HomeMy WebLinkAbout28-City Manager OR I G I [''A L
CITY" OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: Charles McNeely, City Manager Subject: Resolution authorizing
execution of Master Services
Dept: City Manager's Office Memorandum of Understanding by and
between the City of San Bernardino and
Date: August 25, 2011 the Water Department for City-provided
services for FY 2010/11 and FY
2011/12.
M/CC Meeting Date: Sept. 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.
Signature
Contact person: Barbara Pachon Phone: 5242
Supporting data attached: SR, Resolution & MOU Ward:
FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various City
funds for services provided, as outlined in the staff
report.
Source: (Acct. No.)
(Arrt Description)
Finance:
Council Notes:
Agenda Item No. e;?81
4'
1
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the City of San Bernardino authorizing the City Manager to execute Master
Services Memorandum of Understandings with the Water Department for payment of
City services for FY 2010-11 and FY 2011-12.
BACKGROUND:
Each year, the Water Department and City enter into a Master Services Memorandum of
Understanding (MOU), for the City to provide various support services for the water and
sewer treatment operations. On April 19, 2011, the Water Department approved payment
of a 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 until the Cost Allocation Plan (CAP) and Right of Way Study (ROW) were
completed. Now that the CAP and ROW have been completed, the MOU for FY 2010-
2011 and FY 2011-12 can be finalized.
Prior to the August 22, 2011, Council meeting, City and Water Department staff held
numerous discussions pertaining to both the CAP/ROW and the MOU. Outstanding
issues and concerns were addressed, and the City and Water Department reached
consensus. For the FY 2010-11 CAP/ROW and MOU adjustments were made following
discussions as indicated in Attachment 1, and therefore City staff recommended approval
of the FY 2010-11 MOU. After discussions at the August 22, 2011, Council meeting, the
Common Council elected to continue the MOU item until the September 6, 2011,
Council meeting when a representative from the Water Department could be present.
During the last two weeks City and Water Department staff have been able to have
several more discussions and also reach agreement on the FY 2011-12 MOU. On
August 30, 2011, the Water Department Board was presented with the updated FY 2010-
11 and FY 2011-12 MOD's at their board meeting and both were approved. The FY
2010-11 and FY 2011-12 MOU's are now being brought to the Common Council for
approval.
The MOU has been modified to now include three types of costs to the Water
Department. The first type of cost is the allocated central support costs that are included
in the CAP. Attachment 2 provides the final updated CAP costs that have been agreed to
by the Water Department. The CAP costs replace the previous central support costs that
were individually listed in the MOU as well as paid for with the flat 10% transfer from
Water to the City. Having these costs documented in an approved CAP helps ensure the
City and Water Department are in compliance with Proposition 218. The costs allocated
in the CAP were calculated based on the "best available data and methodology at this
time". The City and Water Department staff have agreed to continue meeting to further
refine both the data and methodology and any necessary adjustments for future years will
be brought back for approval.
The second type of cost is the rental fee for use of the City's Right-of-Way by utilities.
Since Water has underground infrastructure in the City's right-of-way area, a standard
method was used to calculate the value of the public right-of-way and an inventory of the
space occupied was computed. From this data a reasonable rental fee was established.
The third type of cost is the direct billed contract costs. These costs are not included in
the CAP and therefore the Water Department is directly billed for the services they
receive. The City's Internal Service Funds are all direct billed services which include
such services as Information Technology (IT), Telephone Support, and Worker's
Compensation. In addition to direct billed contracts for the Internal Service Funds, the
Water Department also has a direct bill contract with the City for AB 2766
Transportation Services. By participating in the City's transportation services, the Water
Department is able to maintain compliance with the Air Quality Management District
(AQMD) regulations.
Attachment 3 provides a summary breakdown of all the costs to be included in the FY
2010-2011 and FY 2011-12 MOU's with the Water Department. These costs are
distributed between the water and sewer treatment operations in the Water Department.
FINANCIAL IMPACT:
The reimbursement amounts to the City from the Water Department's Master Services
Memorandum of Understandings are as follows:
City Fund to receive payment FY 10/11 FY 11/12
General Fund(001) $3,853,800 $3,853,800
Employee Asst Pro (678) 10,000 10,000
AB 2766 Fund (111) 5,200 5,200
Telephone Call Center(630) 28,230 54,460
Telephone Support Fund (630) 126,400 126,400
Worker's Comp Fund (678) 412,000 412,000
IT Fund (679) 522,267 548,380
Lease Agreement(001) 177,826 177,826
Total $5,135,723 $5,188,066
The above listed items have been included in the FY 2010-11 and FY 2011-12 budgets.
RECOMMENDATION:
Adopt resolution.
Attachment 1
Andrea Travis-Miller
From: Robin Ohama
Sent: Thursday, August 11, 20114:35 PM
To: Andrea Travis-Miller
Cc: Stacey Aldstadt
Subject: MSA
Thank you for your call this afternoon. Per our conversation:
1. You said that the 2010-11 MSA must go forward to the Council on Monday. We would support that if the 2010-11
MSA is edited to reflect the negotiated CAP numbers on page six of Stacey's memo which you received today
from Barbara Pachon. We would also appreciate if the MSA reflects the language Stacey provided on the same
page of the memo regarding the allocated costs being calculated based on "best available data and methodology
at the time but the City and Water Department will meet to further refine both the data and methodology."
2. We appreciate that the City is willing to continue the MSA for 2011-12 until the September 6, 2011 Council
meeting as per Stacey's request in the memo. You advised, however, that the Cost Allocation Plan and Right of
Way Report need to be received and filed with the Council for implementation but, that you would add the same
language as above ie: that the City and Water Department will meet further to refine these items, and any
modifications will be brought to Council at a later date.
Thanks again for your call.
Robin L. Ohama
Deputy General Manager
San Bernardino Municipal Water Department
444 West Rialto Avenue, Suite D
San Bernardino California 92401
Telephone (909) 384-7210
FAX (909) 384-5215
Cellular (909) 915-8992
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Attachment 2
UPDATED
SAN BERNARDINO FULL COST
Allocated Costs by Department
Water and Sewer
Water Sewer*
Building Use $ - $ -
Equipment Use - 246,729
Mayor 29,746 84,824
Council 117,707 57,255
City Clerk 111,500 98,896
City Treasurer 68,629 59,192
City Attorney 149,705 83,194
City Manager 53,153 133,879
Finance 25,210 97,063
General Government 197,886 16,269
Human Resources 234,749 46,970
Civil Service 110,337 12,460
Facilities Management - -
Utility Support-Fire Emerg. Comm 61,726 21,385
Utility Support-ROW Tree Trimming 389,998 345,790
Utility Support-PW-Real Property 55,771 49,450
City Hall Security - -
Utility Support-Fire Hazmat 159,481 -
Utility Support-Police Patrol 289,068 100,144
Utility Support-Concrete MaintenanCE 56,240 52,852
Utility Support-Fire Rescue 499,511 173,049
Utility Support-Fire Dumpsters - -
Utility Support-Police-Infrastr. 150,939 -
Total Proposed Costs $ 2,761,356 $ 1,679,401
NOTES:
For FY 2010-11 and FY 2011-12 $500,000 of the Sewer costs are allocated to the
Sewer Treatment and $1,179,401 is allocated to the City Sewer Collection System.
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RESOLUTION NO. C 00py
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
2 BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
3 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEARS
2010/2011 and 2011/2012.
4
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
6
7 WHEREAS, The City of San Bernardino ("City") provides certain services to the
8 Water Department ("Department") for which the Department compensates the City; and
9 WHEREAS, it is the desire of the City and the Water Department to enter into a
10
Memorandum of Understanding to memorialize these services;
11
12 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
13 the City of San Bernardino that the Master Services Memorandum of Understandings between
AVN 14 the City and the Water Department setting forth the services that are to be provided by the City
15 to the Water Department and the compensation to be paid therefore, a copy of which is attached
16 hereto and incorporated herein as Exhibit "A" for FY 2010-11 and Exhibit`B" for FY 2011-12,
17
is hereby adopted.
18
19 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
M
20 and directed to execute on behalf of said City the Master Services Memorandum of
21 Understandings.
22 SECTION 2. That the implementation date of the FY 2010-11 agreement is July 1,
23 2010 to June 30, 2011 and the implementation date of the FY 2011-12 agreement is July 1,
24 2011 to June 30, 2012; therefore, any action taken between July 1, 2010 and the date that this
25
Resolution is adopted is hereby ratified.
26
27
28
j
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
1 BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
2 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
3
SECTION 3. The authorization granted hereunder shall expire and be void and of no
4
5 further effect if the agreement is not executed and returned to the Office of the City Clerk
6 within ninety(90) days following the effective date of this resolution.
7 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
8 Common Council of the City of San Bernardino at a meeting thereof, held on
9 the day of , 2011, by the following vote, to wit:
10
Council Members: AYES NAYS ABSTAIN ABSENT
11
12 MARQUEZ
13 JENKINS
14 BRINKER
15 SHORETT
16 KELLEY
17 JOHNSON
18
MCCAMMACK
19
20
21 Rachel G. Clark, City Clerk
22 The foregoing resolution is hereby approved this day of ,
2011.
23
24 Patrick J. Morris, Mayor
25 City of San Bernardino
26 Approved as to Form:
27 /-
James F. Penman City Attorney
28 � Y y
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Exhibit A
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 and the Board shall compensate City as follows:
8 1. SUPPORT SERVICES. The City shall provide to the City of San Bernardino
9 Municipal Water Department ("Department") the services of its City departments in
10 support of Department operations. These services to be provided from the City
11 include the following:
12 A. General administrative and legislative support. Includes the Mayor, City
13 Council, City Clerk, City Manager and General Government Services.
14 B. Human Resources/Civil Services/Equal Employment Officer. Typical
15 services of the Chief Examiner and Civil Service include, but are not limited
16 to, testing, certification of eligible employees for outside recruitment and
17 promotions, testing standards for positions in the Department, and
18 administrative hearings on discharges and reductions in rank or
19 compensation. Typical services of Human Resources include, but are not
20 limited to, conducting outside recruitments; administering employee health,
21 dental, vision, and life insurance programs; approving job descriptions,
22 minimum qualifications, administering the Public Employees Retirement
23 System contract and providing the services of the Equal Employment
24 Officer. Department shall also pay to City the actual costs of recruitment-
25 related advertising that is requested by Department.
26 C. Financial/Treasury Services. Typical financial and treasury services include,
27 but are not limited to, banking, investments, deferred compensation program,
28 Comprehensive Annual Financial Report.
-1-
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1 D. Attorney/Legal Services. The City Attorney shall act as General Counsel to
2 the Department and perform all of its legal work. The City Attorney shall
3 assign sufficient staff to perform the legal services needed by the
4 Department, and such services shall be given priority.
5 i. Outside Counsel. The parties contemplate the continued need for the
6 Department to utilize services of outside special counsel, particularly
7 in water rights matters. The City Attorney and the Department shall
8 jointly determine when the services of outside counsel are required
9 and Department staff shall consult with and obtain the approval of
10 the City Attorney prior to the employment of outside counsel and
11 prior to the assignment of matters to such counsel. The Department
12 shall provide the City Attorney with copies of any agreements that
13 engage outside counsel and ensure that such counsel keep the City
14 Attorney informed of their work and provide to the City Attorney
15 copies of any and all correspondence and documents filed in any
16 court on Department matters and any agreements to hire outside
17 counsel shall be required.
18 ii. Support Staff. In connection with providing the foregoing services,
19 the City Attorney's office shall provide sufficient secretarial,
20 paralegal and investigator support services.
21 iii. Data to be Furnished to the City. The following has been and shall
22 continue to be furnished by the Department to the City: All records
23 and information pertaining to legal requirements of the Department,
24 including any back-up materials, applicable regulations,
25 correspondence, preliminary drafts of agreements, if any, and any
26 other material pertaining to the Department necessary for the
27 performance of legal services.
28
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1 E. Police and Fire Safety Services. The City shall provide to Department all
2 safety-related services. Typical services shall include, but are not limited to,
3 police patrol, fire rescue and emergency response, and hazmat services.
4 F. Compensation. The annual costs for these support services shall be based in
5 part on the Full Cost Allocation Plan, compiled in accordance with Generally
6 Accepted Accounting Principles and also based on many of the methods of
7 indirect cost allocation as defined by the Federal Office of Management and
8 Budget's (OMB) Circular A-87. The allocated costs were calculated in part
9 based on the "best available data and methodology at this time." The City
10 and Water Department staff have agreed to continue meeting to further refine
11 both the data and methodology and make any adjustments needed in future
12 years. For FY 2010-11 the reimbursement rate for services is $3,261,400.
13
14 2. RIGHT-OF-WAY RENTAL FEE. This is a fee calculated and charged on water
15 underground infrastructure in the City's right-of-way area. A standard method was
16 used to calculate the value of the public right-of-way and an inventory of the space
17 occupied was computed. From this data a rental fee was established. For FY 2010-
18 11 the fee is $592,400.
19
20 3. DIRECT BILLED CONTRACTS. Services provided from City Internal Service
21 Funds and Special Revenue Funds are not part of the Full Cost Allocation Plan and
22 therefore are provided to the Department on a fee-for-service basis. The services to
23 be provided on fee-for-service contracts include:
24 A. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
25 $650 per month for the Employee Assistance Program. Department shall also
26 pay to City a flat annual fee of $2,200 for its proportionate share of the
27 administrative costs of the Employee Assistance Program (total of$10,000
28 for FY 2010-11).
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QI B. RIDESHARE COORDINATOR. Department shall pay to City a flat annual
2 rate of$5,200 for FY 2010-11 for the services of its Rideshare Coordinator,
3 who shall provide services to Department employees as required by the Air
4 Quality Management District (AQMD) including, but not limited to:
5 i. Developing, updating and implementing a Trip Reduction Plan and
6 complying with all other AQMD Regulation requirements, including
7 the provision of trip reduction incentives for Department employees;
8 ii. Promoting the Trip Reduction Plan and rideshare activities, and
9 tracking and documenting employee participation;
10 iii. Acting as a liaison with AQMD and attending all training, meetings
11 and workshops as required by AQMD.
12 C. CALL CENTER. Department shall pay for participation in the San
13 Bernardino Direct Call Center program herein referenced as ("SB Direct").
14 The SB Direct program is a central, city-wide "response-center" that is
15 designed to act as a "one-stop-shop" for all non-emergency requests for
16 information or for service and accept concerns/suggestions. The Office of the
17 City Manager oversees the provision of services. In connection with
18 providing the foregoing services, the Office of City Manager will provide an
19 office assistant to help in the operation of the program. The Department will
20 pay to the City a flat rate of$28,230 for FY 2010-11.
21 D. TELEPHONE SERVICES. Department shall pay for the use of City's
22 telephone system as follows:
23 i. Actual monthly telephone charges attributable to the ports
24 assigned to the Water Department, Water Yards, Water
25 Reclamation Plant and RIX Plant.
26 ii. A proportionate share of the fixed costs of operations, debt
27 retirement/system hardware, and leased lines, based upon the
28 portion of total telephone ports assigned to the Water
-4-
1 Department, Water Yards, Water Reclamation Plant and RIX
2 Plant.
3 iii. For FY 2010-11 the estimated amount to be paid for the above
4 two items is $126,400.
