented. Reference: Mr. Carroll Rice, Jr. Communications Officer 916-823-4596 Riverside County, California, Communications - EMS Communications Study Peat Marwick is currently conducting a review and devaluation of the communications systems serving all of the emergency medical services agencies in the county. We are developing recommendations for improvements in the equipment, technical configuration, organization and management of the systems. Reference: Mr. James Rothrock Communications Director 714-787-2722 Sacramento County, California, District Attorney - Development of Automation Plan Peat Marwick conducted an extensive analysis of automation of the Domestic Relations Division. We determined accounting and system interface requirements, developed a conceptual systems design, evaluated system alternatives and determined costs, conducted a cost-benefit analysis, and developed an implementation plan. The result was a FOCIS system planning document fully compliant with Federal standards. Reference: Mr. Frederick S. Schroeder Assistant Chief Deputy District Attorney 916-440-6023 IV-8 Sacramento County, California, Sheriff - Develo~nt of Information System Master Plan Peat Harwick was engaged to review and analyze the entire scope of the department's information processing needs, and to develop a master plan to guide the development of application systems and the acquisition of hardware to support those systems. We reviewed and assessed the department's management information systems and prepared a systems requirements summary; analyzed the communications system and identified alternatives for satisfying the needs of its components; and analyzed the records system and developed recommendations for its improvement. Reference: Mr. Dee Reynolds Undersheriff 916-440-7166 Sacramento, California, Police - Development of CCAP Management Information System Peat Harwick has been retained to direct the analysis and implementation of the department's Career Criminal Apprehension Program MIS. As part of this engagement, we has developed a long-range information processing plan that addresses the interrelationships between patrol, investigations, crime analysis and records. We analyzed and refined the information flow within the department; assisted in the development of crime solvability factors and case prioritization of assignment standards; and defined a mechanism for case tracking and monitoring. Reference: Mr. Jerry Finney Assistant Chief of Police 916-449-5491 City of Fontana, California, Police - Installation of Voice and Data Communication Systems Mr. Benson and Ms. Woodburn assisted the city of Fontana in acqu1r1ng and installing an integrated voice and data communications system to replace their current Centrex telephone system. We prepared and released a RFP for the new system, evaluated the vendor response, and are assisted in the implementation of the chosen system. Reference: Mr. Frank Scialdon Captain 714-350-7740 California State University, San Bernardino - (CSUSB) Telecommunications Needs Assessment and Procurement Project As part of the needs assessment project sponsored by the CSU Chancellor's Office, Peat Harwick conducted an evaluation of CSUSB's communications needs. Currently, the university obtains telephone service from a GTE 311 central office (CO)-based Centrex system with 800 CO lines. A Micom 600 port selector with 64 ports occupied supports low-speed data switching needs. Our analysis IV-9 -- --- of these systems was documented in a Needs Assessment Report (NAR) which included the following areas: analysis of existing voice, data, and video communications needs and systems; identification of performance/functional problems and growth limitations of these systems; analysis of communications alternatives from a functional and cost perspective; development of recommendations (including a system configuration); and preparation of preliminary technical specifications and an implementation strategy. Peat Marwick is currently involved in the procurement phase of this project. In this phase, we are responsible for refining the technical specifications and preliminary system requirements for inclusion into the RFPs. After release of the RFP, Peat Marwick will assist with vendor's questions, the evaluation of technical proposals and the vendor selection process. Contract negotiations with the selected vendor will complete this phase of the project. Peat Harwick's responsibilities in Phase II include assisting with system implementation management, providing technical and engineering assistance to the university, and monitoring the system implementation and acceptance testing process. Reference: Mr. Don McKenzie Director of Business Affairs 714-887-7645 San Jose, California, Communications - Development of Communications Systems In 1985, Peat Marwick completed a detailed review of the current city/county radio and computer-aided dispatch systems, and an analysis of the city's emergency communications alternatives. We recommended that the city withdraw from the county-operated joint communications center and reestablish its own systems. The city accepted that recommendation, and subsequently retained us to help implement the new systems. 