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HomeMy WebLinkAbout8C - Management Information System Support .' AGENDA #: PREPARED BY: SUBJECT: DATE: PRESENTATION: BACKGROUND: STAFF AGENDA REPORT 8C ,\, FRANK BOYLES, CITY MANAGER~ CONSIDER AFPROV AL OF CONT CT ITH SAVAGE AND SHAKOPEE TO SECURE MENT INFORMATION SYSTEMS SUPPORT AND REPAIR. December 15, 1997 The City has historically received its computer hardware and software support from the vendors supplying the product, (especially for products under warranty) and from hardware/software maintenance contracts. This agenda item requests that the City Council approve a contract between the Cities of Shakopee, Prior Lake, and Savage to jointly hire one or more Management Information persons to provide this support for the Cities' computer networks. The City's first computer network was established to facilitate accounting and financial transactions and record-keeping. That system relies upon. an Alpha Micro computer. In 1993, the Police Department purchased "DOS" compatible computer equipment and established its own computer network. In 1994 to the present, the City converted from primary reliance on a non-Windows based system to a Windows based software system and support hardware. The network has grown to serve each of the City's departments including the Fire Station and Maintenance Facility. All departments with the exception of the Police Department are on one network. The process is underway to integrate the Police onto the same network. The investment in the computer equipment was intended to maximize the effectiveness of City employees, enhance record-keeping, correspondence, and data-access in a cost - effective way. The computer hardware and software has now become integral to our ability to complete day-to-day work. Its continuing reliability is key to our ability to perform daily responsibilities. We have used various means of maintaining our computer hardware and software. While equipment is on warranty, the company from whom we purchased the equipment or 16200 Eagle Creek Ave. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER software provides warranty service. "Rotlines" are also utilized as is the Internet. Once the warranty has expired, we have used various vendors and hardware/ software maintenance contracts. While this system has worked satisfactorily, we believe that greater efficiency can be achieved. For example, the same service person does not always respond to our service calls. Consequently, an additional amount of time is taken in familiarizing the service person to our equipment and operation. While this is not a substantial cost increase for any single service call, over time, the cost can be substantial. Second, since the service is provided by independent vendors, we cannot control the delay time between a call for service and when the service is received. For short periods of time, hardware or software problems have literally shut down our operations. The City of Savage was receiving its computer hardware and software service under contract with Burnsville. Shakopee receives hardware and software support in the same fashion as does Prior Lake. Earlier this year, the three City Managers agreed this would be an excellent area where cooperation could yield greater cost effectiveness. Under the attached contract, the Cities of Prior Lake, Savage, and Shakopee would jointly hire one or more Management Information persons. The individuals hired under this agreement would be responsible for maintaining the hardware and software owned by each of the Cities. The Cities would pay for services received based upon the number of hours which that City used. Because of this invoice-based system, we will be able to track the actual cost of this system throughout the year to determine whether it is successfully meeting its objectives. Under the contract agreement, the employee or employees hired would be considered Prior Lake employees for payroll purposes. However, their wages and benefits would be paid by the three cities based upon the actual time ,the employee works on each respective city's equipment. Immediate supervision would be provided through the City of Prior Lake, by the Assistant City Manager, with periodic performance reviews done including the input of all three communities. Our 1997 budget for these services is $38,815 for hardware and software maintenance purposes. Prior MIS.DOC Lake's portion of the cost would be derived from the data processing budget. ISSUES: A job description and pay range has been established for this position (attached). If for any reason, this system fails, the three Cities are equally responsible for any losses. The Council needs to determine whether it wishes to engage in providing this system by contract. We believe that the potential benefits of this system include: 1. Less expensive services since they will not be paying the $75 to $125 per hour charged by vendors. 2. Better Knowledge of City Systems and therefore more effective repair. 3. More responsiveness to City service calls. Since the employees are accountable to us. 4. Better tracking of actual costs for these services. 5. More effective long range system planning. 