5 iv. As approved in the Telephone Equipment MOU dated January
6 24, 2011, (Resolution No. 2011-18) the Department fully
7 purchased the telephone switch upgrade in the amount of
8 $400,000 and the City agreed upon share is $220,000 (55%)
9 which the City is to pay the Department $44,000 on or before
10 January 30, for a term of five years with the first payment due by
11 January 30, 2012 and the final payment due by January 30, 2016.
12 E. WORKERS' COMPENSATION ADMINISTRATION. Department shall
13 pay to City for the administration of its Workers' Compensation Program, its
14 proportionate share of the budgeted cost of administration based upon budget
15 payroll costs, provided that the Department provides to the City the budget
16 figures for payroll within a reasonable time after Department's budget is
17 adopted. For any year in which payroll figures are not made available to the
18 City in a timely fashion, the percentage shall be the same as that used for the
19 prior year. For fiscal year 2010-11, this shall be twenty percent (20%). In
20 addition, the Department shall pay the actual cost of the amount paid out on
21 its claims. For FY 2010-11 the estimated amount to be paid is $412,000.
22 F. INFORMATION TECHNOLOGY(IT).
23 i. Services. The City Manager's Office or IT Director shall act as a
24 private contractor to provide the Department IT related services
25 as defined in the attached agreements (Attachment "1" FY 2010-
1 26 11) incorporated herein by reference upon approval by the Board
27 of Water Commissioners and the City of San Bernardino.
28
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F 1 ii. Compensation. The agreed upon cost to provide this service is
2 $522,267 for FY 2010-11.
3 iii. The Department agreed to fully purchase computer back up
4 equipment in the total amount of$172,868 and the agreed upon
5 City share is $127,038. The City shall repay the Department over
6 a five year period at $25,408 per year with the first payment in
7 January 2012 and the final payment in January 2016.
8
9 G. LEASE AGREEMENT. As approved in the lease agreement dated
10 September 9, 2002, (Resolution 202-287), the Department has the use of
11 12,886 square feet of office space located on the fifth floor of the City Hall
12 Building and 1030 square feet on the second floor of the City Hall Building.
13 The annual rental payment is $177,826 All other terms and conditions of the
14 September 9, 2002, lease agreement remain in full effect.
15
16 4. TERM. This Memorandum of Understanding shall terminate as of June 30, 2011,
17 unless terminated by either party at least thirty(30) days prior to July 1, 2011.
18 H
19 H
20 H
21 H
22 H
23 H
24 H
25 H
26 H
27 H
COO), 28 H
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1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3 By and between the City of San Bernardino and the Board of Water Commissioners of the City
4 of San Bernardino for the provision of City services for Fiscal Year 2010/2011.
5
6
7
BOARD OF WATER COMMISSIONERS
8
9 Date:
10 Toni Callicott, President
11
12 Robin L. Ohama, Secretary
13
14 CITY OF SAN BERNARDINO
15 Date:
16 Charles E. McNeely, City Manager
17
18 Approved as to Form: ATTEST:
20 James F. Penman, City Attorney Rachel Clark, City Clerk
21 /l
22 // caLt' D a'. /A
23 // 6` ,
24
25
26 //
27 //
28 //
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Attachment 1
INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 201012011
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 201012011 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.
Q 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 will be accessible to all employees, but not the public.
• Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System (CMS).
• 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 Management
e
• 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 Internet mail service using the SMTP protocol.
2
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z
Attachment 1
0 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 Internetworking, 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 (Sungard 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 Imaging
• 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)
3
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 Permits+ 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.
Utility Billing (UBJ
• 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, Acorn, ITRAN (Remittance Processor), Cognos QREP)
• Act as technical liaison with operating system vendor(IBM), utility billing software vendors
(SPS, Itron,Acorn, 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,
Acorn, 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 Cognos Impromptu (QREP) training to report writing staff.
• Create and/or assist users in creating reports using Cognos Impromptu (QREP).
4
Attachment 1
• Provide bill design and modification services (QREP).
• Provide notification design and modification services using HTEDMS.
• Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
• 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 SQL 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.
DataQuick
• 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.
5
Attachment 1
Operations
• Perform daily backups (Monday—Friday) of Sungard application data, Athena
(Laserfiche), Triton (HR/Remittance), WUServer, and office automation servers.
• Perform weekly, monthly, and year-end full system backups of Sungard, Athena
(Laserfiche), Triton (HR/Remittance), 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, Cognos
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.
6
Attachment 1
Other
• 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, network upgrades, PC replacements, printers, etc.)
• Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
i
7
I
Exhibit B
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 and the Board shall compensate City as follows:
8 1. SUPPORT SERVICES. The City shall provide to the City of San Bernardino
9 Municipal Water Department ("Department") the services of its City departments in
10 support of Department operations. These services to be provided from the City
11 include the following:
12 A. General administrative and legislative support. Includes the Mayor, City
13 Council, City Clerk, City Manager and General Government Services.
14 B. Human Resources/Civil Services/Equal Employment Officer. Typical
15 services of the Chief Examiner and Civil Service include, but are not limited
16 to, testing, certification of eligible employees for outside recruitment and
17 promotions, testing standards for positions in the Department, and
18 administrative hearings on discharges and reductions in rank or
19 compensation. Typical services of Human Resources include, but are not
20 limited to, conducting outside recruitments; administering employee health,
21 dental, vision, and life insurance programs; approving job descriptions,
22 minimum qualifications, administering the Public Employees Retirement
23 System contract and providing the services of the Equal Employment
24 Officer. Department shall also pay to City the actual costs of recruitment-
25 related advertising that is requested by Department.
26 C. Financial/Treasury Services. Typical financial and treasury services include,
27 but are not limited to, banking, investments, deferred compensation program,
28 Comprehensive Annual Financial Report,
-1-
I D. Attorney/Legal Services. The City Attorney shall act as General Counsel to
2 the Department and perform all of its legal work. The City Attorney shall
3 assign sufficient staff to perform the legal services needed by the
4 Department, and such services shall be given priority
5 i. Outside Counsel. The parties contemplate the continued need for the
6 Department to utilize services of outside special counsel, particularly
7 in water rights matters. The City Attorney and the Department shall
8 jointly determine when the services of outside counsel are required
9 and Department staff shall consult with and obtain the approval of
10 the City Attorney prior to the employment of outside counsel and
11 prior to the assignment of matters to such counsel. The Department
12 shall provide the City Attorney with copies of any agreements that
13 engage outside counsel and ensure that such counsel keep the City
CW 14 Attorney informed of their work and provide to the City Attorney
15 copies of any and all correspondence and documents filed in any
16 court on Department matters and any agreements to hire outside
17 counsel shall be required.
18 ii. Support Staff. In connection with providing the foregoing services,
19 the City Attorney's office shall provide sufficient secretarial,
20 paralegal and investigator support services.
21 iii. Data to be Furnished to the City. The following has been and shall
22 continue to be furnished by the Department to the City: All records
23 and information pertaining to legal requirements of the Department,
24 including any back-up materials, applicable regulations,
25 correspondence, preliminary drafts of agreements, if any, and any
26 other material pertaining to the Department necessary for the
27 performance of legal services.
28
-2-
1 E. Police and Fire Safety Services. The City shall provide to Department all
2 safety-related services. Typical services shall include, but are not limited to,
3 police patrol, fire rescue and emergency response, and hazmat services.
4 F. Compensation. The annual costs for these support services shall be based in
5 part on the Full Cost Allocation Plan, compiled in accordance with Generally
6 Accepted Accounting Principles and also based on many of the methods of
7 indirect cost allocation as defined by the Federal Office of Management and
8 Budget's (OMB) Circular A-87. The allocated costs were calculated in part
9 based on the "best available data and methodology at this time." The City
10 and Water Department staff have agreed to continue meeting to further refine
11 both the data and methodology and make any adjustments needed in future
12 years. For FY 2011-12 the reimbursement rate for services is $3,261,400.
13
14 2. RIGHT-OF-WAY RENTAL FEE. This is a fee calculated and charged on water
15 underground infrastructure in the City's right-of-way area. A standard method was
16 used to calculate the value of the public right-of-way and an inventory of the space
17 occupied was computed. From this data a rental fee was established. For FY 2011-
18 12 the fee is $592,400.
19
20 3. DIRECT BILLED CONTRACTS. Services provided from City Internal Service
21 Funds and Special Revenue Funds are not part of the Full Cost Allocation Plan and
22 therefore are provided to the Department on a fee-for-service basis. The services to
23 be provided on fee-for-service contracts include:
24 A. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
25 $650 per month for the Employee Assistance Program. Department shall also
26 pay to City a flat annual fee of $2,200 for its proportionate share of the
27 administrative costs of the Employee Assistance Program (total of$10,000
28 for FY 2011-12).
-3-
1 B. RIDESHARE COORDINATOR. Department shall pay to City a flat annual
2 rate of$5,200 for FY 2011-12 for the services of its Rideshare Coordinator,
3 who shall provide services to Department employees as required by the Air
4 Quality Management District (AQMD) including, but not limited to:
5 i. Developing, updating and implementing a Trip Reduction Plan and
6 complying with all other AQMD Regulation requirements, including
7 the provision of trip reduction incentives for Department employees;
8 ii. Promoting the Trip Reduction Plan and rideshare activities, and
9 tracking and documenting employee participation;
10 iii. Acting as a liaison with AQMD and attending all training, meetings
11 and workshops as required by AQMD.
12 C. CALL CENTER. Department shall pay for participation in the San
13 Bernardino Direct Call Center program herein referenced as ("SB Direct").
14 The SB Direct program is a central, city-wide "response-center" that is
15 designed to act as a "one-stop-shop" for all non-emergency requests for
16 information or for service and accept concerns/suggestions. The Office of the
17 City Manager oversees the provision of services. In connection with
18 providing the foregoing services, the Office of City Manager will provide an
19 office assistant to help in the operation of the program. The Department will
20 pay to the City a flat rate of$54,460 for FY 2011-12.
21 D. TELEPHONE SERVICES. Department shall pay for the use of City's
22 telephone system as follows:
23 i. Actual monthly telephone charges attributable to the ports
24 assigned to the Water Department, Water Yards, Water
25 Reclamation Plant and RIX Plant.
26 ii. A proportionate share of the fixed costs of operations, debt
27 retirement/system hardware, and leased lines, based upon the
A028 portion of total telephone ports assigned to the Water
-4-
i
1 Department, Water Yards, Water Reclamation Plant and RIX
2 Plant.
3 iii. For FY 2011-12 the estimated amount to be paid for the above
4 two items is $126,400.
5 iv. As approved in the Telephone Equipment MOU dated January
6 24, 2011, (Resolution No. 2011-18) the Department fully
7 purchased the telephone switch upgrade in the amount of
8 $400,000 and the City agreed upon share is $220,000 (55%)
9 which the City is to pay the Department $44,000 on or before
10 January 30, for a term of five years with the first payment due by
11 January 30, 2012 and the final payment due by January 30, 2016.
12 E. WORKERS' COMPENSATION. ADMINISTRATION. Department shall
13 pay to City for the administration of its Workers' Compensation Program, its
14 proportionate share of the budgeted cost of administration based upon budget
15 payroll costs, provided that the Department provides to the City the budget
16 figures for payroll within a reasonable time after Department's budget is
17 adopted. For any year in which payroll figures are not made available to the
18 City in a timely fashion, the percentage shall be the same as that used for the
19 prior year. For fiscal year 2011-12, this shall be twenty percent (20%). In
20 addition, the Department shall pay the actual cost of the amount paid out on
21 its claims. For FY 2011-12 the estimated amount to be paid is $412,000.
22 F. INFORMATION TECHNOLOGY (IT).
23 i. Services. The City Manager's Office or IT Director shall act as a
24 private contractor to provide the Department IT related services
25 as defined in the attached agreements (Attachment "1" FY 2011-
2 6 12) incorporated herein by reference upon approval by the Board
27 of Water Commissioners and the City of San Bernardino.
28
-5-
1 ii. Compensation. The agreed upon cost to provide this service is
2 $548,380 for FY 2011-12.
3 iii. The Department agreed to fully purchase computer back up
4 equipment in the total amount of$172,868 and the agreed upon
5 City share is $127,038. The City shall repay the Department over
6 a five year period at $25,408 per year with the first payment in
7 January 2012 and the final payment in January 2016.
8
9 G. LEASE AGREEMENT. As approved in the lease agreement dated
10 September 9, 2002, (Resolution 202-287), the Department has the use of
11 12,886 square feet of office space located on the fifth floor of the City Hall
12 Building and 1030 square feet on the second floor of the City Hall Building.
13 The annual rental payment is$177,826. All other terms and conditions of the
14 September 9, 2002, lease agreement remain in full effect.
15 H. CITY WATER USE. The City shall comply with Department's Rule and
16 Regulation No. 21 regarding water use and payment. The City and
17 Department agree to use best efforts to reduce City water consumption,
18 including, but not limited to, staffing a joint conservation committee.
19 4. TERM. This Memorandum of Understanding shall terminate as of June 30, 2012,
20 unless terminated by either party at least thirty(30) days prior to July 1, 2012.
21
22 //
23 //
24 //
25 //
26 //
27 //
28
-6-
1
2 MASTER SERVICES
3 MEMORANDUM OF UNDERSTANDING
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 2011/2012.
6
7
8
BOARD OF WATER COMMISSIONERS
9
10 Date:
Toni Callicott, President
11
12
13 Robin L. Ohama, Secretary
14
CITY OF SAN BERNARDINO
15
16 Date:
17 Charles E. McNeely, City Manager
18
19 Approved as to Form: ATTEST:
20 r
21 James F. Penman, City Attorney Rachel Clark, City Clerk
22 //
23 //
24 // to IK
25
26 //
27 //
28
-7-
i.
I
Attachment 1
INFORMATION TECHNOLOGY CONTRACT SERVICES
FISCAL 201112012
This document details the services Information Technology proposes to provide to the Water
Department during fiscal 201112012 at a contract price of$548,380.35.
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 2010 including Outlook, Word, Excel and
Access.
• City-wide upgrade of main email software to Exchange 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 2003/2010 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
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 will be accessible to all employees, but not the public.
• Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System (CMS).
• 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 Management
• 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 Internet mail service using the SMTP protocol.
2
• 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 Internetworking, 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 (Sungard 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 Imaging
• Administer system at server level, including installation and upgrades of the following
software:
• Microsoft operating system (Windows 2000, 2003, 2008 R1 & R2 Server)
• Microsoft database (SQL Server 2000, 2005, 2008 R1 &R2)
• Provide assistance to Water Department personnel in installation and troubleshooting of
client applications.
3
i
I
• 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 Tracking
• Provide access to the Accela Permits+ 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.
(W Utility Billing (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,Acorn, ITRAN (Remittance Processor), Cognos QREP)
• Act as technical liaison with operating system vendor(IBM), utility billing software vendors
(SPS, Itron,Acorn, 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,
Acorn, 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 Cognos Impromptu (QREP)training to report writing staff.
• Create and/or assist users in creating reports using Cognos Impromptu (QREP).
• Provide bill design and modification services (QREP).
• Provide notification design and modification services using HTEDMS.
• Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
4
i
• 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 SQL 2000 database for Remittance Processing.
Miscellaneous Water Systems
Employee Training Tracking System
• Provide administrative,technical and application support to end-users of system.
M 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.
DataQuick
• 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.
5
Client Services
• Perform daily backups (Monday—Friday) of Sungard application data, Athena
(Laserfiche), Triton (HR/Remittance), WUServer, and office automation servers.
