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Home My WebLink About03/05/1996, C-7- RFPs for Public Safety and Financial Management Information Systems 91 p��II r ��N��R��lyllllll�llllll�ll� r MEETI G TE: cityo san tins osispo 3r� OWWOMMM COUNCIL AGENDA REPORT ITEM NU BER FROM: Bill Statler, Director of Finance lya� Prepared by: Teri Maa, Information Systems ManagerA(I'l SUBJECT: RFPS FOR PUBLIC SAFETY AND FINANCIAL MANAGEMENT INFORMATION SYSTEMS CAO RECOMAMNDATION Approve issuing request for proposals (RFPs) for public safety and financial management information systems. DISCUSSION Overview As set forth in the adopted information technology master plan and the 1995-97 Financial Plan, the City will be making significant investments in our public safety and financial management information systems over the next four years. In accordance with these plans,on December 5, 1995, the Council awarded a contract to The Warner Group for consultant assistance in evaluating and selecting both of these systems. The Warner Group has assessed the current systems' environment, determined public safety records and dispatch system needs, conducted a financial management needs assessment, and analyzed and specified technical requirements for the new systems. The resulting RFPs, one for the public safety applications and one for the financial management system, contain a comprehensive set of specifications for the new systems to be procured. RFP Preparation and Proposal Review Process The Warner Groups' system evaluation and selection approach consists of three key tasks. As outlined below, the first two tasks have been completed, and we are beginning Step 1 of Task 3. Task 1 Determine business needs and identify related system requirements A series of extensive interviews with City Management, Department Heads and key users were conducted to gain an insight into the issues facing the City and its public safety and financial management information systems. The current systems environment was assessed. Public safety records and dispatch system needs were determined. A financial management needs assessment was conducted, and system needs were prioritized. Task 2 Develop acquisition and implementation strategies The results of the preceding Task 1 were utilized to prepare an overall design of the public safety and financial management system needed to support the City over the next five years. The design e-r-i 1 � 11111%J11!►�lp�1�►u,1�ypi city Of San tU s OBISPO am 11i COUNCIL AGENDA REPORT considered various technical alternatives and focused on how to incorporate the improved functionality identified in the needs assessment. A comprehensive set of specifications for the new public safety and financial management systems to be procured were then prepared for inclusion in the respective RFPs. Task 3 Prepare RFP, evaluate proposals, and select system Two comprehensive RFPs containing the systems requirements, one for the public safety applications and one for the financial management system, have been prepared and are ready for distribution. Upon Council approval, the RFPs will be released to prospective vendors on March 6, 1996. The RFPs provide the prospective vendors with uniform "ground rules" on which to prepare their proposals. In addition to their ability to meet the City's application requirements as fully detailed in the RFPs, some of the items requested of the prospective vendors for inclusion in their proposal include: • Proposed systems approach • System flexibility and modularity • Documentation to be provided • Control procedures • Proposed specifications • System security features • Training to be provided • One-time hardware and software costs • Additional costs • Maintenance costs • Implementation plan • Vendor expertise in municipal systems • City's responsibilities • Vendors responsibilities • Recommended output forms and reports • Spatial, electrical and environmental considerations • Staffing requirements • Advantages of proposed system over competition • Proposed contract terms As noted in the RFPs, award of contract will not be based solely on price,but on a number of factors that will ensure the best value for our investment, including • Recent demonstrated ability in comparable municipalities to successfully install and provide comprehensive project management and