6. Opportunity for grant assistance because of the uniqueness of this program. ALTERNATIVES: 1. Approve the contract as presented by adoption of Resolution 97-XX. 2. Approve the contract with amendments by adoption of amendments to Resolution 97-:K.X. 3. Defer action on this item until additional information is received. RECOMMENDATION: Alternative 1. If approved, we anticipate that this system will begin as soon as possible in 1998. The City Council would receive periodic reports on the program to assess its effectiveness and determine whether it will be proposed for the future. There is no additional budget cost required for this program. ACTION REQUIRED: Motion and second to adopt Resolution 97 -XX authorizing the Mayor and City Manager to enter into the contract with the cities of Savage and Shakopee for Management Information Systems service. MIS.DOC ,. .. ~ ~~ 'lVNESo RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO A CONTRACT WITH SAVAGE AND SHAKOPEE FOR COMPUTER HARDWARE AND SOFTWARE SUPPORT AND REPAIR SERVICES. RESOLUTION XX MOTION BY: SECOND BY: WHEREAS, The City Council deems it desirable to enter into a contract with the Cities of Shakopee and Savage to provide computer software and hardware support and repair, and; WHEREAS, a contract has been prepared which is acceptable to Savage and Shakopee to effectuate this objective. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, that .....it should and hereby does authorize the Mayor and City Manager to enter into a contract with the Cities of Savage and Shakopee for the provision of computer hardware and software support and repair services set forth in the staff report dated December 15, 1997. Passed and adopted this 15 day of December, 1997. YES NO Andren Andren Kedrowski Kedrowski Mader Mader Robbins Robbins Schenck Schenck {Seal} City Manager City of Prior Lake 16200 EaIDgnENH\~03lE., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER AGREE:MENT BETWEEN THE CITIES OF PRIOR LAKE, SAVAGE ANn SHAKOPEE FOR MANAGE:MENT INFORMATION SYSTEMS TIllS AGREEMENT is made this _ day of , 1997 by and between the City of Prior Lake, a Minnesota municipal corporation, the City of Savage, a Minnesota Municipal Corporation and the City of Shakopee, a Minnesota municipal corporation. RECITALS Whereas, the cities of Prior Lake, Savage and Shakopee are dependent upon computer hardware and software networks for daily operations and communications; and Whereas, management information systems ("systems") are crucial to the efficient and effective operation of government; and Whereas, these systems must be reliable, state of the art, expandable and capable of being upgraded to meet changing needs; and Whereas, the design, configuration, operation, maintenance and technical support for these systems depends upon individuals with the appropriate background, training and competencies; and Whereas, the cities desire to share the costs associated with having an individual(s) available to provide support for the systems in the respective cities; and Whereas, the cities believe that efficiency and cost effectiveness can be maximized by collectively employing one or more persons to accomplish the above described functions. TERMS NOW THEREFORE, based upon the mutual promises, covenants and terms set forth herein, the sufficiency of which is not disputed the cities agree as follows. A. OUALIFICATIONS AND PERFORMANCE CRITERIA ~D STANDARDS 1. The purpose of the Agreement is to share the cost to provide each of the cities with management information services which include but are not limited to: computer hardware and software trouble shooting, network support, training, long range network planning and development, and assistance in procuring necessary and appropriate hardware and software. 1 2. To accomplish the purposes of this Agreement an individual(s) ("employees") will be hired to support the systems in the cities. The cities will jointly develop a position description. The position description shall derme the qualifications necessary for the position. The position description shall state that the employee will be expected to work nontraditional evening and weekend hours as necessary to provide support for the cities' systems. Representatives from each of the cities will perform periodic performance evaluations and salary reviews. 3. The cities shall jointly prepare and agree upon performance criteria which set out the services and support each city will receive from the employee. The performance criteria will be reviewed annually and if necessary modified and revised. Nothing in this paragraph is intended to preclude review and modification more frequently if necessary and agreed to by all of the cities. B. ADMINISTRATION 1. The City of Prior Lake will be responsible for the administration of this Agreement; including but not limited to hiring the employee, the day to day supervision of the employee, budgeting and accounting. 2. An oversight committee consisting of one (1) representative from each participating city is to be created concurrent with the execution of this Agreement. The committee shall be responsible for overseeing the activities undertaken pursuant to this Agreement; including but not limited to: scheduling employee(s), budget preparation and modification, employee supervision; including performance evaluations, salary adjustments and employment actions, and proposed modifications to this Agreement including membership changes. 