HomeMy WebLinkAboutINFO. SYS BUSINESS SOLUTIONS - 1998-10-190 s
(7) 10/19/98 - Council/Agency Agenda - Page 7
E-12. (City Council) Approve Professional Services Contract With Info.Sys Business Solutions
For Maintenance And Modifications For Existing Mainframe Applications (600.10) —
Approve the Professional Services Contract between Info.Sys. Business Solutions and the City
of Huntington Beach, as prepared by the City Attorney, for maintenance and modifications for
existing mainframe applications (Attachment No. 1) and authorize execution by the Mayor and
City Clerk. Submitted by the Building and Safety Director
[Approved 7-0]
E-13. (City Council) Approve Community Development Block Grant (CDBG) Subgrantee
Sample Agreement — Approve Waiver Of Usual Insurance Requirements (340.70) —
1. Approve and authorize the Mayor and City Clerk to execute ten individual subgrantee
agreements* based on the sample contract (as approved by the City Attorney) between the
City and each public service agency (Attachment No. 1) and 2. Waive the usual insurance
requirements from the subgrantee contracts. (In previous years, the prevailing insurance
requirements have not applied to the Subgrantee agencies). Submitted by the Economic
Development Director
*(Adult Day Services, Boys & Girls Clubs/Fountain Valley (Financial Aid/Teen Program),
Community Services Program (CSP), Episcopal Service Alliance, Hotline of Southern
California, Interval House Crisis Shelter, Huntington Beach Community Clinic, Orange
County Council on Aging, Fair Housing of Orange County (within the 20% Admin Cap),
Special Children's Connection Preschool)
[Approved 7-0]
E-14. (City Council) Approve Extension Of Memorandum Of Understanding Between
County Of Orange & City Of Huntington Beach — 800 MHz Project And Approve Lease
Agreement Between The City And The County Of Orange For Operation Of 800 MHz
Antenna At Civic Center (600.25) —1. Approve the extension of the term of the
Memorandum of Understanding between the City of Huntington Beach and the County of
Orange for the installation of an 800 MHz Project through December 18, 1998. 2. Approve
and authorize the Mayor and City Clerk to execute a lease agreement between the City of
Huntington Beach and the County of Orange for the operation and maintenance of the 800
MHz facility at Huntington Beach Civic Center — Lease Between the City of Huntington
Beach and the County of Orange for Equipment Room Space in Connection with the
Countywide 800 MHz Communication System." Submitted by the Fire Chief
[Approved 7-0]
E-15. (City Council) Approve Appointments To The Allied Arts Board — Casev. DeWitt. En
(110.20) — Approve the appointments of Diana Casey, John DeWitt and Eveline Eng to the
Allied Arts Board. Their terms will expire on 6/30/02. Submitted by the Community Services
Director
[Approved 7-0]
ITY OF HUNTINGTON BEAC & C'mn mere - .e o'S�6 r�lo✓
MEETING DATE: October 19 1998
Council/Agency Meeting Held:
DEPARTMENT ID NUMBER: CD98-46
/W 600./0
7rred/Continued to:
Approved ❑ Conditionally Approved ❑ Denied
,6t9p!J y /ty—clerk'—s Signature
Council Meeting Date: October 19 1998 Department ID Number: CD98-46
CITY OF HUNTING.TON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: RAY SILVER, City Administrator C7i&,'
PREPARED BY: Ross Cranmer, Building & Safety Director
SUBJECT: APPROVE PROFESSIONAL SERVICES CONTRACT WITH
INFO.SYS BUSINESS SOLUTIONS
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue:
The Building & Safety Department is requesting the City of Huntington Beach to enter into a
professional services contract with Info.Sys Business Solutions for maintenance and
modifications of the existing mainframe applications, assist in the selection of a City wide
permit system, and further develop automation services for the Building & Safety
Department.
Funding Source:
Included in the Building & Safety Department 1998/99 General Fund Budget in the Contract
Services Operating Account.
Recommended Action:
Motions to:
"Approve the Professional Services Contract between Info.Sys Business Solutions and the
City of Huntington Beach, as prepared by the City Attorney, for maintenance and
modifications for existing mainframe applications (Attachment No. l y,
�X
CD98-46 -2- 10/07/98 3:47 PM
RQUEST FOR COUNCIL ACTION
MEETING DATE: October 19 1998
DEPARTMENT ID NUMBER: CD98-46
Alternative Action(s): The City Council may take the following alternative action(s):
1. Deny the Professional Services Contract with Info.Sys Business Solutions to provide
maintenance and modifications for the existing mainframe or,
2. Direct staff accordingly.
Analysis:
The ability of the Building & Safety. Department to effectively provide day to day functions
(processing permit applications, managing inspection services, and reporting financial data)
has been hampered by the inability to make modifications or upgrades to the existing
mainframe system. In addition, the department needs to migrate off the mainframe and
implement a "packaged software" system for the permit process. This and other new
systems, like field computers, will need to be developed, installed and maintained to keep up
with our goals to improve Development Services. The Infosystems Division for over the last
year has been unable to provide this service due to the dramatic increase in automation
needs.