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UOI 01 ce Xli ... e Ill... 0... -c 4IOC "41 ..oc "0 III .c C .cc ::JC 41" -; .;: :l:C: uc ~::J ~... ::J C \,l C'" '- Clo- c: 4I::J Ill... WI.,.. WIt 0'- ~'- ::J ::J ;1 .- .... 41.- I'" 0 41'- '- ~I ... .c .-.1: C U4I III ~u ,;i :::i ...- e- - .. e_ 41 c... S"'o :> -A. C _0 '-Ill III 0 III Ill" III III lEI ,.,0 I~ Ill... "'0 '-41 C 1i0 ... 0 ..u Q/uu '-CL. '-uc '-u U .c:l:.. Illl:l 410 .0 ...u .cu '- :> \,l \,l C.I c: C 0 X - '" -'" e 0 ... III III III III III ~ c: 41 >- III III CL. ~ '" '" '" '" '" '" '" ~ ~ ~ >- >- v - FEES AND EXPENSES This section of our proposal presents the cost for the services discussed in Section II, "Proposed Work Plan." The fees presented represent the total cost for conducting the Needs Asessment, Phases I through III; and Development of the City's Request for Proposal and Evaluation and Vendor Recommendations, Phases IV and V. We recognize that ~~~~~trwill require implementation support and assistance ill ~ac:t ...lOtiations. Therefore, we have identified and discussed the type "'of ._":i.ces that we could provide within Phase VI of our work plan. At the present time, however, we are unable to fully determine the nature of the services required or the amount of time needed. Therefore, we propose to provide continued support to the City in terms of the staffpersons presented within this proposal at the fixed hourly rates defined below. These individuals would be available to the City on a time and materials basis, and the City would only be billed for the implementation support services rendered~ To avoid any potential confusion regarding the fixed fee nature of our proposal, we reiterate that we are prepared to conduct all the tasks outlined in Phases I through V of our work plan for a fee of $66,150. This fee is a "not-to-exceed" price regardless of whether or not we exceed the estimate of hours involved. We will bill, at our cost, all out-of-pocket expenses such as long-distance telephone, report preparation and travel. These expen...' are ~ normally 151 of the professional fees. In terms of implementation support, we offer our staff at the fees described in this proposal to perform any duties deemed appropriate by the City. In eit.her case, our fee. will be billed twice IDOnth1y for the services rendered and the expenses incurred in the preceding period. Shoulcl the City wiah to retaiQ a portion of the fee, we are prepared to accept up to a 101 withholding until the project is completed. The following pages provide the hourly rates, total hours and estimated expenses for completing Phases I through V of the work plan described in See tion II. . PERSONNEL COST Exhibit V-l on the following page presents our fees for professional services. It identifies staff classifications, the hours by classifiction and the: fees by classification we propose for the City of San Bernardino; and the total hours and cost for performing Phases I through V of our project work plan. V-l on 0. 0. ~ ~ ! 0. N i '" co .... ~ ct' - N .,.. .,.. j on ~ 0. ~ ~ ~ co N ~ ~ on 0. 0. ~ ~ .... ct' - 0. ct' - ~ .,.. .,.. .... N ~ ~ ~ - ~ 0. 0. 0. ~ ~ - ~ - - co ~ . N ~ co .,.. .,.. ~ ~ 0 4 ~ - N ct' 0 0 on ~ ~ ct' 0 '" - .... on ~ I > ~ ~ .,.. .,.. ... .A ... .I: X ~ ct' '" ~ ~ lW ~ 0 0 on ~ ~ '" 0. .... co on ~ . ~ .... .,.. .,.. - 0. %l ~ - N co 0 0. 0. ~ ~ ! .... 0. ~ .... 0. on . ~ '" .,.. .,.. 0. co 0. ~ ~ - - .... ~ . ~ e c ~ ~ .. III ~ . ~ - .. ell - .. Q,. .. ::3 ~ C lit 0 .. l c ~ .... e 0 c I u .. .. .. . u ~ - 01 . 0 ::3 .. ..., ... III 01 0 C C e ~ . 0 lW Q,. . '" u ESTIMATED MISCELLANEOUS EXPENSES Exhibit V-2 provides our estimate of the miscellaneous expenses associated with completion of Phases I through V of the project. It presents costs for administrative support; report and RFP production; mailing the RFP; telephone charges related to vendor inquiries; and an estimate for travel, lodging and per diem expenses for our staff. Charges for these expenses will be billed as incurred. Should the City be able, or willing, to produce and mail the Request for Propos.l, these expense. could be reduced. V-3 Exhibit V-2 SUMMARY or MISCELLANEOUS EXPENSES (ESTIMATED) Phase III - Needs Asse&sment Administrative support Report production Meals and lodging Travel Miscellaneous expenses (mailings, telephone and the like) $ 2, 100 1,050 1,750 1,050 200 Total Phase I-III expenses 6,150 Phase IV-V - Prepare Request for Proposal Administrative support RFP production Meals and lodging Travel Miscellaneous expenses (mailings, telephone and the like) Total Phase II expenses 1,470 1,350 850 450 375 4,495 $ 10.645 Total estimated project expenses APPENDIX PROJECT TEAK RESUMES ERIC L. OPENSHAW Mr. Openshaw is a Principal in the Los Angeles office of Peat Harwick. A specialist in the areas of data processing systems design, he has 13 years of experience in the development of requirements definitions, conceptual