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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: May 2, 2011
Subject: Resolution of the City of San
Bernardino authorizing the City Manager to
execute a Master Services Memorandum of
Understanding with the Water Department
for provision of City services for Fiscal Year
2010.11.
From: Charles McNeely, City Manager
Dept: City Manager's Office
MIce Meeting Date: June 6, 2011
Synopsis of Previous Council Action:
1997 through 2009 - Resolutions are adopted annually authorizing Master Services
Memorandums of Understanding with the Water Department for the provision of City Services.
Recommended Motion:
Adopt resolution.
Contact person: James Graham, Assistant to City Mgr. Phone: 5122
Supporting data attached: SR Resolution & MOlT Ward:
City Wide
FUNDING REQUIREMENTS:
Amount: No Cost to the City
Source:
Finance:
Council Notes:
Agenda Item No.
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the City of San Bernardino authorizing the City Manager to execute a
Master Services Memorandum of Understanding with the Water Department for
provision of City services for FY 20 I 0-11.
BACKGROUND:
Each year, the Water Department and City enter into a contract, a Master Services
Memorandum of Understanding (MOU), for the City to provide various support services
needed for the water and wastewater treatment operations. On April 19, 2011 the Water
Department approved the proposed Master Services MOU for Fiscal Year 2010-11. On
May 16,2011 the proposed agreement was presented to the Mayor and Common Council
for consideration and was continued for further discussion. The following provides
additional information on the background and financial impact of this proposed
agreement.
Unlike most other City departments, a Master Services MOU is necessary with the Water
Department for the provision of support services for two reasons: first, the City
establishes the Water Department as a financially separate entity governed by an
appointed board of directors; and secondly, State law provides that the funds overseen by
Water Department are classified as enterprise funds and are restricted to paying only for
water and wastewater treatment service related costs. The Master Services MOU
identifies the costs of the documented support services provided by the City to the Water
Department.
City Services Provided to the Water Departmentfor FY 2010-11
The following are the support services the Water Department contracted for the City to
provide for FY 2010-11 related to the Water Department's water and wastewater
treatment operations. The list identifies the fund the City has used to pay for the services
provided to the Water Department, and the total cost of such services for FY 2010-11 :
Services Fund Amount
1. Employee Assistance Program Workers Compensation $10,000
2. Rideshare Coordinator Transportation Fund 5,200
3. Workers' Comp Claims/Adm. Workers Compensation 412,000
4. Information Technology IT Fund 522,267
5. Telephone Services Telephone Fund 126,400
6. Police and Fire Departments General Fund 500,000
7. Equal Opportunity Officer General Fund 57,200
8. City Attorney General Fund 200,435
9. Civil Service
10. Human Resources, Finance
City Treasurer
General Fund
87,780
General Fund
192.200
TOTAL
$2,113,482
Additionally, on June 30, 2010, the Mayor and Common Council approved the
preparation of a cost allocation plan for all services that the City provides to support
various enterprise functions and operations such as water, sewer, and refuse. Over the
past number of years, cities throughout the state have prepared and adopted similar
modem cost allocation plans to provide an accurate accounting of the full cost for various
services and operations. These cost allocation plans further provides the documentation
necessary to comply with the provisions of Proposition 218. Under Proposition 218, for
property-related services such as water, sewer, and refuse, only costs related to the
provision of such services may be included in the rates charged for the services.
Therefore, cost allocation plans help ensure that cities remain compliant with the state
constitutional requirements of Proposition 218.
The City contracted with Matrix to perform the analysis and prepare the cost allocation
plan. It is anticipated that this plan will be presented to the Mayor and Common Council
for consideration at the June 20, 2011 meeting.
FINANCIAL IMPACT:
The anticipated reimbursement amounts from the Water Department Master Services
Memorandum of Understanding were included in the FY 2010-11 adopted budget, as
follows:
Budl!et bv Fund FY 10111
General Fund (001): $1,037,615
IT Fund (679): 522,267
AB 2766 Fund (111): 5,200
Teleohone Suoport Fund (630): 126,400
Worker's Comp Fund (678): 422,000
Total $2,113,482
If these documented costs that the City has already incurred by providing services to the
Water Department are not reimbursed, the City's budget will experience an immediate
and unforeseen shortfall in anticipated revenue. As a result, an examination of options to
address the revenue shortfall would occur, including reductions in City Services and
personnel.
