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HomeMy WebLinkAbout4.02 ComputerConsultSvs t, ....... . .. '.'.. '. t',,-, '\. AGENDA STAT.EMENT CITY COUNCIL MEETING DATE: MARCH ~2.1998 SUBJECT: Request for Proposal for Computer Consultant Services Report Prepared by: Steve Honse, Administrative Assistant m EXHIBITS ATTACHED: Request for Proposal for Computer Cons~tServices RECOMMENDA TION~. 'Authorize staff to distribute the Request for Proposal for Consultant Services to evaluate certain dmnents of the aty' s Infonnation Systems Master Plan FINANCIAL STATEMENT: $13,500 was budgeted ,in the Fiscal Year 199.s~96 Capital Improvement Program for a Master Plan consultant Given the complexity of the tasks involved. staff eStimates ~t 100 hours will be required to complete the tasks within the RFf~ As a result, it is likely that any responsible proposalwiU 8)1prOXimate $13,500. DESCRIPTION: The aty's Information Systems Master Plan, adopted by the City Council in October of 1994, calls for the SCJ'\I'ices of a consultant during FlScal Year 1995~96. The sum of$13~SOO was .bud~.for this pmpose in the 1995-96 Capital Improvement Program budget. '. Unlike other cities. Dublin does not employ a ,Dam Processing Manager. Inst.ca4; the administrative staff is called ttpontorepair most,basic computer failures and to ac:ld.ress most dataproce$singissues. When complicated syS1em failures occur or system integration issues arise,the ~ enSales8le,~ces of a systems engineer. . In the next two years, the City will make significant investments in several new JX)l11pUter systemS (discussed below). aty staff does not cur.rently have the expertise to thor~n.ighJy evaluate each vendor's product for value and compatibility with the other elements of the MasterPlan. Given the significant expense, complexity. and compatibility issues that will be involved, the Oty will zequircthe services of a consultant in order to make informed choices. As specific(lin the request for proposal, the consultant Will analyze the teCbnical aspects of ~e master plan in order to assist staft' with the plan's implementation. The eoosukant will tDake~tions as to _._...~....______...__......_......____________....._...._.....____~.........____~,.._~.:...-;'..._...~_<fIiiIiiiII"~"'_"-"~_____ ,copms TO: Hlc:c-f'onDsIaplastmt.doc: ITEM NO. 44- specific products and vendors, estimate costs, and ensure that the technical aspects of the plan are compatible. .!' "" ~ Under the Infonnation Systems Master Plan, the following projects are scheduled. over the next two years: New Proiects: . Pennit Tracking . Electronic Land Infonnation Database . Automated Document Imaging . Geographic Infonnation System . Utilization of Data from the San Ramon Aerial Project ~eolacemeut Project: . Migration from the mM System/36 to another operating system. (The City currently operates financial systems, payroll, aty Clerk's records, and recreational scheduling software on an IBM System/36. The machine was placed into service in 1988. It is important to recognize now that the machine will be replaced soon and to select a replacement that is compatible with the other elements of the Pa~,~ces~ing System.) .','.;",:.. ...." At this point, the City is faced with several thresbold issues, including: 1. What are 'the estimated costs for each element of the Master Plan? 2. With tht addition of data intensive applications such as document imaging and an electronic land~use database, will the existing network server be adequate, or should the system use multiple servers. 3. When the System/36 computer is replaced, should the City purchase another minicomputcr(i.e. IBM AS/4(0) or have advancctnents in Pc technology, including the availability of public sectOr software, made PC file servers adequate for the City's purposes? 4. Will the existing network configmation be able to link all land use, GIS, pennit, and AutoCad. databases together? 5. Is document imaging technology cost-effective and reliable as related to city government and police functions? .". ", . . . ~' . ~ ..:~~.:,.. Clearly, a variety of highly technical issues:bave arisen at this point in the implementation of the Master Plan. While staff has the ability to add:ress most computer issues, it does not have the expertise to answer questions related to minicomputers . (j.e.IBM AS/400) or systems integration. For these technical issues, the services .of a computer systems engineer are required. Staff has devdOped a RFP which solicits the services of a computet systems engineer to answer to the 'questions raised above. The RFP is divided into two parts: Part 1 is to be perfonned in FiscalY ear 1995~96 and will primarily concentrate on making recommendations related to the following: networlc systems requirements, Systeml36 replacement, integration of an autot1'Ulted pennit ptoCessingsysterit with a GIS interface, and a detennination as to the desirability of. document imitgingsystem Part 2 is to be performed in FlSca! Year 1996~97 t if at all. In order for Part 2 to be performed, thcrewill have to be a finding in Part 1 that there is a document imaging system that is cost~ective and reUableas related to the City's needs. If such a {mding is made, staff may Iequest that the Council fund Part 2 during Fiscal Year 1996~97. If Part 2 is awarded, the consultant will write theRFP specifications and supervise the implementation of the docUm6ntimaging system. ..., ~'. ~ .. 