RES 1999-1152 - Agmt with Douglas County to analyze operation sof information services systems •
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City of Omaha
Hal Daub,Mayor
Honorable President
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and Members of the City Council,
Transmitted herewith is a resolution approving an Interlocal Agreement with Douglas County to
provide for a study of the City and County information services systems to determine the potential
for consolidation of the two organizations, sharing of resources or out-sourcing of these services or
any other viable alternative for consideration. The development of this Interlocal Agreement and
the Request for Proposal(RFP)authorized for issuance therein arises from the interests of the Mayor,
City Council and County Board of Commissioners to ensure the services are delivered as efficiently
and effectively as possible.
The City Council and County Board of Commissioners have each adopted a resolution requiring this
Interlocal Agreement and RFP which have been developed by collective staff and submitted to each
governing body for preliminary review prior to consideration. The documents are being submitted
for consideration by the City Council and the county Board of Commissioners on the same date.
Under the terms of the Interlocal Agreement, a team of representatives from each governing body
and staffs and the Mayor's Office will serve to conduct the RFP process and recommend a consultant
to perform the work contemplated herein and negotiate a fee for the services to be provided and
submit the same to the governing bodies for consideration and approval. The costs of the services
to be provided will be determined through the contract negotiation phase but will be shared jointly
and equally by the City and County.
Your favorable consideration of this resolution is appreciated.
Sincerely,
I; I
Hal Daub, Mayor
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INTERLOCAL AGREEMENT
This Agreement is made on the dates indicated below, by and between Douglas County,
Nebraska, hereinafter referred to as "COUNTY" and the City of Omaha, Nebraska, hereinafter
referred to as "CITY."
WHEREAS, COUNTY and CITY desire to retain an independent consultant to perform a
study of the COUNTY and CITY information services systems; and,
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WHEREAS,the study will consist of an independent evaluation of the current information
services capabilities of the COUNTY and the CITY and recommendations on improving efficiencies
to include,but not be limited to,all possible opportunities for consolidation or merger, outsourcing
or privatization of the COUNTY and CITY information services; and,
WHEREAS, it is in the best interest of both COUNTY and CITY that the independent
consultant be selected through the Request For Proposal (RFP) process.
NOW, THEREFORE, COUNTY and CITY agree as follows:
Section 1. COUNTY and CITY shall jointly prepare an RFP to retain an independent
consultant who will perform a study of the COUNTY and CITY.information services systems. The
cost of the study shall be paid by COUNTY and CITY jointly and on an equal basis. A copy of the %,
RFP is attached to this Agreement. '��
Section 2. COUNTY and CITY shall jointly establish a nine member committee to review
the proposals received pursuant to the issuance of the RFP. The committee shall consist of three
members of the COUNTY Information Services Department,three members appointed by the City
Council and two members appointed by the Mayor's Office and one member from the Douglas
County Board of Commissioners, or its designee.
Section 3. The independent consultant who is selected to conduct this study shall not receive
any direct benefit from the implementation of any recommendations which result from the study.
Section 4. Upon completion of the study, the independent consultant shall file eight bound
copies of the final report in the Douglas County Board of Commissioner's office, eight bound copies
of the final report in the Omaha City Council's office, and four bound copies of the final report in
the Mayor's Office.
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Section 5. This Interlocal Agreement shall not be amended without the written consent of
COUNTY and CITY.
Section 6. This Agreement shall expire when the independent consultant has been finally
compensated for his services, unless extended by written agreement of both COUNTY and CITY.
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Executed by Douglas County this day of , 1999.
Attest: By:
County Clerk Chair,Douglas County Board of Commissioners
Executed by the City of Omaha this day of , 1999.