• Perform weekly, monthly, and year-end full system backups of Sungard, Athena
(Laserfiche), Triton (HR/Remittance), 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, Cognos
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
on call Fridays.
• On-site after-hours support for special processing, report printing, upgrades, etc.
• Administer maintenance contracts for desktop PCs & printers, laptops, and line printers.
6
Other
• 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, network upgrades, PC replacements, printers,etc.)
• Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
7
--Attachment A: Proposed projects /Considerations for Fiscal Year 2011/2012.
Overview:
As part of the budget process for the upcoming fiscal year, IT has compiled the following
information for the Water Department's review. These costs include the 1St year
investment in technology for the Water Business Continuity Plan.
Item: SAN Expansion
Background: Increase the size of server storage for all Water Department virtualized
servers. Includes cost of new SAN for Local Recovery Center.
Price: $27,000.00
Item: Business Continuity Plan implementation (phase 2)
Background: Based upon the current disaster management plan, this second phase will
include off-site data replication of the Water Department's IBM System i.
Price: $26,500.00
Item: Windows Server 2008 upgrade
Background: Upgrade of Windows server software for all production environments.
Price: $8,000.00
Item: Backup System Replacement
Background: Existing backup hardware has reached end of life and will no longer be
supported by vendor effective 11/2011. This item is provisional upon the
City's approval of investment in a new backup system. Cost allocation is
42%based upon percentage of data backed up (City 58%, Water 42%).
Price: $47,761.00
8
17. Continued.
Approved
MOTION: That the hearing be closed; and that staff be directed to require
further studies as needed to support a recommendation for
approval of the General Plan Amendment.
END OF PUBLIC HEARINGS
CONTINUED ITEMS
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City Manager
Continued from August 1, 2011
18. 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 and 2011/2012. (No Cost to the City) (Backup
distributed on May 16, 2011, Item No. 9; item continued to June 6, 2011,
Item No. 35; item continued to June 20, 2011, Item No. 40; item continued
to July 5, 2011, Item No. 19; item continued to July 18, 2011, Item No. 36;
item continued to August 1, 2011, Item No. 20.) All Wards
No Action Taken
MOTION: That said resolution be adopted.
Approved
MOTION: That the matter be continued to September 6, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Fire
Continued from August 1, 2011
19. Resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the execution of agreements and issuance of annual purchase orders
to All-star Fire Equipment in the amount of $60,000 and Fisher Scientific
Company L.L.C. in the amount of $10,000 for replacement of protective
clothing and equipment for structural firefighting. (Cost to the City - $70,000
from Materials & Supplies) (Backup materials distributed on August 1,
2011, Item No. 16.) (Resolution not available at time of printing.) All Wards
Approved
MOTION: That the matter be continued to September 6, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
END OF CONTINUED ITEMS
9 08/15/2011
4- a
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: James F. Penman
City Attorney
FROM: Henry Empeno, Jr.
Sr. Deputy City Attorney
DATE: August 12, 2011
RE: Master Services MOU and Cost Allocation Plan
CC: Diane C. Roth, Sr. Assistant City Attorney; Stephanie D. Easland, Sr. Assistant City
Attorney
On the August 15, 2011 Council Meeting Agenda are the following two related items:
18.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 and 2011/2012.
21. Full Cost Allocation Plan Report and Right of Way Study.
I recommend that the Mayor and Council continue both of these items to the September 6,
2011 Council meeting because of the legal issues raised in the attached Memorandum from Stacey R
Aldstadt, General Manager of the Water Department to Mayor Patrick Morris regarding the "Full
Cost Allocation Plan Report for FY 2010-11". Ms. Aldstadt correctly outlines several Proposition
218 issues which must be resolved before the Mayor and Council takes action on both of these items.
Ms. Aldstadt will be on vacation out of the state and will not attend the August 15, 2011 Council
meeting.
If the Mayor and Council proceeds to approve the proposed Master Services MOU at the
August 15,2011 Council Meeting,the Board of Water Commissioners would still have to consider
this proposed agreement at their meeting on September 6, 2011 before the agreement can be
implemented.
F:\EMPENO\Water\MSA MOU.wpd
���Ph/
CITY OF SAN BERNARDINO
MUNICIPAL WATER DEPARTMENT
TO: Mayor Patrick Morris
FROM: Stacey R. Aldstadt,General Manager, Water Department
SUBJECT: "FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
DATE: August 10,2011
COPIES: Board of Water Commissioners; Henry Empeno, Senior Deputy City
Attorney; Don Shackelford, Water Department Finance; Robin Ohama,
Deputy General Manager, Water Department; City Manager Charles
McNeely; City Finance Director Barbara Pachon
ATTACHMENT: "City of San Bernardino Municipal Water Department Cost
Allocation Plan Review—August 4,2011"
On Friday, August 5, 2011,Art Griffith (SAIC) and I again met with representatives from
the City to discuss the Matrix Cost Allocation Plan (CAP). Also present at the meeting were
you,Jim Morris, Gary Goelitz and Greta Davis (Matrix), Andrea Travis-Miller,Barbara
Pachon,and Diane Roth. This meeting was the City's response to my July 5, 2011
memorandum to Henry Empeno.
While the two sides have been debating the merits of the Matrix numbers,the Master
Services Agreement (MSA) for FY 2010/2011 (effective for the period of time between July
1,2010 and June 30, 2011 —lartyear's MSA) has been continued for approval many times.
The Board of Water Commissioners approved the FY 2010/2011 MSA earlier this year,
before the Matrix CAP was provided to the Department.
At the August 5m meeting,we were provided with a nine-page table showing the City's
response to my memorandum dated July 5, 2011, a one-page table entitled "Estimated
Impacts on Utility Funds and Rates Cost Allocation/Right of Way Study Analysis,and.a
one-page table entitled "Sewer Funds 5 Year Phased in Cost Adjustments Cost
Allocation/Right of Way Analysis."
We certainly appreciate the time and effort expended in the City's response and, as you
envisioned, look forward to setting aside differences of opinion regarding the CAP.
However,in light of the very serious consequences of failing to comply with the
requirements of Proposition 218 (now codified as California Constitution Articles XIII C
and D), it is incumbent upon the Department to continue to clarify its position regarding
the methodology used by Matrix to allocate costs. This is true because,in order to
withstand a challenge based on Proposition 218, the Department(and the City) must be
prepared to demonstrate that water and sewer treatment rates do not exceed the funds
i .
"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11, 2011
Page 2
required to provide the property related service. Howard Jarvis Taxpayers Assn., et al. v. City of
Fresno(2005) 127 Cal. App.4's 914.
Moreover,the services allocated to the Department cannot be "general governmental
services including, but not limited to, police, fire,ambulance or library services,where the
service is available to the public at large in substantially the same manner as it is to property
owners." Howard Jarvis Taxpayers Assn., supra, 127 Cal.App.4 h at p. 923, citations omitted.
At the August 5' meeting, at my request, and because we had not had the opportunity to
review it before the meeting,we did not review the item-by-item response provided to the
Department's July 5, 2011 memorandum. Rather,we focused on the "Estimated Impacts
on Utility Funds" spreadsheet. It appeared, from the spreadsheet, that the Water Fund
would be asked to contribute $3,353,800, but would then be credited with $1,256,900 for
the cost of water used by the City (a cost that has, to date, been zero up to the City's
negotiated baseline). The$3,353,800 does not include the costs to be paid to the IT
department.The Sewer Fund would be asked to contribute$500,000, or the same amount it
has been contributing absent a CAP.
The City insisted that time was of the essence and desired adoption of the FY 2010/2011
Master Services Agreement at the August 15, 2011 council meeting. The City indicated it
would provide the Department with a revised Master Services Agreement by Monday,
August 8,2011,with the plan that the Department could review the language and make any
changes in time for the August 15"'council meeting.
The Department asked for justification for the contribution from the Sewer Fund and we
were then given the "Sewer Funds 5 Year Phased in Cost Adjustments" spreadsheet,which
indicated an increase to the allocation for"Water Sewer Treatment" over the next five years.
The increase results in an allocation by FY 2015-2016 of$1,331,900. The spreadsheet did
not explain how the allocation had been made. Again, that justification was to be provided
in time to review it, adjust it and discuss any changes before the council meeting.
The Department was provided a draft staff report and a revised MSA on August 9,2011.
The justification for the sewer treatment/sewer collection allocation and increases was
provided to the Department on August 10,2011 at approximately noon.
After assimilating all of the new information provided, it appears that it may not be possible
to achieve fully both goals of finishing this regrettably divisive discussion and complying
with Proposition 218.
COST ALLOCATION PLAN FOR WATER FUND:
There continue to be costs allocated to the Water Fund that are not reasonably related to the
cost of service. Costs allocated"based on budget size" for the Mayor's office,the Council
office,the City Manager's office (Administration and Neighborhood Services), Finance
"FULL. COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11, 2011
Page 3
(General Accounting and Purchasing) of$89,238, $58,215, $159,458 and $75,631,
respectively,are based on a fundamentally flawed methodology.
Matrix defends this methodology as following"financial best practices in Cost Allocation
principles," but fails to account for the governmental organization differences posed by the
City's Charter. It defies common sense to say that the Water Department imposes the same
organizational burdens on the Mayor's office, Council office and the City Manager's office
as any other department in the City(less 25% as an arbitrary reduction) because the Charter
provides that these offices cannot have the same organizational involvement. Charter
Section 163 provides that the Board of Water Commissioners is enpowered to "generally
regulate, control, manage, renew,repair and extend the entire water system of the City."
The Board of Water Commissioners executes these powers through its General Manager,
who has management oversight over the functions of the Water Department. That is not
the case with other city departments.
The Finance department for the City does not perform any financial or accounting
functions for the Water Department. As has been explained several times,the Water
Department uses a cost accounting method, to track costs related to projects,as befits a
utility's enterprise funds. The City does not use the same method. The City does not
provide any purchasing support function to the Water Department. In fact, to make
matters perfectly clear, the City's Finance Department does not provide any "support"
function for the Water Department in Finance whatsoever. It is a clear misstatement of
facts to say that the Water Department provides its own "supplemental support' to the
City's Finance Department. Simply making the statement, as Matrix does, does not make it
true.
Imposition of these costs will violate the terms of Proposition 218.
Additionally,allocations for Fire and Police-related costs (Fire Emergency Communication,
Fire Rescue, and Police Patrol) are based on flawed or incomplete data, such that while the
methodology used may be valid,the numbers are still insupportable because of bad input
data. The data and methodology begs the question as to whether these services are "general
governmental services,"which are not to be allocated pursuant to Howard jarwu Taxpayers
Assn.
We continue to maintain that the costs allocated from the Water Fund to ROW tree
trimming and concrete maintenance are inflated, as set forth in the July 5, 2011 letter.
Nonetheless, the Water Department is prepared to accept the following cost allocation to
the Water Fund for the purposes of approving the revised MSA for FY 2010/2011
(provided that the language of the revised MSA is changed to reflect a one year deal):
"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11,2011
Page 4
MASTER SERVICES AGREEMENT(WATER FUND)
CONTRIBUTION FOR F/Y 2010/2011
General Fund $3,353,800
Incl. CAP/ROW)
Employee Assistance Program $10,000
AB 2766 Fund $5,200
Telephone Call Center Su ort $28,230
Estimated Telephone Support Fund $126,400
Estimated Worker's Compensation $412,000
IT Fund $522,267
The lease agreement between the City and the Department provides for an additional
payment of$177,826.
COST ALLOCATION FOR SEWER FUND:
There continue to be costs allocated to the Sewer Fund that are not reasonably related to the
cost of service. Costs allocated"based on budget size" for the Mayor's office, the Council
office, the City Manager's office (Administration and Neighborhood Services), Finance
(General Accounting and Purchasing) of$75,938, $49,539, $117,501 and $64,359,
respectively, are based on the same fundamentally flawed methodology outlined above.
According to the latest breakdown provided to the Department,Matrix has allocated
$345,790 for Right of Way (RO)X) tree trimming to the sewer treatment system. This
demonstrates a misunderstanding of the physical properties of the sewer treatment system.
As you know, the City owns and maintains the sewer collection system,which consists of
sewer pipelines and lift stations. The Water Department owns and operates the treatment
system,which is located on one large piece of land off of E Street. The Water Department
maintains all of the landscaping(including tree trimming) on this piece of property.
Additional treatment is provided by the tertiary treatment plant located in Colton. There is
no City tree trimming attributable to the sewer treatment system, so the$345,790 figure
cannot be reasonably related to the provision of sewer treatment.
Further objection is made to the allocation between sewer treatment and sewer collection.
The new information provided shows that Matrix has allocated much of the total $1.7
million overall sewer "general governmental" costs (e.g., Mayor's office,City Clerk, City
Manager, HR, etc) to sewer treatment,rather than sewer collection. Of the$2.16 million,
sewer treatment is allocated $1.33 million and sewer collection (the 510 miles, plus, pipelines
and lift stations) is allocated $347,555.
The City intends to maintain the allocation from the Sewer Fund for FY 2010/2011 at its
current$500,000, but then intends to begin increasing the assessment over FY 2011/2012 to
FY 2015/2016 to the $1.33 million number.
The current City draft for adoption of the CAP and the MSA states:
I.:
"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11, 2011
Page S
"The Sewer Treatment per the CAP/ROW should actually be paying just over$1.3 million
of the total Sewer costs of$2,162,400. Since the Sewer Treatment fund does not currently
have funds available to pay this amount,it is proposed that these costs be phased in over a 5
year period. Attachment 3 provides the proposed schedule for phasing in the payment of
these costs. In FY 2010-2011, the City Sewer Collection will pay the higher CAP/ROW
costs, and each year as the Sewer Treatment increases its payment for the CAP/ROW, the
cost to the Sewer Collection will decrease by a corresponding amount. By implementing a
phased schedule, there will be no net increase in cost due to the CAP/ROW for sewer
service."
There are several problems with this:
(1) The costs for general governmental services are disproportionately attributed to
sewer treatment. For example,sewer treatment is assessed $117,501 from the City
Manager's office for"administration and community relations." The sewer
collection system is assessed $8,272 for the same services. The explanation from
Matrix is that the costs were"allocated based on budget size." That means that,
because the Sewer Fund is much larger than the Sewer Collection Fund,the Sewer
Fund pays more. However,again, this ignores the reality that the City Manager
manages the sewer collection system, through public works, and the Water
Department General Manager manages the sewer treatment system.
(2) The sewer treatment facilities are regional facilities. Other municipalities (Highland
and Loma Linda) are impacted by this cost allocation.
(3) Because the proportionate share for sewer treatment is not based on organizational
realities, the allocation violates Proposition 218.
Again, the Water Department is prepared to accept the following cost allocation to the
Sewer Fund for the purposes of approving the revised MSA for FY 2010/2011 (provided
that the language of the revised MSA is changed to reflect a one year deal):
MASTER SERVICES AGREEMENT CONTRIBUTION
SEWER FUND F/Y 2010/2011
General Fund $500,000
FY 2010/2011 MSA:
The City indicates that it intends to extend the MSA for two years (FY 2010/2011 and FY
2011/2012). This is problematic in that much of the data and some of the methodology
used to develop the CAP must still be discussed and refined. Arguably,although flawed,the
data and methodology could be used to justify one year of cost allocations,but the Water
Department does not want to approve the continued use of flawed data and poorly
developed methodology.