0.' ReeoDlllllbdafJon Based on the highly 1eehnical nature of the issues at hand and the significant investment in additional computer systems that will be purchased over the next two years, Staff recormnendS that the Councjl authorize the distribution of the attached Request for Proposal for Consultant Services. . to t .'. , ' REQUEST FOR PROPOSAL COMPUTER CONSULT ANT SERVICES I. General Description The City of Dublin is seeking proposals for Computer Consultant Services. A complete description of services to be provided is described later in this document This RFP consists of : Request For Proposal- 2 Pages Scope of Consultant Services - 2 Pages II. Contact Person Questions regarding this RFP may be directed to the following person: Steve Honse Administrative Assistant Telephone: (510) 833-6655 Fax: (510) 833-6651 ill. GENERAL INFORMA nON FOR RESPONDING TO THE COMPUTER CONSULTANT RFP .1. Five Copies of the Responses are to be received by, Wednesday, March 27, 1996 at 2:00 p.m.. NO FAXED INFORMA nON CAN BE CONSIDERED. PROPOSALS SHOULD BE DELIVERED TO: Attention: Steve Honse, Administrative Assistant City of Dublin 100 Civic Plaza City Manager's Office - Second Floor (post Office Box 2340) Dublin, California 94568 2. The Response should address at a minimum the information requested in Section IV ("Minimum Content of Responses"). The format should follow the same sequence as the "Minimum Content" section and should be based upon the attached "Scope of Consultant Services." Respondents may include relevant attachments or exhibits. Responses should be presented in a clear and concise format. 3. The City of Dublin reserves the right to accept or reject any and all proposals. 4. The following are several criteria to be used, the relative importance of each is not detennined by the order shown: a. Understanding of the project and the City's needs. b. Experience of finn in perfonning evaluations of similar master plans and computer networks. .c " c. Experience of individuals within the finn who will participate in the project d. Resources available for the timely completion of the project . e. References from similar government organizations regarding projects that are similar in nature and scope. .. f. The cost of services. 5. The Consultants Response may be included as an Exhibit to an Agreement For Services. IV. MINIMUM CONTENT OF RESPONSES All participating Consultants are requested to provide the following information in their response. A. Describe your finns experience with public sector projects of a similar nature and scope. Emphasis should be placed on projects undertaken within the past three years and on projects undertaken by the personnel proposed to be assigned to this agreement. B. Identify all personnel who will be assigned to work on this project. Include brief summaries of their background and experience as well as the assigned responsibilities under the proposal. C. The proposal should set forth an approach and methodology to be used to perform the services. This may include a discussion of: analytical procedures; special assistance required from City Staff; and the format of the report. . D. Provide an indication of the time required for the completion of each major phase of the project. Also provide anticipated calendar as to when firm will commit to completing work. Please note that Consultant is responsible to identify required review times for City input. E. Provide three references for your most representative projects including the following: e." 1) Name of Public Agency 2) Name and Title of contact person. 3) Telephone Number of contact person. 4) Brief description of the scope of the audit performed. F. Provide fee information, regarding the total estimated fee to complete the project as described in the Scope of Servic~s. Include an hourly fee quotation for all positions to be assigned. Maximum fee must be provided for identified phases, in the event that the City elects to modify the fmal scope. Fee must include an estimate and description of any attributable expenses. V. Tentative Schedule For Selection Process Issuance of RFP Authorized By City Council Informational Session Provided By Staff 10:00 a.m. Dublin Civic Center 100 Civic Plaza Please Confirm Attendance (510) 833-6655 Submittal Deadline SareemngofSubmi~ Recommendation To City Council With Agreement March 12, 1996 March 18, 1996 March 27, 1996 2:00 p.m. March 28 - April 1 April 9, 1996 The schedule and its components are subject to change. . OTY OF DUBLIN RFP PAGE 2 e~', e:) .' "'i!!.'