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HomeMy WebLinkAboutCC RESO 15,225RESOLUTION NO. 15,22.5 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING EXECUTION UTION OF AGREEMENT BETWEEN THE CITY OF NATIONAL CITY AND LWFW GROUP REGARDING OFFICE AUTOMATION SERVICES -PHASE 1 - FOR THE ENGINEERING DEPARTMENT BE IT RESOLVED by the City Council of the City of National City that the City Manager is hereby authorized to execute and the City Clerk to attest, that certain Agreement between the City of National City and the LWFW Group regarding Office Automation Services -Phase 1 for the Engineering Department. PASSED and ADOPTED this 24th day of February, 1987. George H. aters, Mayor ATTEST: Ice Campbell, city Clerk APPROVED AS TO FORM: George H. Eiser, III -City Attorney AGREEMENT FOR CONSULTING SERVICES FOR DEVELOPING INFORMATION SYSTEMS PLAN AND PROJECT TRACKING SOFTWARE THIS AGREEMENT, made and entered into this La- day of it Qcs. 1981, by and between the City of National City, a municipal corporation of the State of California, hereinafter referred to as "City" and, LWFW, Inc. Group, hereinafter referred to as "Consultant." WITNESSETH WHEREAS, the City of National City is proceeding with the development of an information systems plan and project tracking software for the Office of the City Engineer, hereinafter referred to as "Project," and WHEREAS, Consultant proposes to provide consultation services to perform this analysis and develop the desired computer programs, NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS: A. Services to be Performed Consultant shall perform the consulting services which are delineated in Phase I of Consultant's Proposal dated January, 1987, '_Proposal to Develop Information Systems Plan and Project Tracking Software," which is attached hereto as Exhibit "A" and incorporated herein by this reference, and has as its purpose the following: 1. SCOPE. The consultant shall assist the Engineering Department to use automated tools to improve effectiveness and service. Particular emphasis will be placed on the use of desktop computers to plan, track, and process capital projects. 2. OBJECTIVES. A. To collect and prioritize Engineering Department information needs. B. To review office procedures/paperflow and identify opportu- nities for improvement. C. To develop a strategic information systems plan for the Office of the City Engineer. B. Commencement of Services Consultant shall perform no services under this Agreement prior to the execution of this Agreement. Work shall begin immediately upon the direction of the City Engineer of the City and shall proceed under the direct instructions of the City. C. Time of Performance All services to be performed by Consultant, including submittal of final written reports, pursuant to this Agreement, shall be completed within six weeks after the execution of this Agreement. City acknowledges that the six week completion date anticipates that authorization to proceed with each step will be given promptly. Consultant shall immediately notify the City Engineer of Consultant's inability to meet this time limit, and such may be considered by the City for extension of time period. D. Completed Product of Study The completed product shall be recommendations for procedural improvements and an informations systems strategy. E. Coordination with City The City Engineer shall represent City in all matters pertaining to services to be rendered under this Agreement in the capacity of Project Director and contact person for the study. F. Maximum Compensation The compensation for services performed under this Agreement, including reimbursement for expenses shall not exceed $9,500. G. Method of Payment The Consultant shall submit to City Engineer for review all invoices listing professional fees and expenses. City will pay invoices monthly as work progresses in accordance with City's normal payment process. H. Ownership of Materials and Documents Any and all books, manuals, films, field notes, computations, computer programs, support data and other materials and documents prepared by Consultant shall be the property of City from the moment of their preparation and Consultant shall deliver such materials and documents to City whenever requested to do so by City. However, Consultant shall have the right to make duplicate copies of such materials and documents for Consultant's own file or other purposes as may be authorized in writing by City. I. Consultant's Liability and Insurance The Consultant shall secure and maintain such Workers' Compensation insurance as required under the laws of the State of California. The Consultant shall have in effect and maintain at all times during the performance of this Agreement a standard General Liability insurance policy. The Consultant, its agents and employees shall be liable to City for any loss or damage to any documents while they are in possession of or while being worked