RECOMMENDATION:
Adopt the resolution.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Charles McNeely, City Manager
Subject: Resolution of the City of San
Bernardino authorizing the City Manager of
the City of San Bernardino to execute a
Master Services Memorandum of
Understanding with the Water Department
for provision of City services for Fiscal Year
2010/2011.
Dept: City Manager's Office
Date: May 2, 2011
MICC Meeting Date: May 16,2011
Synopsis of Previous Council Action:
1997 through 2009 - Resolutions are adopted annually authorizing Master Services
Memorandums of Understanding with the Water Department for the provision of City Services.
Recommended Motion:
Adopt resolution.
{!~,~
Signature
Contact person: James Graham, Assistant to City Mgr. Phone: 5122
Supporting data attached: SR Resolution & MOll Ward:
City Wide
FUNDING REQUIREMENTS:
Amount: No Cost to the City
Source:
Finance:
Council Notes:
Agenda Item No. q
05~/&-8lJ(1
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subiect:
Resolution of the City of San Bernardino authorizing the City Manager of the City of San
Bernardino to execute a Master Services Memorandum of Understanding with the Water
Department for provision of City services for Fiscal Year 2010/2011.
Staff Report
Backl!:round:
The Water Department contracts with the City for various services. Below is a summary of the
services provided by the City to the Water Department which shall be reimbursed pursuant to the
attached Master Services Memorandum Of Understanding ("MOU"), which are based on the
City's cost of providing these services to the Water Department:
MOU Section FY 10/11 FY 09/10 Notes
Section 1. Equal Employment Officer: $57,200 $42,400 Flat rate to the General Fund
Section 2. City Attorney: $200,435 $190,890 Flat rate to the General Fund
Section 3. Civil Service: $87,780 $69,200 Flat rate to the General Fund
Section 4. Human Resources, Finance,
and City Treasurer: $192,200 $56,200 Flat rate to the General Fund
Total to the Workers'
Compensation Fund) $650 per
month, plus $2,200 for
Section 5. Employee Assistance proportionate share of
program: $10,000 $10,000 administrative costs
Section 6. Rideshare Coordinator: $5,200 $5,200 Flat rate to the AB 2766 Fund
Reimbursement for actual costs,
plus proportionate share of fixed
Section 7. Telephone services: $126,400 $126,400 costs.
Reimbursement for actual costs of
claims, plus proportionate share of
administrative costs (estimates
Section 8. Workers' Compensation: $412,000 $412,000 based on previous years).
Flat rate to IT Fund for IT
Section 9. Information Technology: $522,267 $539,600 Contract Services
Section 10. Police and Fire Depts.: $500,000 $500,000 Flat rate to General Fund
The City receives 10% of net
revenue from each land sale
Section II. Water Dept. Land Sales $- $ -
Total $2,113,482 $1,951,890
It should be noted that on April 19, 2011 the Board of Water Commissioners of the City of San
Bernardino adopted the attached Master Services Memorandum of Understanding for FY 20 I O-
II reflecting the reimbursement amounts. (attachment)
I
On February 7, 2011 the Water Department, Mayor and Common Council approved funding for
a Customer Service Representative I in the amount of $28,300 for FY20 10/11. In addition, the
Water Department and Mayor and Common Council approved the funding strategy for the SB
Direct Phone Switch in the amount of $400,000 on January 24, 20 II. These figures are not
included in the chart.
Chane:es From Prior Year:
The cost for services related to the City Attorney, Civil Service, Human Resources, Finance and
City Treasurer have increased by approximately $178,500. The majority of the increase is
related to reimbursement for payroll charges, such as broker and administrative fees related to
Mercer, the City's benefits/healthcare administrator, and staff time ($105,000). For the current
year, reimbursement for treasury, investment, and banking services provided by the City
Treasurer were added ($40,500). Other costs increases are related to the increase of Civil
Service's percentage of time spent providing services to the Water Department ($18,600) and
increases for personnel costs in Human Resources and the City Attorneys Office ($14,400).
