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HomeMy WebLinkAboutC-3013 - Consultant Agreement for Management Information SystemFrom: Danner, Dennis Sent: Monday, June 02, 1997 3:01 PM To: Butler, Irene Subject: RE: MIS Strategic Plan - The Warner Group All work was completed approx. May, 1995. Sent: Monday, June 02, 1997 2:52 PM To: Danner, Dennis Subject: MIS Strategic Plan - The Warner Group Currently, we are reviewing all of the contract files for active /inactive status. On August 8, 1994 Council awarded Consultant Contract No. 3013 to The Warner Group. Please advise status. Thanks! 0 ! CITY OF NEWPORT BEACH OFFICE OF THE CITY CLERK P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915 TO: FINANCE DIRECTOR FROM: CITY CLERK DATE: October 21, 1994 SUBJECT: Contract No. C -3013 (714) 644 -3005 1 Description of Contract Consultant Agreement for Management Information Systems Effective date of Contract September 15 1994 Authorized by Minute Action, approved on August 8 1994 Contract with The Warner Group - Address 5950 Canoga Avenue Suite 600 Woodland Hills CA 91367 Amount of Contract (See Agreement) & Wanda E. Raggio City Clerk WER:pm Attachment 3300 Newport Boulevard, Newport Beach July 28, 1994 TO: FROM: SUBJECT: CITY OF NEWPORT BEACH DEPARTMENT OF FINANCE Interdepartmental Memorandum COUNCIL AGEKOA N0 /8 APPROVED HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL C- 301-3 MIS Steering Committee MANAGEMENT INFORMATION SYSTEMS DISCUSSION: At the May 9, 1994, Council Meeting, the City Council authorized the City to issue a Request for Proposal (RFP) to develop a Management Information Systems Strategic Plan. The need for such a plan has become increasingly necessary as City resources and staff are reduced and the reliance on automation services becomes more and more necessary. The City currently spends in excess of $2.0 million annually on equipment purchases and leases, software purchases and development, maintenance, and automation staff. Staff prepared the RFP in accordance with the outline contained in the Council Report requesting the issuance of the RFP (a copy of the Council Report and the RFP are attached to this report). On June 1, 1994, the RFP was distributed to approximately 18 local companies performing this type of service, with a due date of June 22, 1994. Four companies responded to the RFP with the following hours and fees: Company Name AEF Systems Consulting, Inc. The Dennehey Group, Inc. Legent Corporation The Warner Group Fes Hours $127,500 1,250 $108,360 840 $111,300 1,050 $ 43,160 332 The MIS Steering Committee reviewed each proposal in detail and tentatively selected The Warner Group to recommend to the City Council for award of bid. However, the Committee was concerned that The Warner Group have a proper understanding of the scope of work proposed because of their limited number of hours in comparison to the other proposals. Accordingly, the MIS Steering Committee met with The Warner Group on July 27, 1994, to confirm their understanding of the scope of work. (31) 0 MANAGEMENT INFORMATION SYSTEMS Page Two 0 During this meeting the Steering Committee was satisfied that The Warner Group has a proper understanding of the scope of work required by the City. One reason for the lesser number of hours is because of the significant amount of background work completed by The Warner Group in their recent review of the Police Department's management information needs. In order to complete that study, The Warner Group obtained a limited understanding of the entire City's management information systems. The Warner Group has extensive experience in preparing Management Information Systems Strategic Plans for government agencies throughout the nation. This experience includes over 120 cities, and 25 counties, plus regional and state agencies. The Warner Group recently assisted the City of Irvine in conducting an Information Systems Assessment. They have also performed work for the following Orange County cities: Anaheim, Buena Park, Cypress, Fullerton, Garden Grove, Huntington Beach, Laguna Beach, La Habra, Los Alamitos, Mission Viejo, Orange, Placentia, San Clemente, Santa Ana, Seal Beach, and Stanton. Several of their references were contacted and each stated their satisfaction with the work performed by The Warner Group. In addition, the Newport Beach Police Department was very satisfied with their work performance and enthusiastically recommended their retention to prepare the City's MIS Strategic Plan. RECOMMENDATION: It is recommended that The Warner Group be awarded a contract in the amount of $43,160, plus normal out of pocket expenses not to exceed $6,474. 7129194 03:31 PM MIS_RFP.DOC 4 0 0 CITY OF NEWPORT BEACH DEPARTMENT OF FINANCE Interdepartmental Memorandum April 27,1994 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dennis Danner, Director of Finance SUBJECT: MANAGEMENT INFORMATION SYSTEMS PURPOSE: To obtain City Council authorization to issue a Request for Proposal (R.F.P.) for an independent consultant to develop a Citywide Management Information Systems Long Range Plan. BACKGROUND: The need for a Management Information Systems Strategic Plan has become increasingly important. As City resources and staff are reduced once again, the reliance on automation services has become more and more necessary. The City currently spends in excess of $2.0 million annually on equipment purchases and leases; software purchases and development; maintenance; and automation staff. As other City resources diminish, these expenditures on management information will continue to grow. It's not merely a cliche that we must find ways to work smarter, not just harder. The City's use of management information systems and computer applications has increased dramatically, both in numbers and in complexity, over the past several years. The City is currently