HomeMy WebLinkAbout1980-05-06; City Council; 6047-1; Draft RFP for Replacement Data Processing SystemCITY OF CARLSBAD r'-1 ____ ;.;.;;;.~--~'
'AGENDt BILL No. &o'-/1-J~oJ: -rr. /
D,i\TE;' May 6, 1980
Init0ial:. · , 'f/8)
Dept.Hd._~.;.;:~:;;;;_-
C. Atty1_' __ ,
DEPARTMENT: FINANrE C. Mgr. ~
Subject:
DRAFT RFP FOR REPLACEMENT DATA PROCESSING SYSTEM
Statement of the Matter
In NovembeT 1979, the City Council selected Price Waterhouse to
act as the City's consµltant in the preparation of specifications
and a request £or proposal for the ~eplacement of the Finance
Department data processing system. The attached RFP is the result
of a combined effort of the consultant and city staff to prepare
satisfactory specifications for this purposP,
At this time a replacement system is expected to cost from $90,000
to $115,000 or approximately $2,500 to $3,000 per month on a fivt
year lease pufchase. The 1979-80 budget contains $31,000 that m~r
be used to fund the first year costs. The fiscal impact on 1980-bt
will amount to the cost of site modifications of about $3,000.
The existing computer ~ystem can be sold for approximately $10,000
which will help offset first year costs.
Exhibits
Memo to City Manager, dated April 28, 1980
Draft request for proposal -On file with City Clerk.
Memo to City Manager, dated April 23, 1980 -(response to
Manager's request £or information).
Memo to City Manager, dated March 22, 1979 -(computer software
limitations).
Memo to City Manager, dated June 10, 1979 -(results of citizens
committee on data processing).
Recommendations
1. Approve draft request Proposal.
i. Instruct City consultant and staff to solicit proposals
for the replacement of the City's computer system.
Council Action:
5-5-80 Council approved the draft request for proposal and instructed the City staff
and consultant to solicit proposals for the replacement of the City's computer
system.
DATE: April 28, 1980
TO: City Manager
FROM: Finance Director
SUBJECT: RECOMMENDATIONS CONCERNING THE REPLACEMENT OF
THE FINANCE DEPARTMENT COMPUTER SYSTEM.
Backgrou~
In April of 1979 the City Council was presented a report describing
the present City computer system and outlining the problems that
were impacting the operation of the Finance Department. As a
result of this report, the City Council instructed the staff to
form a Citizens' Advisory Committee to review the City's computer
needs and to recommend a course of action for the improvement
of the City's computer system.
In May, a Citizens' committee was formed and by June, 1979 the
committee's report had been presented to the Council. The
recommendations of their report were to replace the existing
Singer system with a new in-house or shared system and to seek
professional assistance in preparing specifications and evaluation
of proposals. The Council approved their report and instructed
the staff to seek a professional consulting firm to help prepare
specifications and a request for Proposal.
On November 6, 1979 the City Council selected Price Waterhouse
and :o. to act as the City's consultant in the drafting of speci-
fications and review of Pr09osals.
The D,:-aft RFP
The attached Draft Request for Proposal has been prepared through
a joint effort of tht1 consult.mt and the City staff. The
purpose of presenting the RFP 'i:O the Council at this time is to
allow an opportunity for the Council to question the specifications
and consuitant prior to soliciting propoaals. Once the RFP has
been approved and the Council has instructed the staff to proceed
with requesting Proposals, the consultant and staff will follow
through with the schedule outlined on the cover 1etter of the
Draft RFP.
Recommendations
1. Approve the specification and Draft RFP as presented.
2. Instruct the city staff and consultant to request proposals
for a replacement Data Processing System.
JIM ELLIOTT
FINANCE DIRECTOR
JE/bp
DATE: April 23, 1980
TO: Assistant City Manager
FROM: Finance Director
SUBJECT: RESPONSE TO THE CITY MANAGERS QUESTIONS ON
ALTERNATIVES TO IMPROVEMENT OF THE CITY DATA
PROCESSING SYSTEM.
After our discussion several weeks ago concerning the re-
placement of the existing City computer system several
questions were raised that required further attention prior
to the presentation of a draft RFP to the City Council.
Basically additional information was desired in the following
areas:
1. Investigate the alternatives, i.e., shared systems,
service bureaus, and in-house systems.
2. Investigate the single system vs. the mulTiple system
concept and evaluate the parameters 5.mpacting bot:h.
3. Prepare a review of computer systt.:.,s now in use by
the City.
4. Prepare a five year plan for implementation of data
processing capabilities.
5. Build an :n-house computer committee to aid in the
evaluation and implamentation of a computerization plan.