The cost for Information Technology Services has decreased from $539,600 to $522,267. The
reductions are related to decrease in staff time and services available to be provided to the Water
Department pursuant to the City's 10% employee concessions. As such, the reduction of $17,333
will not have an impact on the General Fund or IT Fund.
Financial Impact:
Anticipated reimbursement amounts from the Water Department Master Services Memorandum
of Understanding were included in the FY 2010-11 preliminary and adopted budgets, as follows:
Budget by Fund FY to/11
General Fund (001): $1,037,615
IT Fund (679): $522,267
AB 2766 Fund (III): $5,200
Telephone Support Fund (630): $126,400
Worker's Comp Fund (678): $422,000
Total $2,113,482
Recommendation:
Adopt attached resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
WHEREAS, The City of San Bernardino ("City") provides certain services to the
Water Department ("Department") for which the Department compensates the City; and
WHEREAS, it is the desire of the City and the Water Department to enter into a
Memorandum of Understanding to memorialize these services;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
the City of San Bernardino that the Master Services Memorandum of Understanding between
the City and the Water Department setting forth the services that are to be provided by the City
to the Water Department and the compensation to be paid therefore, a copy of which is attached
hereto and incorporated herein as Exhibit "A", is hereby adopted.
SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
and directed to execute on behalf of said City the Master Services Memorandum of
Understanding.
SECTION 2.
That the implementation date of the Agreement is July I, 2010;
therefore, any action taken between July I, 20 I 0 and the date that this Resolution is adopted is
hereby ratified.
SECTION 3. The authorization granted hereunder shall expire and be void and of no
further effect if the agreement is not executed and returned to the Office of the City Clerk
within ninety (90) days following the effective date of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
on the
day of
,201 I, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
MARQUEZ
VACANT
BRINKER
SHORETT
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
201 I.
Patrick J. Morris, Mayor
City of San Bernardino
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24 Approved as to Form:
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James F. Penman, City Attorney ~ ~ t f I (, r '7 .6(, ~
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1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3
4 THIS MEMORANDUM OF UNDERSTANDING is made and entered into by and
5 between the City of San Bernardino, a charter city (City), and the Board of Water
6 Commissioners of the City of San Bernardino (Board), who agree that the City shall provide
7 services to the City of San Bernardino Municipal Water Department (Department), for which
8 the Board will compensate City as follows:
9 I. EOUAL EMPLOYMENT OFFICER. Department shall pay to City the flat
10 annual fee of$57,200 for the services of its Equal Employment Officer and support staff.
11 2. CITY ATTORNEY. The City Attorney shall act as General Counsel to the
12 Department and perform all of the Department's legal work. The City Attorney shall assign
13 sufficient staff to perform the legal services needed by the Department, and such services shall
14 be given priority.
15 A. Outside Counsel. The parties contemplate the continued need for the
1 6 Department to utilize services of outside special counsel, particularly in water rights matters.
17 The City Attorney and the Department shall jointly determine when the services of outside
18 counsel are required. The Department shall consult with and obtain approval of the City
1 9 Attorney prior to the employment of outside counsel, and prior to assignment of Department
20 matters to outside counsel. The Department shall provide the City Attorney with copies of any
21 agreements that engage outside counsel and ensure that such counsel keep the City Attorney
22 informed of its work and provide the City Attorney copies of any and all correspondence and
2 3 documents filed in any court on Department matters.
24 B. Support Staff. In connection with providing the foregoing services, the
25 City Attorney's office will provide sufficient secretarial, paralegal and investigator support
2 6 services.
27 III
28 III
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1 C. Data to be Furnished to the City Attornev. The following has been and
2 will continue to be furnished by the Department to the City Attorney: All records and
3 information pertaining to legal requirements of the Department, including any back-up
4 materials, applicable regulations, correspondence, preliminary drafts of agreements, if any, and
5 any other material pertaining to the Department necessary for the performance of legal services.