The needed contract services requires an individual who has a background with a Unisys
V460 Mainframe System and the current PC environment. The candidate must be able to
design and code software using Cobol language and DMSII database and current
technologies. These are unique skills which are difficult to find.
In an effort to attract the needed expertise, staff sent out (4) request for proposal to: Info.Sys
Business Solutions, J. Jireh & Associates, Steve Miller & Assoicates, and Centric Resources
Inc. Theses RFP's were mailed and faxed to each vendor. Only Info.Sys Business Solutions
responded to the RFP.
Info.Sys Business Solutions is a reputable firm that was started by Steve Wignall, a former
City of Huntington Beach employee in the Infosystems Division. Mr. Wignall has an excellent
working knowledge of our mainframe system, its applications and "package software"
systems. He meets all the requirements set forth in the RFP.
Environmental Status:
The approval of a Professional Service Contract is not subject to the California
Environmental Quality Act (CEQA).
C1398-46.130C -3- 10/5/98 11:59 AM
*QUEST FOR COUNCIL ACTIQN
MEETING DATE: October 19 1998
Attachment(s): List attachment(s) below.
List attachments) below.
2.
3.
4.
RCA Author: Debra Gilbert
DEPARTMENT ID NUMBER: CD98-46
Professional Services Contract Between The City of Huntington Beach
and Info.Sys Business Solutions
Proposal by Info.Sys Business Solutions, submitted 9110198
Insurance Certificate
Reauest for Proposal
CD98-46.DOC -4- 10/5/98 11:08 AM
0' 0
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
INFO.SYS BUSINESS SOLUTIONS FOR
MAINTENANCE AND MODIFICATIONS FOR EXISTING
MAINFRAME APPLICATIONS
Table of Contents
1 Work Statement........................................................................................................1
2 City Staff Assistance.................................................................................................2
3 Time of Performance................................................................................................2
4
5
6
7
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
Compensation...........................................................................................................2
Priorities........................................................................................2
ExtraWork................................................................................................................3
Methodof Payment...................................................................................................3
Disposition of Plans, Estimates and Other Documents............................................4
HoldHarmless..........................................................................................................5
Workers' Compensation............................................................................................5
General Liability Insurance.......................................................................................6
Professional Liability Insurance...............................................................................6
Certificates of Insurance..........................................................................................7
Independent Contractor............................................................................................8
Termination of Agreement.......................................................................................8
Assignment and Subcontracting..............................................................................8
Copyrights/Patents...................................................................................................9
City Employees and Officials..........................................................................:.......9
Notices.....................................................................................................................9
Immigration..............................................................................................................9
Legal Services Subcontracting Prohibited...............................................................10
AttorneyFees...........................................................................................................10
Entirety.....................................................................................................................10
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
INFO.SYS BUSINESS SOLUTIONS FOR
MAINTENANCE AND MODIFICATIONS FOR EXISTING
MAINFRAME APPLICATIONS
THIS AGREEMENT, made and entered into this day of LJL.�OO P�!'oi
1998, by and between the City of Huntington Beach, a municipal corporation of the State of
California, hereinafter referred to as "CITY," and Info.Sys Business Solutions, a sole
proprietorship, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant for maintenance and
modifications for existing mainframe applications in the City of Huntington Beach; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
HBMC Chapter 3.03 relating to procurement of professional service contracts has been complied
with; and
CONSULTANT has been selected to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
WORK STATEMENT
CONSULTANT shall provide all services as described in the Request for
Proposal, and CONSULTANT's proposal dated September 10, 1998, (hereinafter collectively
referred to as Exhibit "A"), which is attached hereto and incorporated into this Agreement by
this reference. Said services shall sometimes hereinafter be referred to as "PROJECT."
CONSULTANT hereby designates Steve Wignall who shall represent it and be its sole
contact and agent in all consultations with CITY during the performance of this Agreement.
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
3. TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of the CONSULTANT
are to commence as soon as practicable after the execution of this Agreement. This Agreement
shall terminate on September 30, 1999, unless modified by future agreement between the parties
or unless previously terminated pursuant to Section 15 hereof.
CONSULTANT will be available to work on the PROJECT for an average of
twenty (20) hours per week, of which ten (10) hours per week will be on site.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the hourly rate of $75.00, a fee not to
exceed One Hundred Thousand Dollars ($100,000.00).
5. PRIORITIES
In the event there are any conflicts or inconsistency between this Agreement, the
CITY's RFP, or the CONSULTANT's proposal, the following order of precedence shall govern:
1) Agreement, 2) the CONSULTANT's proposal, and 3) the CITY's RFP.
6. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A," or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
work after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval of CITY is obtained.
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
7. METHOD OF PAYMENT
A. CONSULTANT shall be entitled to progress payments toward the fixed
fee set forth herein in accordance with the progress and payment schedules set forth in
Exhibit "A."
