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Home My WebLink About05/03/1994, C-4 - REQUEST FOR PROPOSALS TO PREPARE AN INFORMATION SYSTEMS MASTER PLAN MEEn u PA1�U city of San �"IS OBISpo 6747 -4 COUNCIL AGENDA EPORT MENINUM FROM: William C. Statler, Director of FinanceC L Prepared by: Lori Atwater, Information Systems Coordinator SUBJECT: REQUEST FOR PROPOSALS TO PREPARE AN INFORMATION SYSTEMS MASTER PLAN CAO RECOMMENDATION Approve request for proposals to prepare an information systems master plan at an estimated cost of $95,000; and authorize the City Administrative Officer to award the contract to the successful bidder if the cost is within the project budget. DISCUSSION Using an independent advisor to develop a long range plan for the City's information and communication systems was approved by the Council as part of 1993-94 Mid Year Review process; and developing an information systems disaster preparedness and recovery plan was approved by the Council as part of the 1993-95 Financial Plan. Rather than completing these as separate projects, it is recommended that the workscope be combined. A copy of the supporting documentation presented to Council as part of the budget process for this combined project is provided in Attachments A and B. The information systems master plan will document the computing and communication technology requirements and priorities for the City through the year 2000. This strategic plan will serve as a resource allocation tool for future departmental and citywide information and communication systems requests for that period. The disaster prevention and recovery plan will identify the types of disasters most likely to effect the City's MIS resources and propose improvements for prevention and strategies for recovery. Key information systems master plan project objectives include: ■ Defining the City's requirements in a broad range of information technology areas, including but not limited to: general office automation, geographic information systems, networking, connecting to information systems outside of the City, providing community access to the City's information systems, financial management systems, public safety applications, and telecommunication .systems ■ Analyzing the wide range of available alternatives for information and communication systems and identifying the best available approaches for the City ■ Evaluating the organization, training and support needed to successfully implement and maintain the existing and new systems ■ Identifying the costs and benefits of the planned approach ■ Developing a phased implementation schedule to effectively meet the City's long-term objectives based on agreed upon priorities ■ Preparing a comprehensive information systems master plan which will guide the City in implementing a comprehensive data, telecommunications, and networking strategy through the . e.of- Nn, city of san lis osispo Wmaze COUNCIL AGENDA REPORT balance of the 1990s ■ Receiving Council approval of the plan by December of 1994 so that it can be used in programming its implementation in the 1995-97 and 1997-99 Financial Plans Key information systems disaster prevention and recovery plan project objectives include: ■ Completing data backup plan and restoring procedures for personal computers, minicomputer and networks ■ Determining computing and data communications equipment insurance coverage requirements ■ Defining "disasters" with related preventative solutions and procedures ■ Inventorying computing processes and ranking of critical processes ■ Determining the need for cold site or hot site storage ■ Developing and implementing virus protection and recovery plans ■ Documenting procedures and assigned responsibilities ■ Annually reviewing and updating the plan with scheduled drills ■ Identifying costs, benefits, and timing of the proposed solutions CONCURRENCES The MIS Steering Committee concurs with preparing an information systems master plan; and the Council has previously approved funding for this project. FISCAL EAPACT The estimated cost of this project is $95,000. Funding for this combined project was approved by Council for fiscal year 1993-94 as part of the 1993-95 Financial Plan($10,000) and 1993-94 Mid Year Review process ($85,000). This request for proposals is being processed in accordance with Section 207-D (Contracting for Professional Services) of the Financial Management Manual. ATTACHMENTS A. Supporting documentation for an information systems master plan B. Supporting documentation for a disaster prevention and recovery plan C. Bidder's List ON FILE IN THE COUNCIL OFFICE ■ Request for proposals to prepare an information and communication systems master plan and a disaster prevention and recovery plan L4,y- 1993-94 Mid Year Regw. Attachment, CAPITAL IMPROVEMEN. LAN PROGRAM: Information Systems Management REQUEST TITLE: Information Systems Master Plan Project Description Develop a long range plan to serve as a guide for implementing a cohesive information systems and communications strategy. Project Objectives Provide the City with integrated,efficient,and cost-effective computing systems,local and wide area networks,and telecommunications Develop management information systems (MIS) goals which integrate the City's information systems with organization goals and emerging technologies Existing