"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11, 2011
Page 6
With the above-outlined concerns in mind,the Water Department offers the following
roadmap for consideration:
First, continue adoption of the FY 2010-2011 Master Services Agreement to September 6,
2011. Edit the FY 2010-2011 MSA to reflect the following negotiated CAP numbers:
MASTER SERVICES F/Y 2010/2011
General Fund Incl. CAP/ROW) $3,353,800
Employee Assistance Program $10,000
AB 2766 Fund $5,200
Telephone Call Center Su ort $28,230
Estimated Telephone Support Fund $126,400
Estimated Worker's Compensation $412,000
IT Fund $522,267
General Fund $500,000
TOTAL $4,957,897
The FY 2010-2011 MSA should state that the allocated costs were calculated based on the
"best available data and methodology at the time, but that the City and the Water
Department will meet to further refine both the data and methodology."
Second, bring the FY 2011-2012 Master Services Agreement to council with substantially
the same numbers and with a similar caveat that the "best available data and methodology
have been applied at this time. The City and the Water Department agree to meet to further
refine both."
Third,set up a small working group to discuss further refinement of data and methodology,
with the goal to establish a multi-year Master Services Agreement reflecting future
negotiations.
In addition,the Water Department will be amending its Rules and Regulations,Rule 21,to
eliminate the provision of free water to the City.
The Department believes that these issues can be resolved with further dialogue between
the parties and remains committed to doing what is best for the City,the Department and
the ratepayers.
Very truly yours,
Stacey If Aldstadt
General Manager
attachment
City of San Bernardino Municipal Water Department
Review of August 4 Draft of Cost Allocation Plan
August 10, 2011
Summary
Things that Changed
1. Change in dollar amounts (sewer=sewer collection plus sewer treatment):
Water Sewer
CAP March 15 Draft $7,112,561 $2,824,073
CAP June 22 Draft $3,752,472 $2,093,138
CAP June 29 Draft $3,111,374 $1,880,972
CAP August 4 Draft $2,761,356 $1,679,401
Change from June 29 to August 4 ($350,018) ($201,571)
CAP(August 4 Draft) $2,761,356 $1,679,401
ROW Fee(April 21 Draft) $592,44 8 483 011
Total(Aug 5 meeting Attachment 2,rounded) $3,353,800 $2,162,400
2. Costs related to contents in the existing lease were removed. Implication is that lease
payment is in addition to CAP payments. Reduction in water cost allocation = $113,434,
reduction in sewer cost allocation=$0.
3. Some costs were removed, based on our comments that they are not related to the provision
of water service (Passport Acceptance, Business Registration/TLT Collections, Special
Events/Arts&Culture, Fine Arts and Cultural Affairs). Reduction in water cost allocation =
$146,883, reduction in sewer cost allocation= $139,615.
4. Fire Department costs related to fire dumpsters were moved from Water to Integrated
Waste. This is a change from the numbers, but not the narrative, from the 6/28 draft.
Reduction in water cost allocation of$89,402.
5. Small methodology changes in applying a 25% discount to sewer as well as water for City
Council support, City Manager administration, Finance general accounting, Finance
purchasing. Reduction in sewer cost allocation of approximately $50,000.
Things that Didn't Change
The remaining methodologies didn't change. The August 4 draft CAP didn't split sewer
collection and sewer treatment. information provided on August10 did split sewer collection
and sewer treatment, but did not provide documentation of the specific methodology for this
split.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10, 2011
Page 2
Remaining Differences
1. For many items,the amount allocated still exceeds the value of the services provided
2. Previously raised legal concerns related to public safety cost allocations and the California
Constitution still exist. This creates significant legal risk to the Department and the City.
[Department to verify language]
3. The allocation between sewer collection and sewer treatment is very flawed. This creates
significant legal risk to the Department and the City. [Department to verify language]
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 3
Specific Review Comments
Building Use
1.003 City Hall
Concur. Removed from the CAP because it is included in the Municipal Water Department
(Department) lease.
1.004 Other
Not applicable. No costs allocated to water or sewer treatment
Equipment Use
Concur. There is no cost allocated to water or sewer treatment.
Mayor
Do not concur.
The Board of Water Commissioners (BOWC) provides policy guidance and oversight for the
Department, not the Mayor. The Mayor appoints board members and is only involved during
sewer treatment rates. Mayor occasionally handles citizen complaints related to the
Department.
Costs allocated to Department exceed services provided. Allocation based on budget with 25%
water discount and sewer treatment discount is not acceptable. The Mayor's office does not
provide $165,176 worth of services to the Department.
The Municipal Water Department (Department) will support allocation based on budget with a
75% water discount and 75% sewer treatment discount.
Council
Do not concur.
Council holds public hearings for sewer treatment rates (at most once a year) only. There is no
official water involvement. However, the Department has some interaction with Council
because citizens do sometimes contact their councilmember if there is an issue with water or
sewer treatment.
Costs allocated to Department exceed services provided. Allocation based on budget is not
acceptable. The Council does not provide $107,754 worth of services to the Department.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 4
The Department will support a budget-based allocation with 75 percent discount for water
sewer treatment.
City Clerk
Administration, SO Filings, and Boards and Commission Support
Do not concur.
The Department maintains minutes and agendas for all BOWC activities. The City Clerk may
handle one action (sewer treatment rate hearing) per year. The Department does all of its own
document retention. The City Clerk's office provides some limited support to the Department
when questions arise regarding Form 700 compliance, AB 1234 or posting requirements. They
do assist with research regarding resolutions, and the Department estimates they assist the
Department a dozen times per year.
Costs allocated to Department exceeds services provided. Allocation based solely on budget is
not acceptable. The City Clerk's office (including elections, described below) does not provide
$198,873 in services to the Department.
The Department will support eliminating this requirement for water and allocation based on
budget with a 90% water and sewer treatment discounts.
Elections
Do not concur.
The Department's Board of Water Commissioners are appointed.
Costs allocated to Department exceed services provided. Allocation based on budget is not
acceptable.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
Passport Acceptance
Concur.
Records Management
Concur.
Business RegistrationlTLT Collections
Concur.
i
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10, 2011
Page 5
City Treasurer
Investments
Concur
Banking and Cashiering Services
Concur
City Attorney
Municipal Legal Services
Concur
Litigation
Concur
Prosecution
Concurrence not yet determined
The Department believes that prosecution activities are not related to the provision of water or
sewer treatment services, and allocation of these costs would be a Proposition 218 violation.
The Department's legal representative from the City Attorney's office was not asked for input
into the CAP.
EDA Services
Not applicable. These costs are allocated directly to EDA in their entirety.
City Manager
Administration
Do not concur.
The Department's General Manager is responsible for the leadership, direction and oversight of
the Department as directed by the BOWC, not the City Manager. There is very limited
interaction with the City Manager or City Manager office staff.
Costs allocated to Department exceed services provided. Allocation based on budget with 25%
water and sewer treatment discount is not acceptable. The City Manager's office does not
provide$276,959 worth of services to the Department.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 6
The Department will support allocation based on budget with a 90% water discount and 90%
sewer treatment discount.
Communications and Community Relations
Do not concur.
For water and sewer treatment services, these activities are completed by the Department.
Costs allocated to Department exceed services provided. Allocation based on budget with no
discount to the Department is not acceptable.
The Department will support allocation based on budget with a 90% water discount and 90%
sewer treatment discount.
Grants Coordination
Concur, provided grants obtained and administered by the Department are not included.
Intergovernmental Relations
Concur.
Allocation is based on the number of legislative actions and no cost is allocated to water or
sewer treatment. For the Department's activities, this activity is completed by the Department
with no involvement from the City Manager's office.
Noting that there have been no legislative actions related to water or sewer is clear evidence that
many of the other allocations in the CAP are very flawed (examples include Mayor, Council,
City Clerk, City Manager).
Organizational Effectiveness
Concurrence not yet determined
The CAP allocates costs based on the number of internal audit issues.
Neighborhood Services
Do not concur.
The Department completes its own outreach and citizen participation efforts.
Costs allocated to Department exceed services provided. Allocation based on budget with no
discount to the Department is not acceptable.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10, 2011
Page 7
Special Events/Arts and Culture
Concur.
Finance
All CAP Categories
Do not concur.
For water and sewer treatment, the Department provides all services that the Finance
Department provides for other city departments. The Finance Department does not provide
$139,990 worth of services to the Department.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
General Government
Fine Arts & Cultural Affairs
Concur.
Non-Departmental
Concurrence not yet determined
Professional Contracts
Concur.
Charter 186
Concur
PERS
Concur
Lease Payments
Concurrence not yet determined
The Department requires specific documentation of the nearly $200,000 in lease payments
attributed to water, and requires the "debt budget" that forms the basis of the lease payment
allocation in the CAP.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10, 2011
Page 8
Human Resources
Administration and Employee Services
Concur.
Workforce Planning and Retention
Do not concur.
The Department provides all workforce planning and retention services.
Allocation based on the number of recruitments and trainings is not acceptable.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
Civil Service
Administration
Concur
Employment Services
Concur
Facilities Management
Custodial Maintenance
Concur.
Building Maintenance
Concur.
All Utility Support Costs Except for Fire Dumpsters
• Fire Emergency Communications
• Utility Support—Right of Way Tree Trimming
• Utility Support—Public Works—Real Property
• Utility Support—Fire Hazmat
• Utility Support—Police Patrol
• Utility Support—Concrete Maintenance
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10, 2011
Page 9
• Utility Support—Fire Rescue
Do not concur
Specific objections were transmitted on July 6, and these objections remain. Previously raised
legal concerns related to public safety cost allocations and the California Constitution still exist.
This creates significant legal risk to the Department and the City.
The Department further objects to the allocation of these costs between sewer treatment and
sewer collection. The August 4 draft CAP allocates these costs in their entirety to sewer
treatment. However, these services all are provided in the sewer collection system, and must be
allocated to sewer collection.
City Hall Security
City Hail Building
Concur.
EDA Building
Not applicable. These costs are allocated directly to EDA in their entirety.
Utility Support—Fire Rescue
Do not concur.
The Department has requested the actual response data that the fire responses cost allocation is
based on. See above discussion of Fire Emergency Communications.
Utility Support— Fire Dumpsters
Concur.
Utility Support— Police Infrastructure
Do not concur.
The CAP allocates two types of costs: infrastructure protection — patrol, and critical
infrastructure training.
Infrastructure Protection • Patrol
CAP allocation is based on 65 incidents per year requiring 405 hours of patrol time. The
Department seeks documentation on what each incident was, and how the 405 hours of patrol
time are substantiated. The Department also seeks documentation proving that these costs are
not redundant with Utility Support—Police Patrol costs above.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 10
Critical Infrastructure Training
The CAP allocation is based on a 29 person team receiving 42 hours of training each year
related to the water supply. The Department seeks documentation of training materials that
substantiate the time required, training received, and participants that received this training.
Requested Information
New request: Documentation of"financial best practices in Cost Allocation Principles" from an
industry-recognized source not affiliated with the City's consultant.
Request made July 6, 2011. City Attorney's Office: Documentation of the specific
prosecutorial services related to water and sewer treatment services and the specific
documentation of this cost allocation used in the CAP.
Request made July 6, 2011. City Manager's Office: The specific internal audit issues related to
water and sewer treatment.
Request made July 6, 2011. General Government: The exact nature of the approximately
$80,000 in non-departmental services provided to water and sewer treatment.
Request made July 6, 2011. General Government: specific documentation of the lease
payments attributed to water,
Request made July 6, 2011. General Government: The "debt budget" that forms the basis of
the lease payment allocation in the CAP
Request made July 6, 2011. Right of Way Tree Trimming: More documentation of the right of
way cost allocation is needed. Documentation provided is not labeled and does not show the
ultimate source of data used to generate CAP cost allocations. The utility support for tree
trimming is part of the overall Parks Department budget for tree trimming and it appears that 29
percent of the total program cost was considered utility support. Since no mention of utility
support appears in the Parks Department budget, the Department requests specific
documentation of how costs allocable to utility support were identified.
Request made July 6, 2011. Fire HazMat: CAP allocations are based on a total of 85 Hazmat
incidents. The Department is not aware of any of these involving its own facilities and already
maintains certified hazardous chemical personnel for its facilities. The Department seeks the
specific documentation that shows what the 85 Hazmat incidences were.
Request made July 6, 2011. Police Infrastructure Protection — Patrol: Documentation proving
that these costs are not redundant with Utility Support—Police Patrol costs.
Request made July 6, 2011. Police Infrastructure Protection — Critical Infrastructure Training:
Documentation of training materials that substantiate the time required, training received, and
participants that received this training.
r
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10, 2011
Page 11
Request made June 30, 2011. Fire Rescue: Documentation of the approximately 144 service
calls from the Fire Department that formed the basis for cost allocations to water and sewer.
I
t
l
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
s
a
From: Charles McNeely, City Manager Subject: Resolution authorizing
execution of a Master Services
Dept: City Manager's Office Memorandum of Understanding by and
between the City of San Bernardino and
Date: August 8, 2011 the Water Department for City-provided
services for FY 2010/11.
M/CC Meeting Date: August 15, 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.
c
Sign1iture
Contact person: Barbara Pachon Phone: 5242
Supporting data attached: SR, Resolution & MOU Ward:
FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various City
funds for services provided, as outlined in the staff
report.
Source: (Acct. No.)
(Arrt Description)
Finance:
Council Notes:
Item No. �
� � � V
CITY OF SAN BERNARDINO—REQUEST 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 payment
of City services for FY 2010-11.
BACKGROUND:
Each year, the Water Department and City enter into a Master Services Memorandum of
Understanding (MOU), for the City to provide various support services for the water and
sewer treatment operations. On April 19, 2011, the Water Department approved payment
of a 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 until the Cost Allocation Plan (CAP) and Right of Way Study (ROW) were
completed. Now that the CAP and ROW have been completed, the MOU for FY 2010-
2011 can be finalized.
The MOU has been modified to now include three types of costs to the Water
Department. The first type of cost is the allocated central support costs that are included
in the CAP. The CAP costs replace the previous central support costs that were
individually listed in the MOU as well as paid for with the flat 10% transfer from Water
to the City. Having these costs documented in an approved CAP helps ensure the City
and Water Department are in compliance with Proposition 218. The costs allocated in the
CAP were calculated based on the "best available data and methodology at this time".
The City and Water Department staff have agreed to continue meeting to further refine
both the data and methodology and any necessary adjustments for future years will be
brought back for approval.
The second type of cost is the rental fee for use of the City's Right-of-Way by utilities.
Since Water has underground infrastructure in the City's right-of-way area, a standard
method was used to calculate the value of the public right-of-way and an inventory of the
space occupied was computed. From this data a reasonable rental fee was established.
The third type of cost is the direct billed contract costs. These costs are not included in
the CAP and therefore the Water Department is directly billed for the services they
receive. The City's Internal Service Funds are all direct billed services which include
such services as Information Technology (IT), Telephone Support, and Worker's
Compensation. In addition to direct billed contracts for the Internal Service Funds, the
Water Department also has a direct bill contract with the City for AB 2766
Transportation Services. By participating in the City's transportation services, the Water
Department is able to maintain compliance with the Air Quality Management District
(AQMD) regulations.
Attachment 1 provides a summary breakdown of all the costs to be included in the FY
2010-2011 MOU with the Water Department. These costs are distributed between the
water and sewer treatment operations in the Water Department.