B. Delivery of work product: A copy of every technical memo and report
prepared by CONSULTANT shall be submitted to the CITY to demonstrate progress toward
completion of tasks. In the event CITY rejects or has comments on any such product, CITY
shall identify specific requirements for satisfactory completion. Any such product which has not
been formally accepted or rejected by CITY shall be deemed accepted.
C. The CONSULTANT shall submit to the CITY an invoice for each
progress payment due. Such invoice shall:
1) Reference this Agreement;
2) Describe the services performed;
3) Show the total amount of the payment due;
4) Include a certification by a principal member of the
CONSULTANT's firm that the work has been performed in accordance with the
provisions of this Agreement; and
completed.
5) For all payments include an estimate of the percentage of work
Upon submission of any such invoice, if CITY is satisfied that
CONSULTANT is making satisfactory progress toward completion of tasks in accordance with
this Agreement, CITY shall promptly approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be
3
4/sA-98Agree:Infosyst
RLS 98-608
9/22/98
•
•
unreasonably withheld. If the CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non -approval, within seven (7) calendar days of
receipt of the invoice, and the schedule of performance set forth in Exhibit "A" shall be
suspended until the parties agree that past performance by CONSULTANT is in, or has been
brought into compliance, or until this Agreement is terminated as provided herein.
D. Any billings for extra work or additional services authorized by CITY
shall be invoiced separately to the CITY. Such invoice shall contain all of the information
required above, and in addition shall list the hours expended and hourly rate charged for such
time. Such invoices shall be approved by CITY if the work performed is in accordance with the
extra work or additional services requested, and if CITY is satisfied that the statement of hours
worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any
dispute between the parties concerning payment of such an invoice shall be treated as separate
and apart from the ongoing performance of the remainder of this Agreement.
DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that all materials prepared hereunder, including all
original drawings, designs, reports, both field and office notices, calculations, maps and other
documents, shall be turned over to CITY upon termination of this Agreement or upon PROJECT
completion, whichever shall occur first. In the event this Agreement is terminated, said materials
may be used by CITY in the completion of PROJECT or as it otherwise sees fit. Title to said
materials shall pass to the CITY upon payment of fees determined to be earned by
CONSULTANT to the point of termination or completion of the PROJECT, whichever is
applicable. CONSULTANT shall be entitled to retain copies of all data prepared hereunder.
4
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
9. HOLD HARMLESS
CONSULTANT shall protect, defend, indemnify and hold harmless CITY, its
officers, officials, employees and agents from and against any and all liability, loss, damage,
expenses, costs (including reimbursement of attorneys' costs and fees of litigation of every
nature) arising out of or in connection with CONSULTANT's performance of its services under
this Agreement, or its failure to comply with any of its obligations contained in this Agreement,
except such loss or damage which was caused by the sole negligence or willful misconduct of the
CITY.
10. WORKERS' COMPENSATION INSURANCE
CONSULTANT certifies that it is a sole proprietorship with no employees.
CONSULTANT will submit a certificate to CITY in evidence of its non -employer status prior to
commencement of work hereunder.
11. GENERAL LIABILITY INSURANCE
In addition to CONSULTANT's covenant to indemnify CITY, CONSULTANT
shall obtain and furnish to CITY, a policy of general public liability insurance, including motor
vehicle coverage covering the PROJECT. Said policy shall indemnify CONSULTANT, its
officers, agents and employees, while acting within the scope of their duties, against any and all
claims of arising out of or in connection with the PROJECT, and shall provide coverage in not
less than the following amount: combined single limit bodily injury and property damage,
including products/completed operations liability and blanket contractual liability, of $1,000,000
per occurrence. If coverage is provided under a form which includes a designated general
aggregate limit, the aggregate limit must be no less than $1,000,000. Said policy shall name
CITY, its officers, and employees as Additional Insureds, and shall specifically provide that any
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
•
other insurance coverage which may be applicable to the PROJECT shall be deemed excess
coverage and that CONSULTANT's insurance shall be primary.
12. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall fumish.a professional liability insurance policy covering
the work performed by it hereunder. Said policy shall provide coverage for CONSULTANT's
professional liability in an amount not less than $1,000,000.per occurrence and in the aggregate.
A claims made policy shall be acceptable if the policy further provides that:
The policy retroactive date coincides with or precedes the professional services
contractor's start of work (including subsequent policies purchased as renewals or
replacements).
2. CONSULTANT will make every effort to maintain similar insurance during the
required extended period.of coverage following project completion, including the
requirement of adding all additional insureds.
3. If insurance is terminated for any reason, CONSULTANT agrees to purchase an
extended reporting provision of at least two (2) years to report claims arising from
work performed in connection with this Agreement.
4. The reporting of circumstances or incidents that might give rise to future claims.
13. CERTIFICATES OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY certificates of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverages as required by this Agreement; said certificates shall:
a. provide the name and policy number of each carrier and policy;
b. shall state that the policy is currently in force; and
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
C. shall promise that such policies shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty days prior
written notice; however, ten days prior written notice in the event of cancellation
for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverages in force until
the work under this Agreement is fully completed and accepted by City.