operating several Novell and Appletalk networks for communications between and among work sites. The Police Department, Fire Station No. 3, the City Yard, Utilities Yard, and City Hall Complex, are connected by T -1 lines, with the Marine Department and New Central Library currently coming on line. Plans to connect the branch libraries and the other fire stations are requested for funding in the next budget year. The creation of these networks has permitted the use of electronic mail for better communication among departments. During this period, the Finance Department has installed a new financial management system, both hardware and software, to include general ledger, receivables, payables, utility billing, inventory control, purchasing, etc. The budgetary process has been automated with most departments submitting their budget requests electronically. A hand held computer system for both building permits and business licenses has been very successful. Nearly every department, including Fire, Planning, Building, Police 6 0 0 MANAGEMENT INFORMATION SYSTEMS Page Two and Public Works is taking advantage of the wealth of information provided by the Geographic Information System in the Utilities Department. Eventually, it is planned to use this system for all geographical enterprise wide information management solutions. Finally, every department is taking advantage of the productivity increases allowed by utilizing personal computers for spreadsheet, word processing, and other applications as our workforce continues to downsize. In the past, many of these applications developed autonomously. There was no central guidance provided to departments about standardization of hardware, software, or operating systems. Applications could develop on different platforms that were not compatible with one another. These short term solutions often lead to duplication of effort, particularly in the areas of data entry and data base information. Citywide solutions were almost non - existent. In light of the magnitude of growth and change that took place, it is surprising that the lack of an overall plan did not cause us more difficulty than it has. At the mini- computer level, the various department systems were almost entirely autonomous. Even at the micro - computer level, the departments ended up about half MacIntosh based and half MS Dos (IBM) based. Fortunately, a combination of technology advances, good luck, and some very capable technicians within the departments have enabled the City to achieve a far greater level of connectivity, at far less cost, among all these systems than would have been possible three or four years ago. However, we still are not able to use our assets to their full potential, and in light of the other changes which are imminent, it is important that we do a better job of planning and control of the evolution than we did in the past. Approximately two years ago, as a first step to improving our centralized planning and control in this area, a Management Information Systems (M.I.S.) Steering Committee was established to help coordinate the City's data processing and automation services and guide them into the future. The Committee is made up of representatives from the major department users including Police, Fire, Utilities, Finance, Planning, Building and Public Works. The Charter of the Committee was the following: To make proactive leadership in planning and coordinating the implementation of automated systems for the City. To assure that the systems and hardware/ software configurations chosen are cost efficient and compatible with the City's overall automation strategy. To promote increased communication among City departments regarding the productivity gains which may be achieved through automation. 0 MANAGEMENT INFORMATION SYSTEMS Page Three To provide a mechanism for investigating new technologies and ensuring that they are implemented in a manner consistent with he organization's long -term strategy. To establish a Working Committee and task forces as needed to assist in the accomplishment of these goals. The M.I.S. Steering Committee was designed to operate as an organizational "clearinghouse" for the purpose of discussing/ approving new technologies, establishing citywide standards, facilitating communication and data sharing between city departments in the implementation of management information systems, and helping the Data Processing Division of the Finance Department map out a strategic plan for information management in Newport Beach. The Steering Committee has made significant strides in achieving these goals. Currently all computer hardware and software purchases are standardized. Most work sites have electronic mail communication capabilities. A training program has been implemented for computer users. Most departments have direct on -line access to their financial budgetary information and several departments submit their payroll time sheet information electronically. However, the Steering Committee has been unable to develop a strategic plan for information management in Newport Beach because of the scope, magnitude, and comprehensive nature of such an undertaking. Many departments have staff familiar with data processing services. Others, lacking staff familiar with data processing services, rely on the Data Processing Division of the Finance Department, and other departmental staff, to provide day to day assistance with their data processing needs. However, the City has no strategic plan regarding management information services to guide itself toward the 21st Century. The magnitude of the City's annual expenditures on data processing services requires that such a plan exist. The timeliness of such a study is critical with the recent resignation of the City's Data Processing Manager. Concerns at the Department Head level have been