DISCUSSION
I. Investigate the alternatives.
There are basically three alternatives that were of some
interest to the City as a computer user. They are: Contract
with another agency for use of a shared system, deal.
with a computer service bureau for processing of those
applications where package programs exist, or purchase
or lease an in-house system. Our review of data pro-
cessing in the past has been based on the assumption
that the in-house system option had been s€.lected. How-
ever it is worthwhile to take another look at the other
alternatives.
The shared system approach has been used by many agencies
Page 2
in both successful and unseccessful applications. In
order to be operationally effective the entities should
be close geographically and be willing to enter into
acceptable agreements covering the division of costs of
operation, management of the system, responsibility
for maintenance of the s:i7stem and file integrity, and
future expansion.
Many times a computer user will find that it is less
expensive, initially, to buy slightly more computer
capacity than is actually needed and rent this excess
to Qnother user on a year to year basis. The rental
income can be used to defray lease or. rent~l expenses
incurred by the system owner.
Above all, there must be computer users willing to
share computer capacity. In our area a survey of the
computer users indicates that the City of Oceanside is
the only City capable of and willing to share a computer
system with the City of Carlsbad. They are currently in
the midst of purchasing a computer to replace an in-
adequate batch mode system. They have been authorized
by their council to investigate the possibility of sharing
a system with the City of Carlsbad.
At this time no hard cost figures are available, how-
ever it is our recommendation that should the council
approve the draft RFP, the City of Oceanside be included
on the list of bidders. The costs as proposed by
Oceanside can be compared with other responses and re-
viewed by our consultant.
Computer service bureaus offer an alternative to the
Data Pro~essing user, in many cases, that can compete
with either shared or in-house svstems. The service
bureau can offer services ranging from single programs
such as payroll to entire management packages.
The major factor to consider in the evaluation of a
service bureau company are the dependability, control of
data, and cost. All three can vary widly and must be
compared against the other alternatives using similar
requirewents to truly determine the best approach,
Several service bureau type companies have been included
in the bidders list to allow a fair comparison of costs
for the applications indicated in the RFP.
The in-house system offers the computer user a maximum
of control over the operation, mci.intt:nance and security
of the computer and data. Most mini computers today
are geared for the non technical staff, making daily
operation relatively routine.
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A computer user needs to buy (or lease) only as much
capacity and capability as is neccesary at the present
time. Properly designed systems can be expanded to
meet what ever future needs the user might experience
(within limits) .
The computer user controls the maximum cost of the system
by controling the expansion of the system or implementation
of new applications. When the user feels additional costs
can be justified, the system can usually be expanded.
II. Single computer system vs multiple systems.
When the list of applications for computer use is
reviewed, it is clear that there are several departments
requesting computer capabiiities. The question has
been raised, should the City consider one central
computer for all applications with outlying terminals,
or should the City look at developing several small
specialized systems for use in particular departments?
The answer may, in fact, be to utilize a combination of
both.
Both approaches·have their roerits and their drawbacks.
From the standpoint of the central system, users
usually have access to a larger more powerful and
often faster system. Larger files can ba maintained on
a random access basis and files may be accessed
or shared by several terminals or departments. File
management is centralized which relieves each depart-
ment of the responsibility for file back ups and off-
line storage. Software is also more readily available
for the larger systems due to the numbers of users
who develop and sell application packages.
On the other hand, the central systems can be larger
and therefore more costly than a few small systems. In
some cases the cost of expanding a central system can
be greater than the cost of purchasing a small, special
purpose processor. A central system requires some ex-
pertice to run and maintain properly. The total investment
in a central system can become so substantial that it
is difficult to change from one system to another.
The small special purpose system can offer one user
a dedicated system that, properly designed and pro-
grammed, can perform a certain task for that user. Many
city applications that do not require access to other
city files could be placed on a dedicated micro system
that is managed by the concerned department.
Page 4
The primary disadvantages to the micro computer system
are directly related to their size and specialization.
Most of the systems, although expandable to a certain
degree, reach their maximum size relatively quickly.
CPU response can become a serious problem as the system
becomes loaded.
File storage is often very limited. Although a 500,000
BYTE disc may seem to store a large amount of data
(depending on machine overhead requirements) the actual
useable storage space may rapidly prove inadequate. Files
too large for one disc may have to be split to two discs
forcing the department to keep only half the necessary
data on line at one time.
Specialization among micro computers is very common.
Many speak only certain specific computer languages
that are known by a few programmers. In these cases,
unless the City could convince a city employee
to learn the appropriate computer language and be
responsible for program development and modification,
programming support would have to be sought from the
manufacturer.