The requirement for carrying the foregoing insurance coverages shall not derogate
from the provisions for indemnification of City by CONSULTANT under the Agreement. City
or its representative shall at all times have the right to demand the original or a copy of all said
policies of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums
on all insurance hereinabove required.
14. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor. CONSULTANT shall secure at its expense, and be
responsible for any and all payment of all taxes, social security, state disability insurance
compensation, unemployment compensation and other payroll deductions for CONSULTANT
and its officers, agents and employees and all business licenses, if any, in connection with the
services to be performed hereunder.
15. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate this Agreement with or without cause, and whether or not the
PROJECT is fully complete, after providing CONSULTANT with thirty (30) days prior written
notice of such termination. CONSULTANT may terminate this Agreement with or without
7
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
0
•
cause, and whether or not the PROJECT is fully complete, after providing CITY with thirty (30)
days prior written notice of such termination. Any termination of this Agreement by either party
shall be made in writing, notice of which shall be delivered to the other party as provided herein.
16. ASSIGNMENT AND SUBCONTRACTING
This Agreement is a personal service contract and the supervisory work hereunder
shall not be delegated by CONSULTANT to any other person or entity without the consent of
CITY.
17. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
18. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee
in the work performed pursuant to this Agreement. No officer or employee of CITY shall have
any financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
19. NOTICES
Any notice or special instructions required to be given in writing under this
Agreement shall be given either by personal delivery to CONSULTANT's agent (as designated
in Section 1 hereinabove) or to CITY's Director of Building and Safety as the situation shall
warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
0
in the United States Postal Service, addressed as follows:
TO CITY:
Director of Building and Safety
City of Huntington Beach
2000 Main Street, P.O. Box 190
Huntington Beach, CA 92648
20. IMMIGRATION
TO CONSULTANT:
Steve Wignall
Info.Sys Business Solutions
10073 Valley View Street, #122
Cypress, CA 90630
CONSULTANT shall be responsible for full compliance with the immigration
and naturalization laws of the United States and shall, in particular, comply with the provisions
of the United States Code regarding employment verification.
21. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside
the scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
22. ATTORNEY' S FEES
In the event suit is brought by either party to enforce the terms and provisions of
this agreement or to secure the performance hereof, each party shall bear its own attorney's fees.
9
4/s:4-98Agree:Infosyst
RLS 98-608
9/22/98
23. ENTIRETY
The foregoing, and Exhibit "A" attached hereto, set forth the entire Agreement
between the parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their authorized offices the day, month and year first above written.
CONSULTANT
Info.Sys Business Solutions,
a sole proprietorship
By: '�
u
print n e
ITS: Owner
REVIEWED AND APPROVED:
C' Administrator
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
California
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
✓� r
City Attorney
o-5-1B
INITIATED AND APPROVED:
1.. G a
D rector of Building & Safety
10
4/s A-98Agree:Infosyst
RLS 98-608
9/22/98
EXHIBIT A
• . ATTACHMENT A •
This agreement, made this l9' day of 61PD6 2,iQ J 1998, will be in effect for the
period of calendar months. It is entered into by and between Info.Sys Business Solutions,
hereinafter referred to as "CONSULTANT" and hereinafter
referred to as "CLIENT".
1. Described Services:
• Maintenance and modifications for existing mainframe applications
Permit Processing
Code Enforcement
Inspections
UDI
Hello Interface
• System Analysis: Including, but not limited to, research and recommendations for
acquisition of 'packaged software'
• Supervision of installation, maintenance, modifications and training of acquired software
• Representation of the CLIENT with other departments in the area of software acquisitions
and integration
• Monthly strategy meetings with designated representative(s) of the CLIENT
2. Fees:
• Invoiced monthly in the amount of $75.00 per hour, due and payable upon receipt.
• CLIENT will receive an estimate of eighty (80) hours per month.
• Invoices thirty (30) days past due may, at the discretion of CONSULTANT, result in the
cease of all Described Services until account is current.
• Should CLIENT require more than eighty (80) hours of service per calendar month,
subsequent hours will be billed at a rate of $85.00 per hour. All telephone service will be
billed at a minimum of one (1) hour per incident and on -site service will be billed at a
minimum of two (2) hours per incident.
• All telephone service will be billed at a minimum of one (1) hour per incident and on -site
service will be billed at a minimum of two (2) hours per incident.
• Professional Services Agreement may be extended with written consent of both parties
prior to expiration of this agreement.
• Professional Services Agreement will be deemed accepted when signed and returned to
CONSULTANT.
INFO.SYS BUSINESS SOLUTIONS ® 10073 Valley View St #122 • Cypress CA 90630 • 714.821.4663
• •
ATTACHMENT A (cont)
• New software and/or additional services not included in Described Services will
necessitate a separate fee schedule and require a subsequent agreement.