Attest: By:
City Clerk Mayor
Approved as to form: Approved as to form:
At-.514X eA,LS -
Deputy County Attorney A an City Attorney
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REQUEST FOR PROPOSAL
Date: April 1, 1999
Primary Distribution: Independent Consulting Firms
Non-Profit Organizations
From: City of Omaha,Nebraska
Douglas County,Nebraska
Regarding: REQUEST FOR PROPOSAL (RFP) FOR MANAGEMENT
INFORMATION SYSTEMS EVALUATION CONSULTANT
Attached is information on the background and needs for this project. If your firm is interested in
responding to this RFP, please mail or deliver five (5) copies of your proposal to:
Buster Brown, City Clerk
City of Omaha
1819 Farnam Street, Room LC-1
Omaha, NE 68183
This RFP response must be received no later than 4:30 p.m.,Wednesday,June 2, 1999. Under City
ordinance,proposals received after this time cannot be considered and will be returned unopened.
Technical questions regarding this RFP may be directed to:
John Zipay, Management Information Systems Manager, at
(402) 444-5196 for City of Omaha enterprise network
computing infrastructure and selection committee
administrative procedures.
Michael Carpenter, Information Services Director; at (402)
444-7260 for Douglas County computing infrastructure.
REQUEST FOR PROPOSAL (RFP) FOR MANAGEMENT
INFORMATION SYSTEMS SERVICES EVALUATION
A. GENERAL
The City of Omaha and Douglas County,Nebraska,require the services of an experienced,
vendor-independent consultant to study the present information service systems of the City
of Omaha and Douglas County to develop recommendations as to opportunities for the
potential consolidation, out-sourcing or cooperative sharing of technology and personnel to
meet future local governmental information needs.
B. EVALUATION OBJECTIVES AND PURPOSE
Phase I - Study the current City and County information service systems and identify future
needs and expectations to develop recommendations as to the direction either or both system
service providers should consider toward development of a strategic implementation plan.
The selected consultant will conduct such study which should include,but not be limited to,
the following considerations:
Evaluation of each organization's computing infrastructure;
Identification of each organization's computing strengths and weaknesses;
Discussion of each organization's ability to meet current and future
information services requirements;
Identification of areas of duplication between the organizations;
Evaluation of each organization's relative efficiency and effectiveness in
delivery of information services.
Phase II - Provide and review recommendations developed to elected city and county
officials for decision making purposes. The final report will use the above criteria or any
other method of evaluation recommended by the consultant and approved by the City and
County for recommendations, not limited to the following:
Merging the two information services organizations or parts thereof and
providing a recommended organizational structure for effective operation and
delivery of services;
Creating an independent organization encompassing both organizations;
Out-sourcing some or all of the functions provided by the organizations to
private industry;
Continue the current organization functions; V;-*
Privatization of information services with a for profit business.
The successful consultant-must provide complete rationale for accepting or-rejecting each of the
above potential recommendation options and shall allow sufficient time to interview customers of
each organization. The successful consultant must have in depth experience with,knowledge of and
no predisposition for or against microcomputers,midrange computers or mainframe computers. The
successful consultant shall not be eligible for any operational services resulting from the
implementation or acceptance of any recommendation approved by the City Council and County
Board.
Background of City of Omaha Computing
The City of Omaha has maintained a computing relationship with Douglas County since the late
1960's. In 1983 the City contracted with the County for the services of an MIS Coordinator. This
person was administratively part of the Mayor's Office. In 1989 this contractual relationship was
terminated and replaced with a full-time, City-hired MIS Coordinator. This individual was also
made part of the Mayor's Office and was charged to evaluate the need and direction of City
computing services. By 1992 the MIS Coordinator's title was changed to MIS Manager, moved to
division status within the Administrative Services Department and technical staff was hired.
Presently there are 23 full-time and 2 part-time positions in the MIS Division with staff working at
eight site locations. The MIS Division budget includes funds for all of Douglas County computer
services, provided to the City, as well as all telephone applications.
In 1989 most City computing services were mainframe-based utilizing non-intelligent terminals and
Douglas County-developed programs. Inventory showed 151 PC's purchased by City departments.