! 10 ~ SCOPE OF CONSULTANT SERVICES I. Client Objectives The City of Dublin is seeking proposals, from local government information services consultants, to assist staff with specific technical aspects of future Master Plan Implementation efforts. The future Master Plan efforts to be considered include: a} New software systems, including: Permit Tracking, Land Information Database, Automated Document Imaging, and a Geographic Information System; and b} Incorporation of digital aerial photography data recently acquired through a regional project; and c} A determination of the best hardware system to support these components; and d} A determination as to how to integrate a replacement for the current IBM System/36 as well as hardware options for the data processing systems currently residing on this equipment (Finacials, City Clerk's Records, and Recreation Program Registration and Facilities Scheduling). II. Phased Work Task, There are two parts to this proposal. Part 1 will involve a study of the elements of the Master Plan discussed above and a presentation of software and hardware recommendations. One of the main tasks of Part 1 will be to recommend whether the City should purchase a document imaging system at this time. Part 2 will involve the development of RFP specifications for a document imaging system and supervision of the implementation and installation of the system. Based upon the recommendations of Part 1, the City will decide whether to purchase a document imaging system and therefore proceed with Part 2. Since there is no assurance that Part 2 will be undertaken, all proposals must clearly state the cost of providing the services for Part 1 and also for Part 2. III. Schedule Each part of the project is described below. The City intends to complete all aspects of Part 1 prior to June 30, 1996 and may complete all or some aspects of Part 2 after July 1, 1996. Part 1 (Fiscal Year 1995,,96) Review the City's Computer Information Systems Master Plan, meet with staff to develop specific recommendations on technical aspects of current and future hardware/software issues," make recommendations as to specific products, estimate prices for various components of the Master Plan, and make sure that the technical aspects of the proposed system are compatible. Main Issues: Svstem/36 Miaration - Currently, the City uses an IBM System/36 microcomputer for financial records, recreation registration and facilities scheduling, and the storage of City Clerk's records. As part of the Master Plan, the City intends to migrate from the System/36 to a more advanced platform. A primary purpose of this RFP is to secure expert advice to evaluate replacement options. In order for the City to fully understand all replacement options, the consultant will answer the following questions: CITY OF DUBLIN RFP PAGE 3 .... . t '""-'.'" . Should the System/36 be replaced with another microcomputer (Le. AS/400 or equivalent) or ., could existing financial and record keeping functions be performed on a PC-based server? . Should additional tasks scheduled under the Master Plan (GIS, document imaging, etc.) be performed on the existing city-wide computer network or could these additional tasks be better performed on the microcomputer which replaces the System/36? . Which platform would achieve maximum compatibility with the additional tasks scheduled under the Master Plan? . What are the costs of the various options? Document Imagine and Storace Svstem - As part of the Master Plan, the City is considering the purchase of a document imaging and optical storage system. Should the City decide to purchase such a system, it will be installed after July 1, 1996 (Fiscal Year 1996-97). In order for the City to fully understand its options, the consultant will answer the fOllowing questions: . What are the optical storage options given municipal uses? . Based on available technology, where will the data reside? Should the data be located on the upgraded/replacement platform to the System/36 or on decentralized file servers or, with additional storage, on the current network server? . What is the estimate cost to purchase and make operational a document imaging system? Part 2 (Fiscal Year 1996..97) Develop RFP specifications for a document imaging system, receive and review RFPs, analyze and work with staff to designate the winning bidder (City will draft all City Council staff reports), meet with vendor(s) to develop implementation schedule, resolve training and other issues, supervise installation and respond to various problems. As previously stated, the tasks associated with Part 2 of this RFP will be performed, in all or part, after July 1, 1996 (Fiscal Year 1996-97) ." .",.,.r .':': CITY OF DUBLIN RFP PAGE 4