Our recommendation at this time is to concentrate on
the central system concept for most applications.
Small dedicated systems have not been ruled out, but
should be chosen very carefully based upon application.
III. Computer systems now in use by City Departments.
The City is presently using four computer systems,
the Finance computer (city owned), the Library circulation
control system(jointly owned with Oceanside), the
Police ARJIS information system (leased system uncler
the control of the County), and the Law Enforcement
CLETS system (State data system).
The City owned system used in Finance serves accounting,
payroll, utility billing and management reporting
functions. It is totally dedicated to finance functions.
Existing problems not withstanding, this type of system
should be able to serve the needs of several departments.
The Library circulation contro] system, being jointly
purchased by the Oceanside and Carlsbad Libraries, is
a computer system disigned to give the Library controls
over borrowers records, book circulation, and shelf
inventory. The system is dedicated to Library use and
is not intended to serve any other users.
Page 5
The Automated Regional Justice Inofrmation System (ARJIS)
and the California Law Enforcement ~•elecommunications
System (CLETS) are used by the Police Department to
retrieve data on vehicles, stolen property and persons
subject to police investigations. These systems are
controlled by other agencies and are connected to the
Carlsbad Police Department via phone lines and video or
teletype terminals.
IV. Five year plan for implementation of data processing
capabilities.
Part of the direction received in the meeting on data
processing indicated that, using the projected list of
future application, a five year implementation plan
should be developed. The applications chosen for
inclusion in this plan represent the major functions
proposed for computerization in the near future. There
are many minor funcitons that will be satisfied through
the spinoff from these major programs. This is a
tentative schedule and is subject to review by a coinputer
committee or consultant at some future date. (see
section V).
Proposed Implementation Schedule
1. Business Licenses.
2. Cost Accounting system.
3. Word processing.
4. Sewer Allocation monitoring system.
5. Statisticle modeling system (forecasting).
6. Public Safety: Dispatch system.
7. Public Safety information reporting system.
8. Investment management system.
9. Vehicle maintenance accounting system.
10. Mechanical maintenance inventory.
11. Water & Sanitation inventory system.
12. Land use inventory.
13. Parks and Recreation class scheduling and instructor
compensation system.
14. Street Incex and reference system.
TJ:ME LINE FOR PROGRAM IMPLEMENTATION:
-(prc,gram number from above table)
1,2,3,4 5,6,7,8 9,10,11 12,13 14
0 1 2 3 4 5
(years from adoption of computerization schedule.)
Page 6
This list of applications is subject to two major
variables. First, as time passes, the needs for
information and data retrieval change, i.e. , the emphasis
may very well shift in the next few years making the
implementation of a Land use system more important
than a Public Safety dispatch system.
Second, the decision to centralize or decentralize
the computer system of the future will have an impact
on the implementation schedule. Centralization will
require greater coordination of programming and operation
efforts than small separate systems. If a centralized
system is to be implemented, some consideration must
be given to the type of structure the managing orgainiza-
tion will take.
v. City Computer Utilization Committee.
The :i:inal instructions received during the Data
Processing meeting were to form an "In-house" computer
utalization committee from the interested department to
evaluate and administer the transition from present
systems to the use of computers. This action has not
been taken to date.
A meeting will be scheduled with the Assistant
City Managers to receive their recommendations as
to who shall sit on this committee. Once formed, the
committee will report to the Manager and Assistant
Managers after each session. The goal of the Committee
will be to make the best possible use of computer
capabilities in a cost effective manner.
RECOMMENDATIONS
1. That the City proceed with the request for proposal
for a replacement computer system.
2. That the City's consultants Price Waterhouse be
instructed to send copies of the RFP to the City
of Oceanside to determine the cost of a shared system.
3. That the draft RFP be presented to the City council
for approval prior to distribution.
4. That a City computer steering committee be
formed to help evaluate the future computer usage.
-'
'QATE: March 22, 1979
TO: Paul Bussey, City Manager
FROM: Jim Elliott, Assistant to the Finance Director
SUBJECT: Computer System Software Limitations
In August 1975, the City Council authorized the purchase of a
~5~i-computer system to serve the Finance Department functions of
ut1.li'l::i' hilling, general ledger, accounting, payroll and fixed asset
inventory. By January, 1976, these functions were on line and have
been operational since that date with only minor modifications.
The purpose of the attached report is to bring to light the
problems that have been encoun~ered by the Finance Department in
maintaining the computer software and obtaining the programming
services necessary to modify and enhance the existing applications.
PROBLEM
The computer currently in use in the Finance Department is a
Singer System 10, manufactured by the Singer Business Machines Company.