design, preparation of request for proposals, system selection and implementation assistance. Mr. Openshaw's experience and emphasis has been primarily in the wholesale distribution and construction industries. Specifically related experience includes: Developed requirements and a conceptual model of an equipment maintenance system for an oil pipeline service company. This included analyzing available software/hardware packages and developing recommendations for short- and long-term MIS objectives. Performed a data processing feasibility study for an asphalt paving and grading contractor. This included vehicle and heavy equipment maintenance and costing, accounts payable, general ledger and financial reporting, job costing and job bidding, inventory control of gravel, sand, and the like, as well as supplies inventory such as gas, oil and tires. Assisted in the selection of data processing hardware and software for the above-mentioned contractor.. This included requirements definition, preparation of a request for proposal, proposal evaluation and contract negotiation assistance. Assisted in the selection of data processing hardware and software for several large residential developers and provided implementation assistance. Applications included accounts payable, general ledger, financial reporting, fixed asset accounting, equipment maintenance and costing and job bidding. Provided implementation assistance to a framing subcontractor. Applications included job costing, equipment maintenance and costing, accounts payable and general ledger. Assistance included: detailed project planning and control, acceptance testing, parallel run requirements, user sign-off, user training, and the like. Developed requirements for a major manufacturer of heavy equipment components. Applications included project scheduling and control, inventory management, machine and heavy equipment scheduling, maintenance and costing, and fixed asset control. Mr. Openshaw is currently participating in a nationwide survey of application software available for the construction industry. Prior to joining Peat Harwick, he was a systems engineer and sales manager for a major computer manufacturer. Mr. Openshaw received a bachelor of arts degree in marketing and accounting from California State University, Fullerton. Additionally, he has completed postgraduate work at California State Polytechnic University, Pomona. HOLLY A. RICHARDS Ms. Richards is a Principal in the Western Region of the Systems Development Group of Peat Harwick. She specializes in the proje~t management and control aspects of large systems development engagements. Her experience prior to joining the Firm was with Ohio Medical Indemnity Mutual as Manager of Systems and Programming. Ms. Richards has also worked for Chemical Abstracts Service and Denison University in various data processing capacities from programmer to systems analyst. Ms. Richards' work experience since joining Peat Marwick has included: Engagement manager for the design and development of the Oil Accounting System at the City of Long Beach. Engagement manager for the Requirement Definition Study for the Fleet Management System for the City of Los Angeles. Engagement manager for the Requirements Definition and Conceptual Design Study for the Property Records and Hazardous Materials Information System (PRHMIS) for the City of Los Angeles Fire Department. Team leader, responsible for the customization and implementation of the accounting systems for the Southern California Rapid Transit District. Accounting systems were implemented using McCormack and Dodge's general ledger, accounts payable and purchasing software packages. Peripheral customization was done to address the unique client requirements. In addition, customized interfaces are being developed to the project control and tracking system and the inventory control system. Team leader, responsible for the design, development and implementa- tion of modifications to all of the accounting systems, for a division of FMC to satisfy government cost accounting standards. Accounting systems modified included general ledger, accounts payable, labor distribution, system control file update, cost of production, and budget and forecasting. Project leader, responsible for the design, development and imple- mentation of the accounts receivable, delinquency processing and aged outstanding balance reports for the water and sewer utility billing system for the City of Columbus, Ohio. In addition, Ms. Richards was responsible for the design, development and implementation of the revenue reporting by fund and the automatic interface to the City's general accounting system. Development of a detailed computer system design for a life and health insurance claims paYment and check writing system for a self-administered union contract Feasibility study of the computer processing alternatives for the budgeting, fund accounting and general ledger requirements for a county mental health and mental health retardation board Computer hardware and software evaluation and selection