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HomeMy WebLinkAbout06/06/2000, C11 - ASSESSMENT OF NEEDS AND THE DEVELOPMENT OF TECHNICAL SPECIFICATIONS FOR A CITY-WIDE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM councils 0- 00 j aGEnaa nEpont 'CH • C I T Y OF SAN LU I S O B IS PO. FROM: Lee Price, City Clerk SUBJECT: ASSESSMENT OF NEEDS AND THE DEVELOPMENT OF TECHNICAL SPECIFICATIONS FOR A CITY-WIDE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM CAO RECOMMENDATION 1)Approve a Consultant Services Agreement with @doc in the amount of$17,500 for the purpose of assisting staff with assessing needs and developing technical specifications for a City- wide electronic document management system; and 2) Authorize the Mayor to sign the agreement. DISCUSSION The City's Capital Improvement Plan includes a program to select, acquire and implement an automated records management system. The program objective is also identified in the current Financial Plan and is a significant goal of the City Clerk. In addition, the City's Technology Master Plan includes a records management initiative with recommendations in support of the goal. Recently the Management Information Systems (MIS) Steering Committee approved the City Clerk's recommendation to form an in-house project team and hire a consultant to assist with a needs analysis and the development of an RFP for an electronic document management system. Three firms were requested to present a proposal in response to the project team's preliminary scope of work. The firm of @doc has been selected because of their knowledge and expertise in document technologies and business information systems. Their practice is dedicated to developing solutions to information management problems and they do not sell software, hardware or integration services. FISCAL IMPACT The CIP budget for an automated records management system contemplated$20,000 for a needs analysis. The cost of the consulting services contract with @doc will not exceed$17,500. ALTERNATIVES There are no reasonable alternatives to this recommendation. The project team will complete most of the study in-house, however, it is imperative that a qualified, independent professional review the data and make intelligent recommendations.for the City before further expenditures are made. Staff believes that this approach is the most cost-effective way to determine the City's • needs before committing to a major capital investment. ATTACHMENTS C11-1 1. Agreement with @doc ATTACHMENT 1 AGREEMENT EMENT is made and entered into in the Ci of San Luis Obispo on this day THIS ACrRE City of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation,hereinafter referred.to as City,and Woe,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, the City wants to conduct an organizational needs analysis and develop technical specifications for an request for proposals(RFP)in order to acquire an electronic document management system. WHEREAS, Contractor is qualified to perform this type of service and has submitted a proposal to do so which has been accepted by City. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above,until acceptance or completion of said services. 2. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Contractor shall receive therefor compensation in a total sum not to exceed$I7,500. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to provide services as set forth in Exhibit A attached hereto and incorporated into this Agreement. Contractor further agrees to the contract performance terms as set forth in Exhibit B attached hereto and incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City. 6. COMPLETE AGREEMENT: This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. C11-2 ATTA' -''HENT 1 Agreement Page 2 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Lee Price,City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 Contractor Brian Tuemmler @doc 573 East Angela Street Pleasanton,CA 94566 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO,A Municipal Corporation City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR By: i orn C11-3 ATTACHMENT 1 - P9 3 Consulting & Training in Document Technology March 7,2000 EXHIBIT A—Page 1 Lee Price, CMC City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Dear Lee, We believe that if we work with your staff, using templates and questionnaires, and with our previous work with the City of Carlsbad,we can provide you valuable consulting services within your timeframes.Given the scope of work, it probably makes sense that we provide you a number of days of work at$1,200 a day, and we work together to make it most effective for you. I anticipate providing a number of tasks that will likely work out to be about 100 hours. It could be more or less, depending upon the level of involvement in the needs analysis by members of your staff. There is a California State master services agreement(MSA)that allows state, counties, cities to acquire document management systems from 19 pre-qualified suppliers. If you determine to do this, it is still advisable to prepare detailed system requirements and incorporate them into the contract. We would provide the following services: 1. Review the City's existing hardware and software to determine existing capabilities. 2. Prepare questionnaires for your staff to collect data from each department, including estimates of future work and inventory of existing files for conversion. 3. Provide an outline for your staff to summarize the data. 4. Conduct a half day training session to teach selected City staff to use the data collection tools. 5. Recommendations for phasing in the technology. 6. Recommendations for backfile conversion. 7. Prepare functional and technical specifications for either an RFP or for qualifying vendors on the MSA. Specifications for number of scanning stations and integrating DM with other systems will be included. In addition to consulting fees,we estimate travel,food and lodging expenses for this project not to exceed $2500. This amount will be billed at cost. The City will prepare the introductory sections/descriptions and contact terms.We also have some additional terms dealing specifically with document management vendor issues that we suggest our clients include in their terms and conditions. I have provided a tentative schedule and it is attached. Please let me know if this is acceptable. Thank you for your interest in our services. Brian Tuemmler QJ 573 East Angela street, Pleasanton, CA 94566 • (925) 485-9320 f-(925) Q19W ATTACHMENT 1 -P9 EXHIBIT A—Page 2 The following timeframes are estimates and we may take less time.Tasks that are responsibility of SLO staff can take as long or little as your resources permit. Task Completion/Duration Responsibility Develop Tools 2 June @doc Train Staff 5-7th June @doc, SLO Staff Staff Interviews 4 weeks SLO Staff Analysis&Clarification 2 weeks @doc Recommendation Presentation 14 July @doc, SLO Staff RFP 17 July @doc • • C11-5 04ACHMENT Consulting & Training In Document Technology March 7, 2000 EXHIBIT A—Page 3 Lee Price, CMC City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 ACCEPTANCE AND AUTHORIZATION Thank you for considering @doc for your records management project. If this proposal meets with your approval please sign this letter of acceptance and authorization. $nRlIZEDY: Dated: Lee Price,CMC City Clerk 573 East Angela Street, Pleasanton, CA 94566 0 (925) 485-9320 f-(925) 019IZ6 Exhibit B ATTACHMENT CONTRACT PERFORMANCE TERMS 1. Business Tax. Contractor must have a valid City of San Luis Obispo business tax certificate ' prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling(805) 781-7134. 2. Ability to Perform. Contractor warrants that it possesses,or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to cant' out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws,ordinances, and regulations. 3. Laws to be Observed. Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,regulations and adopted codes during its performance of the work. 4. Payment of Taxes. The contract prices shall include full compensation for all taxes which Contractor is required to pay. 5. Permits and Licenses. Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 6. Safety Provisions. Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 7. Public and Employee Safety. Whenever Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings,barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and.employees. 8. Preservation of City Property. Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged as a result of Contractor's operations, it shall be replaced or restored at Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 9. Immigration Act of 1986. Contractor wan-ants on behalf of itself and all sub-contractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 10. Contractor Non-Discrimination. In the performance of this work, Contractor agrees that it will not engage in, nor permit such sub-contractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation,or religion of such persons. 11. Work Delays. Should Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option,be extended for such periods as may be agreed upon by the City and the Contractor. C11-7 ATTACHMENT 1 - p5 7 Exhibit B:Contract Performance Terms , Page B-2 12. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the services provided by Contractor(Net 30). 13. Inspection. Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 14. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 15. Interests of Contractor. Contractor covenants that it presently has no interest, and shall not acquire any interest direct or indirect or otherwise,which would conflict in any manner or degree with the performance of the work hereunder. Contractor further covenants that, in the performance of this work,no sub-contractor or person having such an interest shall be employed. Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 16. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all . claims asserted or liability established for damages or injuries to any person or property, including injury to Contractor's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same,provided, however, that Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 17. Year 2000 Compliance. The Contractor wan-ants that the goods or services provided to the City, including those provided through subcontractors, are "Year 2000 compliant , For the purpose of this contract, "Year 2000 compliant" means that goods or services provided to the City will continue to fully function, fault-free, before, at and after the Year 2000, without interruption or human intervention; and if applicable, any data outside of the date range 1990- 1999, including leap years, will be correctly processed in any level of computer hardware or software,including,but not limited to,microcode,firmware, application programs, files and data bases. This warranty supersedes all warranty disclaimers or limitations, and all limitations on liability,otherwise provided by the Contractor. Upon request by the City, the Contractor will provide the City with a description of its Year 2000 compliance strategy,or statement of why this is not relevant to contract performance. 18. Contract Assignment. Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. C11-8 ATTACHMENT 1 -� Exhibit B:Contract Performance Terms Page BJ 19, Termination. If, during the term of the contract, the City.determines that Contractor is not faithfully abiding by any term or condition contained herein, the City may notify Contractor in writing of such defect.or failure to perform; which notice must give Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to Contractor to said effect. Thereafter, neither party shall have any further duties,obligations,responsibilities,or rights under the contract. In said event, Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by Contractor shall be based solely on the City's assessment of the value of the work- in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall Contractor be entitled to receive in excess of the compensation quoted in its proposal. 20. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 21. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by Contractor as part of the work or services under these specifications shall be the property of City, and shall not be made available to any individual or organization by Contractor without the prior written approval of the City . 22. Copies of Reports and Information. If the City requests additional copies of reports,drawings, specifications, or any other material in addition to what Contractor is required to furnish in limited quantities as part of the work or services under these specifications, Contractor shall provide such additional copies as are requested, and City shall compensate Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 23. Required Deliverable Products. Contractor will provide: a. Any documents or materials provided by Contractor will be reviewed by City staff and, where necessary, Contractor will respond to staff comments and make such changes as deemed appropriate. b. One camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size,ready for reproduction. C. When computers have been used to produce materials submitted to the City as a part of the workscope, Contractor must provide the corresponding computer files to the City, compatible with the following programs whenever possible: C11-9 ATTACHMENT i - P Exhibit B:Contract Performance Terms Page B-4 . Word Processing Word • Spreadsheets Excel • Desktop Publishing Coreldraw,Pagemaker • Computer Aided Drafting(CAD) AutoCad Computer files must be on 32", high-density, write-protected diskettes, formatted for use on IBM-compatible systems. Each diskette must be clearly labeled and have a printed copy of the directory. 24. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is attendance by the Contractor at up to pre-agreed upon number of"working" meetings with staff as necessary in performing workscope tasks. 25. Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives,employees,or sub-contractors. a. Minimum scope of insurance. Coverage shall be at least as broad as: • Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). • Insurance Services Office form number CA 0001 (Ed. 1/87) covering . Automobile Liability,code I (any auto). • Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. • Errors and Omissions Liability insurance as appropriate to Contractor's profession. b. Minimum limits of insurance. Contractor shall maintain limits no less than: • General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project location or the general aggregate limit shall be twice the required occurrence limit. • Automobile Liability: $1,000,000 per accident for bodily injury and property damage. • Employer's Liability: $1,000,000 per accident for bodily injury or disease. • Errors and Omissions Liability: $1,000,000 per occurrence. C. Deductibles and self-insured retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City; its officers, officials, employees and volunteers; or Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. C11-10 ATTACHMENT 1 •pb Exhibit B:Contract Performance Terms Page BS d. Other insurance provisions. The general liability and automobile liability policies are to contain,or be endorsed to contain,the following provisions: • The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of Contractor; products and completed operations of Contractor; premises owned, occupied or used by Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. • For any claims related to this project, Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of Contractor's insurance and shall not contribute with it. • Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers. • Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. • Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail,return receipt requested,has been given to the City. e. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANIL f. Verification of coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. C11-11