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HomeMy WebLinkAboutRES 2004-06 - Board TRUCKEE DONNER Public Utility District Resolution No. 2004- 06 DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S PURCHASE OF COMPUTER HARDWARE, SOFTWARE, TRAINING AND SUPPORT SERVICES TO PROVIDE FOR THE DISTRICT'S UTILITY BILLING AND FINANCIAL ACCOUNTING DATA PROCESSING NEEDS WHEREAS, in November, 1999, the District purchased computer hardware, software, training and support services from Central Area Data Processing (currently operating under the name of National Information Systems Cooperative or NISC) to process its utility billing and financial accounting data processing needs; and WHEREAS, the District converted to the NISC accounting software in November, 1999 and their billing software in November, 2000; and WHEREAS, the District pays a monthly license fee to NISC to use their billing and accounting software and does not own the software; and WHEREAS, the Administrative Services Department has been implementing various technological solutions to improve its efficiency, response time to the customers and services available to customers; and WHEREAS, NISC has rewritten it's billing and accounting software and is now offering its new state-of-the-art software for upgrade to its clients which offer many software enhancements and provide high tech service options to the District's customers, and WHEREAS, purchasing a computer and billing and accounting software from another vendor and developing interface software would not be desirable and would be very costly to the District; and WHEREAS, various California court decisions, including Graydon v. Pasadena Development Agency, 104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive proposals would be unavailing or would not produce an advantage and the advertisement for competitive bids would thus be undesirable or impractical, a public agency may dispense with competitive bidding; and WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and would not produce an advantage to the District and the advertising for competitive bids would not produce an advantage to the District and would be undesirable; and WHEREAS, Public Utilities Code Section 20206.4 generally requires that the District seek competitive bids in connection with the purchase of goods; and WHEREAS, the District finds that the computer hardware, software and support services more nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good"; and WHEREAS, the Public Utilities Code Section 16034 and Government Code Section 53060 provide that the District may, without competitive bidding, contract for special services and advice in financial, economic, accounting, engineering, legal, administrative and professional matters if such persons are specially trained and experienced and competent to perform the special services required; and WHEREAS, since National Information Systems Cooperative would provide a sole source of purchase, installation, training and subsequent support and that the installation and implementation would be smoother and more efficient because of it. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that it adopts the above stated recitals as its findings. BE IT FURTHER RESOLVED BY THE Board of Directors that for the reasons set forth above, the District finds that competitive bids for the purchase of billing and accounting services including hardware, software, training and support services would be unavailing and would not produce an advantage to the District and the advertisement for competitive bids would not produce an advantage to the District and would be undesirable and costly. BE IT FURTHER RESOLVED that the District finds that computer hardware, software, software licensing, training and support services more nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good." BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the acquisition of upgraded billing and accounting software systems and associated hardware and software licenses and that the District staff is authorized to purchase from NISC the necessary hardware, software and software licenses to operate said system including installation costs, training and support services. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 3rd day of March, 2004 by the following roll call vote: AYES: Directors Aguera, Hemig, Maass and Sutton NOES: None ABSENT: Director Van Gundy TRUCKEE DONNER PUBLIC UTILITY DISTRICT Ja s A. Maass, President ATTEST: - Peter L. Holzmeister, 15istrict C erk t I W` J-11 I it COST ESTIMATE TO UPGRADE CUSTOMER BILLING AND ACCOUNTING HARDWARE AND IVUE SOFTWARE FROM NISC -2/27/04 Computer System $44,000 System Software 17,810 System Integration Fee 3,500 Laser Checks 1,642 System Hardware& Software $66,952 Sales Tax 4,868 IVUE Implementation Fee/Conversion Costs 39,900 Out-of-Pocket Travel Expenses(estimate) 15,000 Custom Reporting Expenses 10,000 Total Upgrade Costs $136,720 NUE Truckee-Donner PUD VUH The ,v s. ©n to se ".The power to.dv. iVUE Cost ummmy Extended Monthly Monthly Monthly Description Price Maint. Maint. 1 Yr Maint. 3Yr Computer System $ 44,000 System Software 17,810 326 System Integration Fee 3,500 Use Existing VPN/Firewall - Laser Checks 1,642 50 System Hardware and Software Total $ 66,952 $ 376 $ w-, iVUE Implementation Fee 39,900 NISC Monthly Support Cost 5,009 Total One Time Fee $ 106,852 Total Monthly Fee $ 5,385 Note: "The pricing presented above is based as a complete solution from NISC. Use or procurement of other systems, equipment or software is subject to NISC integration fee and/or hourly installation charges. One-time Cost Summary Page 2 NUE Truckee-Donner PUD February 18, 2004 Level 2 Rafe Monthly Support Summary, CIS&BIS Only Number of Primary Service Agreements: 11,600 Primary Package Service Type Total Monthly Fee Base Monthly Fee $ 725 $ 725 $ 725 ate` Agreements: VUH. 1-10,000 $ 0.260 $ 0.260 $ 2,600.00 ThE vi.s on t. sue ..The powwr to, -.0a 10,001-25,000 $ 0.250 $ 0.250 $ 400.00 25,001-35,00 $ 0.135 $ 0.135 $ - Over 35,000 $ 0.060 $ 0.060 $ - Primary Service Fee Total $ 3,725.00 Secondary Type of Secondary Service: Water Type of Fixed Service: Water Number of Secondary Service Agreements: 500 Number of Fixed Service Agreements: 11,100 Calculated Monthly Fixed Monthly Service Fee Service Fee Base Monthly Fee $ 125 $ 125.00 Base Monthly Fee $ 75 $ 75.00 Agreements: Agreements: 1-10,000 $ 0.135 $ 67.50 All $ 0.060 $ 666.00 Over 10,001 $ 0.060 $ -- Secondary Service Fee Total $ 192.50 Fixed Service Fee Total $ 741.00 Monthly • iSupport Number of Users 25 First 10 Users $ 20 $ 200.00 Next 30 Users 10 150.00 Primary Service Fee $ 3,725.00 Over 40 Users 5 - Secondary Calculated Service Fee 192.50 Fixed Service Fee 741.00 User Fee 350.00 User License Total $ 350.00 Total NISC Monthly Support Cost $ 5,008.50 Hourly Rate for Programming or Member Services $ 100 Travel Expenses are not included and are invoiced seperately. Level 2 Support Summary Page 4 iVUE Truckee-Donner PUD February 18, 2004 SolutionLaser Check Member Extended Monthly Item Model Description Oty Unit Price Price Maint. 1 (3) Check Overlays 1 $ 1,600 $ 1,600 2 NISC-400x Check Stock(Purchased in lots of 500) 2 15 30 (Choice of Blue, Green, and/or Brown) 3 NISC-2582 Envelopes (Purchased in lots of 500) 1 12 12 4 Use Existing LaserJet Printer 1 - - 5 Use Existing MICR Toner 2 - $ - Laser Check Total $ 1,642 aft. NISC Monthly Support $ 50 Printer Upgrade Option 7 IN-761885 Upgrade from HP LaserJet 2300N to $ 482 More the HP LaserJet 4200N 35ppm,48Mb Memory, 1200dpi Note: Additional Check overlays are at$400 each. Laser Check Page 6 Discovery Truckee-Donner PUD February 18, 2004 Outage Management Server UNIT EXTENDED MONTHLY ITEM DESCRIPTION QTY PRICE PRICE MAINT. 