3. CLIENT Requirements
• CLIENT will make available to CONSULTANT a work station for remote connectivity that
meets the following criteria
Fully functional Pentium 133 mhz or higher
Modem connection at 14400 bps or higher
Loaded with PC Anywhere32
• CLIENT will provide CONSULTANT security clearance on the work station to perform
Described Services.
• CLIENT, prior to any data being removed from the premises, must perform proper
archival procedures.
4. Representations:
• CONSULTANT will act in a professional manner and provide quality service to the
CLIENT.
• CONSULTANT will report any delays or problems immediately to the CLIENT.
• On or off site, CONSULTANT will preserve and keep secure any data belonging to the
CLIENT used to accomplish Described Services.
• CONSULTANT or CLIENT may terminate Professional Services Agreement provided a
thirty (30) day written notice of the reason for termination and an opportunity to cure the
default has occurred.
• CONSULTANT shall be held harmless and released of all liability arising from the
negligent performance of Described Services.
• CONSULTANT carries a $1,000,000.00 General Liability and Errors and Omissions
Insurance Policy. A copy of proof of insurance may be obtained for your records.
• CONSULTANT is, and shall be acting at all times as an independent contractor.
INFO.SYS BUSINESS SOLUTIONS ® 10073 Valley View St #122 9 Cypress CA 90630 • 714.821.4663
Huntington Beach Municipal Ce • 3.03.010--3.03.060(a)
Chanter 3.03
r
PROFESSIONAL SERVICES
(2047-5/76, 2464-12/80, 2590-1/83, 2945-7/88, 3097-4/91, 3375-11/97)
Sections:
3.03.010
Purpose
3.03.020
Definitions
3.03.030
(Repealed, 2590-1/83)
3.03.040
Selection guidelines .
3.01050
(Repealed, 2590-1/83)
3.03.060
Procedure
3.03.070
(Repealed, 2590-1/83)
3.03.080
Exempt and emergency procedures
3.03.090
Authorization by City Administrator
3.03.100
Authorization by Department Heads
3-:03.110
Exemptions for private funding
3.03.120
Existing agreements
3.03.010 Purpose. This chapter is adopted in order to provide a uniform procedure for
contracting for certain services by the City of Huntington Beach. (2047-5/76, 2590-1/83)
3.03.020 Definitions.
(a) "Consultant" means any provider of services under this chapter as an individual,
partnership, corporation or otherwise. (2047-5176, 2590-1/83)
(b) "Director" means the Department Head or his authorized representative vested with
the authority to administer the provisions of this chapter with respect to contracting
for services. (2047-5/76, 2590-1/83)
(c) "Services" means those services which require a special skill or expertise or services which are
not readily or efficiently procured by competitive bidding. Services shall include but not be
limited to the following: Those services by independent contractors such as legal, data
processing, programming, planning, environmental, economic, financial, testing, temporary
employee services, management consultants, personnel consultants, accounting, surveying,
landscape architecture, advertising, design, engineers, architects. (2047-5176, 2590-1/83,
3375-11/97)
3.03.040 Selection' guidelines. In all cases, the final selection of a consultant shall include
consideration of the following factors:
(a) Actual capability to complete the project in conformance with the specifications,
conditions and other requirements of the City of Huntington Beach;
(b) Demonstrated ability to prepare professional, accurate and timely -finished products
irrespective -of unusual or difficult circumstances.
(c) A reasonable contract price in relation to the size, quality and time restraints of the proposed
project with due consideration of competitive proposals. (2047-5/76)
3.03.060 Procedure: The procedure for the contracting of services is as follows:
(a) The Director of the department primarily responsible for the particular project shall prepare a
written statement defining the necessity and scope of the project, and submit it to the City
Administrator. Upon approval by the City Administrator, the Director shall prepare a written
statement of the specifications, conditions and other requirements for the requested services
and provide a copy to consultants who may wish to perform the service.
11 /97
3.03.060(b)--3.03.110 • Ongton Beach Municipal Code
(b) Except in extraordinary circumstances, the Director, or his designee, shall request informal
written proposals from not less than three (3) available qualified consultants. He shall
thereafter conduct discussions with them regarding the project if such discussions are
indicated by the complexity of the project, and based upon the selection guidelines established
in section 3.03.040 and the criteria established by him, select the consultant from the
responsible proposals submitted to him, deemed to be the most highly qualified to provide the
services required.
(c) If the procurement has been budgeted, contractual agreement shall be negotiated with the
consultant subject to final approval as to form by the City Attorney, and as to content by the
City Administrator. The final agreement, if over $20,000, shall be approved by the City
Council. (3375-11/97)
(d) If the procurement has not been budgeted, then the Director shall prepare a request for
appropriation for the City Administrator to submit to the City Council in the usual prescribed
manner.
(e) The City Attorney shall counsel and advise City officials in the implementation of this chapter.