6 D. Compensation.
7 (I) Attornev Services. It is anticipated that the services to be
8 supplied by the City Attorney will constitute, on the average, an amonnt equal to fifty percent
9 (50%) of the time of one Senior Deputy City Attorney.
10 (2) Secretarial. Other Staff and Services. It is anticipated that the
11 services to be supplied by the Legal Secretary will constitute, on the average, an amonnt equal
12 to fifty percent (50%) of the time of one Legal Secretary II and 10% of the time of other staff.
13 (3) The above City Attorney services shall be provided to the Water
14 Department at a flat annual fee of $200,435.
15 3. CIVIL SERVICE. Department shall pay to City for the services of its Chief
16 Examiner and for Civil Service Administration a flat annual fee of $87,780. Typical services
17 shall include, but not be limited to, testing and certifYing eligible employees for outside
18 recruitment and promotions, testing standards for positions in the Department, and
19 administrative hearings on discharges and reductions in rank or compensation.
20 4. HUMAN RESOURCES. FINANCE. AND CITY TREASURER.
21 A. Department shall pay to City for the services of its Human Resources,
22 Finance, and City Treasurer departments a flat annual fee of $192,200. Typical services shall
2 3 include, but not be limited to, conducting outside recruitments; administering employee health,
24 dental, vision, and life insurance programs; approving job descriptions and minimum
25 qualifications; administering the Public Employees Retirement System contract; and treasury,
26 investment, and banking functions.
27 B. Department shall also pay to City the actual costs of recruitment-related
28 advertising that is requested by Department.
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EMPLOYEE ASSISTANCE PROGRAM.
A. Department shall pay to City $650 per month for the Employee
Assistance Program.
5.
B. Department shall also pay to City a flat annual fee of $2,200 for its
proportionate share of the administrative costs of the Employee Assistance Program.
C. Total costs for this program is $10,000.
RlDESHARE COORDINATOR. Department shall pay to City a flat annual fee
6.
8 $5,200 for the services of its Rideshare Coordinator, who shall provide services to Department
9 employees as required by the Air Quality Management District (AQMD) including, but not
10 limited to:
11 A. Developing, updating and implementing a Trip Reduction Plan and
12 complying with all other AQMD Regulation requirements, including the provision of trip
13 reduction incentives for Department employees;
14 B. Promoting the Trip Reduction Plan and rideshare activities, and tracking
15 and documenting employee participation; and
16 C. Acting as a liaison with AQMD and attending all training, meetings and
17 workshops as required by AQMD.
18 7. TELEPHONE SERVICES.
19 A. System Charges. Department shall pay to the City for the use of City's
20 telephone system the actual monthly telephone charges attributable to the ports assigned to
21 Water City Hall, Water Yards, Water Reclamation Plant and Rialto offices; plus a proportionate
22 share of the fixed costs of operations, debt retirement/system hardware, and leased lines, based
2 3 upon the portion of total telephone ports assigned to Water City Hall, Water Yards, Water
24 Reclamation Plant and Rialto offices.
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B. The total cost for this program is $126,400.
WORKERS' COMPENSATION ADMINISTRATION.
A. Services. Department shall pay to City for the administration of its
2 8 Workers' Compensation Program its proportionate share of the budgeted cost of administration
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1 based upon budgeted payroll costs, provided that the Department provides to the City the
2 budget figures for payroll within a reasonable time after Department's budget is adopted. For
3 any year in which payroll figures are not made available to the City in a timely fashion, the
4 proportionate share shall be the same as that used for the prior year. For fiscal year 20 I 0/20 11,
5 the proportionate share shall be twenty percent (20%). In addition, the Department will
6 reimburse the City for the actual costs paid on Department claims.
7 B. The total cost for this program is $412,000.
8 9. INFORMATION TECHNOLOGY (IT).
9 A. Services. The City Manager's Office or IT Director will act as a private
1 0 contractor to provide the Department IT related services as defined in the attached agreement
11 (Attachment I), incorporated herein by reference, upon approval by the Board and the City.