upon by Consultant or anyone connected with it. All documents so lost or damaged shall be replaced or restored by Consultant at its own expense. The required insurance certificates shall be furnished by the Consultant prior to execution of this Agreement by City. J. Correction of Work Consultant shall correct any incomplete, inaccurate, or defective work at no further cost to City, when such inaccuracies are due to the negligence of Consultant, provided such work has not been accepted in writing by City. K. Independent Contractor The parties agree that Consultant is an independent contractor pursuant to this Agreement and shall not in any way be considered to be an employee of the City. L. Assignment This Agreement is not assignable by Consultant except upon approval by resolution of the Council of the City and any purported assignment not approved by such resolution is void. M. Termination This Agreement may be terminated by the City on thirty (30) days written notice to the Consultant. In that event, all finished or unfinished documents and other materials shall, at the option of City, become its property. If this Agreement is terminated by City as provided in this paragraph, Consultant will be paid for costs incurred and actual services rendered to City up to and inclusive of the specified date of termination. O. Entire Agreement This constitutes the entire agreement between the parties and there are no other or further written or oral understandings with respect thereto. P. Any and all notices required by this contract to be in writing shall be delivered, postage prepaid by the United States mail, to the contracting parties at the following addresses: City of National City 1243 National City Boulevard National City, California 92050-4397 LWFW, Inc. Group 12700 Park Central, Suite 1805 Dallas, Texas 75251 O. The parties hereto have caused this Agreement to be executed as of the day and year first written above. City of Nation City By Title CTTY MANAGER Date 5-13-87 Consultan By Title Date March 6, 1987 EXHIBIT A PROPOSAL TO DEVELOP INFORMATION SYSTEMS PLAN AND PROJECT TRACKING SOFTWARE PROPOSAL TO DEVELOP INFORMATION SYSTEMS PLAN AND PROJECT TRACKING SOFTWARE OFFICE OF THE CITY ENGINEER NATIONAL CITY, CALIFORNIA LWFW, Inc. Group 12700 Park Central, Suite 1805 Dallas, Texas 75251 Bill Lloyd, Principal 214/233-5561 JANUARY, 1987 TABLE OF CONTENTS PAGE L INTRODUCTION 1 IL QUALIFICATIONS OF THE FIRM AND STUDY TEAM 2 M. STUDY APPROACH 4 IV. PROJECT SCHEDULE AND COST 9 APPENDICES A. Summary of Recent Governmental Studies B. Management Improvements Cut Costs C. Modern Management Techniques D. Resumes of Study Team I. INTRODUCTION This is a proposal from LWFW, Inc. Group, management consultants, to the City of National City, California, to Develop an Information Systems Plan and Project Tracking Software for the Office of the City Engineer. The purpose of this project is to assist the Engineering Department to use automated tools to improve effectiveness and service. Particular emphasis will be placed on the use of desktop computers to plan, track, and process capital projects. The Office of the City Engineer is responsible for providing public service and implementing the capital improvement program for a city of over 50,000 in population. The permanent staff of ten is presently monitoring more than thirty capital improvement projects with a value substantially higher than previous years. The Department 'recognizes that use of automated information systems can increase the organization's efficiency, productivity, and level of service, and enable the organization to address these obligations without a significant increase in personnel. Specific objectives of this proposed project are the following: 1. To collect and prioritize Engineering Department information needs. 2. To review office procedures/paperflow and identify opportunities for improvement. 3. To develop computer programs for planning, tracking, and processing capital projects. The remainder of this proposal describes LWFW's qualifications to perform this study, our recommended study approach, and the project schedule and budget. -1- H. QUALIFICATIONS OF THE FIRM AND THE STUDY TEAM LWFW, Inc. Group is a thirty year old management consulting firm based in Dallas, Texas. With a staff of over forty, LWFW is the largest member of ACME (the Association of Management Consulting firms) based in the Southwest. LWFW's staff includes registered industrial engineers, licensed industrial psychologists, data processing professionals, and other professionals specializing in disciplines related to the field of management. LWFW provides services to organizations in both the private and public sector, and clients include major international companies such as the Southland Corporation and International Business Machines, as well as local governments ranging in size from over 1,000,000 in population to under 15,000. Over the past