1 Dell PowerEdge 2600 1 $ 7,650 $ 7,650 $ - Intel®XeonTM processor, 2.8GHz, 2GB DDR SDRAM (2X1GB) Keyboard, 2-Button Optical Mouse w/Scroll 17" Flat Panel Monitor 3.5 in, 1.44MB, Floppy Drive (6) 36GB 15K RPM Hard Drives (RAID 10) (2) 36GB 15K RPM Hard Drives (RAID 1) PERC4/Di 128MB (2 Internal Channels) - Embedded RAID Intel Pro 1000XT Copper Gigabit Network Adapter 24X IDE CD-ROM, 1400VA UPS Windows 2003 Server w/5 cal Redundant Power Supply 20GB Utility Partition Size Override for Windows 2003 3-Year Priority Warranty Uplift 9x5,4Hr 2 Orion Software 1 1,200 1,200 3 Oracle License 20-Users 1 2,000 2,000 30 Outage Management Server Total $ 10,850 $ 30 a Computer System Hardware And Software Page 8 NUE I Staking Page 10 t IVU E TOTES: I. Pricing based upon Compaq's U.S. Systems Price List, 5-1-03. Prices and lease rates subject to change. II. **The Compaq ProLiant and it's internal components carry a three year on-site warranty which Includes Compaq response from 8AM to 5PM, Monday through Friday. Where a warranty upgrade is indicated the on- site response has been uplifted to Compaq's 4-hour priority response if Member is within 100 miles of Compaq service facility. Ill. Price Summary includes an estimate only for shipping,transit insurance, or applicable taxes. Additional interoffice cable/adapters required for terminal, PC's or printer connection (ie:four conductor, thinwire ethernet, etc.). are NOT included. Deinstallation of existing hardware is the member's responsibility. IV. Future database software may require an additional license fees. V. NISC will provide on-site installation support. Travel expenses are the responsibility of the Member. VIIII. Sample lease factors from Buccanneer Finance good through: April 30, 2003 36 Months 48 Months 60 Months Fairmarket Buyout 0.02969 0.02389 0.02019 $1.00 Buyout 0.031841 0.024751 0.02052 Notes Page 12 iVUE Truckee-Donner PUD February 18, 2004 Rates effective January 1, 2003 NISC Mailroom f w w Pre-Printed Single Side Both Sides Single Side Both Sides Postcard 7 x 8 1/2 7 x 8 1/2 8 1/2 x 11 8 1/2 x 11 Laser Print(per bill) $ 0.0350 $ 0.0550 $ 0.0500 $ 0.0750 Impact Print(per bill) $ 0.0400 Insert and Mail Bill direct to consumer 0.0400 0.0400 0.0400 0.0400 Paper Cost 0.0132 0.0132 0.0181 0.0181 Carrier Envelope 0.0155 0.0155 0.0158 0.0158 Courtesy Return Envelope 0.0141 0.0141 0.0149 0.0149 Sort and Mail as Postcard 0.0300 $ 0.0700 $ 0.1178 $ 0.1378 $ 0.1388 $ 0.1638 Cost per piece for additional inserted items- maximum 2 - $ 0.015 $ 0.0150 $ 0.0150 $ 0.0150 Optional Bill Print CD Bill Print CD $50.00 Per Month (Includes(1) Cycle) Cycles $30.00 Additional Per Cycle Per Month , " Bill Print CD's are mailed the day after each bill print. Bills are burned onto the CD in full color using a pdf format. CD bills can be loaded on a server and shared over a network. Electronic CD bills can be modified (must purchase Acrobat PDF Writer), emailed and printed in color with a color printer. All CD's are indexed by account number and include a quick search function to enable fast lookup by account number or character string. CD bills include a rolling 30-day snapshot of bill prints. Inserts-Up to three additional items may be inserted in addition to your statement and return envelope. For insert specifications contact the AMS department. NISC can provide inserts through a local printer. Inserts must be received 3-to-4 days prior to the statement processing. Programming time to complete a new bill print normally range between 40-80 hours depending upon the complexity