for a local manufacturer and distributor. Software systems evaluated included general ledger, accounts receivable, accounts payable, payroll, order entry, invoicing, inventory control and sales analysis. Ms. Richards' work experience prior to joining Peat Marwick included: Management of a staff of 10 systems analysts and programmers at a Blue Shield plan. The staff was responsible for the following: Development and maintenance of the teleprocessing interface to Ohio Blue Cross Plans to obtain membership eligibility data Design, development and maintenance of the on-line claims adjudication systems for basic Blue Shield, combined Blue Cross and Blue Shield major medical, and Blue Shield dental claims. Design and implementation of a student information and grade reporting system Hands-on programming experience with COBOL, FORTRAN, PLll, and Assembler programming languages in both large- and small-scale computer environments Design and programming experience with CICS and IMS/VS-DL/l on IBM hardware Development of systems and programming standards and procedures Development of a systems and programming training program. Ms. Richards graduated Phi Beta Kappa from Denison University with a bachelor of science degree in physics and mathematics. She is a Certified Data Processor (CDP). ROBERT J. SMITH Robert J. Smith is the Principal in charge of the Information Technology Consulting group in Peat Marwick's Los Angeles office. He has more than 20 years' management and professional experience, primarily in the management and use of computer resources. In addition to his Los Angeles office responsibilities, Mr. Smith directs the Firm's national Security and Control Services Consulting practice, coordinates the Far West Information Technology Consulting practice and serves as a member of the Peat Marwick National Information Technology Steering Committee. He previously established and directed the Firm's Advanced Technology Services practice and was Principal-in-Charge of the Minneapolis Management Consulting Department. Mr. Smith has managed and participated in a wide. variety of computer-related engagements, including operations reviews, security evaluations, operating system and computer system conversions, capacity planning and computer performance measurement studies, communication system evaluations and network designs, application assessments, and long-range and disaster recovery planning projects. His specific security and control services experience includes: Directing and conducting numerous control assessments in support of the Firm's audit services for clients with technologically complex environments in a wide variety of industries Developing and supporting the implementation of a security review and improvement plan for a worldwide backbone network interconnecting multiple host environments and many local area networks Conducting comprehensive security and control assessments for organizations as diverse as a large midweste~ county, a major life insurance company, and several financial institutions Directing third-party review engagements for organizations such as a major multibank holding company, several large savings and loan servicing operations, a nationally known commercial service bureau and a regional service bureau specializing in support of retirement housing operations Developing disaster recovery plans addressing both data processing services and other high-risk service areas for large enterprises in the insurance, education, finance, manufacturing and publishing industries, and government Planning and supporting the installation of security software for a nationally known foods business and a high tech manufacturer. Mr. Smith's experience in providing ~dvanced technology and related consulting services includes: Directing the development of computer performance measurement systems and capacity plans for organizations as diverse as a national fast food company, a major news organization, several manufacturers and hospitals, and a r~gional brokerage firm Developing plans and supporting operating system and vendor conversions for companies in the insurance, manufacturing, agribusiness, and services industries Directing the evaluation and selection of communication facilities for a large convention facility, several universities and hospitals, mortgage and insurance companies, and manufacturers Developing data center layouts and relocation plans in the insurance, agribusiness and health care industries, and government Directing the design of local and wide-area networks for a major government contractor and a regional agribusiness company Developing performance measurement and reporting systems for large data centers in the insurance, banking and food industries. His specific MIS planning and management consulting experience includes: Developing strategic systems plans for organizations in computer leasing, thrift, brokerage, transportation, manufacturing and utilities industries, and government Conducting MIS effectiveness assessments in insurance, education, banking and thrift, health