ten years, LWFW's work with municipalities has grown significantly. Although we have served almost every function in local government, the majority of our work has been associated with improving productivity in municipal activities, including public works, water and electric utilities, parks, and office/professional operations. A summary of representative assignments for local governments is included in the appendix for reference. In addition, we have attached articles discussing manual Work Management programs developed by LWFW for the City of Dallas Water Utility and the Fort Worth Water Department. Mr. Bill Lloyd will be the principal in charge of the proposed engagement. Mr. Lloyd is a trained engineer and management specialist and has worked extensively with municipal field operations for the past five years. Mr. Lloyd was heavily involved in the design of The Work Management System, and has been responsible for implementing the system in the public works, utilities, facilities, and park maintenance activities of approximately sixty organizations. His experience includes the development of capital project tracking software applications to meet similar needs in city government. Mr. Lloyd's resume is included in the appendix. Mr. Lloyd may be assisted by Mr. Robert Bascom, Mr. Steve Laky, Ms. Karen Phillips, Ms. Joan. Zak, or Ms. Caroline Buie, whose resumes are also included in the Appendix. Mr. Bascom holds bachelor's and master's degrees in Industrial Engineering and is a registered professional engineer. He has held industrial engineering positions with General Dynamics -2- Corporation and the Miller Brewing Company, and has held positions of responsibility performing maintenance management improvement engagements with local governments and utilities. Mr. Laky's experience includes implementation of programs for improving work planning and control, manpower utilization, productivity, and effectiveness in public sector field operations. Ms. Phillips specializes in records management, and has extensive experience developing procedures, forms, and records management systems with local governments. Ms. Zak is a data processing professional with ten years of systems development experience. Ms. Zak participated in the conceptual design for The Work Management System, and is currently responsible for support of that product. Ms. Buie combines significant technical experience using mainframe and personal computers with an educational background in business and professional experience supporting public works users of automated systems. -3- III. STUDY APPROACH To address the City's objectives for this project, LWFW recommends that the work be conducted in two phases, each of which will have several steps. The first phase will consist of a review of Departmental operations to recommend procedural improvements and an information systems strategy. The second phase will be the development of computer programs for planning, tracking, and processing capital projects. The following paragraphs describe each phase, its component steps, and the deliverable products. PHASE I - INFORMATION SYSTEMS PLAN During Phase I, LWFW will review the Engineering Department's current operations to determine information needs and opportunities for procedural improvements. Based on these findings, the consultant will recommend a strategy of computer hardware and software and suggest procedural changes to improve the organization's effectiveness and level of service. This phase will consist of three steps which are illustrated in Figure 1 and described below. FIGURE 1 STEP 1 REVIEW CURRENT OPERATIONS STEP 2 RECOMMEND INFORMATION STRATEGY STEP 3 RECOMMEND PROCEDURAL IMPROVEMENTS -4- Step 1- Review Current Operations The first step in the project will be to familiarize the study team with the Engineering Department's current activities, procedures, and management processes. Specific information to be gathered includes Department service levels, organizational responsibilities, paperfiows, productivity, interactions with other Departments, information needs, and management priorities. The consulting team will gather existing forms and may use questionnaires to solicit information needs. These tasks will be followed up with interviews with key individuals in the organization. Manual processes may be documented using flow charts and/or data flow diagrams. Step 2 - Recommend Information Strategy One use of the data gathered in Step 1 will be to recommend an information systems strategy for the Office of the City Engineer. This strategy will include recommended hardware, system software, and application software to meet the organization's information needs. Based on the relative priorities of the information needs which have been identified, implementation of this plan may include multiple phases. A written report describing the recommended information systems plan will be the deliverable product of this step. Step 