Procurement standards were not implemented and there were no networks. By January 1995 the City
registered 676 desktop PC's with 4 servers. The percentage of units networked was 74%. Most
remote locations were not connected to main City administrative offices. There were 202 now-
obsolete electronic mail accounts with no Internet,intranet or secure remote access. There were 244
terminals connecting the Douglas County mainframe, Library catalog system and the about-to-be-
replaced Wang word processing system.
In December 1998 the MIS division identified 1,561 desktop and notebook PC's plus 42 servers
distributed throughout the central City Hall site and 88 remote locations. Most remote sites were
tied with high-speed T-1's under US West's frame relay. Non-networked computers are a rarity.
There were 2,268 Microsoft Exchange Server electronic mail accounts. Intranet access is provided
to all e-mail users. There were 1,208 Internet accounts utilizing Microsoft Proxy Server and a
Gauntlet firewall. Secure remote access is available for 69 managers, directors and knowledge
workers. Terminals are nearing phase-out and will be replaced with networked PC's. Novell,
Windows NT, Windows 95/98 and Unix are operating system environments and Microsoft Office
is the desktop business applications standard. The City utilizes a highly-disciplined procurement
process and is well on the way to meeting Year 2000 due diligence goals.
The City maintains a growing number of enterprise applications developed by third-party providers
including geographic information systems,personnel/payroll,maintenance management,Police-Fire
records management system and is initiating development,time and attendance records management.
All are relatively recent additions to City computing with high regard to Year 2000 compliance. The
general accounting system will be certified as Year 2000 compliant at year's end by the vendor with
source codes given to the County. The City's computing architecture involves high-speed networks
with near-universal enterprise connectivity and communications. The City has resisted continued
mainframe-and mid-range applications development by Douglas County because of high-cost
monthly recurring fees, a"build-rather-than-buy"programming philosophy and a slow applications
development and modifications experience.
Background of Douglas County Computing
Douglas County Information Services is a full service computer department operating on a 24/7
schedule since 1967. The department current employs 72 people in the following general categories:
Administrative 3
Support 1
Voice Coordination 1
Systems and Programming 32
Data Base Administration 3
Systems Programmer 1
Network and PC Support 11
Operations 16
Controls/Data Entry 4
The infrastructure consists of: IBM 2003 Model 207 Enterprise Server, IBM AS/400 Model 500,
IBM AS/400 Model 170 (Document Imaging), Token Ring network in a campus setting,Wide Area
network connecting most county locations via routers/Frame Relay, approximately 1000
microcomputers, Internet access and E-mail to customers upon request.
Applications:
Financial
Payroll/Personnel,Accounting, Fleet Management and Purchasing for both City of
Omaha and Douglas County
Criminal Justice
Douglas County and the City of Omaha were among the first in the country to jointly
develop, in the early 1970's, an integrated criminal justice system. Departments
currently participating include: Omaha City Prosecutor, Omaha Police Department,
Douglas County Sheriff,Communications Department,County Attorney,Department
of Corrections, Youth Center, Probation Offices (Misdemeanor, Felony and
Juvenile), District Courts, and the Clerk of the District Court. The former County
Court previously participated in this network until becoming a part of the state court
system.
General
Hospital Accounting GIS Assessor and Engineer
Real Property Marriage License
Tax Collection Health Department Applications
General Assistance Document Imaging
Elections Case Management(LOTUS NOTES)
SELECTION PROCEDURES FOR MANAGEMENT INFORMATION
SYSTEM EVALUATION
The following procedures will be used by the City of Omaha and Douglas county to select a
consultant to study the City and County information services needs.
All firms responding to the advertisement in the Omaha World Herald, The Daily Record or any
other publication or referral will be sent a copy of this "Request For Proposal - Management
Information Systems Evaluation Consultant" upon request.