care, foods and manufacturing industries, and government Assessing organizational structure, staffing and development needs for a major insurance company, a large food processor and distributor, and several manufacturers and financial institutions Developing standards and procedures, including system development life cycles, for a health care service, several major life and health insurance companies, and an agribusiness concern Assessing production applications and applications under development for many organizations in education, government health care, food processing and manufacturing. Mr. Smith received his bachelor of science degree in business from the University of Minnesota. He is a frequent speaker on technology planning. data center performance management, disaster recovery planning. and information security and control. KENNETH L. BENSON Mr. Benson is a Senior Manager in the Los Angeles Peat Marwick Telecommunjcations Consulting practice. He has 11 years' professional experience, focusing on the control, planning and implementation of information and communications management systems. He also specializes in communications' impact upon the management, financial and organizational control aspects of our local government clients. Prior to joining Peat Marwick, Mr. Benson was partner-in-charge of a Los Angeles-based management consulting Firm's telecommunications practice. In addition, he has held management positions at AT&T and was western regional manager at a well-known consulting firm. Mr. Benson has provided consulting assistance encompassing the following: Communications planning Centrex Electronic private branch exchange Electronic tandem switching networks Distributed communications systems Centralized attendant service systems Public safety systems Emergency communications systems Microwave communications systems Automatic call distribution systems Electronic. mail and office automation Local area networks Mobile digital terminal communications. Some of the specific public sector information and communications systems projects in which Mr. Benson has participated include the following: Assisted in the development of a strategic technology master plan for a rapidly growing city, which included financial reporting, land use planning, building permits, business licenses, risk management, public safety, library, public works and communications systems Participated in developing a detailed technology update plan for a large metropolitan county justice system, which included video teleconferencing, electronic mail for court calendars, and audio teleconferencing for administrative hearings and management meetings Directed and assisted in the development of a communications improvement and computer-aided dispatch study for a joint powers authority providing dispatch and communications services for six combined fire districts Designed, evaluated and implemented a telephone system for a police department, including the application of voice mail to support both investigative.functions and to act as a message center for officers on patrol Assisted in the design and implementation of an office automation network for a large metropolitan district attorney's office Provided network planning expertise to a large metropolitan police department, implementing a S-district and 20-precinct network Developed a portable terminal application for a utility to better record electrical consumption and streamline billing procedures Designed and implemented a communications system for a regional mental health center Participated in the implementation of an integrated voice and data switching network allowing for the interconnection and electronic message switching of up to 200 IBM-PCs or compatibles in a twisted-pair local area network scheme. Mr. Benson attended Whitman College in Walla Walla, Washington, obtaining a bachelor of arts degree in American studies. He received a master of science degree in administration from the University of California, Irvine. He has spoken at numerous public sector meetings and has been a keynote speaker at many Computer and Telecommunications Trade Shows. JULIA L. KIRWAN Ms. Kirwan is a Senior Consultant with a background in information systems analysis projects. She has assisted both public and private sector clients in evaluating system requirements, analyzing work flows and procedures, and selecting package software. She has also conducted numerous management and operations analysis projects, and participated in various business planning engagements. Her related experience is described below. Information Systems Managed the selection of a packaged software system for accounting and public safety applications. Defined information requirements, developed the request for proposal, evaluated vendor responses and recommended vendor selection Served as team leader on a comprehensive analysis of information requirements for a public safety department, including ~riminal justice and administrative applications Prepared requirements analyses for countywide accounting and