The language used in this machine is called Interpretive Processor
or Table Processor, a little known language used by a very small
percentage of the Singer computers. This language is not used or
supported by any other computer manufacturer and, therefore, repre-
sents a major problem when seeking professional programming assistance.
At this point·in time, no dependable source of programming exists.
From time to time, modifications are necessary to bring the
existing software in line with changes in the policies or procedures
used by the City. If no source of programming exists, these modifi-
cations become almost impossible to accomplish.
DISCUSSION
In order to evaluate the impact of this problem it is necessary
to consider what is expected from the existing computer system.
Attachment A is a listing of applications currently in use on the
system. Attachment Bis a listing of applications that have been
discussed as improvements to eKisting programs and possible new
computer functions. If any of the new applications are to be con-
sidered for implementation, the alternatives listed below and in
the attached report should be considered. If no new applications
are to be installed and no changes are anticipated in the existing
system, the problem stated above may be of little importance.
, March 22, 1979
City Manager
Pag~ 2 .
'ALTERNATIVES
1. Keep the existing system. No new applications or major software
changes will be implemented.
2. Convert from present form of Table Processor to the DMF2 operating
system.
3. Explore new systems with lease or purchase prices that can be
cost effective (considering the importance of maintainability).
4. Hire a staff programmer to learn the Table Processor language
and maintain our existing system.
5. Gain professional assistance in evaluating the problem by
forming a citizens advisory committee or hiring a professional
consulting firm.
The above recommendations are discussed further in the attached report.
RECOMMENDATIONS
1. Until some satisfactory solution is found for the problem, no
additional funds should be spent to upgrade the existing system.
(This is an administrative matter and requires no formal council
action.)
2. Obtain the programming services of one of the available local
programmers. Some system support may be available from this
source. (A San Diego firm has been contacted by the staff and
.has indicated an interest in entering into a software maintenance
contract with the City. This company is not presently familiar
with the table processor language. Sufficient funds exist in
the Finance and Water Department budgets to cover the cost of
this contract. )
3. Form a citizens committee of three to five members from the
local business/computer community to help the City evaluate the
.existing problem. (If a citizens advisory committee is un-
acceptable to the Council, a professional consultant could be
retained.)
---~
JAMES F. ELLIOTT
Assistant to the Finance Director
JFE:gb
HISTORY
COMPUTER SYSTEM SOFTWARE LIMITATIONS
DISCUSSION AND RECOMMENDATIONS
MARCH 1979
In January of 1975, it had become evident to the Finance
Director and City Manager that the existing mechanical method of
processing accounting and utility billing data was not able to
keep pace with increasing demands. A~ that time, an inhouse study
was initiated to find a solution to the immediate Finance Depart-
me::i.t EDP problems and identify other EDP needs of the city. The
primary focus of this study was to provide a solution to the Finance
Department data processinJ problems as soon as possible.
The solutions discussed in the study were based on meeting
needs through 1980 and used the following data in estimating work
loads: Population (1980) -28,600, Utility Billing System -
6,600 bills monthly, Payroll -272 employees paid biweekly. The
report also assumed that if no action were taken, four employees
would have to be added to the Finance, Purchasing and Personnel
Departments. The following alternatives were discussed as solutions
to the problem. The cost estimates are proj'ected through 1980.
1. Purchase another NCR 500 billing machine -the estimated
cost of this alternative was $194,900 which included the
hardware, maintenance and staff required for operation
of this machine.
2. Improve utilization of present NCR 500 billing machine -
this alternative involved the expansion of the Finance
Department operations to two shifts per day. Several
staff positions would be added bringing the total cost
of this alternative to $2~1,150.
3. Convert to a computer service bureau -under the pro-
posed plan, costs for this alternative could have run
as high as $202,912 through 1980.
4. Replace NCR 500 with mini-computer system -the costs
associated with this alternative were approximately
$88,000 if only th~ Finance Department needs were to
be met.
In May of 1975, the City Council selected alternative #4 with
the stipulation that only the Finance Department needs were to be
considered in the purchase of any system. '.Chis proved to be the
least expensive of the alternatives and did not involve the addition
of any positions to the City staff.
Page 2
• The selection process used in purchasing the Singer Computer
-~as the usual.bid procedure requir~d on all capital expenditures
of more than $5,000. Specifications were prepared by the City
staff describing the workloads, file sizes and applications, as
well as the maintenance and service support to be provided by
the vendor. The sealed bids were returned to the City Clerk's
office.
Upon opening the bids, it was found that the system prices
ranged from $54,000 to $112,000, with Singer being the low 'bid.
All specifications were satisfied by the Singer bid, as well as
several others (some of whom are no longer in business).