implementation services for similar information systems with emphasis on the specific applications required by the City d-7-A- �� IIIII�IPu��►��► city of san lues oBispo i COUNCIL AGENDA REPORT • Level of service , responsiveness, financial stability, technical expertise and experience of the vendor • Level of integration between applications and demonstrated interfaces with external systems/devices • Design, capability, and functionality of application software • Capability, design, reliability, warranty and expandability of proposed hardware • Feasibility, timeliness and quality of software implementation schedule and conversion plans • The number of hours and extent of user training • Quality and extent of the documentation to be provided • Vendor willingness and ability to negotiate a contract acceptable to the City Proposal Review and Award Schedule The following is an outline of the anticipated schedule for proposal review and contract award: Issue public safety and financial RFPs March 6, 1996 Conduct pre-proposal conference Public safety March 20, 1996 Financial management March 19, 1996 Receive proposals Public safety April 10, 1996 Financial management April 11, 1996 Conduct finalist interviews and site visits Public safety May 13-17, 1996 Financial management May 6-10, 1996 Identify recommended vendors June 4, 1996 Award contracts July 2, 1996 Complete contract negotiations August 1, 1996 Execute Contracts August 8, 1996 Start Work August 15, 1996 Based on this award schedule, system and application installation should be completed as follows: Public safety system January 1, 1998 Finance management system Payroll and human resources management January 1, 1997 Core financial applications June 30, 1998 (general ledger, budget preparation, accounts payable, property management/fixed assets, purchasing, accounts receivable/collections, �-1 3 city of San Luis OBlspo i COUNCIL AGENDA REPORT bank reconciliation, , project accounting/CIP, cash management and investments) Business tax and utility billing applications June 30, 1999 Project Review Teams Two teams have been selected to work with The Warner Group through the system evaluation and selection process. The Public Safety Review Team consists of representatives from Police, Fire, and Information Systems as follows: Police Bart Topham, Police Captain Tom Stewart, Police Support Services Manager Kerri Rosenblum, Communications Supervisor Cindi Kolec, Records Supervisor Fire Ken McCool, Battalion Chief Tom Zeulner, Acting Battalion Chief Warren Stephenson, Acting Fire Marshal Dave Redel, Captain Information Systems Teri Maa, Information Systems Manager The Financial Management Information Systems Review Team consists of representatives from Finance, Personnel, the Fiscal Officers and Information Systems as follows: Finance Bill Statler, Finance Director Linda Asprion, Revenue Manager Carolyn Dominguez, Accounting Manager Bernie Ries, Revenue Supervisor Vi Sheldon, Accounting Supervisor Personnel Ann Slate, Personnel Director Fiscal Officers Sue Baasch, Utilities Administrative Analyst Dave Elliott, Public Works Administrative Analyst c-� �i11� ►��IIIII �I� I �II city of San LUIS OBISpo wis COUNCIL AGENDA REPORT Information Systems Teri Maa, Information Systems Manager Both Review Teams will work closely with The Warner Group in evaluating vendor proposals and recommending the systems that will best meet the City's needs. FISCAL IMPACT Funding has been provided in the 1995-97 Financial Plan for these two systems as follows: Public Safety System Project Budget Project Costs 1995-96 1996-97 1997-98 1998-99 Total Application software 175,000 175,000 System hardware 95,000 95,000 Training 10,000 10,000 Project management 40,500 40,500 TOTAL $0 320,500 $0 $0 $320,000 Note:occludes requirements analysis and workstation upgrade cost Financial Management System Project Budget Project Costs 1995-96 1996-97 1997-98 1998-99 Total Application software Payroll 25,000 25,000 General ledger 60,000 60,1000 Utility billing 30,000 30,000 Business tax 15,000 15,000 System hardware 60,000 60,000 Ting 5,000 5,000 5,000 15,000 Project management 12,500 9,000 7,000 28,500 TOTAL $0 1 $102,500 1 $74,000 $57,000 $233,500 Note:excludes requirements analysis and interim AS1400 upgrade costs The Warner Group is concerned that our current project budget