Situation The City has made extensive use of information systems technology with a significant investment in hardware,application and system software,and system development,implementation,and support. Current efforts to improve productivity will result in increased demands on technology as a key strategy in achieving this goal. Additionally, recent developments within the community and at the natio_pal level will increase tha demand for electronic communication with organizations _•. external to the City. As the City's telecommunications and information systems needs change in response to these demands and new technologies emerge, a city-wide comprehensive plan defining long-range goals and prioritizing the selection and implementation of any new systems is required. Goal and Policy Llnks Information Systems Policy adopted by Council in July of 199L• planning and prioritizing of MIS applications should be accomplished before any new acquisitions or improvements are initiated. Project Work Completed In 1990,the City began a planning effort to chart the City's future systems and networking direction. City staff compiled an assessment of present systems and used the expertise of a consultant from the Warner Group to prepare a high-level needs analysis. Based on roundtable discussion with the consultant and key staff involved in managing the City's information systems, a consensus was reached that the next step should be the development of a Citywide information systems master plan. The planning project should emphasize development of a process that is flexible, action-oriented, and involves representatives from every department. An information systems strategic plan would enable the City to identify and prioritize inter-departmental and intra-departmental needs. This project was budgeted for completion in the 1991-93 Financial Plan but was deferred due to City financial constraints The City has since implemented several information systems projects,several more are in development stages,and there is an increasing number of information systems projects being planned in the community that may affect the City. Schedule and Project Costs Pnor Project Budget(s) 1993-94 1994-95 1995-96 1996-97 Total Phasing Study 85.000 85.000 Total $ 0 $ 85,000 $ 85,000 Funding Source: General Fund �-3 It is expected that the plan will be -ompleted and approved by the Council by PP.cember of 1994 so it can serve as a 'meaningful programming tool in. wing the 1995-97 Financial Plan: • Prepare and issue RFP 4/94 • Evaluate proposals and select consultant 6/94 • Complete administrative draft 10/94 • Present plan to Council for approval 12/94 Public Art Policy Does not apply. Alternatives • Dary plat preparation. Without long-range planning,the City's ability to effectively manage our existing resources as well as take advantage of new and improved information and telecommunication systems in the future will be very limited. • De[erplat prepaation. Currently there are many projects suggested.by departments which should be included in a plan for the City. Further delay of this study will mean that systems will be installed in a piece-meal fashion potentially resulting in future integration problems;or improvements will not be implemented at all,resulting in lower productivity,or decreased senice levels. Additionally,there are a number of projects being proposed by community- based organizations (such as SLONET and a coalition of interested groups from Cal Poly,the City, the County and the Chamber of Commerce) affecting the City that can only be meaningfully considered and evaluated in a longer- term planning context. • Prepare plat in-house. This is the type of project that is best accomplished using private sector expertise. Limited in-house resources are currently committed to on-going computer and telecommunication systems maintenance. Contracted specialists provide the City with an independent, third-party viewpoint and the ability to focus resources on a one-time basis in accomplishing project tasks in a timely manner that is not possible with in-house resources. Project Effect on the Operating Budget During the development of the master plan,a significant amount of staff time is anticipated for project management and development(meetings, fact finding,interviews,review and analysis)by a wide range of participants. It is estimated that Information Systems staff, Management Team, MIS Steering Committee members, System Administrators, and departmental staff will commit about 400 hours to this planning effort. Depending on the outcome of the planning effort, there could be significant operating and capital costs associated with implementing the plan. Location Map/Schematic Design- None. 1SMASTER\94MPCIP.FPR 1993-95 Financial Plan., Request AttaChm@fl CAPITAL IMPROVEML T PLAN PROGRAM: Information Systems Management REQUEST TITLE: Disaster Prevention and Recovery Project Description Prepare disaster prevention and recovery plan for the City's automated management information systems (RDS) and implement any recommended improvements. This plan will identify the types of disasters most likely to affect the Qty's MIS resources,evaluate the costs and benefits of mitigating them,propose improvements as appropriate,and recommend strategies for recovery in those cases where prevention w-as not warranted