expressed about the City's current level of data processing support because of this resignation and each is an advocate for this study. It is anticipated that this study, from the R.F.P. process through final report will take approximately six months. RECOMMENDATION: That the City Council authorize the issuance of a Request for Proposal to develop a Management Information Systems strategic plan. Included in, but not necessarily limited to, the scope of work for such a plan would be the following: 0J MANAGEMENT INFORMATION SYSTEMS Page Four • A City -wide examination of the existing management information system functions, personnel, equipment, software, and organizational structure, including interviews with key personnel. Preparation of a needs assessment of the City's information structure. • Recommendations on the proper staffing and organizational structure for the City's management information systems. • Recommendations for changes, both long term and short term, in specific hardware and software, and the standards for each. • Recommendations on future cormectivity issues. Review of current maintenance agreements and procedures. Development of a multi -year management information systems strategic plan for the City, to include equipment and application upgrades. • Any other recommendations regarding the City's current or future data processing needs. There are many companies that provide these services including the Warner Group, which is currently examining the Police Department information needs, and the City's current auditors. This R.F.P. will also be sent to other companies that provide these services. The cost of such a study is unknown but is estimated at $60,000. Funds for the development of the strategic plan will be found within the existing General Fund capital project funds so no additional appropriation of General Fund reserves will be required. The M.I.S. Steering Committee will review each proposal and make a final recommendation to the City Council for an award of contract for the development of the City of Newport Beach Management Information Systems Strategic Plan. 05/11/9911:19 AM RFP REV.DOC 0 CONSULTANT AGREEMENT 0 C — 3eV-5 THIS AGREEMENT, entered into, by and between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City "), and Warner Group (hereinafter referred to as "Consultant "), is made with reference to the following: RECITALS A. City is a Municipal Corporation duly organized and validly existing under the Constitution laws of the State of California and the Charter of the City. B. The employees or principals of Consultant responsible for performing the services required are David N. Bowen, Faith Goodland, and Todd Walike. C. City desires to engage Consultant to prepare a Management Information Systems Strategic Plan ( "Strategic Plan ") as specified in Exhibit A using the methodology and approach described therein. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: TERM The Term of this Agreement shall commence on the day of execution by the City and shall expire on June 30, 1995 unless otherwise terminated pursuant to Section 24. 2. SERVICES TO BE PERFORMED The primary objectives of this Agreement are the preparation of a Management Information Systems Strategic Plan consistent with the requirements of Exhibit "A ". Consultant shall prepare the Strategic Plan using the methodology and approach described in Exhibit "A ". 3. DATE OF COMPLETION Consultant shall submit the Strategic Plan and report to City on or before December 31, 1994. Consultant shall receive no additional compensation for delays in the project unless the parties -1- 0 0 agree that the delay was caused by the City and has materially effected the scope of work and the additional compensation is approved by the Finance Director. The Consultant shall not be held liable for delays in the project caused by City's failure to perform its obligations in a timely manner. The completion date may be extended by delays which are determined to result solely from the City's failure to perform its obligations in a timely manner. Each party agrees to provide timely notice to the other of any alleged breach that is causing, or could cause, a delay in completion of the project. 4. COMPENSATION FOR CONSULTANT Consultant shall be paid a maximum of $43,160.00 for preparation of the Strategic Plan. In addition, Consultant shall be entitled to reimbursement for reasonable expenses actually incurred (such as travel, telephone, supplies, and report reproduction) in the performance of the services required by this Agreement, provided, however, reimbursement for expenses shall not exceed $6,474.00. Consultant shall be paid in accordance with the following schedule, provided, however, all payments to Consultant shall be contingent upon certification by the City Manager or his designee that Consultant is making appropriate progress towards the completion of the Strategic Plan: A. Payment of a maximum of $15,000.00 within thirty days after date of execution by the City plus reimbursement for actual expenses not to exceed $2,250.00; B. The payment of an additional maximum of $15,000.00 after completion of a draft of the Strategic Plan and reimbursement of additional expenses incurred up to a maximum total of $4,500.00; C. The payment of an additional $13,160.00 upon receipt of the final Strategic Plan plus reimbursement of expenses up to a maximum total of $6,474.00. D. Notwithstanding the foregoing schedule, City shall pay Consultant all sums due pursuant to this contract within 15 days of acceptance of the final Strategic Plan by the City including all reimbursement of expenses. 5. STANDARD OF CARE All of the work shall be performed by Consultant. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement and -2- that it will perform all services in a manner commensurate with professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City and do not have any contractual or financial relationship with City. Consultant represents and warrants to City that it has, or shall obtain, all licenses, permits, qualifications and approvals required of its profession and City ordinance. Consultant further represents and warrants that it shall keep in effect all such licenses, permits and other approvals during the term of this Agreement. 6. INDEPENDENT CONTRACTOR City retains Consultant on an independent contractor basis. Consultant is not an employee of the City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right or benefit of employment with City will be acquired by virtue of Consultant's services. 7. COOPERATION Consultant agrees to work closely and cooperate fully with the Project Administrator, and any other agencies which may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the project. 8. PROJECT MANAGER Consultant has designated Todd Walike as Project Manager with the responsibility for day to day project activities. Faith Goodland, a principal Consultant, shall have ultimate responsibility for successful completion of the project. 9. CITY POLICY Consultant will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the project proceeds in a manner consistent with City goals and policies. 10. PROGRESS Consultant is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 0 11. HOLD HARMLESS Consultant agrees to indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, attorneys fees and court costs arising from any and all negligent actions of consultant, its employees, agents or subcontracts in the performance of services or work conducted or performed pursuant to this Agreement. 12, INSURANCE Without limiting consultant's indemnification of City, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement a policy or policies of liability insurance of the type and amounts described below and satisfactory to the City. Such policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with the City prior to exercising any right or performing any work pursuant to this Agreement. Prior to the commencement of any services, Consultant shall provide City with the following certificates of insurance: A. Worker's compensation insurance covering all employees and principals of the Consultant, per the laws of the State of California; B. Commercial general liability insurance covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property damage. Consultant agrees that in the event of loss due to any of the perils for which it has agreed to provide insurance, that Consultant shall look solely to its insurance for recovery. 13. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate or transfer this Agreement or any interest in this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void, and any -4- 0 0 assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of an attempted assignment, hypothecation or transfer. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership orjoint venture. 14. REPORTS Each and every report, draft, work product, record or other document reproduced or prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. No report, information or other data given to or prepared or assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City. Consultant shall, at such time and in such forms as City may require, furnish reports concerning the status of services required under this Agreement. 15. CONFIDENTIALITY Consultant shall not release any report, any information document or material given to or prepared by Consultant pursuant to this agreement to any party without the prior written approval of the Project Administrator. Consultant shall ensure the confidentiality of all records and documents that are required by law to be so maintained. Notwithstanding the foregoing, Consultant shall have the right to disclose data which is available to the general public. 16. CITY'S RESPONSIBILITIES City shall provide the following assistance to Consultant: A. Facilities and equipment, including office furniture including telephone and access to a fax machine and copier; -5- 0 0 B. Access, on a timely basis, to City employees for interviews, questions, consultation, document review, and other information; C. Notice to Consultant whenever the Project Administrator becomes aware of any defect in services performed by Consultant. 17. ADMINISTRATION This Agreement will be administered by the Finance Department. Finance Director Dennis Danner or his designee(s) shall be considered Project Administrator. 18. ADDITIONAL SERVICES City may require Consultant to perform additional service such as expansion of the scope of the Strategic Plan. The Finance Director shall have authority to authorize additional services up to $5,000.00. City Manager approval shall be required for additional services in excess of $5,000.00. Consultant shall not perform any additional service until Consultant has prepared, and the Project Administrator has approved, in writing, a written estimate of the time and fees necessary to complete the work and a complete description of the additional services to be performed. Consultant shall be paid for additional services in accordance with the then current standard hourly rate provided, however, in no event shall the composite hourly rate exceed $130.00. 19. RECORDS Consultant shall keep records and invoices in connection with its work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit and make transcripts or copes of such records. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 20. NONDISCRIMINATION BY CONSULTANT Consultant represents and agrees that Consultant, its affiliates, subsidiaries or holding companies do not and will not discriminate against any subcontractor, consultant, employee or applicable for employment because of race, religion, color, sex, handicap or national origin. Such 0 0 nondiscrimination shall include, but not be limited to, the following: employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. 