is under-estimated;however,we will C-T� �� ►�Iilll �i► `► city of san Luis osispo COUNCIL AGENDA REPORT not have a better estimate of project costs and potential mitigation options until we receive the proposals. At that time,we can better assess priorities and make project scope or budget adjustments as appropriate. ATTACHMENTS ■ Proposed vendor list for public safety systems ■ Proposed vendor list for financial systems ON FILE IN THE COUNCIL OFFICE ■ Request for proposals for public safety and financial management information systems Proposed Vendor List for Public Safety Systems Data 911 PRC Public Sector Mr. Bret Hubbard Mr. Gary Oldham 19 Embarcadero Cove 946 Town and Country Rd. Oakland, CA 94606 Orange, CA 92668 (510) 534-4911 (714) 543-3414 HTE Public Safety Corporation Public Sector Systems Inc. (PSSI) Mr. Fred Kelley Ms. Mary Elizabeth Ryal 6730 Roosevelt Rd., First Floor 4401 Nicole Dr. Franklin, OH 45005 Lanham, MD 20706 (209) 478-6568 (301) 459-8600 Keystone Information Systems Inc. SCC Communications Corporation Mr. Frank Way Mr. Chuck Cone 1 Tall Oaks Corporate Center 6285 Lookout Rd. 1000 Lenola Rd. Boulder, CO 80301-3343 Maple Shade, NJ 08052 (303) 581-5600 (609) 722-0700 Spillman Data Systems Inc. Leads Software Group Mr. John Wilkins Mr. Bill Knopf 810 South 100 West 30 E. San Joaquin St., Ste. 201 Logan, UT 84321 Salina, CA 93901 (801) 753-1610 (800) 285-3237 Tiburon Inc. T.L. Creates, Inc. Mr. Gary Bunyard Mr. Bill Rosenthal 475 Sansome St., Ste. 810 345 North Yosemite St., Ste. 200 San Francisco, CA 94111 Stockton, CA 95203 (415) 956-3800 (209) 946-0105 Unisys Corporation Pacific Access Computers Mr. Tim Hauser Mr. Mike Reagen 2525 Natomas Park Dr., Ste. 100 3079 Kilgore Rd. Sacramento, CA 95833 Rancho Cordova, CA 95670 (916) 646-5264 (916) 635-9300 C-7-7 Proposed Vendor List for Financial Management Systems Bi-Tech Software, Inc. High Line Corp. Mark S. Conry K. Niemuller 1072 Marauder, Ste. A 8920 Woodbine Ave., Ste. 402 Chico, CA 95926 Markham, Ont, Canada L3R9W9 (916) 891-5281 (800) 268-3340 Cascade Software Sytems Inc. High Line Corp Aad F. Alkemade Shannon Miller P.O. Bo,. ;0723 Northern CA Eugene, .)k 97440 (510) 833-7270 (541) 343-9160 HTE Creative Computer Solutions, Inc. Sheryl Nelson Mary Newman 390 N. Orange Ave., Ste. 2000 5994 W. Las Positas Blvd., Ste. 123 Orlando, FL 32801 Pleasanton, CA 94588 (407) 841-3235 (510) 847-3838 Human Resource Micro Systems Cyborg Scott Helt Augie DiGrazia 160 Sansome, Ste. 1450 (714) 955-0870 San Francisco, CA 94104 (415) 362-8400 Dun & Bradstreet Software Ashwin Gulati Idaho Computer Services, Inc. 1450 Fashion Isle Blvd., Ste. 500 Bryan Matsuoka / Gary Wright San Mateo, CA 94404-2068 P.O. Box 446 (415) 573-6800 x340 Twin Falls, ID 83303 (208) 734-2245 Eden Systems Inc. Glenn Mathes Integrated Business Solutions, Inc. 5015 Tieton Dr., Ste A Jim Underwood Yakima, WA 98908 5000 Executive Parkway, Ste. 520 (509) 966-6680 San Ramon, CA 94583 (510) 275-2500 EDS Local Government Group Karen Scarcella J D Edwards 4800 Six Forks Rd. Marily Rementeria / Arleen Revilla Raleigh, NC 27609 Denver Office (919) 783-8000 611 Anton Blvd., Ste. 300 Costa Mesa, CA 92626 (303) 843-6644 KPMG Peat Marwick Ross Systems Bob Irwin Anna Buffington 400 Capital Mall, Ste. 800 3100 Johnson Ferry Rd., Ste. 750 Sacramento, CA 95814 Atlanta, GA 30342 (916) 554-1168 (404) 257-9198 Lawson Associates SCT Utility Systems 8 Perimeter Center East Mary C. Ball Atlanta, GA 30346 2700 Middleburg Dr. (770) 399-9910 Columbia, SC 29204 (803) 935-8000 Lawson Associates Paula McElroy SFG Technologies, Inc. Irvine Office Dave Cavan (714) 975-0155 8525 Baxter Place #203A Burnaby BC, Canada V5A4V7 Michell Humphrey & Co. (800) 665-4116 Mark Waldschmidt 11720 Borman Dr. Silverline Industries St. Louis, MO 63146 Karin Anderberg / Ray Dearing (800) 237-0028 1333 Lawrence Expressway, Ste. 438 Santa Clara, CA 95051 New World Systems (408) 248-8373 3270 W. Big Beaver, Ste. 300 Troy, MI 48084 UNISYS (810) 649-7100 Brett McIntosh 1000 Corporate Dr. Oracle Government Farmington, NY 14425 3 Bethesda Metro Center (800) 338-3501 x2834 Bethesda, MD 20814 (800) 542-1170 Pentamation Phil Rickenbach / Terry Wayland 225 Market Place Bethlehem, PA 18018 (610) 691-3616 PeopleSoft Chris McClain / Bill Draper 1331 N. California Blvd. Walnut Creek, CA 94596 (916) 631-1545 C'•7- 9