financial system and assisted in vendor selection Assisted in the requirements analysis of a major county municipal courts department to define information needs in the areas of court calendaring, 'docket preparation, citation processing, presentence preparations, cashiering, civil processing and other applications Conducted needs analyses and participated in the strategic planning processes for data processing developments for large public safety departments Performed comprehensive evaluations of records management functions, including image processing systems, data processing input and retrieval, and interrelated indexes Served as liaison between data processing and departmental personnel to troubleshoot system problems and identify new system requirements. Wrote user procedures and maintenance documentation Performed audits of system files to verify the accuracy of records, to identify file errors, and to develop methods to control data integrity Defined requirements for geographic data base systems. Served as a member of a citywide geographic data base committee. Developed recommendations for administering the citywide resource, preparing data inputs and maintaining consistency among the multiple data base records Gathered and evaluated address and location information for entry to geographic data base systems, including u.s. Census DIME files, simple block face files, and traffic analyzing geographic system files Identified payroll and personnel information requirements to improve the efficiency of selection and hiring processes, to ensure timely payment to employees, and to maintain accurate and accessible personnel records Assisted in identifying information requirements for a major school district's student data base Participated in defining the information requirements for a hospital and medical services organization. General Management Performed management audits of numerous public entities, assessing strategic direction, organizational relationships, policies and procedures, mechanisms for controlling management and operations, utilization of personnel, and necessities for computer system support. These studies resulted in full analyses of the organizations' strengths and weaknesses and tangible recommendations to achieve improvements Served as lead consultant to evaluate internal controls procedures and determine potential risks in acquisition and purchasing management, contract management, cash handling, trustee, fee collection, and payroll operations Evaluated program compliance for an air pollution control program to determine if activities of the organizations operated within mandated guidelines and if program designs facilitated compliance Conducted comprehensive analyses of a personnel and administrative services organizations within both public and private sector entities. These projects involved identifying and documenting work flows and procedures, assessing departmental organization structure and interfaces with payroll, accounting, benefits, and user departments Conducted a business office review to determine work flow and procedures, and to assess staffing requirements Responsible for monthly state and Federal mandated reporting for a public safety entity. Evaluated information requirements for investigative and management needs and prepared necessary reports Assisted in business planning engagements for public and private industry organizations to identify company mission, evaluate competitive environment, assess distribution channels, and evaluate strategic position. Developed detailed strategic plans consisting of action plans for implementing recommendations Developed policies and procedures for personnel and payroll administration, identifying functional roles and responsibilities, work flows and document requirements Performed personnel analysis projects to develop job classification structures for the entire range of labor and clerical and management positions. Developed job classifications, compensation guidelines, and organization structure for 54 management positions in a middle market company Developed, coordinated, administered, and evaluated testing instruments and results for structured selection processes, including written examinations, practical and in-basket exercises, oral interviews, and physical agility courses ~articipated in salary survey and compensation administration projects to assess salary structures against benchmarked positions. Determined total compensation cost data for use in labor negotiations Performed staff allocation studies to evaluate management to staff ratios, deployment of public safety personnel, and balance of work load Assisted in departmental budget development for a public organi- zation. Developed budget justifications and evaluated budgets submitted by divisional supervisors Participated in the comprehensive analyses of the feasibility for developing a World Trade Center, including a convention facility, business park, retail facilities, a premium hotel and a Toy Mart. Developed survey instruments to assess user response and evaluate