The staff was aware of Singer's intention to divest itself
of the Business Machines Division at some time in the future.
Through conversations with Singer and several Singer System 10 users,
it appeared that this would pose no serious problem. Singer had an
established, although small user base that would provide an attractive
investment opportunity for a well developed computer company. It
was anticipated that maintenance and new hardware would continue to
be available.
The fact that the system used an uncommon language was not
considered to be a major fault. The specifications had not call~d
for any p~rticular language, since so many different languages
existed that could satisfy our needs. Singer had contracted with
Cyberdata to provide all software support and at that time both
companies were going concerns.
In order to eliminate Singer's bid from consideration, a
major deviation from the specifications would have had to been present.
Since their bid was generally in line with the City specifications
and was the low bid, the staff recommended that the Council accept
the Singer bid.
By November 1975, the water billing application had been installed
and tested. Wit.bin the next two months, tha remaining applications
were installed and accepted as complete.
During the next two years, only minor program modifications were
required to keep the system operating effectively. In late 1978,
several programs were scheduled for implementation that involved
major software development, pr~marily a vacation and sick leave
accounting system and a bi-monthly utility billing system. So far,
efforts to procure a dependable source of programming assistanc~
for these app_lications have been unsuccessful. The Interpretive
Processor language used on this particular system is not widely known
and is not available through the normal programming sources.
During late 1976, (or early 1977) the Singer Company sold the
Business Machines Division to International Computers Limited (ICL)
and the Maintenance Division to TWR. At the same time, Cyberdata,
the company that developed our software systems and language, went
o-ut of business.
Page 3
TRW has done an excellent job of maintaining the existing
,liardware and has been able to supply special ribbons, filters and
supplies fo'r the system. Until recently, David Ferguson, formerly
with Cyberdata, had been very cooperative in assisting us with
program modifications and new applications whenever necessary. As
of October, 1978, Mr. Ferguson has had to concentrate more fully en
his current employment and personal affairs, eliminating much of
the time he had been spending on supporting our system.
THE NEED FOR SOFTWARE SUPPORT
All computer systems are made up of two interrelated components;
hardware and software. Hardware is the collection of mechanical and
electrical devices that make up the ~hysic~1 computer environment.
Software is the set of logical instructions that perform the compu-
tation and manipulation of data through the hardware environment to
create useful output.
A good hardware system can be created by many vendors from many
different types of devices; but, without a good software system, the
hardware is useless. The quality of software systems is dependent
on the skill of the programmers who create the set of instructions to
accomplish a specific task, as well as the language used to write
the instruction set.
In the computer world, there are common languages such as
COBOL, FORTRAN, RPGII, PL/1, BASIC and ALGOL and uncommon languages
such as Table Processor and some machine dependent asserobly languages.
The advantage of the more common languages come from the fact that
many different computer companies and programmers support these
languages.
· Software, regardless of how well it is written, must occasionally
be modified due to changes in the needs of the user. When this happens,
a programmer, with knowledge of the language used by that system, will
provide the ne9essary modifications to bring the system into line with
the new user's needs.
When a common language is used, the field of programmers avail-
able to modify existing software or create new applications, is
relatively large. The system can be constantly maintained to pro-
vide the best service possible. When an uncommon language is used,
the number of programmers available to perform necessary modifications
is severely limited. If no source of software support is available,
the system will begin to fall behind the user needs and limit the
effectiveness of the existing system. Eventually, if major modifi-
cations are necessary because of changes in legislation or desired
because of innovations in management systems, the system will be
inadequate due to the limitations imposed by the softwar~ language
and the availability of programmers.
The Finance Department has be .1 actively pursuing programmers
able to write in the Table Processor language. Several leads have
appeared in the form of two Los Angeles based and two San Diego based
programmers. Although the two Los Angeles programmers are com·ersant
Page 4
'with the Table Processor language, one offers only minor support ahd
''the other offers a conversion from one form of Table Processor to
another. The two San Diego based programmers would have to learn
Table Processor from the ground up.
Neither option ~ruly offers dependable support alternatives.·
It appears that as long as the Table Processor language is in use,
the field of capable programming support will be severely limited.
When system support depends on one or two individuals, the future
of that system, as far as improved utilization is concerned, is
questionable.
SYSTEM COST
Before any action is considered, a review of the cost of the
present system is called for. The system was ~nitally purchased
with the idea that by 1980, some form of action would be required
to continue to meet the workloads of the Finance Department. Since
iiscal year 1979-80 will begin in four months, now seems to be a
good tim~ to evaluate the alternatives.
By 1980, the system will have been operating for 50 months.