12 B. Compensation. The above IT services shall be provided to the
13 Department at a flat annual fee of $522,267.
14 10. POLICE AND FIRE DEPARTMENTS. Department shall pay to City a flat
15 annual fee of $500,000 for safety-related costs associated with the Water Reclamation Plant.
16 II. WATER DEPARTMENT LAND SALES. Department shall pay to City ten
17 percent (10%) ofthe net revenue from each land sale.
18 12. TERMS. This Memorandum of Understanding shall terminate as of June 30,
19 2011, unless terminated by either party at least thirty (30) days prior to July 1,2011.
20 III
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MASTER SERVICES
MEMORANDUM OF UNDERSTANDING
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4 By and between the City of San Bernardino and the Board of Water Commissioners of the City
5 of San Bernardino for the provision of City services for Fiscal Year 20 I 0/20 11.
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BOARD OF WATER COMMISSIONERS
OF THE CITY OF SAN BERNARDINO
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11 Date:
4~/1/11
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Robm L. 0 ama, Secretary
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CITY OF SAN BERNARDINO
Date:
Charles E. McNeely, City Manager
21 Approved as to Form:
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ATTEST:
James F. Penman, City Attorney
Rachel Clark, City Clerk
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Attachment 1
INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 2010/2011
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 2010/2011 at a contract price of $522,267.
Office Automation
. Provide technical assistance for Water Department office automation servers and domain
controllers
. Troubleshoot "malfunctioning" Microsoft operating systems and Office products (Word,
Excel, Outlook, PowerPoint and Access).
. Provide use of the City's file, anti-virus, anti-spam and email servers and processes.
. Create, delete, and alter network accounts, scripts, and user folders on the City office
automation server as required.
. Create, delete, set security and alter email, public folders and mailboxes.
. Maintain anti-virus software on client and server PCs. Includes installation and upgrades
of anti-virus software (semi-annual), anti-virus scan engine (quarterly), and new virus
pattern files as they become available.
. Provide introductory Outlook training classes as requested.
. Audit email content and usage upon request.
. Department-wide upgrade to Microsoft Office 2007 (or 2010) including Outlook, Word,
Excel and Access.
. City-wide upgrade of main email software to Exchange 2007 (or 2010). (This upgrade will
provide larger mailboxes, improved system response, improved security, and Apple
iPhone support. Additionally Outlook Web Access (OWA) will now mirror the look and feel
of Outlook 2003/2007 including spell check.)
GIS
· Provide maps and/or reports as requested. (Large maps, map series and special papers
are available at cost of materials.)
· Add Water district layers as required to ArcGIS.
· Continue ArcGIS training and establish an internal City ArcGIS user group.
· Provide access to County Assessor data through the parcel layer.
· Provide access to year 2000 census data with extrapolations through 2013
. Provide access to appropriate GIS layers.
. Provide assistance to Water GIS personnel.
· Provide access to all personnel (not just GIS staff) to the City's web based GIS.
· Provide access to any ESRI software and software licenses provided and specified by the
City's Enterprise License Agreement (ELA) with ESRI. Provide ELA management as
Attachment 1
provided by the City's ESRI ELA Memorandum of Understanding Internal Usage
Agreement.
Public Web Site
. Provide web site hosting on the City web server.
· Facilitate direct update-access to Water Department content on the City web server
through the Civica Content Management System (CMS).
. Provide Civica CMS user training.
· Provide limited web page design and development services.
· Publish web site content provided by the Water Department to the City web server.
· Provide web server administrative services including performance monitoring, system
tuning, system security, and installation of server software upgrades and service packs.
· Maintain sbcitywater,org domain name system service.
Intranet (Internal) Web Site
. Provide access to the City's Intranet web site content.
· Host Water Department content designated internal use only on the City's Intranet server.
(Examples: policies and procedures, standard forms, employee benefit information, etc.)
This content wi Ii be accessible to all employees, but not the public.
o Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System (CMS).
o Provide online how-to procedural documentation of Office products. (Examples: How to
use OWA, how to create and use Personal Folders, how to find a particular file on your
PC, how to identify spam, what should I do when I get a virus, quick tutorial on Word 2007,
Outlook 2007, etc.)