FINANCIAL IMPACT:
The reimbursement amounts to the City from the Water Department's Master Services
Memorandum of Understanding are as follows:
City Fund to receive payment FY 10/11
General Fund(001) $3,853,800
Employee Asst Pro 678 10,000
AB 2766 Fund 111 5,200
Telephone Call Center 630 28,230
Telephone Support Fund 630) 126,400
Worker's Comp Fund (678) 412,000
IT Fund 679 522,267
Total $4,957,897
The above listed items have been included in the FY 2010-11 budget.
RECOMMENDATION:
Adopt resolution.
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
3 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
4 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7
8 WHEREAS, The City of San Bernardino ("City") provides certain services to the
9 Water Department("Department") for which the Department compensates the City; and
10 WHEREAS, it is the desire of the City and the Water Department to enter into a
11 Memorandum of Understanding to memorialize these services;
12 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
13
14 the City of San Bernardino that the Master Services Memorandum of Understanding between
15 the City and the Water Department setting forth the services that are to be provided by the City
16 to the Water Department and the compensation to be paid therefore, a copy of which is attached
17 hereto and incorporated herein as Exhibit"A", is hereby adopted.
18 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
19 and directed to execute on behalf of said City the Master Services Memorandum of
20
Understanding.
21
22 SECTION 2. That the implementation date of the Agreement is July 1, 2010;
23 therefore, any action taken between July 1, 2010 and the date that this Resolution is adopted is
24 hereby ratified.
25 SECTION 3. The authorization granted hereunder shall expire and be void and of no
26 further effect if the agreement is not executed and returned to the Office of the City Clerk
27
within ninety(90) days following the effective date of this resolution.
28
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
2 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
3 2010/2011.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5
and Common Council of the City of San Bernardino at a meeting thereof, held
6
7 on the day of , 2011, by the following vote, to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 JENKINS
11 BRINKER
12 SHORETT
13
KELLEY
14
15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of
20 2011.
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to Form:
25
26
27 James F. Penman, City Attorney
28
EXHIBIT A
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 and the Board shall compensate City as follows:
8 1. SUPPORT SERVICES. The City shall provide to the City of San Bernardino
9 Municipal Water Department ("Department") the services of its City departments in
10 support of Department operations. These services to be provided from the City
11 include the following:
12 A. General administrative and legislative support. Includes the Mayor, City
13 Council, City Clerk, City Manager and General Government Services.
14 B. Human Resources/Civil Services/Equal Employment Officer. Typical
15 services of the Chief Examiner and Civil Service include, but are not limited
16 to, testing, certification of eligible employees for outside recruitment and
17 promotions, testing standards for positions in the Department, and
18 administrative hearings on discharges and reductions in rank or
19 compensation. Typical services of Human Resources include, but are not
20 limited to, conducting outside recruitments; administering employee health,
21 dental, vision, and life insurance programs; approving job descriptions,
22 minimum qualifications, administering the Public Employees Retirement
23 System contract and providing the services of the Equal Employment
24 Officer. Department shall also pay to City the actual costs of recruitment-
25 related advertising that is requested by Department.
26 C. Financial/Treasury Services. Typical financial and treasury services include,
27 but are not limited to, banking, investments, deferred compensation program,
28
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j
1 Comprehensive Annual Financial Report, accounting services for employee
2 health, dental, vision, and life insurance programs.
3 D. Attorneylegal Services. The City Attorney shall act as General Counsel to
4 the Department and perform all of its legal work. The City Attorney shall
5 assign sufficient staff to perform the legal services needed by the
6 Department, and such services shall be given priority
7 i. Outside Counsel. The parties contemplate the continued need for the
8 Department to utilize services of outside special counsel, particularly
9 in water rights matters. The City Attorney and the Department shall
10 jointly determine when the services of outside counsel are required
11 and Department staff shall consult with and obtain the approval of
12 the City Attorney prior to the employment of outside counsel and
13 prior to the assignment of matters to such counsel. The Department
14 shall provide the City Attorney with copies of any agreements that
15 engage outside counsel and ensure that such counsel keep the City
16 Attorney informed of their work and provide to the City Attorney
17 copies of any and all correspondence and documents filed in any
18 court on Department matters and any agreements to hire outside
19 counsel shall be required.
20 ii. Support Staff. In connection with providing the foregoing services,
21 the City Attorney's office shall provide sufficient secretarial,
22 paralegal and investigator support services.
23 iii. Data to be Furnished to the City. The following has been and shall
24 continue to be furnished by the Department to the City: All records
25 and information pertaining to legal requirements of the Department,
26 including any back-up materials, applicable regulations,
27 correspondence, preliminary drafts of agreements, if any, and any
28
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1 other material pertaining to the Department necessary for the
2 performance of legal services.
3 E. Police and Fire Safety Services. The City shall provide to Department all
4 safety-related services. Typical services shall include, but are not limited to,
5 police patrol, fire rescue and emergency response, and hazmat services.
6 F. Compensation. The annual costs for these support services shall be based on
7 the Full Cost Allocation Plan adopted by the Mayor and Common Council
8 on August 15, 2011, and which was compiled in accordance with Generally
9 Accepted Accounting Principles and also based on many of the methods of
10 indirect cost allocation as defined by the Federal Office of Management and
11 Budget's (OMB) Circular A-87. The allocated costs were calculated based
12 on the "best available data and methodology at this time." The City and
13 Water Department staff have agreed to continue meeting to further refine
14 both the data and methodology and make any adjustments needed in future
15 years. For FY 2010-11 the reimbursement rate for services is $3,261,400.
16
17 2. RIGHT-OF-WAY RENTAL FEE. This is a fee calculated and charged on water
18 underground infrastructure in the City's right-of-way area. A standard method was
19 used to calculate the value of the public right-of-way and an inventory of the space
20 occupied was computed. From this data a rental fee was established. For FY 2010-
21 11 the fee is $592,400.
22
23 3. DIRECT BILLED CONTRACTS. Services provided from City Internal Service
24 Funds and Special Revenue Funds are not part of the Full Cost Allocation Plan and
25 therefore are provided to the Department on a fee-for-service basis. The services to
26 be provided on fee-for-service contracts include:
27 A. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
28 $650 per month for the Employee Assistance Program. Department shall also
-3-
1 pay to City a flat annual fee of $2,200 for its proportionate share of the
2 administrative costs of the Employee Assistance Program (total of$10,000
3 for FY 2010-11).
4 B. RIDESHARE COORDINATOR. Department shall pay to City a flat annual
5 rate of$5,200 for FY 2010-11 for the services of its Rideshare Coordinator,
6 who shall provide services to Department employees as required by the Air
7 Quality Management District(AQMD) including, but not limited to:
8 i. Developing, updating and implementing a Trip Reduction Plan and
9 complying with all other AQMD Regulation requirements, including
10 the provision of trip reduction incentives for Department employees;
11 ii. Promoting the Trip Reduction Plan and rideshare activities, and
12 tracking and documenting employee participation;
13 iii. Acting as a liaison with AQMD and attending all training, meetings
14 and workshops as required by AQMD.
15 C. CALL CENTER. Department shall pay for participation in the San
16 Bernardino Direct Call Center program herein referenced as ("SB Direct").
17 The SB Direct program is a central, city-wide "response-center" that is
18 designed to act as a "one-stop-shop" for all non-emergency requests for
19 information or for service and accept concerns/suggestions. The Office of the
20 City Manager oversees the provision of services. In connection with
21 providing the foregoing services, the Office of City Manager will provide an
22 office assistant to help in the operation of the program. The Department will
23 pay to the City a flat rate of$28,230 for FY 2010-11.
24 D. TELEPHONE SERVICES. Department shall pay for the use of City's
25 telephone system as follows:
26 i. Actual monthly telephone charges attributable to the ports
27 assigned to the Water Department, Water Yards, Water
28 Reclamation Plant and RIX Plant.
-4-
1 ii. A proportionate share of the fixed costs of operations, debt
2 retirement/system hardware, and leased lines, based upon the
3 portion of total telephone ports assigned to the Water
4 Department, Water Yards, Water Reclamation Plant and RIX
5 Plant.
6 iii. For FY 2010-11 the estimated amount to be paid for the above
7 two items is $126,400.
8 iv. As approved in the Telephone Equipment MOU dated January
9 24, 2011, (Resolution No. 2011-18) the Department fully
10 purchased the telephone switch upgrade in the amount of
11 $400,000 and the City agreed upon share is $220,000 (55%)
12 which the City is to pay the Department $44,000 on or before
13 January 30, for a term of five years with the first payment due by
14 January 30, 2012 and the final payment due by January 30, 2016.
15
16 E. WORKERS' COMPENSATION ADMINISTRATION. Department shall
17 pay to City for the administration of its Workers' Compensation Program, its
18 proportionate share of the budgeted cost of administration based upon budget
19 payroll costs, provided that the Department provides to the City the budget
20 figures for payroll within a reasonable time after Department's budget is
21 adopted. For any year in which payroll figures are not made available to the
22 City in a timely fashion, the percentage shall be the same as that used for the
23 prior year. For fiscal year 2010-11, this shall be twenty percent (20%). In
24 addition, the Department shall pay the actual cost of the amount paid out on
25 its claims. For FY 2010-11 the estimated amount to be paid is $412,000.
26
27 F. INFORMATION TECHNOLOGY(IT).
28
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1 i. Services. The City Manager's Office or IT Director shall act as a
2 private contractor to provide the Department IT related services
3 as defined in the attached agreements (Attachment "1" FY 2010-
4 11) incorporated herein by reference upon approval by the Board
5 of Water Commissioners and the City of San Bernardino.
6 ii. Compensation. The agreed upon cost to provide this service is
7 $522,267 for FY 2010-11.
8 iii. The Department agreed to fully purchase computer back up
9 equipment in the total amount of$172,868 and the agreed upon
10 City share is $127,038. The City shall repay the Department over
11 a five year period of $25,408 per year with the first payment in
12 January 2012 and the final payment in January 2016.
13
14 4. TERM. This Memorandum of Understanding shall terminate as of June 30, 2011,
15 unless terminated by either party at least thirty(30) days prior to July 1, 2012.
16
17 HI
18
19
20
21
22
23
24
25
26 ///
27 ///
28
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1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3 By and between the City of San Bernardino and the Board of Water Commissioners of the City
4 of San Bernardino for the provision of City services for Fiscal Year 2010/2011.
5
6
7
BOARD OF WATER COMMISSIONERS
8
9 Date:
Toni Callicott, President
10
11
Robin L. Ohama, Secretary
12
13
CITY OF SAN BERNARDINO
14
15 Date:
Charles E. McNeely, City Manager
16
17
18 Approved as to Form: ATTEST:
19
20 James F. Penman, City Attorney Rachel Clark, City Clerk
21
22
23
24
25
26
27
28
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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-span 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
i
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 will be accessible to all employees, but not the public.
• Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System (CMS).
• 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 Management
• 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 Internet mail service using the SMTP protocol.
2
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 Intemetworking, 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(Sun_ ac and 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 Imaging
• 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)
3
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 Tracking
• Provide access to the Accela Permits+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.
Utility Billing (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,Acorn, ITRAN(Remittance Processor), Cognos QREP)
• Act as technical liaison with operating system vendor(IBM), utility billing software vendors
(SPS, Itron,Acorn, 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,
Acorn, 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 draffing).
• Provide Cognos Impromptu(QREP) training to report writing staff.
• Create and/or assist users in creating reports using Cognos Impromptu (QREP).
4
Attachment 1
• Provide bill design and modification services(QREP).
• Provide notification design and modification services using HTEDMS.
• Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
• 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 SQL 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.
DataQuick
• 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.
5
Attachment 1
Operations
Perform daily backups (Monday—Friday)of Sungard application data, Athena
(Laserfiche),Triton (HR/Remittance), WUServer, and office automation servers.
Perform weekly, monthly,and year-end full system backups of Sungard,Athena
(Laserfiche), Triton (HR/Remittance), 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, Cognos
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.
6
Attachment 1
Other
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 ve for consideration W planning for the future.of topics that
have been brought up from a technology perspective
A technology replacement fund should be considered(i.e.major server hardware and software
upgrades,network upgrades,PC replacements,printers,etc.)
Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
7
i
19. Continued.
Mayor to open the hearing...
Approved
MOTION: That the hearing be closed; that the City Clerk be directed to
administratively remove any properties from Exhibit A which
have been paid prior to the hearing; and that said resolution be
adopted.
Adopted 2011-235
END OF PUBLIC HEARINGS
CONTINUED ITEMS
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City Manager
Continued from July 18, 2011
20. 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. (No Cost to the City) (Backup distributed on May 16,
2011, Item No. 9; item continued to June 6, 2011, Item No. 35; item
continued to June 20, 2011, Item No. 40; item continued to July 5, 2011,
Item No. 19; item continued to July 18, 2011, Item No. 36.) All Wards
Approved
MOTION: That the matter be continued to August 15, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXYVVV VV°"XXXXX
Fire
Continued from July 18, 2011
21. Resolution of the Mayor and Common Cc rnardino
authorizing the City of San Bernardino into an
agreement with the County of San Berna ion and
paramedic services to County unincorpoi of San
Bernardino's sphere of influence from July i, Zvi i through June 30, 2016. (No
Cost to the City - $487,000 Revenue) (Backup distributed on June 6, 2011,
Item No. 13; item continued to June 20, Item No. 41; item continued to July
5, 2011, Item No. 20; item continued to July 18, 2011, Item No. 37.)
All Wards
Approved
MOTION: That said resolution be adopted.
Adopted 2011-241
END OF CONTINUED ITEMS
9 08/01/2011
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Community Development
To be heard at 4:00 p.m.
Recommended for approval at the Legislative Review Committee meeting of
May 17, 2011 - Committee Members Present: Marquez, McCammack,
Shorett
35. Public Hearing - Ordinance amending Sections 5.04.370, 5.04.495, 19.02.050,
19.06.030(2)(N) and Chapter 19.70 of the Municipal Code (See Attached) (No
Cost to the City) All Wards
An ordinance of the Mayor and Common Council of the City of San Bernardino
amending Sections 5.04.370, 5.04.495, 19.02.050, 19.06.030(2)(N) and
Chapter 19.70 of the Municipal Code to permit food carts subject to specified
location criteria and Community Gardens with produce stands by temporary use
permits. FIRST READING (Ordinance not available at time of printing.)
Mayor to open the hearing...
Approved
MOTION: That the hearing be closed; and said ordinance be laid over for
final adoption, and that the distance requirement for food
carts from any existing restaurant be increased from 300 feet
to 500 feet.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
END OF PUBLIC HEA1
CONTINUED ITEM `-7I�
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXV XXX
City Manager
Continued from July 5, 2011
36. 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. (No Cost to the City) (Backup distributed on May 16,
2011, Item No. 9; item continued to June 6, 2011, Item No. 35; item
continued to June 20, 2011, Item No. 40; item continued to July 5, 2011,
Item No. 19.) All Wards
Approved
MOTION: That the matter be continued to August 1, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
13 07/18/2011
CONTINUED ITEMS
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City Manager
Continued from June 20, 2011
19. 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. (No Cost to the City) (Backup distributed on May 16,
2011, Item No. 9; it---- +a .Tune 6, 2011, Item No. 35; item
continued to June 20, All Wards
No Action Taken
MOTION: That laic
Approved
MOTION: That the July 18, 2011.