Each firm offering a proposal will be required to submit a two page work outline indicating how the
firm would propose to complete this evaluation. Each firm will also be required to submit a
"Statement of Qualifications" indicating the past experience of the firm in providing this type of
service, a client list with reference telephone numbers and resumes of staff proposed for this project.
The method of selecting a consulting firm for this project shall consist of a nine member selection
committee. Three of the nine committee members will be chosen from the staff of the City of
Omaha Administrative Services Department and three of the nine committee members will be
chosen from the Douglas County Information Services Department; the three remaining members
of the committee will include a representative from the Mayor's Office, from the City Council and
from the County Board of Commissioners. This selection committee will review and rank all of the
proposals received. Based upon these rankings, the three firms determined to be best qualified for
this project will be requested to make oral presentations before the selection committee. Expenses
for this presentation shall be borne by the consulting firm.
At the time of the oral presentations, each firm must prepare a complete, detailed proposal narrative
for each of the phases of this project. Costs should not be included in this proposal narrative,
instead, a separately sealed detailed cost estimate for each phase shall be presented for later review.
Based upon the oral presentations and detailed proposal narratives, the selection committee will
make an initial ranking of the three firms. Once the initial ranking is completed, the sealed cost
estimate proposals will be opened and considered by the committee in developing the final ranking.
The committee will then proceed to negotiate a contract with the top ranked firm. Formal approval
of a contract would be submitted for consideration by the City Council of the City of Omaha and the
Board of Commissioners of Douglas County at a meeting on or about July 13, 1999.
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Projected timetable for request for proposal process
Target Date Action
April 7, 1999 Publish notice of request for proposals
May 5, 1999 Deadline for submittal of requests for scope of services
June 2, 1999 Deadline for submittal of proposals
June 7, 1999 Distribution of proposals to committee members
June 14, 1999 Question and answer session among committee members
June 16, 1999 Rankings of responders due from committee members (top three firms will
be scheduled for interview unless rankings necessitate adding a fourth firm
to participate)
June 18, 1999 Notice to responders with invitation to participate in interview process or to
advise the firm it is not among those to be interviewed and thanking them for
interest
July 1, 1999 Interviews conducted and committee ranks firms authorizing a subcommittee
of membership to begin negotiation with highest ranked firm and
development of contract
July 22, 1999 Presentation of contract for services to County Board and City Council for
consideration and action
Project duration and completion an item for negotiation in contract
development
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MOTION BY COUNCILMEMBER .2
I hereby move that Council Document No. � � , Current Series, be amended by
amending the Interlocal Agreement as follows:
In Section 2, Line 3, strike the last three words of Line 3 and all of Lines 4, 5, and 6, and
substitute in lieu thereof the following:
"appointed by the City Council and two members appointed by the Mayor's Office
and one member from the Douglas County Board of Commissioners,or its designee."
APPROVED AS TO FORM:
STANT CITY ATTORNEY
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RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS, the City Council of the City of Omaha and the Board of County
Commissioners of Douglas County have adopted resolutions requiring an analysis of current
operations by the city and county information services systems; and,
WHEREAS, in accord with the aforementioned resolutions, staff from the city and •
county have developed a Request For Proposal to undertake the appropriate study of the separate
systems with the intent to consider potential consolidation or sharing of resources from the two
systems or the out-sourcing of these services or any other alternative which might be considered as
a viable opportunity to achieve the services in a coordinated, cost effective manner; and,
WHEREAS, approval of this Resolution is supported and recommended by the
Mayor.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF OMAHA:
THAT,the Interlocal Agreement with Douglas County providing for the undertaking
of an effort to analyze the current operations of the City and County information services systems
to develop recommendations relative to the potential consolidation or sharing of resources from the
two organizations or out-sourcing of these services, or any other viable alternative, is approved.
APPRO AS TO RM:
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A SIST Y ATTORNEY DATE
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