CC Resolution 9241
RESOLUTION NO. 9241
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AUTHORIZING AN
EXTENSION OF THE EXISTING AGREEMENT WITH CAYUGA INFORMATION SYSTEMS
TO PROVIDE MANAGEMENT INFORMATION SERVICES AND NETWORK SUPPORT TO
THE CITY THROUGH JUNE 30, 1998
WHEREAS, the City of Campbell operates and staffs a Management Information
Systems (MIS) Internal Service Fund; and
WHEREAS, a four-month contract was initiated with Cayuga Information Systems (CIS),
with two later extensions totaling twenty-eight months, for said specialized services as they had an on-
going relationship with Campbell and knew the City, its information systems and staff and that the learning
curve for CIS is minimal: and
WHEREAS, the most recent twelve-month term expired on June 30, 1997, and an
extension from July I, 1997 through June 30, 1998 is being requested;
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Campbell
find it in the best interest of the City to hereby dispense with the formal request for proposal requirements
and process for bidding work in excess of $25,000 based on the specialized services required;
BE IT FURTHER RESOLVED that the City Council of the City of Campbell adopt the
attached proposal for management information services and network support with CIS at rates established
in their proposal/agreement.
PASSED AND ADOPTED this 15th day of July, 1997, by the following roll call vote:
AYES:
Councilmembers
Dougherty, Watson, Furtado, Conant
NOES:
Council members
None
ABSENT:
Councilmembers
Dean
APPROVED:
~&~
Barbara D. Conant, Mayor
ATTEST:
",}/ ;? I
~
Anne Bybee, City Clerk
Proposal to the City of Campbell, June 13, 1997
Page 1 of 5
TECHNICAL PROPOSAL
MIS PROJECT MANAGEMENT AND SUPPORT SERVICES
A. OVERALL APPROACH
The City of Campbell currently operates five Novell Netware networks, supporting about 130
workstations. In addition, the Finance Department operates a Unix server for the Pentamation financial
system.
The City requires support for management information systems (MIS), to provide help desk support,
planning, purchasing, hardware and software maintenance, and other services in support of computer
use at the City. In particular, the City is implementing or planning to implement a number of capital
improvement projects, related to information systems.
CIS proposes to assist the City in this process, by providing project management services, emergency
support, workstation purchase and configuration, and software purchase and operations support
servIces.
B. SCOPE OF WORK
Job responsibilities for the MIS Manager shall include:
. Manage the hardware rental and replacement pool and related budgets, including specification
and purchase of replacement equipment, and distribution and installation of equipment;
· Manage the standard software applications and workstation configurations in use at the City;
. Coordinate the acquisition of new hardware and software;
. Assist in end-user training;
. Maintain a current inventory of City-owned hardware and software;
. Maintain a schematic of cable layouts and communications equipment;
. Administer computer hardware and software maintenance contracts.
In addition, the MIS Manager will be responsible for planning and executing a number of capital
improvement and development projects. The particular projects to be completed will depend on
timing, staging, and other factors which are not fixed at this time. The following projects are slated
for completion during FY 97/98, and may be initiated and/or completed within the contract period:
Proposal to the City of Campbell, June 13, 1997
Page 2 of 5
· Conversion of all City networks from Novell Netware to Windows NT;
· Implement a backup server for the Pentamation financial system;
· Assistance with specification, purchase, and installation of a new Computer Aided
Dispatch/Records Management System (CAD/RMS) for the Police Department;
· Assistance with specification, purchase, and installation of a new Fleet Management Program for
the Public Works Department;
· Enhance the City's communications capabilities, including network fax, Internet connectivity,
Intranet, e-mail, and Website enhancements to facilitate public access to City Hall information;
· Update the Computer Master Plan document;
· Assist the Police Department in implementation of an optical disk records storage system;
· Assist various City departments in implementation of a permit/parcel data management system.
The Field Technician will perform routine troubleshooting, repair, installation, and upgrade of
computer hardware and software for the City. The technician will report directly to the MIS
Manager, who will dictate the work schedule and tasks to be undertaken by the technician.
Job duties for the Field Technician shall include:
· Diagnose and repair 'hardware elements, including PC workstations, cabling, and
communications gear;
· Diagnose and correct configuration or installation problems with standard applications software
in use at the City, such as Word, Excel, cc:Mail, and other commercial packages;
· Respond to problems with specialized third-party applications, such as the Police Department's
record management system and Recreation's class management program. Perform initial
diagnoses of problems with these programs, and arrange for repair or upgrades as necessary from
the software vendor.
Job duties for the Information Systems Training Specialist shall include:
· Provide end-user training, both to introduce new users to unfamiliar software, and to correct
misinterpretations or incorrect use of applications, in either a classroom or one-on-one
environment;
Proposal to the City of Campbell, June 13, 1997
Page 3 of5
· Set up and maintain an information systems training program, which may include hardware and
software setup, development of training materials and documentation, and organization and
scheduling of classes;
· Participate in specification and selection of new software and hardware systems; in particular,
assist in determining system requirements and end-user capabilities;
· As practical, provide a first line of response for the MIS Help Desk, by answering questions over
the phone, checking the status of work in progress, and coordinating the support ac~ivities of the
MIS Manager and Field Technician.
In addition to project requirements, the City requires that one individual be available onsite, via
phone or by pager at all times during normal business hours, to respond to emergency calls. One
individual must also be available seven days a week, 24 hours per day, to respond to the needs of the
Police Department. CIS shall provide emergency response over the phone within one hour of
contact, and onsite within two hours of contact. Field support will include hardware and software
problem diagnosis and correction, end-user training, software and hardware installation and
configuration, and other operations support as directed by City management.
c. LENGTH AND TYPE OF AGREEMENT
The agreement extension start date shall be July 1, 1997, and end date shall be June 30, 1998. The
City may elect to extend this contract for an additional twelve months or for any other appropriate
time interval during this time.
