HomeMy WebLinkAbout12 FIN DIR SIGN COMP 11-18-96AG E N
NO. 12
11-18-96
DATE:
November 13· 1996
Inter-Com
TO: william A. Huston, City Manager
FROM: Ronald A. Nault, Finance'Director
SUBJEC~ AUTHORIZE THE FINANCE DIRECTOR TO SIGN AGREEMENTS
FOR COMPUTER SYSTEMS CONSULTING SERVICES
RECOMMENDATION:
Authorize the Finance Director to sign agreements with AEF Systems
Consulting for Computer Consulting Services, and Brea MIS for
Project Management Services, subject to final approval of the City
Attorney regarding contract language.
DISCUSSION:
The City of Tustin has been operating on financial software that is
approximately twenty years old. The original'software was designed
in the early 70's when the City was a member of a Joint Powers
Authority called Public Agency Data Systems (PADS). Over the years
various modules of the software have developed glitches that are
difficult to repair and the. City has become dependent upon one
person for contract software support. The City needs new,financial
software in order to maintain the integrity of the financial
information and to meet the needs of our internal and external
users.
Staff also recognizes that we have a rather hodgepodge collection
of computers and computer capabilities throughout the City. Over
the years each department has purchased computers when the need
arose and resources became available. Some departments are still
operating on technology that is at least ten years old and others
are using current technology, with a lot of users in between.
In order to address the issue of upgrading everyone to a more
uniform level of technology and the same basic software, the City
organized the Computer Standards Committee. The committee is made
up of a staff member from each department who is knowledgeable
about computers and can represent the needs of their departments.
The committee prepared an inventory of the number of work stations
and a basic configuration for each that would apply throughout the
City. They also prepared a Request for Proposal for Consulting
Services to develop a strategic plan for the City, prepare an RFP
for the basic hardware and software, design a network that will
meet the needs of the City, and survey the market for new financial
software.
The committee sent out thirty-three Requests for Proposal and
received nine responses. After careful review and reference checks
by the committee, four vendors were asked to make presentations and
answer questions. At the conclusion of the interviews, the
overwhelming choice of the committee was AEF Systems Consulting.
The committee was also very impressed with the City of Brea's
presentation and are recommending that we negotiate with Brea MIS
for Project Management Services. The City of Brea has been
marketing their Computer Consulting Services to other agencies for
over two years. Under the name Brea MIS they have marketed network
design and implementation, hardware and software procurement and
installation, end user training, and ongoing hardware and software
application support. They have installed and maintained the Police
Mobile Data Systems for the Cities of Buena Park, Newport Beach and
Pomona, and have designed and installed networks in Chino Hills, La
Habra Heights and Placentia. The committee is concerned that we do
not have the experience nor the time to dedicate to monitor the
final design and implementation of this project. Brea MIS presents
us with a cost effective option that comes highly recommended.
There is $35,000 budgeted for this project.
final four proposals are:
The costs for the
Brea MIS $ 5,600
AEF Systems Consulting 34,500
McGladrey & Pullen LLP 37,000
Decision Management Associates 55,000
Staff will be working with both Consultants to control the final
cos~/ to stay within the approved budget.
Ron~ld A. Nault ~
Finance Director
RAN: t s
RAN5: Comp! tern. Nov