(2047-5/76, 2590-1/83)
3.03.080 Exempt and emergency procedures. The need for certain budgeted and emergency
and exempted procurements are recognized. An emergency shall be deemed to exist if
(a) There is a great public calamity;
(b) There is immediate need to prepare for national or local defense;
(c) There is a breakdown in machinery or an essential service which requires the immediate
attention of a professional in order to protect the public health, safety or welfare; 0
(d) An essential, departmental operation affecting the public health, safety or welfare would be
greatly hampered if the prescribed procedure would cause an undue delay in the procurement
of the needed services. (2047-5176)
(e) Other public agency contract agreements. Procurements utilizing contractual agreements
maintained by other public agencies for the provision of professional services to such agencies
are exempt from the requirements of this chapter except that the provisions of Section
3.03.060(c) shall apply in every case and so long as such other agency complied with its own
professional services contract requirements as approved by the City Administrator.
(3375-11/97)
3.03.090 Authorization by City Administrator. In the case of an emergency which requires
the immediate retention of a professional consultant, the City Administrator may authorize the
Department Director to secure by the open -market procedure, at the lowest obtainable price
consistent with professional standards, any professional service regardless of the amount of the
expenditure. A full report of the circumstances of all emergency purchases shall be filed with the
City Council by the City Administrator and shall be entered in the minutes of said Council.
(2047-5/76, 2464-12/80, 2590-1/83)
3.03.100 Authorization by Department Heads. The head of any department for which such
services are required may, with the approval of the City Administrator, contract directly for any
professional services in the amount of Twenty Thousand Dollars ($20,000.00) or less, when
procurement of such services has been budgeted. (2047-5/76, 2945-7188, 3375-11/97)
3.03.110 Exemptions for'private funding. Exempted from the provisions in this chapter are
those services which would not involve the expenditure of City funds and will be financed through
fees and other private funding. The City Administrator shall have the authority to enter into
11197
Huntington Beach Municipal Cod • 3.03.110-3.03.120
contracts financed by such private funding, provided that the general fund of the City is not
obligated by the contract. The City Administrator shall also have the authority to enter into
is contracts which bind the City and are financed by such private funding, provided that the services
are included within a budget approved by the City Council. (2047-5/76,-3097-4/91)
•
•
3.03.120 Existing agreements. The terms and conditions of any existing professional services
agreement may be modified so as to increase or decrease the term, compensation or otherwise, by
mutual agreement of the City and the consultant selected. (2390-9/79)
11/97
ATTACHMENT A 10
This agreement, made this day of 1 1998, will be in effect for the
period of calendar months. It is entered into by and between Info.Sys Business Solutions,
hereinafter referred to as "CONSULTANT" and
referred to as "CLIENT".
1. Described Services:
• Maintenance and modifications for existing mainframe applications
Permit Processing
Code Enforcement
Inspections
UDI
Hello Interface
hereinafter
• System Analysis: Including, but not limited to, research and recommendations for
acquisition of 'packaged software'
• Supervision of installation, maintenance, modifications and training of acquired software
• Representation of the CLIENT with other departments in the area of software acquisitions
and integration
• Monthly strategy meetings with designated representative(s) of the CLIENT
2. Fees:
• Invoiced monthly in the amount of $75.00 per hour, due and payable upon receipt.
• CLIENT will receive an estimate of eighty (80) hours per month.
• Invoices thirty (30) days past due may, at the discretion of CONSULTANT, result in the
cease of all Described Services until account is current.
• Should CLIENT require more than eighty (80) hours of service per calendar month,
subsequent hours will be billed at a rate of $85.00 per hour. All telephone service will be
billed at a minimum of one (1) hour per incident and on -site service will be billed at a
minimum of two (2) hours per incident.
• All telephone service will be billed at a minimum of one (1) hour per incident and on -site
service will be billed at a minimum of two (2) hours per incident.
• Professional Services Agreement may be extended with written consent of both parties
prior to expiration of this agreement.
• Professional Services Agreement will be deemed accepted when signed and returned to
CONSULTANT.
INFO.SYS BUSINESS SOLUTIONS • 10073 Valley View St #122 9 Cypress CA 90630 9 714.821.4663
i •
ATTACHMENT A cont
• New software and/or additional services not included in Described Services will
necessitate a separate fee schedule and require a subsequent agreement.
3. CLIENT Requirements
• CLIENT will make available to CONSULTANT a work station for remote connectivity that
meets the following criteria
Fully functional Pentium 133 mhz or higher
Modem connection at 14400 bps or higher
Loaded with PC Anywhere32
• CLIENT will provide CONSULTANT security clearance on the work station to perform
Described Services.
• CLIENT, prior to any data being removed from the premises, must perform proper
archival procedures.
4. Representations:
• CONSULTANT will act in a professional manner and provide quality service to the
CLIENT.
• CONSULTANT will report any delays or problems immediately to the CLIENT.
• On or off site, CONSULTANT will preserve and keep secure any data belonging to the
CLIENT used to accomplish Described Services.