or successful. Examples of prevention strategies include Halon fire suppression systems, power conditioning, and uninterruptible power sources (UPS). Examples•of disaster recovery strategies include off-site storage of back-up files, vendor agreements for back-up equipment and software, and reciprocal agreements with other agencies or companies for the use of their equipment. Existing Situation The City has made an extensive investment in MIS resources which has resulted in better service and improved producti%ity. Many of our day-to-day operations are highly dependent on MIS resources to accomplish their basic missions and tasks. If these resources are interrupted for a prolonged period of time due to natural or man-made disasters,there can be significant losses in services and dollars. Our systems for preventing losses due to disasters in the first place-and then recovering from them when they do occur-have not kept pace with our expanded use and reliance on automated MIS resources. Project Objectives Protect the City's office automation systems and financial records from natural and man-made disasters,and protide for efficient recovery. Goal and Policy Links • Information Systems Management goals of establishing long-range policies and standards for achie%ing full use of equipment and resources and providing responsive ongoing support (page D-110, 1991-93 Financial Plan). • Auditor's recommendation in their 1992 Management Letter that the City evaluate disaster recovery options, including an analysis of the costs of installing an automated Halon fire protection system in the Finance Computer Room versus expenses that would be incurred due to loss of equipment, accounting records, and business disruption. Project Work Completed None Schedule and Project Costs Prior rolect Budgets 1993-94 1994-95 1995-96 1996.97 Total Project Phasing Study - 10,000 - - - 10,000 Acquisition$ 50.000 50.000 Total - 60,000 - - - 60,000 Recommended Funding Source: Capital Outlay Fund ° without an analysis of spec liabilities and recommended mitigations, it is not possible to fully identify the scope and related costs of improvements. This represents a'reconnaissance level''estimate of what might be necessary, considering that we have seven key sites in the City with significant MIS operations. •evention and Recovery(continued) t Policy , ms are exempt from the Public Art Policy. Ives Defer the project Assuming no disasters during the next two years,lbere are no adverse consequences to this option. Derry flus project In the long run,we need to develop and implement a disaster prevention/recovery plan for our MIS operations. C=ge the scope of project Since the cost of improvements is difficult to estimate prior to preparing the recommended analysis,the scope could be changed to only preparing the analysis,with acquisition/construction budgets to follow in a later Financial Plan.- sf Pecfonn the=alp*in-house Although we have the staff capability to do this analysis in-house,it would come at the expense of our primary mission of supporting the day-today needs of our users. Additionally,there would i be significant benefit is receiving an independent, third party review of this issue. 1 J_ :j Project Effect on the Operating Budget Approximately 150 staff hours are anticipated for project management. -Although it is not possible at this time to accurately project the ongoing costs of implementing any improvements,no significant fiscal impacts are anticipated. 93-9491XDISASTER.U? J I ttachmen! BIDDERS LIST INFORMATION SYSTEMS MASTER PLAN DISASTER PREVENTION AND RECOVERY PLAN - SPECIFICATION NO. 94-19 Arthur Anderson Deloitte & Touche Attn: Jim Warren Attn: Don Amezcha 1 Market Plaza 60 S. Market Street San Francisco, CA 94105 San Jose, CA 95113-2303 (415) 546-8701 (408) 998-4000 Price Waterhouse Coopers & Lybrand Attn: J. Michael Patterson Attn: Lynn Edelson 150 Almaden Blvd #1200 350 S. Grand Ave San Jose, CA 95113 Los Angeles, CA 90071-3405 (408) 282-1200 (213) 356-6000 Ernst & Young KPMG Peat Marwick Attn: Norman Kyle Attn: Burt Clarke/Tom Snow 18400 Von Karman Ave 725 Figueroa Street Irvine, CA 92715 Los Angeles, CA 90017 (714) 252-2439 (213) 972-4000 The Warner Group Moss Bay Group Attn: Howard J. Goodman Attn: Dave Snow 5950 Canoga Avenue, Suite 600 5525 Lakeview Drive Woodland Hills, CA 91367 Kirkland, WA 98033 (818) 710-8855 (206) 827-3363/4002 FAX The Gartner Group Executive Consulting Group, Inc. Attn: Keith Edwards Attn: Kathy Kearney 56 Top Gallant Road 1111 Third Avenue, Suite 2700 P.O. Box 10212 Seattle, WA 98101-3201 Stamford, CT 06904-2212 (206) 689-2200 WISE Consulting Services Booz•Allen & Hamilton Attn: J. Edward Reed Attn: Michael Katz 3116 Fox Creek Drive 101 Park Avenue Danville, CA 94506 New York, NY 10178 (510) 736-8534 Voice/FAX (212) 551-6100 IDC/Technology Investment Strategies EDS, Inc. Attn: Kristan Kleinhans Attn: Marie Colturi 2131 Landings Drive 13600 EDS Drive A5S-A50 Mountain View, CA 94043 Herdon, VA 22071 (415) 962-6462 (703) 742-2377 `'*-7 Wolfe & Associates, Inc. Newport Consulting Group Attn: Bruce Nivens Attn: Doug Potter 4282 22nd Street 1971 West 190th Street San Francisco, CA 94114 Torrance, CA 90504 (415) 550-7393 (310) 366-1305 Crawford, Multari & Starr Comdisco, Inc. Attn: Mike Multari Attn: Disaster Recovery Services 641 Higuera Street, Suite 202 6111 N. River Road San Luis Obispo, CA 93401 Rosemont, IL. 60018 (805) 541-3848 (800) 321-1111, ext 5256 IBM Consulting and Services Attn: Peggy Patton 600 Anton Blvd. Costa Mesa, Ca 92626 MEET IN AGENDA , DATE ITEM #�C �PACIFICIrA®BELL: A Pacific Telesis Company April 21, 1994 .