Virtual Server Manaoement
· Provide management and monitoring of the Water Department's VMware Virtual Server
environment.
· Manage data replications services to the Water Department's Local Recovery Center when
operational.
Network
· Provide access to the City's TCP/IP network via digital spread spectrum radio bridges.
· Provide access to the Internet via the City's recently upgraded higher-speed connection.
· Set up and maintain Internet access accounts to facilitate web browsing by authorized
individuals.
· Provide secure inbound and outbound Intemet mail service using the SMTP protocol.
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Attachment 1
· Design, configure, install and maintain WAN network links utilizing digital spread spectrum
radio bridges, fiber gigabit links and switched frame relay.
· Provide assistance in designing, configuring, installing and maintaining all components of
the City's network infrastructure.
· Provide access to the City's intranet utilizing the City's high-speed switched gigabit
Ethernet backbone.
· Administer 2 Unix-based firewalls that provide security to the City's network and Internet
connection and also provide virus filtering on all protocols.
· Provide DNS naming service, including name registration and name server management.
· Administer maintenance and service contracts for SBC I ntemetworking , SBC, NPA
Computers Inc., Citrix, Accent Computers, Secure Computing and Hewlett
Packard/Compaq Inc.
· Provide and maintain authorized access to the City's local network through a secure web
based Remote access system and standards-based VPN.
· Install, maintain and troubleshoot Cat Ve UTP cable plant including cables, jacks, wall
plates and punch down assemblies. (Major cabling projects, drilling, or new conduit work
may be subcontracted, and would represent a cost to Water).
· Provide for 'first-defense' anti-spam protection at the firewall level.
Financials (Sunoard Public Sector)
· Administer system at operating system level, including installation and upgrades of the
following software:
. IBM operating system (OS/400)
. HTE Naviline
· HTE application software (GMBA, payroll, purchasing/inventory, fleet, etc.)
· Develop form and check definitions as required (ACOM EZeDocs)
· Perform accounts payable backups on request prior to weekly final register and check
processing, and transmit positive pay data to Wells Fargo.
· Transmit direct deposit and positive pay data to Wells Fargo.
· Provide after hours access and technical assistance to maintenance vendors as
necessary.
Document Imaoino
· Administer system at server level, including installation and upgrades of the following
software:
· Microsoft operating system (Windows 2000, 2003 Server)
· Microsoft database (SQL Server 2000, 2005)
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Attachment 1
. Provide assistance to Water Department personnel in installation and troubleshooting of
client applications.
. Act as technical liaison to the software vendor in resolving problems as needed.
. Provide after hours access and technical assistance to maintenance vendors as
necessary.
. Provide support of Laserfiche document imaging system.
. Review of interface configurations.
. Technical assistance for installation and configuration of hardware and software.
. Provide server level support for Optispool/Optiview applications.
Permit Trackinq
. Provide access to the Accela Permitst system.
. Perform server administrative services including performance monitoring, system tuning,
and installation of software upgrades and patches.
. Act as technical liaison to the software vendor in resolving problems.
City Business System (Linus)
. Provide access to County Assessor parcel information.
Utilitv Billinq (UB)
. Administer system at operating system level, including installation and upgrades of the
following software:
. IBM Operating system (OS/400)
. Existing UB related software programs (Sungard Public Sector (SPS), Naviline,
HTEDMS, Itron, Acom, ITRAN (Remittance Processor), Cog nos QREP)
. Act as technical liaison with operating system vendor (IBM), utility billing software vendors
(SPS, Itron, Acom, Cognos), and remittance processor vendor (TUI).
. Provide assistance with setup of user accounts, access, and security at the operating system
level.
. Provide after hours access and technical assistance to maintenance vendors as necessary.
. Provide technical assistance for Naviline software and existing third party applications (Itron,
Acom, Standard Register, Cognos). (This does not include assistance in how to use Naviline or
third party software.).
. Maintain support for internally created interface applications (ECC, positive pay, bank drafting).
. Provide Cog nos Impromptu (QREP) training to report writing staff.
. Create and/or assist users in creating reports using Cognos Impromptu (QREP).
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Attachment 1
. Provide bill design and modification services (OREP).