The current investment in the system is $77,500 plus $500 per
month for maintenance. This equates to a monthly cost of $2,050.
In contrast, if the City had elected to stay with the existing
accounting machine system, at least two clerks at a cost of approxi-
mately $2,075 per month, and additional accounting roachinery at
a cost of $300 to $400 per month would have been acquired -a total
,cost of about $2500 per month. In this respect, the present Singer
System has been cost effective.
In order to maintain the existing services through 1980, some
additional equipment will be required. For Example, an additional
Finance Department CRT terminal is scheduled for purchase in 1S78-79
to provide customer inquiry access to the data b~se and act as a
third input device. Al though this has been defer.ted temporarily,
satisfying this need would cost aoout $4,000.
If new applications such as a. personnel information system or
a utility inventory system are to pe implamented properly, ddditional
hardware costs of $12,000 to $16,000 may be necessary. The hardware
acquisitions necessary include CRT terminals for input and output of
data and upgrade of the CPU. Both applications require direct access
to the data base on a daily basis and, therefore, require terminal
dedications. If large data files are necessary for new applications,
an additional $15,000 to $18,000 would be required to expand the
existing data storage capacity.
Other applications such as the b J~thly utility billing system,
Workmens Compensation reporting and the l• ~get prep.i,ration system
would require no direct hardware acquisitl.01,. The data necessary to
opPrate these ~ystems already exists in a relatively usable form.
Only 3oftware modifications and new program~'.." would be necessary.
Page 5 .......
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With each .software and hardware change goes the assumption
-~hat the useful life of the computer has been extended. By extra-
'polation, ft appears that the existing system would continue to
cost approximately $2,000 per month over the next'few years. It
would also have to be assumed that (a) software support is available,
(b) new hardware continues to be available and (c) that TRW con-
tinues to maintain Singer equipment.
There is no accurate way to measure the "opportunity costs"
of not being able to add applications that would enhance manage-
ments' ability to control the operations of the City. This situ-
ation may exist as software and hardware become more difficult to
acquire.
It may be in the interest of the City to consider conversion
to another system of comparable price that offers maintainability
in both software and hardware. Systems of this type exist from
several manufacturers. For the purpose of this report, IBM, Honey-
well, and NCR were asked to present examples of their systems that
would directly substitute for the Singer System while allowin9 for
an acceptable growth path. These systems have the advantage of a
common computer language as well as the support of a national
company. These examples appear in the following secion. Further
research would be necessary before a suitable system could be
selected.
CONCLUSION
The -:ity Finance Department is experiencing a slowdown in it:s
ability to implement program modifications and development. This
inability to secure competent programming ~ervices poses a definite
problem to management in the area of utilization of data for
decision making purposes and to the Finance Department in the area
of the flexibility of the system.
This problem sterns from the language used to program the Singer
System 10 computer, and the lack of qualified program.~ers trained
in this language.
ALTERNATIVES
1. Keep the present system -the present system seems to be meeting
the current demands of the Finance Department. The primary
problem is the inability to provide acceptable prograraming
support to add new applications and make -1ecessary changes in
existing programs. This may not pose a serious problem if it
is determined that no new applications are to be added. How-
ever, the City bar. no control over some of the changes that
may be required. For example, in the payroll portion of the
system, if significan~ changes are received from the State or
Feder<.,l government in the area of taxes, retirement or insur-
ance, the City may have difficulty conplying with the new
regulations.
Page 6
2.
It may be possible to continue to use the existing system
until such time that program modifications are required by
legislation or management policies.
Convert from the present fornl of Table Processor to the
DMF2 operating system. A search of the market place has
turned up one possible solution to the immediate problem.
The Singer Company had another operating system developed
called DMF2. Installations using this operating system
have an advantage over our system in the number of pro-
grammers available to support this version of Singer soft-
ware. In our location, the support would come primarily
from Mr. Guy White, a programmer in the Orange County area.
Although this is not a major increase in the availability
of programming services, it seems to rep1:esent a more
reliable source than is now available.
A conversion to DMF2 also has a benefit in the hardware
area. The new CPU's developed by !CL are not compatible
with the present form of our software. A change to DMF2
would allow the City to take advantage of future improve-
ments in the speed and flexibility of the ICL computer
hardware.
Conversion to the DMF2 operating system would require changes
in all of the existing software as well ~s purchasing the
DMF2 package itself. No specific price has been negotiated,
but indications are that a total outlay of $6,000 may be
required.
There appear to be two disadvantages to this conversion. One,
Mr. White has not yet established a software company to support
a customer base. The problem still exists that there are
only a few uncertain sources for programming services in the
Table Processor language. If Mr. White is unable to .support
our system for any reason, we will find it difficult to find
software support.