XXXXXXXXXXXXXXXXV, XXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Fire
Continued from June 20, 2011
20. Resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the City of San Bernardino Fire Department to enter into an
agreement with the County of San Bernardino to provide fire protection and
paramedic services to County unincorporated areas within the City of San
Bernardino's sphere of influence from July 1, 2011 through June 30, 2016. (No
Cost to the City - $487,000 Revenue) (Backup distributed on June 6, 2011,
Item No. 13; item continued to June 20, Item No. 41.) All Wards
Approved
MOTION: That the matter be continued to July 18, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
END OF CONTINUED ITEMS
9 07/05/2011
CONTINUED ITEMS
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City Manager
Continued from June 6, 2011
40. 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. (No Cost to the City) (Backup distributed on May 16,
2011, Item No. 9; Item continued to June 6, 2011, Item No. 35.) All Wards
No Action Taken
MOTION: That said resolution be adopted.
Approved
MOTION: That the matter be continued to July 5, 201
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX'
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Fire
Continued from June 6, 2011
41. Resolution of the Mayor and Common Council of the
authorizing the City of San Bernardino Fire Depart...... .
agreement with the County of San Bernardino to provide fire protection and
paramedic services to County unincorporated areas within the City of San
Bernardino's sphere of influence from July 1, 2011 through June 30, 2016. (No
Cost to the City - $487,000 Revenue) (Backup distributed on June 6, 2011,
Item No. 13.) All Wards
Approved
MOTION: That the matter be continued to July 5, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Human Resources
Continued from June 6, 2011
42. Resolution of the City of San Bernardino implementing a Memorandum of
Understanding between the City of San Bernardino and employees in the
General Bargaining Unit of the City of San Bernardino represented by
International Union of Operating Engineers. (See New Backup Attached) (No
Cost to the City - $168,700 Savings in FY 2010/11; and $2,395,800 Savings
in FY 2011/12) (Backup distributed on June 6, 2011, Item No. 18.)
(Resolution not available at time of printing.) All Wards
Approved
MOTION: That said resolution be adopted.
Adopted 2011-207
24 06/20/2011
34. Continued.
Mayor to open the hearing...
No Action Taken
MOTION: That the hearing be closed; and that said resolution be adopted.
Approved
MOTION: That the matter be continued to June 20, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
END OF PUBLIC H
CONTINUED I 9D
XXXXXXXXXXXXXXXXXXXXXXXXXXX) KXXXXXXXXX
City Manager
Continued from May 16, 2011
35. Resolution of the Mayor and Common f San Bernardino
authorizing the City Manager to execu_ Memorandum of
Understanding with the Water Department for provision of City services for
Fiscal Year 2010/2011. (See New Backup Attached) (No Cost to the City)
(Backup distributed on May 16, 2011, Item No. 9.) All Wards
Approved
MOTION: That the matter be continued to June 20, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City Manager
Continued from May 16, 2011
36. Eliminating and restructuring of certain Commissions (See New Backup
Attached) (No Cost to the City — Savings to the City of approximately $8,400
annually) (Backup distributed on May 16, 2011, Item No. 11.) All Wards
A. Ordinance of the City of San Bernardino repealing Chapters 2.24
(Central City Parking Place Commission), 2.42 (Community Television
Commission), 2.19 (Youth Advisory Commission), and 2.27 (Santa Ana
River Trail Commission) of the San Bernardino Municipal Code. FIRST
READING
(Item Continued on Next Page)
15 06/06/2011
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 to
Dept: City Manager's Office execute a Master Services Memorandum of
Understanding with the Water Department
Date: May 2, 2011 for provision of City services for Fiscal Year
2010-11.
M/CC 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.
ly"MAP&/A,--O
Sign ture
Contact person: James Graham, Assistant to City Mgr. Phone: 5122
Supporting data attached: R, Resolution & MO 1 Ward: City Wide
FUNDING REQUIREMENTS: Amount: No Cost to the City
Source:
ORIGINAL Finance:
Council Notes:
Agenda Item No.
OCO-OCO' �-DI �
New BaCkaf
CITY OF SAN BERNARDINO— REQUEST 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 2010-11.
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 Department for 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 General Fund 87,780
10. Human Resources, Finance
City Treasurer 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
modern 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:
Budget by Fund FY 10/11
General Fund (001): $1,037,615
IT Fund (679 : 522,267
AB 2766 Fund(111): 5,200
Telephone Support 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.
6. Council Minutes.
Approved
MOTION: That the minutes of the following meeting(s) of the Mayor and
Common Council/Community Development Commission of the
City of San Bernardino be approved as submitted in typewritten
form: March 7, 2011 (Distributed 05/11/11)
March 21, 2011 (Distributed 05/09/11)
7. Claims and Payroll. (See Attached)
Approved
MOTION: That the claims and payroll and the authorization to issue
warrants as listed in the memorandum dated May 11, 2011, from
Barbara Pachon, Director of Finance, be approved.
8. Personnel Actions. (See Attached)
Approved
MOTION: That the personnel actions, as submitted ✓✓✓
dated May 12, 2011, in accordance wit]
Personnel policies adopted by the Mayor
the City of San Bernardino, be approved ana rannea.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City Manager
9. 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. (See Attached) (No Cost to the City) (Resolution not
available at time of printing.) All Wards
No Action Taken
MOTION: That said resolution be adopted.
Approved
MOTION: That the matter be continued to June 6, 2011.
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
10. Set budget hearing dates for FY 2011-12 (See Attached) (No Cost to the City)
All Wards
(Item Continued on Next Page)
5 05/16/2011
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
Dept: City Manager's Office the City of San Bernardino to execute a
Master Services Memorandum of
Date: May 2, 2011 Understanding with the Water Department
for provision of City services for Fiscal Year
2010/2011.
M/CC 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 & MOU Ward: City Wide
FUNDING REQUIREMENTS: Amount: No Cost to the City
Source:
Finance DORIGINAL
Council Notes:
Agenda Item No. I
6 s-1(o —apt f
i
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Staff Report
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.
Background:
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 11. 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 2010-
11 reflecting the reimbursement amounts. (attachment)
1
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 FY2010/11. 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, 2011. These figures are not
included in the chart.
Changes 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 10/11
General Fund (001): $1,037,615
IT Fund (679): $522,267
AB 2766 Fund(111): $5,200
Telephone Support Fund(630): $126,400
Worker's Comp Fund(678): $422,000
Total $2,113,482
Recommendation:
Adopt attached resolution.
2
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
3 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
4 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7
8 WHEREAS, The City of San Bernardino ("City") provides certain services to the
9 Water Department("Department") for which the Department compensates the City; and
10 WHEREAS, it is the desire of the City and the Water Department to enter into a
11 Memorandum of Understanding to memorialize these services;
12 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
13
14 the City of San Bernardino that the Master Services Memorandum of Understanding between
15 the City and the Water Department setting forth the services that are to be provided by the City
16 to the Water Department and the compensation to be paid therefore, a copy of which is attached
17 hereto and incorporated herein as Exhibit "A", is hereby adopted.
18 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
19 and directed to execute on behalf of said City the Master Services Memorandum of
20
Understanding.
21
22 SECTION 2. That the implementation date of the Agreement is July 1, 2010;
23 therefore, any action taken between July 1, 2010 and the date that this Resolution is adopted is
24 hereby ratified.
25 SECTION 3. The authorization granted hereunder shall expire and be void and of no
26 further effect if the agreement is not executed and returned to the Office of the City Clerk
27 within ninety(90)days following the effective date of this resolution.
28
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
2 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
3 2010/2011.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5
and Common Council of the City of San Bernardino at a meeting thereof, held
6
7 on the day of , 2011, by the following vote,to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 VACANT
11 BRINKER
12 SHORETT
13
KELLEY
14
15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of
20 2011.
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to Form:
26 02
27
27 James F. Penman, City Attorney
28 " f
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 1. EQUAL 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
16 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
19 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
23 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
26 services.
27
28 ///
1 C. Data to be Furnished to the City Attorney. 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 (1) Attorney Services. It is anticipated that the services to be
8 supplied by the City Attorney will constitute, on the average, an amount 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 amount 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
23 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.
1 5. EMPLOYEE ASSISTANCE PROGRAM.
2 A. Department shall pay to City $650 per month for the Employee
3 Assistance Program,
4 B. Department shall also pay to City a flat annual fee of $2,200 for its
5 proportionate share of the administrative costs of the Employee Assistance Program.
6 C. Total costs for this program is $10,000.
7 6. RIDESHARE COORDINATOR. Department shall pay to City a flat annual fee
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
23 upon the portion of total telephone ports assigned to Water City Hall, Water Yards, Water
24 Reclamation Plant and Rialto offices.
25 B. The total cost for this program is $126,400.
26 8. WORKERS' COMPENSATION ADMINISTRATION.
27 A. Services. Department shall pay to City for the administration of its
28 Workers' Compensation Program its proportionate share of the budgeted cost of administration
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 2010/2011,
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
10 contractor to provide the Department IT related services as defined in the attached agreement
11 (Attachment 1), 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 11. WATER DEPARTMENT LAND SALES. Department shall pay to City ten
17 percent (10%) of the 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
21
22
23
24
25
26
27
28
-a-
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3
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 2010/2011.
6
7
8
BOARD OF WATER COMMISSIONERS
9 OF THE CITY OF SAN BERNARDINO
10
11 Date:
om Ca o , Pre id t
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13 etl��
Ro in L. O ama, Secretary
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15
16 CITY OF SAN BERNARDINO
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18 Date:
Charles E. McNeely, City Manager
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20
21 Approved as to Form: ATTEST:
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23
24 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
i
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 will be accessible to all employees, but not the public.
• Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System (CMS).
• 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 Management
• 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 Internet 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 Internetworking, 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 (Sungard 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 Imaging
• 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)
3
is
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 Tracking
• Provide access to the Accela Permits+ 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.
Utility Billing (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,Acorn, ITRAN (Remittance Processor), Cognos QREP)
• Act as technical liaison with operating system vendor(IBM), utility billing software vendors
(SPS, Itron, Acorn, 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,
Acorn, 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 Cognos 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 (QREP).
• Provide notification design and modification services using HTEDMS.
• Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
• 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 SQL 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.
DataQuick
• 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 (HR/Remittance), WUServer, and office automation servers.
Perform weekly, monthly, and year-end full system backups of Sungard, Athena
(Laserfiche), Triton (HR/Remittance), 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, Cognos
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.
6
Attachment 1
Other
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, network upgrades, PC replacements, printers, etc.)
• Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
7
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
TO: James F. Penman
City Attorney
FROM: Henry Empeno, Jr. 4L<-
Sr.Deputy City Attorney
DATE: August 12, 2011
RE: Master Services MO and Cost Allocation Plan
CC: Diane C. Roth, Sr. Assistant City Attorney; Stephanie D. Easland, Sr. Assistant City
Attorney
On the August 15, 2011 Council Meeting Agenda are the following two related items:
18.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 and 2011/2012.
21. Full Cost Allocation Plan Report and Right of Way Study.
I recommend that the Mayor and Council continue both of these items to the September 6,
2011 Council meeting because of the legal issues raised in the attached Memorandum from Stacey R
Aldstadt, General Manager of the Water Department to Mayor Patrick Morris regarding the "Full
Cost Allocation Plan Report for FY 2010-11". Ms. Aldstadt correctly outlines several Proposition
218 issues which must be resolved before the Mayor and Council takes action on both of these items.
Ms. Aldstadt will be on vacation out of the state and will not attend the August 15, 2011 Council
meeting.
If the Mayor and Council proceeds to approve the proposed Master Services MOU at the
August 15,2011 Council Meeting,the Board of Water Commissioners would still have to consider
this proposed agreement at their meeting on September 6, 2011 before the agreement can be
implemented.
FAEMPENO\Water\MSA MOU.wpd
"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11, 2011
Page 2
required to provide the property related service. Howard Jarvis Taxpayers Assn., et al. V. City of
Fresno(2005) 127 Cal. App.4" 914.
Moreover,the services allocated to the Department cannot be "general governmental
services including, but not limited to, police, fire,ambulance or library services,where the
service is available to the public at large in substantially the same manner as it is to property
owners." Howard Jarvis Taxpayers Assn., supra, 127 Cal. App.4 b at p. 923, citations omitted.
At the August 5`s meeting, at my request, and because we had not had the opportunity to
review it before the meeting,we did not review the item-by-item response provided to the
Department's July 5, 2011 memorandum. Rather, we focused on the "Estimated Impacts
on Utility Funds" spreadsheet. It appeared, from the spreadsheet,that the Water Fund
would be asked to contribute $3,353,800, but would then be credited with $1,256,900 for
the cost of water used by the City (a cost that has, to date, been zero up to the City's
negotiated baseline). The $3,353,800 does not include the costs to be paid to the IT
department.The Sewer Fund would be asked to contribute $500,000, or the same amount it
has been contributing absent a CAP.
The City insisted that time was of the essence and desired adoption of the FY 2010/2011
Master Services Agreement at the August 15,2011 council meeting. The City indicated it
would provide the Department with a revised Master Services Agreement by Monday,
August 8,2011,with the plan that the Department could review the language and make any
changes in time for the August 15'h council meeting.
The Department asked for justification for the contribution from the Sewer Fund and we
were then given the "Sewer Funds 5 Year Phased in Cost Adjustments" spreadsheet,which
indicated an increase to the allocation for"Water Sewer Treatment" over the next five years.
The increase results in an allocation by FY 2015-2016 of$1,331,900. The spreadsheet did
not explain how the allocation had been made. Again, that justification was to be provided
in time to review it, adjust it and discuss any changes before the council meeting.
The Department was provided a draft staff report and a revised MSA on August 9,2011.
The justification for the sewer treatment/sewer collection allocation and increases was
provided to the Department on August 10, 2011 at approximately noon.
After assimilating all of the new information provided, it appears that it may not be possible
to achieve fully both goals of finishing this regrettably divisive discussion and complying
with Proposition 218.
COST ALLOCATION PLAN FOR WATER FUND:
There continue to be costs allocated to the Water Fund that are not reasonably related to the
cost of service. Costs allocated"based on budget size" for the Mayor's office,the Council
office, the City Manager's office (Administration and Neighborhood Services), Finance
E
$yp�
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"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11,2011
Page 4
MASTER SERVICES AGREEMENT (WATER FUND)
CONTRIBUTION FOR F/Y 2010/2011
General Fund $3,353,800
incl. CAP/ROW)
Employee Assistance Program $10,000
AB 2766 Fund $5,200
Telephone Call Center Su ort $28,230
Estimated Telephone Support Fund $126,400
Estimated Worker's Com ensation $412,000
IT Fund $522,267
The lease agreement between the City and the Department provides for an additional
payment of$177,826.
COST ALLOCATION FOR SEWER FUND:
There continue to be costs allocated to the Sewer Fund that are not reasonably related to the
cost of service. Costs allocated"based on budget size" for the Mayor's office, the Council
office, the City Manager's office (Administration and Neighborhood Services), Finance
(General Accounting and Purchasing) of$75,938, $49,539, $117,501 and $64,359,
respectively,are based on the same fundamentally flawed methodology outlined above.
According to the latest breakdown provided to the Department,Matrix has allocated
$345,790 for Right of Way (ROW) tree trimming to the sewer treatment system. This
demonstrates a misunderstanding of the physical properties of the sewer treatment system.