3. The employee will be considered an employee of the City of Prior Lake for the purposes of compensation, personnel policies, wages and benefits. 4. The employee is considered a confidential employee. Since the position is professional within the meaning of FLSA, it is exempt from the payment of overtime. 5. The City of Prior Lake will provide the employee with an office, telephone, secretarial support and access to meeting rooms, facsimile machine, copier, mobile phone and computer. 6. The City of Prior Lake will charge a reasonable administrative fee for the physical accommodation of the employee and to defray the expenses of administering the services provided pursuant to this Agreement. 7. Any liability which may arise out of this Agreement shall be shared equally by each of the cities regardless of fault. This provision is not intended in any way to waive any statutory immunities available to a city in defense of a claim against it or to waive the liability protection and limitations set forth in Minnesota Statutes Chapter 466. 2 C. BUDGETING AND FINANCE 1. Prior to August 1 st of each year, the City of Prior Lake will prepare and distribute to the participating cities an annual budget. By September 1st, the cities shall fmalize the budget and each city shall incorporate the costs into its respective budget for the coming year. 2. The Agreement will be fInanced as follows: a. The overall projected cost of the employee and administrative support will be calculated and divided by 2,080 hours (based upon a 40-hour work week) to arrive at an hourly rate for the employee. b. The employee will record their hours worked for each city, which shall be accounted for by the City of Prior Lake Finance Director. Reports of actual costs per city will be distributed quarterly within thirty (30) days of the end of the quarter. c. Within thirty (30) days of receipt of the quarterly statement, each city shall reimburse Prior Lake for the actual costs of the preceding quarter plus administrative and office costs. D. TERM OF AGREEMENT 1. This Agreement shall be for an initial term of fIve (5) years, commencing on January 1, 1998. Thereafter, this Agreement may be extended for such periods that are mutually agreeable to the cities. 2. A City desiring to withdraw from this Agreement shall provide the other cities with written notice by August 1st of the calendar year. The withdrawing City shall be responsible for its share of the costs through December 31st of the year it is withdrawing, together with any other obligations it may be responsible for or which may have been incurred on its behalf. 3. If a City provides written notice of its intent to withdraw from this Agreement, the other cities may: a. Evaluate whether it is economically feasible to continue to provide the current level of service and revise the level of services and budget for the upcoming calendar year accordingly; or b. Decide to terminate the Agreement in its entirety. 4. If this Agreement is terminated pursuant to paragraph D2, the City that fIrst provided notice of its intent to withdraw from the Agreement shall share equally in any costs or 3 expenses arising out of the discontinuance of the Agreement. 5. The cities may, if mutually agreed to, add additional cities to this Agreement upon any terms deemed equitable and appropriate. 6. This Agreement shall be subject to approval by the City Council of Prior Lake, Savage and Shakopee with such approval authorizing the City Manager's or Administrators to execute this document. Executed and Subscribed to the date fIrst hereinabove written. CITY OF PRIOR LAKE CITY OF SAVAGE By: By: Lee Andren, Mayor Rob Fendler, Mayor By: By: Frank Boyles, City Manager Steve King City Administrator CITY OF SHAKOPEE By: Jeff Henderson, Mayor By: Mark McNeil City Administrator 4 November 1997 JOB DESCRIPTION POSITION TITLE: Management Information Systems (MIS) Coordinator DEPARTMENT: Data Processing REPORTS TO: Assistant City Manager - City of Prior Lake Community Development Director - City of Shakopee Finance Director - City of Savage SALARY RANGE: Grade 10 ---- $3,189 - $4,305 monthly EMPLOYMENT STATUS: Exempt NATURE OF JOB: This is an exempt, confidential position responsible for the development and operation of effective, integrated information systems for the cities of Prior Lake, Savage and Shakopee. This position is responsible for ensuring that all computer systems operate efficiently to maximize the public benefit for this service. Provides appropriate training and/or coordination of training to all users, acts as network supervisor for all three cities. Determines the need for outside, professional assistance with MIS functions. Advises the cities on periodic upgrades to computer hardware, software and networks, and coordinates the implementation of these upgrades. Performs other MIS functions to ensure effective utilization of automated data processing. Position is jointly supervised by a designee from the three cities mentioned above. MAJOR AREAS OF RESPONSIBILITY: - Provide computer users and user groups with hardware and software troubleshooting assistance to solve specific data processing needs and problems and to ensure efficient use of