D. STAFF ASSIGNMENT
The MIS Manager position shall be filled by Larry Tubbs, President of CIS, over the term of the
agreement. The Field Technician position shall be filled by George Bako and/or David Bautista of
CIS, or by another suitable employee or subcontractor to CIS, on prior approval by the City. The
Information Systems Training Specialist position shall be filled by Moxe Frohlich of CIS, or by
another suitable employee or subcontractor to CIS, on prior approval by the City.
CIS employs four individuals who shall provide services to the City. Larry Tubbs shall serve as
MIS Manager, working an average of 25 hours per week for the City. This position shall be billed
to the City at $50.00 per hour. David Bautista shall serve as a Field Technician, working a full-
time, 40-hour per week schedule for the City. George Bako shall also serve as a Field Technician,
working an average of 20 hours per week for the City. These positions shall be billed to the City at
$40.00 per hour. Moxe Frohlich shall serve as Information Systems Training Specialist, working an
average of 20 hours per week for the City. This position shall be billed to the City at $30.00 per
hour.
Proposal to the City of Campbell, June 13, 1997
Page 4 of 5
E. COST PROPOSAL AND DESIRED PAYMENT PROCESS
Standard rate for the MIS Manager position is $50.00 per hour onsite, for the Field Technician is
$40.00 per hour onsite, and for the Information Systems Training Specialist is $30.00 per hour onsite.
Duration of the contract is 52 weeks. Office expenses (phone, reproduction, etc.) and any travel costs
incurred within 100 miles of the job site in Campbell, CA, or between CIS's offices in Walnut Creek
and the job site, are included in the hourly labor charges.
Billings are produced biweekly for expenses incurred during that period, with payment due within 30
days of billing. CIS shall provide labor and expense reports to the City at regular intervals during the
term of the agreement.
F. ADDITIONAL TERMS AND CONDITIONS
In case of default by CIS of any of the conditions of this contract, CIS agrees that the City may procure
the articles or services from other sources and may deduct from the unpaid balance due CIS, or may
invoice CIS for excess costs paid, and prices paid by the City shall be considered the prevailing market
price at the time such purchase is made.
Any license or sales agreement entered into shall be governed by the laws of the State of California. If
litigation arises out of any agreement entered into and it is brought in State Court, suit shall be brought
and litigated in Contra Costa County, California; if brought in Federal Court, it shall be brought and
litigated in San Francisco, California. No agreement shall contain a clause giving CIS the sole right to
demand that disputes be resolved through arbitration.
The City shall not be required to waive any rights it has in Common Law or a consequence of Statute
which enable the City to seek recovery from CIS for any liability or damage which the City suffers or
incurs as a consequence of purchasing the listed services. The City shall not indemnify or insure CIS
for, or hold CIS harmless from, any damages or liability which CIS may incur as a consequence of
selling any software, hardware, or service to the City.
All information provided to CIS shall be received and maintained by CIS in confidence and CIS shall
exercise all reasonable efforts to avoid the disclosure of said information to others. These
confidentiality obligations shall not apply to any portion of the information:
(a) which was developed by CIS and in CIS's possession prior to CIS's first receipt thereof
directly or indirectly from the City;
(b) which is now or hereinafter becomes, through no act or failure to act on CIS's part,
generally available to the public; or
(c) which was heretofore or is hereafter furnished to CIS by others as a matter of right without
restriction or disclosure; provided, however, that the occurrences of either (a), (b), or (c),
above, shall not be construed as granting any rights, expressed or implied, under any
patents.
Proposal to the City of Campbell, June 13, 1997
Page 5 of5
CIS's obligations of confidentiality and nondisclosure with respect to the information provided
hereunder shall survive the termination of this agreement.
CIS is an independent contractor, and nothing in this agreement or the relationship of CIS and the City
shall be construed to create a relationship of employer and employee or principal and agent between
the City and CIS or CIS's employees or subcontractors.
CIS warrants that it's services and/or advice provided to the City will be in accordance with the
standards of practice generally accepted in CIS's profession. CIS shall indemnify, defend and hold the
City harmless from all losses, costs, claims, demands, and liabilities, including attorney's fees, arising
from or relating to CIS's negligence or breach of this Agreement.
Notwithstanding any other rights or remedies that the City may have in law on equity, the City shall
have the right to terminate this agreement for breach of any of its terms or conditions by CIS or anyone
performing services under CIS. The City or CIS shall have the right to mutually terminate services
with 30-days written notice to the opposite party. All notices regarding this agreement shall be given
in writing, addressed as follows:
To City: Gretchen E. Conner
Finance Director
70 North First Street
Campbell, CA 95008
To CIS: Larry Tubbs, President
Cayuga Information Systems
1739 Geary Road
Walnut Creek, CA 94596
CIS shall maintain worker's compensation and employer's liability insurance as prescribed by
applicable law and comprehensive general liability (bodily injury and property damage) for not less
than $1,000,000.00 combined single limit occurrence. On demand, CIS shall furnish the City with
certificate as evidence of above insurance.
If this quote is acceptable as written, Customer may sign and return a copy of this Quote, to order the
listed Products and/or Services. A valid Purchase Order must follow this order within thirty (30)
business days for this Order to take effect.
For Cayuga Information Systems:
Date:
(Plll/Q7
I '
For the City of Campbell::
B ,/:j/7C<-<7~C d~<-cJ
7 ~etchen Conner
/. . f) .
Title: ~/J Iztf?{ e( ~Ltc-~
Finance Director
Date: ;(PI'/'/
BY~~
Larry T s, PreSIdent