. Provide notification design and modification services using HTEDMS.
. Monitor and maintain the automated derogatory file updates for the remittance processor
(lTRAN).
. Generate and transmit refund check positive pay data to Wells Fargo.
. Transmittal of bank drafting data to Wells Fargo.
. Establish methods for customers to directly access account information.
. Establish procedures for correction and maintenance of service addresses.
. Maintain Microsoft SOL 2000 database for Remittance Processing.
Miscellaneous Water Systems
Employee Training Tracking System
. Provide administrative, technical and application support to end-users of system.
. Provide additional development as needed
Maintenance Contract Tracking System
. Provide administrative, technical and application support to end-users of system.
Vehicle and Equipment Rental Management System
. Provide administrative, technical and application support to end-users of system.
Maximo
. Assist in performing system administration functions such as application software upgrades.
. Act as technical liaison to the vendor in resolving problems.
. Work towards migration to Sungard Naviline applications if required.
DataOuick
. Act as technical liaison to the vendor in resolving problems.
Experian Credit Check System
. Act as technical liaison to the vendor in resolving problems.
J.J. Keller & Associates (Compliance Information Manager & Workplace Safety Management
software)
. Act as technical liaison to the vendor in resolving problems.
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Attachment 1
Operations
. Perform daily backups (Monday - Friday) of Sungard application data, Athena
(Laserfiche), Triton (HRlRemittance), WUServer, and office automation servers.
. Perform weekly, monthly, and year-end full system backups of Sungard, Athena
(Laserfiche), Triton (HRlRemittance), WUServer, and office automation servers.
. Provide remote backup monitoring for remote servers (ARIEL)
. The IT Division is not responsible for backing up data that is not saved to these
aforementioned servers.
. Provide offsite storage for selected weekly, monthly and year-end full system backups in a
secure off-site media storage facility.
. Provide backup media and related supplies.
. Maintain tape library.
. Retrieve off-site tapes and restore data as required.
. Ship equipment to vendors for repair.
. Provide utility billing print services including:
. Initial, Cycle, Off-cycle, and Final Bills
. Delinquent Notices
. 48 Hour Disconnect Notices
. Multi-family Disconnect Notices (10 Day Notice)
. Return Check Letters
. Tenant Letters
. Customer refund checks
. Bill Notices
. Install PC software including SB Client, Client Access, Maximo, HTE Naviline, Cog nos
Impromptu, virus protection, Microsoft operating systems and Office suite.
. Troubleshoot PC and printer malfunctions.
. Provide preventative maintenance for printers.
. Install and relocate PCs and printers.
. Maintain inventory of PCs, laptops, printers and desktop software, on equipment
connected to the City network.
. Service walk-through at City Hall, Water Yards, Water Admin Bldg, and WRP twice per
week.
. On-site business-hours support from 6:00 AM to 5:30 PM, Monday through Thursday, and
6:00 AM to 4:30 PM on Fridays.
. On-site after-hours support for special processing, report printing, upgrades, etc.
. Administer maintenance contracts for desktop PCs & printers, laptops, and line printers.
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Attachment 1
Provide support and guidance for Business Continuity / Disaster management plan.
Provide training and guidance to Water Department BSG staff.
IT representative attendance at department meetings (agenda setting/debriefing, WTC,
Web site committee) as requested and/or possible.
Review & sign-off of requests for technology purchases, monitoring for department-wide
compatibility and standardization.
Keep the Water Department informed of City technology projects of interest.
Develop simple Microsoft Access and Visual Basic applications.
Administer Business Continuity / Disaster Management plan for mission-critical systems.
Develop tools for management to more easily access reports and data from systems.
Manage catalog of all applications, systems and databases that identifies assets available
to management.
Manage and coordinate technology projects.
Attend training provided by systems vendors and provide follow-up training to Water
Department staff.
Notes: The following notes represent information that may have an impact on Water and/or reminders of topics that
have been brought up from a technology perspective for consideration in planning for the future.
. A technology replacement fund should be considered (i.e. major server hardware and software
upgrades, networ\< upgrades, PC replacements, printers, etc.)
. Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
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