software. - Recommend ongoing training or coordination of training to computer users to ensure that the features and functions available within the applications software are being fully and properly utilized and assist in software application development. This would include training of DOS, Windows, Introduction to PC's, WordPerfect, MS Office, Word, Excel, Power Point, Access, and MS Mail & Scheduler, etc. - Act as the network supervisor for each city's network by administering the local area and wide area networks for the three cities (LAN & WAN) and keeping current with information on hardware and software components of the LAN and WAN. This also includes setting up passwords, proper security functions, proper use of network printers, and trouble shooting assistance as needed. - Solves network problems as they occur and be proactive in identifying potential network problems, including keeping accurate and up to date documentation on the LAN's and WAN's. - Recommend, purchase and install hardware and software as needed and according to budgetary guidelines. Coordinate with hardware vendors to assure that maintenance activities are promptly performed and that hardware additions are installed properly. Maintain inventory of hardware and software contained in each of the three cities. - Establish back-up procedures for all computer systems. - Coordinate MIS services with external sources as needed and according to budgetary guidelines (vendors, consultants, government agencies, etc.). - Review and recommend MIS policies, procedures and short & long range MIS plans for each city. - Communicate to City management as needed on MIS issues. - Help in preparing and administering the MIS portion of each city's budget as appropriate. - Be available for on-call response to emergencies in the area of MIS for each city. - Recommends hardware, software, data files, safe storage facilities, and other required resource needs for each City. - Provide technical assistance when needed regarding telecommunications equipment. - Performs other duties and responsibilities as apparent or as delegated by each City. ENVIRONMENTAL CONDITIONS: - Position requires some outdoor activity while driving from city to city. - Vehicle use is required. PHYSICAL DEMANDS: - Some physical activity. - Ability to lift or move up to 30 Ibs on occasion. MENTAL DEMANDS: - Considerable interaction with computer users. - May be exposed to conditions that include high noise and activity. KNOWLEDGE. SKILLS AND ABILITIES: - Ability to establish and maintain an effective and respected working relationship with all employees of the three cities and work as a team player. - Knowledge of principles and practices in computer hardware and software, network, co- RaM, disk array, and telephone systems. - Ability to communicate effectively and tactfully with all internal and external customers. - Ability to read and understand correspondence, technical documents, manuals, information, memoranda, and directives. Knowledge and ability to repair, replace, and install equipment, boards, cable, etc. as needed for citywide systems. - Ability to effectively represent each of the three cities in a courteous, helpful, accurate and business-like attitude in all telephone and personal contact with the public. - Ability to make sound, informed decisions as they relate to position, equipment, projects, etc. - Ability to analyze, problem solve, anticipate needs and evaluate alternatives and work under pressure on a continuous basis. - Ability to resolve individual user problems in a tactful, yet understanding manner. - Knowledge and ability to respond to equipment / system problems in a timely manner to effectively resolve problems which occur in the system or by the user. - Ability to perform a variety of duties, often changing from one task (or city) to another without loss of efficiency or composure. - Ability to operate and maintain computers and printers as needed. - Ability to move around from city to city and each of the facilities in order to assist computer users with trouble shooting and provide training as needed. - Ability to formulate, initiate, and administer policies and procedures relating to all three cities computer systems. TRAINING AND EXPERIENCE QUALIFICATIONS: MINIMUM 1. A two year vocational/technical certificate in computer related studies and three years experience working with applicable computer applications and networks OR a four year computer related degree and two years experience working with applicable computer applications and networks. 2. Technical expertise with applicable computer hardware and software applications. Windows 95 and 3.1 experience is required. Also required is working knowledge and capability to train on DOS, Windows, WordPerfect, Word, Excel, and Access. 3. Sufficient technical knowledge to supervise each cities network (NetWare 3.11, 3.12, & 4.1) 4. Training and communication skills to enable users to attain optimal use of computer system. 5. Oral and written skills to communicate with users, management, City Council, vendors, etc. 6. Must have vehicle and Minnesota Class C driver's license. DESIRED 1. Working knowledge of PTWIN software. 2. Municipal experience in similar position. 3. Understanding of cabling I communications concepts. DESPRKDR.DOC - ..,