project potential. Researched and analyzed demographic data to assess proposed World Trade Center operations against potential competition Served on several real estate and company valuation engagements, assisting in the review of commercial real estate loan packages, comparable company analysis and building valuations. Used PC-based models and spread sheets in information development. Ms. Kirwan received a bachelor of science degree with honors in business administration from the California State University, Sacramento. VALERIE A. WOODBURN Ms. Woodburn is a Senior Consultant in the Los Angeles Management Consulting Department of Peat Harwick. She has extensive experience in long-range planning, project management, network design, technical support, systems requirements, training, and vendor negotiations for voice and data communications. Prior to joining Peat Harwick, Ms. Woodburn was consultant for two well-known consulting firms. internal consulting for Hughes Aircraft Company positions at AT&T and Pacific Bell. a telecommunications systems Also, her experience includes and technical consulting A representative selection of Ms. Woodburn's applicable telecommunications system experience includes: Project management for over 7S telecommunications systems ranging in size from 20 to 13,000 station lines. Responsibilities included: Needs assessment System design Network design Implementation planning Voice/data integration Complex campus cabling specifications Messaging systems Telemanagement Vendor oversight Training/staff. Preparation of a competitive analysis of three major PBX vendors, detailing their technical strengths and weaknesses as well as each vendor's relative advantages and disadvantages. Included in this was a comparison of PBX versus Centrex alternatives Redesign of- a public safety network for a large government client Design and installation of a call distribution system for a large multinational fund-raising organization Formation of an internal user group for AT&T equipment users at a high technology company Participation in a major study evaluating Centrex service for a IS,OOO-line site. Reviewing outside vendor materials and verified conclusions Preparation of a cabling specification request p~oposal for a midsize city Evaluation of and making recommendations about improving network design of a midsize city's voice and data networks Assessment of the feasibility of using microwaves for voice and data trans.ission at a large fire dispatch center Conduction of an in-depth review of a large telecommunications department to determine telemanagement requirements. These needs were used in developing a specification package to be used to select telemanagement software. Representative engagements that had an emphasis in data communications include the following: Designed a multisite work group computer network for broadcasting race results Designed a data network connecting over 150 personal computers to an IBM System 36 for use in compiling overnight box office statistics Designed multiple data networks for cross-country services. Transmission media included Tl backbones, X.25 public networks, and both dial and private line systems Prepared a local and wide area network plan for a multisite corporation connecting personal computers, multiple hosts, terminals, PBXs and X.25 gateways Designed a local area network utilizing fiber and twisted pair for a large utility Provided alternatives for interface with a large SNA network from a Digital-based public safety system . Developed design for an automated inventory package to track a voice and data network for a public safety dispatch center. MS. Woodburn also has been active in consulting in the area of office automation. Some of her engagements in this area of expertise include the following: Designed an office automation plan for a large health care insurance provider Developed an electronic mail and document exchange plan, and standards for an aerospace firm Developed an office automation a and records management system plan and specification for a large California city Automated season box sales and box allocation .ystem for a major racetrack. Given her experience and background, Ms. WOOdburn has been asked to provide lonl-range planning for many projects. Representative planning accomplishments include: · Preparation of the networking, telecommunications, office automation, video and radio portions of a lonl-range .technololY plan for a midsize city ~, Development of a financial model to compare Centrex to PBX and PBX to PBX, with multiple financing alternatives to provide a cash flow analysis for 3, 5, 8 and 10 years. Incorporation of statistics from site surveys, demographic materials and network studies to develop a five-year plan that included forecasts for growth, budgetary estimates and manpower requirements Assistance in developing a strategic voice, data and video wiring plan for a large Southern California utility. Ms. Woodburn is a candidate for a master of business administration degree from the University of Southern