21. CONFLICTS OF INTEREST A. The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose financial interest that may foreseeable be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeable financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by the City. The consultant shall indemnify and hold harmless the City for any claims for damages resulting from the Consultant's violation of this Section. 22. SUBCONTRACTING A. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior approval of City. B. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 23. NOTICES All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and shall be deemed served when delivered personally or seven business days after the notice has been deposited in the United States mail, postage prepaid, registered or certified, addressed as follows: For City: City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92663 Attention: Finance Director 7- • 24. TERMINATION • For Consultant: The Warner Group 5950 Canoga Avenue, Suite 600 Woodland Hills, CA 91367 Attn: Faith Goodland In the event Consultant hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of seven (7) days, or if more than seven (7) days are reasonably required to cure the default and Consultant fails to give adequate assurance of due performance within seven (7) days after receipt of written notice of default, City may immediately terminate the Agreement by giving notice of termination. City shall have the option, at its sole discretion and without cause, of terminating this Agreement without cause by giving thirty (30) days' prior written notice to Consultant. Upon termination of this Agreement, City shall pay to Consultant that portion of compensation which reflects the percentage of work performed or Consultant shall reimburse City to the extent it has received payment in excess of the percentage of work performed. 25. WAIVER A waiver by City of any breach of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein whether of the same or different character. 26. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereon. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 9 ! • IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year written below. APPROVED FORM: �i /Jl ru 09/13/94 4:34 PM CONSULTA.DOC ®' CITY OF NEWPORT BEACH A Municipal Corporation Date: /— 15— —!% THE WARNER GROUP Date: "l `t5 ( a 4" • 0 REQUEST FOR PROPOSAL CITY OF NEWPORT BEACH Management Information Systems (MIS) Strategic Plan The City of Newport Beach invites your firm to submit a proposal which illustrates professional and technical ability and experience to facilitate the development of a Management Information Systems Strategic Plan for the City of Newport Beach. INTRODUCTION The City of Newport Beach is soliciting qualified professional firms to assist staff in the development of a Management Information Systems Strategic Plan. The need for such a plan has become increasingly important as City resources and staff are reduced and the reliance on automation services has become more and more necessary. The City currently spends in excess of $2.0 million annually on equipment purchases and leases; software purchases and development; maintenance; and staff support. As other City resources diminish, expenditures for management information will continue to grow. The City's Management Information Systems (MIS) Steering Committee will review each proposal submitted and make a final recommendation to the City Council for an award of contract for the development of the City of Newport Beach Management Information Systems Strategic Plan. Included in the scope of work for such a plan would be the following: • A City -wide examination of the existing management information system functions, personnel, equipment, software, and organizational structure, including interviews with key personnel. • Preparation of a needs assessment of the City's information structure. • Recommendations on the proper staffing and organizational structure for the City's management information systems. • Recommendations of data security and disaster recovery. • Recommendations for changes, both long term and short term, in specific hardware and software, and the standards for each. • Recommendations on future connectivity issues. Review of current maintenance agreements and procedures. V 0 0 • Development of a multi -year management information systems strategic plan for the City, to include equipment and application upgrades. Development of a Training Needs Assessment. • Any other recommendations regarding the City's current or future data processing needs. BACKGROUND The City's use of management information systems and computer applications has increased dramatically, both in numbers and in complexity, over the past several years. The City is currently operating several Novell and Appletalk networks for communications between and among work sites. The Police Department, Fire Station No. 3, the City Yard, Utilities Yard, and City Hall Complex, are connected by T -1 lines, with the Marine Department and New Central Library currently coming on line. Plans to connect the branch libraries and the other fire stations are requested for funding in the next budget year. The creation of these networks has permitted the use of electronic mail for better communication among departments. In the past, many departments developed computer applications autonomously. There was little central guidance provided to departments about standardization of hardware, software, or operating systems. Applications could develop on different platforms that were not compatible with one another. These short term solutions often lead to duplication of