As you know, the City owns and maintains the sewer collection system,which consists of
sewer pipelines and lift stations. The Water Department owns and operates the treatment
system,which is located on one large piece of land off of E Street. The Water Department
maintains all of the landscaping(including tree trimming) on this piece of property.
Additional treatment is provided by the tertiary treatment plant located in Colton. There is
no City tree trimming attributable to the sewer treatment system, so the$345,790 figure
cannot be reasonably related to the provision of sewer treatment.
Further objection is made to the allocation between sewer treatment and sewer collection.
The new information provided shows that Matrix has allocated much of the total $1.7
million overall sewer "general governmental" costs (e.g., Mayor's office,City Clerk, City
Manager, HR, etc) to sewer treatment,rather than sewer collection. Of the$2.16 million,
sewer treatment is allocated $1.33 million and sewer collection (the 510 miles, plus, pipelines
and lift stations) is allocated $347,555.
The City intends to maintain the allocation from the Sewer Fund for FY 2010/2011 at its
current$500,000, but then intends to begin increasing the assessment over FY 2011/2012 to
FY 2015/2016 to the $1.33 million number.
The current City draft for adoption of the CAP and the MSA states:
"FULL COST ALLOCATION PLAN REPORT for FY 2010-11"
August 11,2011
Page 6
With the above-outlined concerns in mind,the Water Department offers the following
roadmap for consideration:
First, continue adoption of the FY 2010-2011 Master Services Agreement to September 6,
2011. Edit the FY 2010-2011 MSA to reflect the following negotiated CAP numbers:
MASTER SERVICES F/Y 2010/2011
General Fund incl. CAP/ROW) $3,353,800
Em to ee Assistance Program $10,000
AB 2766 Fund $5,200
Telephone Call Center Support $28,230
Estimated Telephone Support Fund $126,400
Estimated Worker's Com ensation $412,000
IT Fund $522,267
General Fund $500000
TOTAL $4,957,897
The FY 2010-2011 MSA should state that the allocated costs were calculated based on the
"best available data and methodology at the time,but that the City and the Water
Department will meet to further refine both the data and methodology."
Second, bring the FY 2011-2012 Master Services Agreement to council with substantially
the same numbers and with a similar caveat that the "best available data and methodology
have been applied at this time. The City and the Water Department agree to meet to further
refine both."
Third, set up a small working group to discuss further refinement of data and methodology,
with the goal to establish a multi-year Master Services Agreement reflecting future
negotiations.
In addition,the Water Department will be amending its Rules and Regulations,Rule 21,to
eliminate the provision of free water to the City.
The Department believes that these issues can be resolved with further dialogue between
the parties and remains committed to doing what is best for the City,the Department and
the ratepayers.
Very truly yours,
Stacey If Aldstadt
General Manager
attachment
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 2
Remaining Differences
1. For many items,the amount allocated still exceeds the value of the services provided
2. Previously raised legal concerns related to public safety cost allocations and the California
Constitution still exist. This creates significant legal risk to the Department and the City.
[Department to verify language]
3. The allocation between sewer collection and sewer treatment is very flawed. This creates
significant legal risk to the Department and the City. [Department to verify language]
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 4
The Department will support a budget-based allocation with 75 percent discount for water
sewer treatment.
City Clerk
Administration, SEI Filings, and Boards and Commission Support
Do not concur.
The Department maintains minutes and agendas for all BOWC activities. The City Clerk may
handle one action (sewer treatment rate hearing) per year. The Department does all of its own
document retention. The City Clerk's office provides some limited support to the Department
when questions arise regarding Form 700 compliance, AB 1234 or posting requirements. They
do assist with research regarding resolutions, and the Department estimates they assist the
Department a dozen times per year.
Costs allocated to Department exceeds services provided. Allocation based solely on budget is
not acceptable. The City Clerk's office (including elections, described below) does not provide
$198,873 in services to the Department.
The Department will support eliminating this requirement for water and allocation based on
budget with a 90%water and sewer treatment discounts.
Elections
Do not concur.
The Department's Board of Water Commissioners are appointed.
Costs allocated to Department exceed services provided. Allocation based on budget is not
acceptable.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
Passport Acceptance
Concur.
Records Management
Concur.
Business RegistrationlTLT Collections
Concur.
i
i
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 6
The Department will support allocation based on budget with a 90% water discount and 90%
sewer treatment discount.
Communications and Community Relations
Do not concur.
For water and sewer treatment services, these activities are completed by the Department.
Costs allocated to Department exceed services provided. Allocation based on budget with no
discount to the Department is not acceptable.
The Department will support allocation based on budget with a 90% water discount and 90%
sewer treatment discount.
Grants Coordination
Concur, provided grants obtained and administered by the Department are not included.
Intergovernmental Relations
Concur.
Allocation is based on the number of legislative actions and no cost is allocated to water or
sewer treatment. For the Department's activities, this activity is completed by the Department
with no involvement from the City Manager's office.
Noting that there have been no legislative actions related to water or sewer is clear evidence that
many of the other allocations in the CAP are very flawed (examples include Mayor, Council,
City Clerk, City Manager).
Organizational Effectiveness
Concurrence not yet determined
The CAP allocates costs based on the number of internal audit issues.
Neighborhood Services
Do not concur.
The Department completes its own outreach and citizen participation efforts.
Costs allocated to Department exceed services provided. Allocation based on budget with no
discount to the Department is not acceptable.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 8
Human Resources
Administration and Employee Services
Concur.
Workforce Planning and Retention
Do not concur.
The Department provides all workforce planning and retention services.
Allocation based on the number of recruitments and trainings is not acceptable.
The Department will support eliminating all costs allocated to Water and Sewer Treatment.
Civil Service
Administration
Concur
Employment Services
Concur
Facilities Management
Custodial Maintenance
Concur.
Building Maintenance
Concur.
All Utility Support Costs Except for Fire Dumpsters
• Fire Emergency Communications
• Utility Support—Right of Way Tree Trimming
• Utility Support—Public Works—Real Property
• Utility Support—Fire Hazmat
• Utility Support—Police Patrol
• Utility Support—Concrete Maintenance
g
r p
City of San Bernardino Municipal Water Department
Cost Allocation Plan Review
August 10,2011
Page 10
Critical Infrastructure Training
The CAP allocation is based on a 29 person team receiving 42 hours of training each year
related to the water supply. The Department seeks documentation of training materials that
substantiate the time required, training received, and participants that received this training.
Requested Information
New request: Documentation of"financial best practices in Cost Allocation Principles" from an
industry-recognized source not affiliated with the City's consultant.
Request made July 6, 2011. City Attorney's Office: Documentation of the specific
prosecutorial services related to water and sewer treatment services and the specific
documentation of this cost allocation used in the CAP.
Request made July 6, 2011. City Manager's Office: The specific internal audit issues related to
water and sewer treatment.
Request made July 6, 2011. General Government: The exact nature of the approximately
$80,000 in non-departmental services provided to water and sewer treatment.
Request made July 6, 2011. General Government: specific documentation of the lease
payments attributed to water,
Request made July 6, 2011. General Government: The "debt budget" that forms the basis of
the lease payment allocation in the CAP
Request made July 6, 2011. Right of Way Tree Trimming: More documentation of the right of
way cost allocation is needed. Documentation provided is not labeled and does not show the
ultimate source of data used to generate CAP cost allocations. The utility support for tree
trimming is part of the overall Parks Department budget for tree trimming and it appears that 29
percent of the total program cost was considered utility support. Since no mention of utility
support appears in the Parks Department budget, the Department requests specific
documentation of how costs allocable to utility support were identified.
Request made July 6, 2011. Fire HazMat: CAP allocations are based on a total of 85 Hazmat
incidents. The Department is not aware of any of these involving its own facilities and already
maintains certified hazardous chemical personnel for its facilities. The Department seeks the
specific documentation that shows what the 85 Hazmat incidences were.
Request made July 6, 2011. Police Infrastructure Protection — Patrol: Documentation proving
that these costs are not redundant with Utility Support—Police Patrol costs.
Request made July 6, 2011. Police Infrastructure Protection — Critical Infrastructure Training:
Documentation of training materials that substantiate the time required, training received, and participants that received this training.
i
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: Charles McNeely, City Manager Subject: Resolution authorizing
execution of a Master Services
Dept: City Manager's Office Memorandum of Understanding by and
between the City of San Bernardino and
Date: August 8, 2011 the Water Department for City-provided
services for FY 2010/11.
M/CC Meeting Date: August 15, 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.
c
Sign ture
Contact person: Barbara Pachon Phone: 5242
Supporting data attached: SLR, Resolution & MOU Ward:
FUNDING REQUIREMENTS: Amount: Reimbursement to be made to various City
funds for services provided, as outlined in the staff
report.
Source: (Acct. No.)
(Arrt nesrdotinn)
Finance:
Council Notes:
Agenda Item No. _23r
0,7/0 6/�vl l
i
CITY OF SAN BERNARDINO—REQUEST 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 payment
of City services for FY 2010-11.
BACKGROUND:
Each year, the Water Department and City enter into a Master Services Memorandum of
Understanding (MOU), for the City to provide various support services for the water and
sewer treatment operations. On April 19, 2011, the Water Department approved payment
of a Master Services MOU for Fiscal Year 2010-I1. On May 16, 2011, the proposed
agreement was presented to the Mayor and Common Council for consideration and was
continued until the Cost Allocation Plan (CAP) and Right of Way Study (ROW) were
completed. Now that the CAP and ROW have been completed, the MOU for FY 2010-
2011 can be finalized.
The MOU has been modified to now include three types of costs to the Water
Department. The first type of cost is the allocated central support costs that are included
in the CAP. The CAP costs replace the previous central support costs that were
individually listed in the MOU as well as paid for with the flat 10% transfer from Water
to the City. Having these costs documented in an approved CAP helps ensure the City
and Water Department are in compliance with Proposition 218. The costs allocated in the
CAP were calculated based on the "best available data and methodology at this time".
The City and Water Department staff have agreed to continue meeting to further refine
both the data and methodology and any necessary adjustments for future years will be
brought back for approval.
The second type of cost is the rental fee for use of the City's Right-of-Way by utilities.
Since Water has underground infrastructure in the City's right-of-way area, a standard
method was used to calculate the value of the public right-of-way and an inventory of the
space occupied was computed. From this data a reasonable rental fee was established.
The third type of cost is the direct billed contract costs. These costs are not included in
the CAP and therefore the Water Department is directly billed for the services they
receive. The City's Internal Service Funds are all direct billed services which include
such services as Information Technology (IT), Telephone Support, and Worker's
Compensation. In addition to direct billed contracts for the Internal Service Funds, the
Water Department also has a direct bill contract with the City for AB 2766
CW Transportation Services. By participating in the City's transportation services, the Water
Department is able to maintain compliance with the Air Quality Management District
(AQMD) regulations.
Attachment 1 provides a summary breakdown of all the costs to be included in the FY
2010-2011 MOU with the Water Department. These costs are distributed between the
water and sewer treatment operations in the Water Department.
FINANCIAL IMPACT:
The reimbursement amounts to the City from the Water Department's Master Services
Memorandum of Understanding are as follows:
City Fund to receive payment FY 10/11
General Fund (00 1) $3,853,800
Employee Asst Pro (678) 10,000
AB 2766 Fund (I 11) 5,200
Telephone Call Center(630) 28,230
Telephone Support Fund (630) 126,400
Worker's Comp, Fund (678) 412,000
IT Fund (679) 522,267
Total $4,957,897
The above listed items have been included in the FY 2010-11 budget.
RECOMMENDATION:
Adopt resolution.
i
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
3 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
4 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7
8 WHEREAS, The City of San Bernardino ("City") provides certain services to the
9 Water Department ("Department") for which the Department compensates the City; and
10 WHEREAS, it is the desire of the City and the Water Department to enter into a
11 Memorandum of Understanding to memorialize these services;
12
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
13
the City of San Bernardino that the Master Services Memorandum of Understanding between
�" 14
(r 15 the City and the Water Department setting forth the services that are to be provided by the City
16 to the Water Department and the compensation to be paid therefore, a copy of which is attached
17 hereto and incorporated herein as Exhibit"A", is hereby adopted.
18 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
19 and directed to execute on behalf of said City the Master Services Memorandum of
20
Understanding.
21
22 SECTION 2. That the implementation date of the Agreement is July 1, 2010;
23 therefore, any action taken between July 1, 2010 and the date that this Resolution is adopted is
24 hereby ratified.
25 SECTION 3. The authorization granted hereunder shall expire and be void and of no
26 further effect if the agreement is not executed and returned to the Office of the City Clerk
27
within ninety(90) days following the effective date of this resolution.
28
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
2 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
3 2010/2011.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5
and Common Council of the City of San Bernardino at a meeting thereof, held
6
7 on the day of , 2011, by the following vote, to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 JENKINS
11 BRINKER
12 SHORETT
13
KELLEY
14
15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of
20 2011.
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to Form:
25
26
27 James F. Penman, City Attorney
28
EXHIBIT A
i
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 and the Board shall compensate City as follows:
8 1. SUPPORT SERVICES. The City shall provide to the City of San Bernardino
9 Municipal Water Department ("Department") the services of its City departments in
10 support of Department operations. These services to be provided from the City
11 include the following:
12 A. General administrative and legislative support. Includes the Mayor, City
13 Council, City Clerk, City Manager and General Government Services.
14 B. Human Resources/Civil Services/Equal Employment Officer. Typical
15 services of the Chief Examiner and Civil Service include, but are not limited
16 to, testing, certification of eligible employees for outside recruitment and
17 promotions, testing standards for positions in the Department, and
18 administrative hearings on discharges and reductions in rank or
19 compensation. Typical services of Human Resources include, but are not
20 limited to, conducting outside recruitments; administering employee health,
21 dental, vision, and life insurance programs; approving job descriptions,
22 minimum qualifications, administering the Public Employees Retirement
23 System contract and providing the services of the Equal Employment
24 Officer. Department shall also pay to City the actual costs of recruitment-
25 related advertising that is requested by Department.
26 C. Financial/Treasury Services. Typical financial and treasury services include,
27 but are not limited to, banking, investments, deferred compensation program,
28
-1-
1 Comprehensive Annual Financial Report, accounting services for employee
2 health, dental, vision, and life insurance programs.
3 D. Attorney Legal Services. The City Attorney shall act as General Counsel to
4 the Department and perform all of its legal work. The City Attorney shall
5 assign sufficient staff to perform the legal services needed by the
6 Department, and such services shall be given priority
7 i. Outside Counsel. The parties contemplate the continued need for the
8 Department to utilize services of outside special counsel, particularly
9 in water rights matters. The City Attorney and the Department shall
10 jointly determine when the services of outside counsel are required
11 and Department staff shall consult with and obtain the approval of
12 the City Attorney prior to the employment of outside counsel and
13 prior to the assignment of matters to such counsel. The Department
14 shall provide the City Attorney with copies of any agreements that
15 engage outside counsel and ensure that such counsel keep the City
16 Attorney informed of their work and provide to the City Attorney
17 copies of any and all correspondence and documents filed in any
18 court on Department matters and any agreements to hire outside
19 counsel shall be required.
20 ii. Support Staff. In connection with providing the foregoing services,
21 the City Attorney's office shall provide sufficient secretarial,
22 paralegal and investigator support services.