Two, there seems to be some disagreement between the "experts"
as to the advantages of converting to DMF2 from our present
system. Apparently som({ advantages of the present software
system would be traded for other advantages of DMF2.
3. Explore new computer systems with lease or purchase prices that
could be cost effective. In order to evaluate this alternative,
meetings have been held with three of the major computer equip-
ment manufacturing companies; IBM, Honeywell and NCR. In each
case a system configuration similar to the one now in use was
discussed, keeping in mind potential system growth, common-
ality of languages and company support of the user.
• i
Page 7
As the following descriptions show, the system price may vary
according to company. Also, the system size and the number
of program packages included will vary. The data included is
to be used for example purposes only. No effort was made to
evaluate these packages as to the over.all adequacy of each
system. If this alternative is chosen, further study of
various systems is called for. The evaluation was limited
to three companies since covering the entire market place
at this point would serve no useful purpose.
A. IBM
1 CPU
2 CRT's
1 Printer
Software
-System 34 -Cost -approximately $2,100
per month (lease) as configured (approxi-
mately $65,000 to purchase hardware).
-64K CPU with diskette feature included.
The CPU also includes 27.1 Mbytes of
disk storage (fixed). Back up onto
single diskette or diskette magazine.
-Terminals used as data input devices
and control station for CPU. Includes
a standard 1920 character screen.
-300 LPM chain printer for hard copy out-
put of data.
Included in the above price is the ope-
rating system, utilities and system
support, RPGII compiler and the accounting,
payroll and personnel software packages.
If required, COBOL.or FORTRAN compilers
are available. ·
The System 34 is a state of the art machine that appears to offer an
excellent substitute for the Singer system. The lease price of
$2,100 per month is consistent with the current average monthly cost
of the existing system. The lease price may vary slightly under the
terms of a governmental lease agreement.
IBM offers both hardware and software support out of the San Diego
office. The cost of hardware support is included in the lease price.
Software support for special applications or modifications to exist-
ing programs would be supplied on a time and material contract.
An RPGII compiler is provided with the IBM System 34. This language
is supported by IBM on all of its machines, in addition to offering
COBOL or FORT~N options. These are all very common languages that
can be supported by most programmers.
The IBM System 34 presently requires about twelve month lead time
for installation.
Page 8 .........
i
B. Honeywell -•Model 60 -Level 62. Cost -approximately
$2,400 per month (lease) as configured.
l CPU
1 disk drive
4 CRT 1 s
1 printer
Software
160K processor with diskette feature.
40.3 Mbyte on line disk storage. Back up
onto diskette.
Terminals used for input of data, inquiry and
control of the CPU. The terminals have a
standard 1920 character screen.
450 LPM printer for hard copy output of data.
-This price includes all necessary software for
computer operation, including a COBOL-74 com-
piler. No application software has been
included. This system has RPGII and FORTRAN
compilers available.
The Honeywell Level 62 computer is a very strong system readily
available on today's market. The systa~ is capable of substituting
directly for the Singer System 10 and includes an excellent growth
potential. Although Honeywell does not directly supply application
software, a catalog of systems developed by users is available to
any customer. Since conunon languages are used, very little diffi-
_culty should be experienced in locating competent pr~gramming services
in the Carlsbad or San Diego area.
The Honeywell lease agreement allows approximately 50 percent of
the first year 1 s payments to accrue toward the purchase of the
system.
System support is available from Honeywell at the San Diego office.
Software contracts are available on an hourly or monthly basis at
a rate of $23.00 per hour.
The cost of application software has not been considered at this
time. Costs could run from $5,000 to $15,000 depending on the
applications to be implemented.
, C. NCR -8270 -Cost -approximately $2,000 per
month on leas~ basis as configured (pur-
chase price approximately $85,100).
1 CPU -128K Processor with cassette feature
included.
1 Disk drive -54 Mbyte Drive, 41 Mbyte fixed, 13 Mbyte
removeable. Backup onto removeable disk
packs.
4 CRT -Terminals are used ·for input of data,
inquiry and control of the CPU. These term-
inals have a standard 1920 character screen.
Page 9
1 Printer In addition to the above equipment, a
price of $7,800 would be required to
purchase the Interactive Financial Manage-
ment System (IFMS), payroll and utility
billing software packages. The NCR operating
system and utility software is included in
the lease or purchase price. Both COBOL and
FORTRAN compilers are available on this system.
The NCR 8270 Computer is a very competitive machine capable of pro-
viding a high level of service to the City in many areas. The 8200
series has been on the market since 1976 and has been ~ecently
enhanced by the addition of the 8270 m?del to the product line.