• CONSULTANT or CLIENT may terminate Professional Services Agreement provided a
thirty (30) day written notice of the reason for termination and an opportunity to cure the
default has occurred.
• CONSULTANT shall be held harmless and released of all liability arising from the
negligent performance of Described Services.
• CONSULTANT carries a $1,000,000.00 General Liability and Errors and Omissions
Insurance Policy. A copy of proof of insurance may be obtained for your records.
• CONSULTANT is, and shall be acting at all times as an independent contractor.
INFO.SYS BUSINESS SOLUTIONS 9 10073 Valley View St #122 • Cypress CA 90630 9 714.821.4663
0 0
i
5t.r-llu-s77o su•_:� rlw,: u Q/ `O oar i_ r.eU.
ILCt 6 ER OF 1 ATION ONLY AMD
Ah10REw W•' ;S INSURANCE AGENCY WRFERS NO RIOMT6 UPON TRI CERTIFICATE HOLDER, THIS CERTIFICATE
DOES NOT AMIND, EXTE" OR ALTO T+IE COYMAGE AFFORDED BY Tt+E
14151 NEWPC+R'T AVE SUITE -1010&40
TUSTIN;, CA 92M COMPANIES AFFORDING COVERACIE
PHON '�'4=544-3914 G IAI400•
FAX 714-731 -SN6Cc ewpAtiY '
LICENSE ow$$6 ��_ I. Lam" A„
UNITED NATIONAL INSURANCE
KARKEL AMERICAN INSURANCE COMPANY
INFO.SYS BUSINESS SOLUTIONS._--_.__..._..__._......._._._-.._..._........__.__..._..---..... _ . _ ..
10073 VALLEY•VIEW ST #122 "
CYPRESS, CA 90630 D
unrAN YRUM
E
7.
T► S It TO CINTIteY THAT T49 POIJOIN OF INSIII IMIM LISTED BCL*W HAVE BI M HUED TO _T-4E INSU40 WA14ED'!ASOVE ROM TWE POLICY P[AI00
I INDICATED. NOTNRTM*TANOI" ANY RRWIPSMEt1T, TI:IIM OR OMDMON OF MQY CONTRACT OR OT'MER 00OUNENT WITH RESPEC- TO WHIOM THIS
OERTI#ICATI MAY BE tS8U20 OR MAY PERTAIK- TKI INSURA I A"OVEO BY THE POLICIES DES04 40 HEREIN I$ 31MICT TO ALL THE TERMS.
MLUS ONS AND C01IOMON5 OP•>ttiOM POLICIES. LIMITS 3MOWN MAY MAVI ■KEN REDUCED 4Y PAID CLAIM4.
�'� Ti►t Op iNitiR�Mtt patim 10"tiaR (POLICY tKt0 rlvE .cOIJCr tXIIRATipM'
L,.� DATi (MMRiCVV� DATE Itet,L'DOMh LttIiTE
atl+etu u#iu?T 4 ; oEhtRAL �oalnaATe _� 0
A i X oe+�Mtl�u�Law+ y LIAtILmI { L7114434 09-09-98 09-09-99 T' ApJO° s ' XX00�Cr_CWED�,7
• p�180NAL a IiCN, IWyRY ' t CJ��rL�1UGD „
owww's a 0ORTRACTOR'a ►Ror< t.+ai txc�rs Ice ] e 1 Qd0 040 i
_ ► AR 0AAAO9 war fo! i •.
K41M cmot+rat (Any err wren!; t b
A0690" WAbW" AFr `_ V _$ ASS TO FORM a oourt++m tP10LE a uw
ALL OM+aD AVrG* ( CITE L 1. "Ey �oolLr w luKr a
I. NIIEOAVTDi By: 9=11.YVI:u4Y , t
NOU-QW It?AM$ D p !1 y Attorney : "'0C_'_°"'°r-•--........� __�._.. ..__.
i a.RAoe uAelLTrr j
--- , PROPtt►rrr DAMAOE t
I
i txostw lururr ' ttACri 000Jrolim L—
UMWALLA PORM I aliORgATE _' t
OTMLA TKk4. L' IPALLA cDAN f ;, ,:—F i' '
wOMeilt 0 OO�tp*11iJlION i i _ 8TArJTORV
�__�....._......--
I tDICPLOyOM' L/Aa1tJTY I DIMt+ l—PONCY Lwr-
0ll/lf --EACH wvL l t
erne
Bi PROFESSIONAL - 1 td&-801808 '09-09-98 09-09-99 '*LIMITS $1,000;000
LIABILITY ( E&0) I "a �
.. ..I':.
m momm a n*w
*PROFESSIONAL' LIABILITY -,CLAIMS MADE FORM, AGGREGATE LIMIT POLICY. DEFENSE COSTS INCLUDED
WITHIN LIMIT OF LIABILITY. THE CITY OF HUNTIMSTON SEACH, ITS AGENT, OFFICERS AND EMPLOYEES
ARE NAMED AS ADDL INSURED AS RESPECTS TO UN LIAR PER POLICY WORDING ATTACHED.