✓ 77 _. . Office of Telecommunications and Information Administration Department of Commerce 14th Street and Constitution Ave. NW, Room H4889 - - Washington, D. C. 20230 r pR1 . Re: TIIAP Grant Application, City of San Luis Obispo I write on behalf of Pacific Bell to express our support of the City of San Luis Obispo's TIIAP demonstration and planning project grant applications. Our support for these projects will be in two components: 1) technical expertise, and 2) installation and use of specific services in public K-14 schools and libraries without charge for a twelve month period. We will provide consulting expertise in the realms of network planning and design at no charge for the purposes of these grants. Other appropriate consulting expertise will also be made available at no charge for the projects. Because the granted projects' purposes include the ubiquitous connection of public agencies, including educational institutions, Pacific Bell offers as many as four Integrated Services Digital Network (ISDN) lines to each public school and library in the project area free of charge for twelve months. We will also install one ISDN line in the school district office per school connected at no cost for an equivalent period. Where necessary we will also wire up to two classrooms per school so they may accept these lines, free of charge. This offer is contingent on a favorable ruling by the California Public Utility Commission, which we are confident will be forthcoming in June of this year. Of the four lines per site described above, one would be used for data communication, and up to three would be used for video connection as appropriate. The donation of free ISDN service for twelve months, as outlined April 21, page two above, produces a potential in-kind donation totaling $84,130. This figure is based on the California Public Utility Commission's tariff rates for these services, applied in the quantity noted above to the seventeen K-14 public schools, one public library, and the school district office in the project area. Sincerely, Brad Schram Regional Manager, Public Sector Mr`TIN �'L/AGENDA' D►,,� ITEM Cuesta College 'April 25, .1994 owl CDD DIR National' Telecommunications and 1�•- �zr. ❑ rt❑CH:�= f. ,Information Administration =�,;._;�•.:-_, : ,_,_-.:;�:.-•. ; Department of Commerce. _ . 14th Street & Constitution Ave. ; 14.W. 4 - -- -- - Room H-4889 _ - ' Washington_, D.C.: 20230. RE: TIIAP' GRANT APPLICATION Cuesta. C.ollege, is. an .eager, partner in the TIIAP consortium. grant. , application. that...has been.. develo.ped. We believe that .the' city and ,county of San' Luis Obispd, ..the. colleges. and scho' 61s..within that region, : and the. ;other publ,'ic.,:agencies•"that 'are 'involved` in . this "grant have the ,unique: ability to be -a model..'.for the •widespread use, of technology :that :enhances,_communication. . ' linkages. Cuesta. College has participated as a• co-sponsor of.. a recent conference. entitled; °The,:.Eiectronic.:Villag.e". ,:The college is . committed'td expandingithe-.:use 'of'aechnology within`;our.' . ;instructional programs.-and services . including the use . of. technology for transmitting.'information about classes and services to under-rep reserited .populations within=this;. region., Cuestas College is, currently . connected...to the .'Internet' for administrative and clerical ."support users ..(E.-Mail .access ,only) . . . The college. is willingto ..contribute.. between ,$3,0001. $5;000 .toward 'a cooperative project that. wouid' include._:expanding . .. `.Internet: access :to• other; educational users: on' this, campus'.',.:: .(The exact %amount- of the contribution cannot ..bek accurately ,assessed. at , ,; this time because the college "budget has-not-, been finalized _we' stiongly support this project . and hope that you 'will, see. the , value of _funding =our, efforts. i. Sincerely, ,. Susan•`J: Cotler, : Ed.D: APR .2 4 (oa, vice-President; -Educational . Services C11 SAN LUIS �. San Luis Obispo County Community College District . '�. .. ;Son Luis Obispo,Califomia 93403-8106.-(805)546-3100. MEF-"'G AGENDA DATL ITEM # CAL POLY .CALIFORNIA POLYTECHNIC STATE UNIVER5ITY SAN Luis ORisro, CA 93407 INFORMATION SYSTEMS (805) 756-2966 April 25, 1994 ,j DD DIF =. �J CAO FIN DIR 1E!�A Cpn ❑ FIRECH! Lori Atwater Information Systems Coordinator ' cLER.K 0:-,:'1 1.1CL,ca cF:rl' RE City of San Luis Obispo ` 990 Palm �,c =,. _ _ L7.,. San Luis Obispo, CA 93401 - Lj.._ Dear Lori: Cal Poly will be pleased to participate with the City of SLO and SLO County in developing an electronic village. Cal Poly will commit to providing technical expertise and support of the development of an infrastructure plan for the community. Cal Poly views the electronic village as necessary to further provide education and access to the university by citizens and students residing. in SLO. Please do not hesitate to call on the university for further assistance. Sincerely, Arthur S. Gloster II Vice President for Information Systems F.PR 2 9 1994 CITy COUNCIL c,!•.N LUIS CBIS?C. CA