3 - Recommend Procedural Improvements As a result of understanding and documenting the existing management processes, procedures, and paperflows, LWFW will recommend opportunities to improve efficiency, reduce paperwork, and/or improve service. These recommendations will also be designed to facilitate implementation of automated information systems where applicable. Opportunities for improvement in records management will also be identified. These recommendations will be presented in the form of a report which will also suggest the priorities and implementation steps associated with them. The deliverable products of this Phase will be fhe strategic information systems plan for the Office of the City Engineer, and LWFW's recommendations for procedural changes in the Department. A draft version of these recommendations will be presented for review by the City Engineer prior to their finalization. -5- PHASE II - DEVELOP CAPITAL PROJECTS COMPUTER SOFTWARE During Phase II, LWF W will develop application programs to assist the Office of the City Engineer in planning, tracking, and processing capital improvement projects. These programs will run on desktop computers such as the Leading Edge PC already installed in the Department. Some of the features of these programs will be as follows: o One-time input of a project - City projects - Private sector projects - Proposed projects - Current projects - Projects within the last three years o Multiple aspects of projects - General information (e.g., description, location, responsible manager) - Significant permits (e.g., date of initial submittal, time in plan check, date of return) - Design data (e.g., designer, in-house/others, cost) - Bid/purchase data (e.g., dates of advertisement, bid opening, award, notice to proceed, and final acceptance) - I.mplementation (e.g., payments, status) - Archiving -6- o Menu -driven entry, updating, and reporting o Flexible reporting structure o Conflict identification - Location conflicts - Scheduling conflicts - Personnel demands 'The following steps will be followed to provide the Office of the City Engineer with an opportunity to review the design of the programs prior to their development. Step 1- Program Design Using the information gathered during Phase I, LWFW will develop a conceptual design of the proposed computer programs. This design will include specification of inputs, outputs, processing, entry screens, reporting formats, and functions. This design will be expressed in data flow diagrams, data dictionaries, and structure charts. In selected areas, this design may also include minispecs (pseudo code) to describe the functions of the proposed programs. The consultant will present this conceptual design to the City Engineer for review and sign -off before proceeding with the next step. Step 2 - Programming and Documentation LWFW will develop computer programs to the design specification developed during the prior step. Structured coding techniques will be utilized to facilitate testing, maintenance, and future enhancements to these programs. At the same time, user documentation will be written describing the operations of the programs. As each module is completed, testing will be performed. Once all modules have been completed, system testing will take place. -7- Step 3 - Implementation During this step, the completed programs will be installed on the Department's computer(s) and employees will be trained in the programs' use. Existing project data will be loaded and final test results will be verified. At the end of Phase 11, the Office of the City Engineer will have fully operational, tested, documented project planning, tracking, and processing programs running on its computer. Employees will have been trained in the use of these programs, and initial data will have been loaded. LWFW will provide six months of technical maintenance support for these programs. -8- IV. PROJECT SCHEDULE AND COST LWFW estimates that the proposed Phase I, described in Section III of this proposal, can be completed in four to six weeks. It is recommended that the development of a strategic information systems plan be given particular priority, so its results may be used during the upcoming budgeting process. The estimated cost for Phase I is $9,500, including professional fees, travel, and expenses. Phase II of the proposed project will require approximately eight weeks. LWFW proposes to develop the computer programs and provide training as described in this proposal for a not -to -exceed cost of $10,000, including professional fees, travel, and out-of-pocket expenses. The billing rates for LWFW professional staff members range from $135 per hour for the principals of the firm to $50 per hour for staff consultants. Professional fees and expenses will be billed monthly as work progresses. If less time than anticipated is required for the project, our fees will be adjusted to reflect the lower cost. -9-