effort, particularly in the areas of data entry and data base information. Citywide solutions were almost non - existent. Approximately two years ago, as a first step to improving our centralized planning and control in this area, a Management Information Systems (MIS) Steering Committee was established to help coordinate the City's data processing and automation services and guide them into the future. The Committee is made up of representatives from the major department users including Police, Fire, Utilities, Finance, Planning, Building and Public Works. The MIS Steering Committee was designed to operate as an organizational "clearinghouse" for the purpose of discussing /approving new technologies, establishing citywide standards, facilitating communication and data sharing between City departments in the implementation of management information systems, and helping the Data Processing Division of the Finance Department map out a strategic plan for information management in Newport Beach. The Steering Committee has made significant strides in achieving these goals. Currently all computer hardware and software purchases are standardized. Most work sites have electronic mail communication capabilities. A training program has been implemented (�) [2] • • for computer users. Most departments have direct on -line access to their financial budgetary information and several departments submit their payroll time sheet information electronically. However, the Steering Committee has been unable to develop a strategic plan for information management in Newport Beach because of the scope, magnitude, and comprehensive nature of such an undertaking. PROPOSAL INFORMATION The Proposal weights 100% in the determination of the firm that will be considered for this project. Therefore, the Proposal should include the following information: A statement of the firm's interest and qualifications for providing a Management Information Systems Strategic Plan for the City of Newport Beach. The statement should provide a brief overview of the firm's specific capability relating to the City's needs and a detailed description of services offered. 2. Resumes and location of key project managers, and other personnel including subcontractors specifically available for this project within the next 180 days. The resumes may include projects accomplished while employed at current and previous firms. 3. A description of past record of performance including projects, personnel responsible, and client contacts. 4. A disclosure of the liability and professional errors and omissions insurance limits. 5. Fee schedule including projection of the average hourly rate to be charged for this project and estimated total cost. The City is an equal opportunity agency and does not discriminate against any firm on the basis of race, religious creed, color, sex, national origin, ancestry, physical handicaps, or medical condition. BACKGROUND INFORMATION A combination of qualifications and fee structure will be the basis of selection for the successful firm. Proposals will be evaluated against the City's expectations for this project. The selection procedure will entail the following: 1 The City's MIS Steering Committee will review the proposals and develop a ranking of firms based upon the above criteria. ;;� (3 l 00 0 2. The fines ranked the highest based upon qualifications and fee structure may be asked to make a presentation to the MIS Steering Committee before a final bidder is chosen. QUALIFICATIONS OF THE FIRM The firm must demonstrate experience and current capability in all professional and technical support functions required to complete an MIS needs assessment and to develop an MIS Strategic Plan for the City of Newport Beach. FORMAT FOR PROPOSALS The City requests the Proposals be prepared in the order described in the following paragraphs. Although the City is not limiting the length of the Proposals, brevity will be appreciated. It is encouraged that all pertinent information regarding the firm be thoroughly addressed in the Proposal. Firm Name Location and Coiporate Structure Provide a thorough description identifying full company name, affiliations, office locations, officers, holding company (if applicable), financial standing, and form of insurance, where applicable. Services The Firm shall submit a statement demonstrating expertise in professional and technical services as they apply to the various services requested for this project. Personnel This section of the Proposal will present qualifications, including education and experience, of key personnel representative of candidates likely to participate in this project. Expertise of personnel specifically intended for this project, and which would be applicable to the work specified this RFP should be emphasized. List the classifications and total number of staff in each classification. Where possible, identify current projects and geographic region of current assignment. Include a schedule of all classifications of personnel likely to participate in this project and the hourly rate which would be charged for their services. Identify the Firm's contact person for any questions the City may have with regard to the Proposal or for further follow up. [4] • Time Line 0 Include a proposed time schedule for the completion of the project. It is the City's intention to begin this project on approximately July 15, 1994. Although no time limit is given for the study, time is of the essence in helping the City make some critical decisions relating to management information systems. Firm's Relevant Project Experience and Qualifications This section shall include a statement of past work and work currently being performed by the firm and individual team members on projects of a similar nature. This work should emphasize the qualifications of the Firm for the type of work