23 iii. Data to be Furnished to the City. The following has been and shall
24 continue to be furnished by the Department to the City: All records
25 and information pertaining to legal requirements of the Department,
26 including any back-up materials, applicable regulations,
27 correspondence, preliminary drafts of agreements, if any, and any
28
-2-
1 other material pertaining to the Department necessary for the
2 performance of legal services.
3 E. Police and Fire Safety Services. The City shall provide to Department all
4 safety-related services. Typical services shall include, but are not limited to,
5 police patrol, fire rescue and emergency response, and hazmat services.
6 F. Compensation. The annual costs for these support services shall be based on
7 the Full Cost Allocation Plan adopted by the Mayor and Common Council
8 on August 15, 2011, and which was compiled in accordance with Generally
9 Accepted Accounting Principles and also based on many of the methods of
10 indirect cost allocation as defined by the Federal Office of Management and
11 Budget's (OMB) Circular A-87. The allocated costs were calculated based
12 on the "best available data and methodology at this time." The City and
13 Water Department staff have agreed to continue meeting to further refine
14 both the data and methodology and make any adjustments needed in future
15 years. For FY 2010-11 the reimbursement rate for services is $3,261,400.
16
17 2. RIGHT-OF-WAY RENTAL FEE. This is a fee calculated and charged on water
18 underground infrastructure in the City's right-of-way area. A standard method was
19 used to calculate the value of the public right-of-way and an inventory of the space
20 occupied was computed. From this data a rental fee was established. For FY 2010-
21 11 the fee is $592,400.
22
23 3. DIRECT BILLED CONTRACTS. Services provided from City Internal Service
24 Funds and Special Revenue Funds are not part of the Full Cost Allocation Plan and
25 therefore are provided to the Department on a fee-for-service basis. The services to
26 be provided on fee-for-service contracts include:
27 A. EMPLOYEE ASSISTANCE PROGRAM. Department shall pay to City the
28 $650 per month for the Employee Assistance Program. Department shall also
-3-
I
1 pay to City a flat annual fee of $2,200 for its proportionate share of the
2 administrative costs of the Employee Assistance Program (total of $10,000
3 for FY 2010-11).
4 B. RIDESHARE COORDINATOR. Department shall pay to City a flat annual
5 rate of$5,200 for FY 2010-11 for the services of its Rideshare Coordinator,
6 who shall provide services to Department employees as required by the Air
7 Quality Management District (AQMD) including, but not limited to:
8 i. Developing, updating and implementing a Trip Reduction Plan and
9 complying with all other AQMD Regulation requirements, including
10 the provision of trip reduction incentives for Department employees;
11 ii. Promoting the Trip Reduction Plan and rideshare activities, and
12 tracking and documenting employee participation;
13 iii. Acting as a liaison with AQMD and attending all training, meetings
14 and workshops as required by AQMD.
15 C. CALL CENTER. Department shall pay for participation in the San
16 Bernardino Direct Call Center program herein referenced as ("SB Direct").
17 The SB Direct program is a central, city-wide "response-center" that is
18 designed to act as a "one-stop-shop" for all non-emergency requests for
19 information or for service and accept concerns/suggestions. The Office of the
20 City Manager oversees the provision of services. In connection with
21 providing the foregoing services, the Office of City Manager will provide an
22 office assistant to help in the operation of the program. The Department will
23 pay to the City a flat rate of$28,230 for FY 2010-11.
24 D. TELEPHONE SERVICES. Department shall pay for the use of City's
25 telephone system as follows:
26 i. Actual monthly telephone charges attributable to the ports
27 assigned to the Water Department, Water Yards, Water
28 Reclamation Plant and RIX Plant.
-4-
1 ii. A proportionate share of the fixed costs of operations, debt
2 retirement/system hardware, and leased lines, based upon the
3 portion of total telephone ports assigned to the Water
4 Department, Water Yards, Water Reclamation Plant and RIX
5 Plant.
6 iii. For FY 2010-11 the estimated amount to be paid for the above
7 two items is $126,400.
8 iv. As approved in the Telephone Equipment MOU dated January
9 24, 2011, (Resolution No. 2011-18) the Department fully
10 purchased the telephone switch upgrade in the amount of
11 $400,000 and the City agreed upon share is $220,000 (55%)
12 which the City is to pay the Department $44,000 on or before
13 January 30, for a term of five years with the first payment due by
14 January 30, 2012 and the final payment due by January 30, 2016.
15
16 E. WORKERS' COMPENSATION ADMINISTRATION. Department shall
17 pay to City for the administration of its Workers' Compensation Program, its
18 proportionate share of the budgeted cost of administration based upon budget
19 payroll costs, provided that the Department provides to the City the budget
20 figures for payroll within a reasonable time after Department's budget is
21 adopted. For any year in which payroll figures are not made available to the
22 City in a timely fashion, the percentage shall be the same as that used for the
23 prior year. For fiscal year 2010-11, this shall be twenty percent (20%). In
24 addition, the Department shall pay the actual cost of the amount paid out on
25 its claims. For FY 2010-11 the estimated amount to be paid is $412,000.
26
j
27 F. INFORMATION TECHNOLOGY (IT).
28
i
-5-
1 i. Services. The City Manager's Office or IT Director shall act as a
2 private contractor to provide the Department IT related services
3 as defined in the attached agreements (Attachment "1" FY 2010-
4 11) incorporated herein by reference upon approval by the Board
5 of Water Commissioners and the City of San Bernardino.
6 ii. Compensation. The agreed upon cost to provide this service is
7 $522,267 for FY 2010-11.
8 iii. The Department agreed to fully purchase computer back up
9 equipment in the total amount of$172,868 and the agreed upon
10 City share is $127,038. The City shall repay the Department over
11 a five year period of $25,408 per year with the first payment in
12 January 2012 and the final payment in January 2016.
13
14 4. TERM. This Memorandum of Understanding shall terminate as of June 30, 2011,
15 unless terminated by either party at least thirty (30) days prior to July 1, 2012.
16 HI
17
18
19
20
21
22
23 ///
24
25
26
27
28
-6-
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3 By and between the City of San Bernardino and the Board of Water Commissioners of the City
4 of San Bernardino for the provision of City services for Fiscal Year 2010/2011.
5
6
7
BOARD OF WATER COMMISSIONERS
8
9 Date:
Toni Callicott, President
10
11
Robin L. Ohama, Secretary
12
13
CITY OF SAN BERNARDINO
14
15 Date:
Charles E. McNeely, City Manager
16
17
18 Approved as to Form: ATTEST:
19
20 James F. Penman, City Attorney Rachel Clark, City Clerk
21
22
23
24
25
26
27
28
-7-
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
t
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.
Q (Examples: policies and procedures, standard forms, employee benefit information,etc.)
This content will be accessible to all employees, but not the public.
• Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System(CMS).
• 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 Management
• 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 Internet mail service using the SMTP protocol.
2
Attachment I
• 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 Intemetworking, 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(Sungard 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, purchasingrnventory,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 Imaging
• 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)
3
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 Tracking
• Provide access to the Accela Permits+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.
Utility Billing (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,
M HTEDMS, Itron,Acorn, ITRAN(Remittance Processor), Cognos QREP)
• Act as technical liaison with operating system vendor(IBM), utility billing'software vendors
(SPS, Itron,Acorn, 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,
Acorn, 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 Cognos Impromptu(QREP) training to report writing staff.
• Create and/or assist users in creating reports using Cognos Impromptu (QREP).
4
i
Attachment 1
• Provide bill design and modification services(QREP).
Provide notification design and modification services using HTEDMS.
• Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
• 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 SQL 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.
DataQuick
• 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.
5
Attachment 1
Operations
Perform daily backups(Monday—Friday) of Sungard application data, Athena
(Laserfiche),Triton (HR/Remittance), WUServer, and office automation servers.
Perform weekly, monthly, and year-end full system backups of Sungard,Athena
(Laserfiche), Triton (HR/Remittance), 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, Cognos
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.
6
Attachment 1
Other
Provide support and guidance for Business Continuity I siaster management plan.
Provide training and guidance to Water Department BSG
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. projects of interest.
Keep the Water Department informed of City technolo gy p ro j
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 f e consideration Water i planning for the future.of topics that
have been brought up from a technology perspective
A technology replacement fund should be considered(i.e.major server hardware and software
upgrades,network upgrades,PC replacements,printers,etc.)
Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
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 to
Dept: City Manager's Office execute a Master Services Memorandum of
Understanding with the Water Department
Date: May 2, 2011 for provision of City services for Fiscal Year
2010-11.
M/CC 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.
Sign ture
Contact person: James Graham, Assistant to City Mgr. Phone: 5122
Supporting data attached: SR, Resolution &MOU Ward: City Wide
FUNDING REQUIREMENTS: Amount: No Cost to the City
Source:
Finance:
Council Notes:
p 61,96111 o
Agenda Item No. �"
z-�I j/O(1,�2oll
J
CITY OF SAN BERNARDINO—REQUEST 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 2010-11.
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 Department for FY 2010-I1
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
i�
i
9. Civil Service General Fund 87,780
10. Human Resources, Finance
City Treasurer 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
modern 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:
Budget by Fund FY 10/11
General Fund(001): $1,037,615
IT Fund (679): 522,267
AB 2766 Fund (111): 5,200
Telephone Support Fund (630): 126,400
Worker's Comp Fund (678): 422,000
Total 1 $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.
a�rrrr..
i
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
Dept: City Manager's Office the City of San Bernardino to execute a
Master Services Memorandum of
Date: May 2, 2011 Understanding with the Water Department
for provision of City services for Fiscal Year
2010/2011.
M/CC 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: �i Resolution &MOU Ward: City Wide
FUNDING REQUIREMENTS: Amount: No Cost to the City
Source:
f� Finance:
Council Notes: u s /� Q
PAJA
2—c) Agenda Item No.
OCI06
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Staff Report
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.
Background:
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 11. 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 2010-
11 reflecting the reimbursement amounts. (attachment)
1
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 FY2010/11. 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, 2011. These figures are not
kwool included in the chart.
Changes 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 10/11
General Fund (001): $1,037,615
IT Fund (679): $522,267
AB 2766 Fund (111): $5,200
Telephone Support Fund (630): $126,400
Worker's Comp Fund (678): $422,000
Total $2,113,482
Recommendation:
Adopt attached resolution.
2
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
3 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
4 DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
2010/2011.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7
8 WHEREAS, The City of San Bernardino ("City") provides certain services to the
9 Water Department ("Department") for which the Department compensates the City; and
10 WHEREAS, it is the desire of the City and the Water Department to enter into a
11 Memorandum of Understanding to memorialize these services;
12 NOW, THEREFORE, BE IT RESOLVED by the Mayor and Common Council of
13
the City of San Bernardino that the Master Services Memorandum of Understanding between
14
15 the City and the Water Department setting forth the services that are to be provided by the City
16 to the Water Department and the compensation to be paid therefore, a copy of which is attached
17 hereto and incorporated herein as Exhibit "A", is hereby adopted.
18 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
19 and directed to execute on behalf of said City the Master Services Memorandum of
20
Understanding.
21
22 SECTION 2. That the implementation date of the Agreement is July 1, 2010;
23 therefore, any action taken between July 1, 2010 and the date that this Resolution is adopted is
24 hereby ratified.
25 SECTION 3. The authorization granted hereunder shall expire and be void and of no
26 further effect if the agreement is not executed and returned to the Office of the City Clerk
27 within ninety(90) days following the effective date of this resolution.
28
0
c
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE A MASTER
2 SERVICES MEMORANDUM OF UNDERSTANDING WITH THE WATER
DEPARTMENT FOR PROVISION OF CITY SERVICES FOR FISCAL YEAR
3 2010/2011.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5
and Common Council of the City of San Bernardino at a meeting thereof, held
6
7 on the day of , 2011, by the following vote, to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 VACANT
11 BRINKER
12 SHORETT
13
KELLEY
14
15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of
20 2011.
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to Form:
26
27
James F. Penman, City Attorney l 6 y
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 1. EQUAL 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
16 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
19 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
23 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
26 services.
27
28 ///
Furnished to the Ci Attorne . The following has been and
1 C. Data to be Furn y
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 (1) Attorney Services. It is anticipated that the services to be
8 supplied by the City Attorney will constitute, on the average, an amount 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 amount 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
f
14 Department at a fla t 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
23 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.
1 5. EMPLOYEE ASSISTANCE PROGRAM.
2 A. Department shall pay to City $650 per month for the Employee
3 Assistance Program.
4 B. Department shall also pay to City a flat annual fee of $2,200 for its
5 proportionate share of the administrative costs of the Employee Assistance Program.
6 C. Total costs for this program is $10,000.
7 6. RIDESHARE COORDINATOR. Department shall pay to City a flat annual fee
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
23 upon the portion of total telephone ports assigned to Water City Hall, Water Yards, Water
24 Reclamation Plant and Rialto offices.
25 B. The total cost for this program is $126,400.
26 8. WORKERS' COMPENSATION ADMINISTRATION.
27 A. Services. Department shall pay to City for the administration of its
28 Workers' Compensation Program its proportionate share of the budgeted cost of administration
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 2010/2011,
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
10 contractor to provide the Department IT related services as defined in the attached agreement
11 (Attachment 1), 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 11. WATER DEPARTMENT LAND SALES. Department shall pay to City ten
17 percent (10%)of the 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
21
22
23
24
25
26
27
28 ///
1 MASTER SERVICES
2 MEMORANDUM OF UNDERSTANDING
3
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 2010/2011.
6
7
8
BOARD OF WATER COMMISSIONERS
9 OF THE CITY OF SAN BERNARDINO
10
11 Date:
o f Ca o , Pre i t
12
13 lelt
Ro m L. O ama, Secretary
14
15
16 CITY OF SAN BERNARDINO
17
18 Date:
Charles E. McNeely, City Manager
19
20
21 Approved as to Form: ATTEST:
22
23
24 James F. Penman, City Attorney Rachel Clark, City Clerk
25
26
27
28
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
i
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 will be accessible to all employees, but not the public.
• Facilitate direct update-access to Water Department content on the City's Intranet web site
through the Civica Content Management System (CMS).
• 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 Mana eq_ment
• 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.
s 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 Internet mail service using the SMTP protocol.
2
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 Internetworking, 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 (Sungard 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 Imaging
• 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)
3
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 Tracking
• Provide access to the Accela Permits+ 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.
Utility Billing (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, Acorn, ITRAN (Remittance Processor), Cognos QREP)
• Act as technical liaison with operating system vendor(IBM), utility billing software vendors
(SPS, Itron, Acorn, 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,
Acorn, 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 Cognos Impromptu (QREP) training to report writing staff.
• Create and/or assist users in creating reports using Cognos Impromptu (QREP).
4
i,
Attachment 1
• Provide bill design and modification services (QREP).
• Provide notification design and modification services using HTEDMS.
• Monitor and maintain the automated derogatory file updates for the remittance processor
(ITRAN).
• 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 SQL 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.
DataQuick
• 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.
5
Attachment 1
Operations
Perform daily backups (Monday—Friday) of Sungard application data, Athena
(Laserfiche), Triton (HR/Remittance), WUServer, and office automation servers.
• Perform weekly, monthly, and year-end full system backups of Sungard, Athena
(Laserfiche), Triton (HR/Remittance), 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, Cognos
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.
6
Attachment 1
Other
• 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, network upgrades, PC replacements, printers,etc.)
• Additional Civica licensing has been acquired for Intranet Development. Water may wish to review
this option for internal needs.
7