of the bill print format. A delinquent print normally requires 12-16 hours of programming depending upon the complexity of the format. Hours will be charges and current Member hourly rate. A minimum charge of$35 applies to all production jobs for any standalone print job such as Final Bill Immediate, Delinquent Notices, Special Bill runs, etc. An additional .01 will be bill for jobs during the last 4 working days of the month and the first 2 working days of the month. Costs do not include postage** NISC will insert the bill and return envelope into a carrier envelope and mail from St. Peters, MO zip code 63376. Only the 63376 will show on the carrier envelope. Mail Room Services Page 11 iVUE Truckee-Donner PUD STAKING SHEET SYSTEM Extended Monthly Model Description Price Maint. 1 Software 3 Seats $ 7,500 2 Support $.01 per meter per month for 1 st 25,000 3 Support $.005 per meter per month for all meters over 25,000 Total $ 7,500 $ - Options $ 2,000 each add'I seat Included: 1 Visual Utility MapView license per Staking Sheet seat MapView conversion (if needed), System Hardware, 3rd party Software, on-site Training and Expenses are additional costs. All prices subject to change Note:Please contact Engineering for estimate on setup and installation. Staking Page 9 NUE Truckee-Donner PUD February 18, 2004 Optional Solutions AM The following solutions are not required to implement WE but serve to complement the core offering of NISC's WE CIS and BIS applications by increasing productivity, customer service, automation and data integrity. Option Cover Page 7 • iVUE Truckee-Donner PUD February 18, 2004 System Hardware UNIT EXTENDED MONTHLY ITEM DESCRIPTION QTY PRICE PRICE MAINT. 1 Proliant ML530 G2- Database Server 1 $ 41,150 $ 41,150 $ - Dual Intel Xeon 3.06GHz Processors 4GB memory, Smart Array 6402/256 Controller (12) 36GB 15K rpm Drives (RAID 10) SuperDLT 160/320 TBU, 1000 Base-T Upg Redundant Power Supply, CDRW/DVD 48x Proliant DL360 G3 Application Server Dual Intel Xeon 3.06GHz Processors 4GB memory, Integrated 5i RAID controller (2) 36GB 15K rpm Drives (RAID 1) HP StorageWorks DAT 40i (20/40GB) 3KVA UPS,4-Port Console Switch TFT5600 KEYBOARD AND MONITOR (1 U) 3-Year Priority Warranty Uplift 13x5,4Hr CDRW/DVD Combo Drive 24x slim drive 2 SuperDLT 160/320 Media 30 95 2,850 Total Computer System $ 44,000 $ - System Software UNIT EXTENDED MONTHLY ITEM DESCRIPTION CITY PRICE PRICE MAINT. 3 SuSE Linux Server Standard Edition 2 450 900 - 4 Oracle Unlimited Licenses (Processor) 2 4,800 9,600 290 5 Progress Workgroup 9 250 2,250 6 Progress Client Networking 9 140 1,260 7 Progress Annual Maintenance 1 562 562 8 I-net Crystal Clear Report Server Software 1 1,200 1,200 15 9 Crystal Report 2 419 838 10 MicroFocus Server Express 1 1,200 1,200 21 Total System Software $ 17,810 $ 326 System Hardware & Software Page 5 iVUE Truckee-Donner PUD February 18,2004 . ME Implementation Rates, Level 2 Agreements Standard (Customary) 11,600 $39,900 Implementation CIS BIS Engineering Specialized programming investments will be estimated and provided at standard rates. *Members may save up to $5,000 with Self Keyed BIS implementation. Training Eight NISC visits for presite and training requirements. Computer based training Travel Expenses Bundled Advantage Standard Rates Note: "The pricing presented above is based as a complete solution from NISC. Use or procurement of other systems, equipment or software is subject to NISC integration fee and/or hourly installation charges. iVUE Implementation Level 2 Page 3 r ..wig At The wv�: /0:..onto s e...-e. The PO wer'; t,0 do. Member Estimate Prepared For Truckee-Donner PUD Truckee, CA National Information Solutions Cooperative February 18, 2004 All of our rates are subject to change based on Board resolution.