California. She completed her undergraduate studies at the University of Southern California, receiving a bachelor of science degree in business administration. Her training also includes extensive voice, data, local area network, system design methodology, information processing and project management courses from various institutions and corporations. Ms. Woodburn has published articles on the subjects of "PC Local Area Networks" and "Local Area Networks". She also has addressed professional seminars on subjects such as project management and integrated voice and data. Ms. Woodburn is active in her community and serves as a director on the Pasadena Community Access Board. MARY K. BILOTTA Ms. Bilotta is a Consultant in the Management Consulting Department of Peat Marwick. Her background and experience includes work flow and information system analysis for both criminal justice and private industry clients. Ms. Bilotta has expertise in interviewing and data gathering skills, and has assisted clients in the definition of procedures, processing and form requirements. Her professional experience includes the following: Served on an engagement for a large county municipal courts organization to define work flow and information flows for case management operations. Developed detailed work flow charts that depicted the flow of information throughout the case initiation, update and disposition process Currently, Ms. Bilotta is serving on a continuing engagement for a municipal court operation in preparing detailed process and procedure definitions for case management operations, identifying the specific forms requirements for each process. The project will involve implementation planning and evaluation of resource requirements necessary to implement an automated courts system. Assisted in the operational review for a county department to document processes and procedures in work flow diagrams Served as an analyst on a major systems implementation project for a large transit district to define fixed assets, purchasing and inventory control processes. Developed detailed process flow diagrams and defined process requirements Conducted an administrative review of a large county data processing operation to assess the sufficiency of staffing and management practices, and the adequacy of systems operations and controls Acted as lead consultant on several systems evaluation projects to determine the effectiveness of processes and automated controls functions. Ms. Bilotta has a bachelor of science degree in business administration and management information systems. MICHAEL J. SURFACE Hr. Surface is a Consultant in the Management Consulting practice of Peat Marwick who has served on numerous information systems projects and criminal justice engagements. lis project experience has included the following: Served as consultant to the the Statewide Task Force on Gangs and Drugs for the Office of Criminal Justice Planning. Conducted interviews with gang and narcotics investigators throughout the State to define methods for investigating and managing these specialized cases cases and personnel and equipment requirements needed to improve the investigations process. Summarized the profiles of gangs operating in the various areas in a profile worksheet. Compiled research findings and assisted in the development of the Briefing Document submitted to the task force members Assisted several private industry clients in defining the needs for computer tracking systems. Developed user procedures for system operation. Assisted in the implementation of new computer systems Served as consultant on various operations and computer system projects, assisting clients in the implementation and training on computer system use Provide software implementation support for a specialized computer system for apparel industry clients on a 800 number hotline. Helped clients troubleshoot system problems, and provided direct support in resolving system and operator errors. Hr. Surface has a bachelor of science degree in business administration, and is currently obtaining his master of business administration degree from the University of Southern California. -.. Peat Marwick Certified Public Accountants Peat Marwick Main II Co. 725 South Figueroa Street Los Angeles, CA 90017 Telephone 213 972 4000 Telex 6831572 PMMLA Cable Address VERITATEM Telecopier 213 622 1217 September 22, 1988 Mr. Stephen D. Hale Data Processing Manager City of Bernardino 300 North "D" Street San Bernardino, California 92418 Dear Mr. Hale: We enjoyed meeting with you to discuss our proposal and to answer your questions. It was a pleasure learning more about your current systems and projects. As you requested, we have enclosed a copy of our standard agreement. It has been tailored to fit the City's RFP and our proposal. We look forward to working with you on this all important project. If you have any questions, please feel free to call me at (213) 955-8944. Very truly yours, PEAT MARWICK MAIN & CO. Kenneth L. Benson Senior Manager KLB:rbc:002 .... ~.ember~rm?f. ATTACHMENT "F"