specified for this project. Separately, the Firm is to provide the names of all relevant clients for the past five (5) years, client's contact person and telephone number, type of projects, description of firm's activities, how these activities may apply to Newport Beach's project, and date of activities where similar services have been performed during the past five years. The City reserves the right to contact any of the Firm's previous clients at any time. Additionally, the Firm shall list the names of entities associated with the Firm who may have a conflict of interest with any activity of this project. The firm is to provide details and reasons, and is subject to disqualification on the basis of reported and unreported conflict of interest as determined by the City. Appendices As necessary, specific examples, support information, work products, or references described in previous sections of the Proposal can be included as appendices. The inclusion, order, and form of this section is left to the discretion of the Firm. PROCESSING OF PROPOSALS Submission of Proposal Five (5) copies of the Proposal are required to be submitted. The Proposal must be received in the office of the City Clerk no later than 5:00 pm on Wednesday, June 22, 1994. Proposals received after that time will not be considered. Submittals should be addressed to: City of Newport Beach City Clerk's Office 3300 Newport Boulevard Newport Beach, CA 92663 [5] l 1 0 0 Questions regarding this PFP may be directed to Dennis Danner at (714) 644 -3123 or Paul Malkemus at (714) 644 -3011. Proposals received will be reviewed by the City's MIS Steering Committee. Rejection of Submittals The Firm's response to this RFP shall be made in accordance with the instructions set forth herein for general content and may be deemed unresponsive if otherwise submitted. The firm may, however, include additional information, statements of relevant experience and service capabilities not specifically identified in this document, but which the Firm believes to be applicable. The City reserves the right, after opening the submittals, to reject any or all submittals, or to accept the submittals that in its sole judgment best serves the interest of the City of Newport Beach. Criteria for Selection The following criteria will be used to evaluate and select the Firm to prepare the City's Management Information Systems Strategic Plan. (] The quality and depth of the Firm's experience and demonstrated expertise in providing similar services for governmental agencies. [ ] Quality and comprehensiveness of the Firm's understanding of the general scope of work and technical approach to similar projects. [ ] Ability of the Firm to commit specific staff to this project who are properly experienced, licensed, and certified. [ ] Appropriateness and adequacy of the qualifications of the individuals who would have responsibility for conducting the work and the role of each in its completion. (] Overall quality and responsiveness of the Proposal. [ J Satisfactory recommendation of the Firm and proposed team members as demonstrated by satisfaction of prior and current clients in performance of similar work. [ ] Demonstration of familiarity with all aspects of Management Information Systems technology, operation, training, and design management. �2- (6] Notification of Unsuccessful Firms Firms not selected for this work will be notified as soon as possible by the City. It is estimated that the selection process will take approximately 3 weeks. Conflict of Interest information Information on possible conflicts of interest shall be provided in the Proposal. Such information shall be taken into account in making a decision on the selection of the Firm to perform the work. A'T'TACHMENTS: Brief description of current systems, equipment, and staffing. 2. City WAN configuration. 1� [7l ATTACHMENT I I3xlsuNG SYSTEMS Fire Department: Newport Beach Fire Department Systems include 5 WAN sites and 2 local sites. Of the 5 WAN locations only one of the sites is connected via TI. The other 4 sites are connected via modems, leased lines and dedicated communication servers using PCAnywhere. The file server is a 486/66 ALR Powerpro running Novell version 3.11. The entire fire department's information system is comprised of 32 PC's. 3 Macintosh workstations, 1 Novell file server with CD -ROM and 1 mail server. All software analysis, purchasing and installation, hardware purchasing, maintenance and repair, network administration, systems management, application maintenance and development and ad -hoc reporting is handled by the Fire Information Systems Manager. The Fire Information Systems Manager has no direct reports and works for the Deputy Chief of Administration. Finance Department: The Finance Department operates several HP 3000 and HP 9000 machines on which the City's Financial, Payroll, Inventory Control, Business License, Permits, Parking Citation, and numerous other systems reside. This department also maintains the Novell File Server and network backbone at the City Hall complex. In addition to the HP equipment, the department operates a variety of I Nl compatible and Apple Macintosh personnel computers. The Finance Department provides data processing support to the other departments within the City that do not have dedicated data processing support personnel. Departmental personnel include: Data Processing Manager (vacant). Systems Analysts (2), Programmers (2), and a Data Input Clerk. Community Services Department The Community Services Department is composed of the Library, Recreation, Senior Services and Arts Divisions. The degree of automation in the divisions varies considerably. The Library operates a HP 800 -G 30 minicomputer for its library applications (circulation, online catalog and acquisitions). There are four libraries with 115 terminals; dial -in public access to the system ins available from home or office. The new Central Library utilizes a LAN with more than 40 PC users for office automation and a CD -ROM network of databases for public and staff access. The Library's system is available on the City's WAN. Staff also uses Internet and other external databases for information questions handling and communications. [81 Recreation and other divisions utilize PCs for office automation. New PCs (486s) are being installed to improve computer operations and a new equipment, registration and facilities reservation system is being installed. Planning Department One HP Workstation, one PC (MS -DOS) X -term and one X -term running Genamap (GIS) on the City -wide network. Full compliment of PCs (MS -DOS) on Novell City Hall Network for all word processing, spreadsheet, and local data base applications and E- mail. Some PCs connected to Building Department's HP 3000 Permits System for permit tracking and a special Code Enforcement tracking application. Building Department HP 3000 running Permits tracking system, for permit issuance, plan check tracking and inspection progress tracking. HP terminals and some PCs are direct wired to the 3000. Other PCs are on the City Hall Novell network and access Permits that way. Field personnel utilize hand held computers for data input to Permits. PCs are MS -DOS, some of which are not on the City Hall Novell network. Public Works Department One HP Workstation and one PC (MS -DOS) X -term running Genamap on the City -wide network. One HP Workstation running Mountaintop Engineering CAD package. Full compliment of PCs (MS -DOS) on Novell City Hall network for word processing, spreadsheet and E -mail. One Macintosh attached to the City Hall Appletalk network. Utilities Department The Utilities Department site is connected to the City WAN via a Pacific Bell Telephone T -I lease circuit. The Utilities Department Telecommunications and GIS divisions provide installation, maintenance and support services for all City WAN hardware and software. The Utilities LAN consists of 25 Apple Macintosh personal computers, 2 DOS compatible systems, 4 unix workstations and 2 X- terminals. The Macintosh computers are used primarily for word processing, spreadsheets, service request tracking, personnel records, and e -mail. These computers also provide access to city -wide applications. The two DOS compatible PC's have specialized uses. One PC is used by the Water Meter Division for accessing software used in uploading and downloading handheld water meter reading recording devices, and the other is used for generating CADD plan and profiles for department engineered projects. The unix workstations are Hewlett Packard 9000 series 700 computers in use by the GIS division of the department. These systems run the mapping and database software packages required by the geographic information system. IS 191 w • The software currently being used is Genamap®, a product of Genasys, Inc. and Oracle®, a relational database. The Utilities Department also provides support for additional workstations and X- terminals located in various departments throughout the City. GIS division staff provides support for the Public Works department CADD system as well as the Building Department's PERMITS system. The CADD system consists of a Hewlett Packard 9000 series 300 workstation and X- terminals running Mountaintop® software, a product of Holguin, Inc. The PERMITS system consists of a Hewlett Packard 3000, and uses Sierra Computer Systems, Inc. permits tracking software. General Services Department The General Services Department is connected to the City WAN via a Pacific Bell Telephone T -1 lease circuit. The department LAN consists of approximately 10 Apple Macintosh personal computers, and 4 DOS compatibles. The Macintosh computers are used primarily for word processing, spreadsheets, personnel records, e -mail and accessing city -wide applications. The DOS compatible PC's are used to access the department's Novell® server. This server is used specifically for the equipment management system. Software for this system is Prototype EMS, provided by Prototype Systems, Inc. Marine Safety Department The Marine Safety Department is connected to the City WAN via a Pacific Bell Telephone T -1 lease circuit. The department LAN consists of approximately 6 DOS compatibles used primarily for word processing, spreadsheets, e -mail and accessing city- wide applications. Police Department The Police Department is staffed by approximately: 145 sworn officers 165 civilians and volunteers The department receives on the average 75,000 calls for service per year. Current information systems include: An HP3000 Series 922 -LX computer. Systems on this computer include: Computer -Aided Dispatch system (CAD) and Alarm system O)� [10] n �-Ij A HP3000 Series 937 computer. Systems on this computer include: Court Case Disposition, Detectives Case management, Pawn Slips Tracking, Payroll/Personnel Pre - processing. Photo and negative tracking, Records Management System (RMS), and Traffic Case Management IBM compatible computers (21). Uses for these computers include: Book and Jail Management, Narcotics, Vice, Macintosh computers (46). Uses for these computers include: Applicant Tracking, Budget Request and Tracking, Complaint Tracking, Department Manual, Dishonored Checks, Electronic Forms, Electronic Mail, Equipment Inventory and Service History, Master Officers, Personnel Evaluations, Personnel Inquiries, Personnel Training, Problem Oriented Policing, Purchasing Tracking, Physical Fitness Qualifier, Reserve Officers, Word Processing, 05/31/94 02:35 PA1 N115 RFP.DOC 01 [ill ATTACHMENT 2 • Z 0 A c, 0 3 w z v cd a� C4 O a v z w O V a a E (I )� s 3 V qq pppSppp 3 B a u V 0 r IPA u� yu x s A r L--j x U [ 12 1 a u i oSC A 3 d O � aoo 1 aC J'.e 3 a x U [ 12 1