77
CITY OF kUNTIhOTQN BEACH NUN7I-� M SHOULD ANY Cx Twr- ADOVQ 040'=Als" POtXIPS QZ OAH026LEO O'JQF&' -,K2
4XPI rI DATE TMERNW. THE ISSUING COMPANY WILL �
ATTEVI ON : M 1 d Webb HIND -DAYS WFUTTM NOTIO4 TO 14 OtArPtCATE HOLDER NAMED TO.1012
2000 MAIN STREET LEFT, II�IIrEM gWNk i 1� d� nee jk�
HUNTINGTON BEACH. CA 92648 llrrrVtAM li 1606 n,rarw;i►,I�a
AUT>,ola� 1 Anvtt ,
t ,.. 7" .
TOTAL P.01
• 0
Sir-
- - R3
:W
-
PJ
0
REQUEST FOR PROPOSALS
FOR
PROFESSIONAL CONSULTANT SERVICES
Invitation to Submit Proposals:
The City of Huntington Beach is inviting experienced computer consultants to submit
Statements of Qualifications for the position of Senior Systems Analyst. The selected
individual or firm will be responsible for managing the review and processing of major
projects within the Building & Safety Department. The Senior Systems Analyst will
coordinate review and recommendations from all City Departments, consultants, and the
applicant and will be responsible for timely and efficient completion of multiple projects.
Brief description of the Reguest
The City of Huntington Beach has a need to contract for Senior Systems Analyst when
circumstances require a level of expertise not available at a particular time with existing
staffing. The firm or candidate must have prior experience with a Unisys V460 Mainframe
System, using Cobol language and DMSII database knowledge and experience.
Scope of Work for Senior Systems Analyst
Basically the role of the consultant is to be an extension of the City's staff. The consultant is
expected to keep an open dialogue with staff and to work closely with staff. The role of the
consultant is to coordinate the projects under the supervision of the Senior Department
Analyst with all Departments in a timely and efficient manner by:
• Monitoring,
• Organizing,
• Communicating
• Performing conflict resolution,
• Coordinating / analyzing issues,
• Making recommendations to staff, and
• Preparing all necessary documentation.
The duties of a Senior System Analyst include, but are not limited to, the following:
• Maintenance and modifications for existing mainframe applications for the
following:
• Permit Processing
• Code Enforcement
• Inspections
• UDI
• Hello Interface
• System Analysis: Including, but not limited to, research and recommendations
for acquisition of "packaged software"
• Supervision of installation, maintenance, modifications and training of acquired
software
• Department's representative in the area of software acquisitions and integration
• Monthly strategy meetings
Qualifications of Applicants
The position requires an individual or firm who has a background with a Unisys V460
Mainframe System. Candidate must be able to design and code software using Cobol
language and DMSII database, work without direction, and have extensive experience in
public sector.
Selection Process
Interviews will be granted to top candidates and will be conducted by Department staff. The
Department reserves the right to reject any or all RFP's and to waive any irregularities
present in any response. Further, all costs associated with a response and all expenses
incurred through final selection of a consultant is the responsibility of the proponent firm.
Any material submitted will not be returned.
The deadline for the proposal is October 1, 1998 and should include all the following
information:
A. Experience and History. A brief description of the company and its staff
B. Staff Experience. Include the educational and professional experience
C. Client List. Provide a minimum of three clients your firm represented within the
last three years.
D. Cost Estimates and Rate Schedule for Professional Services. Work shall be
performed on a "not to exceed" (NTE) fee with billings for actual expenses on a
time and materials basis.
E. Insurance Information. As required by Resolution No. 6277, consultant must
provide Workers Compensation Insurance for its employees and provide
$1,000,000 general liability insurance and professional liability insurance
naming the City of Huntington Beach as additional insured.
F. Huntington Beach Business License. The Huntington Beach Ordinance Code
requires that all contractors and subcontractors engaging in business within the
City must have a valid Huntington Beach business license. Please provide your
Huntington Beach business license number or a statement that if selected your
firm will obtain a Huntington Beach business license.
Submit Proposal to:
Debra Gilbert
Department Analyst
Building & Safety Department
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Thank you for your interest in the City of Huntington Beach. If you have any questions,
please contact me at (714) 374-1643.
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Building & Safety Department
SUBJECT:
Info.Sys Business Soutions for Maintenance and
Modifications for Existing Mainframe Applications
COUNCIL MEETING DATE:
October 19, 1998
Ordinance (w/exhibits & legislative draft if applicable)
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and%or other Exhibits
Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attorney)
Attached
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Attached
Financial Impact Statement (Unbudget, over $5,000)
Not Applicable
Bonds (If applicable)
Not Applicable
Staff Report (If applicable)
Not Applicable
Commission, Board or Committee Report (If applicable)
Not Applicable
Findings/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FOR RETURN :OF ITEM
(Below Space For City Clerk's Use Only)
i