NCR provides several software packages for use on the 8200 series
computers written in COBOL, complete with documentation and user
instructions. Training is provided by the systems analyst on each
application as it is installed at the user's site.
System support is available for both h~rdware and software directly
. from NCR. Since COBOL is the primary ]anguage used in these systems,
programming services are avail.able from a wide range of vendors.
NCR provides a five year lease/purchase agreement with a $1.00
buy out at the end of the lease term. A percentage of each lease
payment is accrued toward the purchase of the equipment.
4.
5.
\'
The Table Processor language is similar to other computer lanyuages
in that it requires a string of logical commands to accomplish
a task. Since professional programmers are normally dealing with
several different languages, learning one more should be within
the realm of possibility. A programmer could be hired as a city
employee and trained in the Table Processor language; thus,
allowing the city to continue using the existing equipment. A
rough estimate of the cost of adding a program.~er to the staff
(including benefits) is $2100 to $2500 per month.
The Finance Department staff hqs already invested a considerable
amount of time in the problem of procuring competent programming
services. A great deal more time would be required to bring the
staff up to a level where the technicalities of analyzing sub-
stitute computer systems and programming languages could be
efficiently accomplished. To speed the process and perhaps to
improve the end results, some form of professional assistance
could be sought to study the problem. This assistance might be
gained two ways:
A. Citizens committee of three to five members could be
formed from the computer us: ,g community of Carlsbad.
These individuals along with staff could review the
existing alternatives and make recommendations to the
Ci-cy Manager. Cost -none.
Page 10
B. Professional consulting firms exist that have the
necessary expertise to analyze the existing problems
facing the City's EDP section. They are familiar with
the technicalities of the computer systems and soft-
ware capabilites. A study performed by one of these
companies could provide the necessary direction to the
City. Cost -Approximately $2,500 to $5,000.
RECOMMENDATIONS
1. Since November 1975, the Singer System 10 computer has cost
approximately $77,500. The last addition, a 400 LPM Printer,
was required to maintain the current level of service. Other
additions to the hardware system may be required over the next
few years to provide continued service even with no changes to
the existing software systems.
Unless the problems faced by the software system can be solved
in the near future by a dependable solution, it is recommended
that no additional funds be spent to upgrade the existing hard-
ware. This has been implemented administratively and requires
no formal council action.
2. Some software services may be available from three or four
different sources. Since these companies may be able to
provide at least a low level of support to the software system,
these services should be considered. Funding for these services
exists in the Finance and Water Department operating budgets.
3. The Computer Industry is dynamic and requires special knowledge
of the technical aspects of user requirements and computer
systems. The Finance Department staff does not presently
possess the necessary technical knowledge of the computer field
to fairly evaluate the altarnatives listed above. In oraer to
gain the technical assistance necessary, the City could form a
three to five member committee of local computer users to assist
the staff in the review process. The members selected for this
committee should be chosen on the basis of their knowledge of
the computer field. The cost of this approach would be only
the staff's time required to assist the committee. The com-
mittee shc,uld submit 1:ecommendations to the C.itl' Manager with-
in four to six weeks.
If a citizens advisory committee is unacceptable to the council,
another alternative would be to hire a professional consulting
service to review the existing applications and systems. The
results or this study might provide a more technically correct
answer to our ~roblems. The cost of this type of study could
run as high as $2,500 to $5,000. No firm estimate has been
received; but judging from other studies, this figure should
be in line. ·
Page 11
~
ATTACHMENT A
1. Utility Billing
2. Payroll
CURRENT COMPUTER APPLICATIONS
3. Acc-'•unts Payable
4. General Ledger
5. Fi:ieed Asset Inventory
6. Hciusing Authority Accounting System ·
7. Report Generation System (Expenditure/Budget Reporting)
8. 1lendor Listing
~
Page 12
~
ATTACHMENT B
APPLICATIONS ANTICIPATED FOR COMPUTERIZATION
1. Water Department Bi-monthly Billing System
2. Vacation and Sick Leave Accounting System
3. Payroll -Workman's Compensation Program
4. Personal Information System
5. Budget Preparation System
6. Capital Improvement Program Preparation System
7. Total Compensation Cost Calculation for Personnel
8. Business Licenses
9. Mechanical Maintenance Inventory System
10. Vehicle Maintenance System
11. Purchasing -P.O. Processing System
12. Job Costing System for Public Works
13. Street Inde:<
14. Land Use Inventory
15. Class Scheduling and Instructo~ Compensation System (P & R)
16. -Water Department Inventory System
17. Purchasing -Vendor Classification System
18. Investment Inventory System
Page 13
ATTP,CIJMENT C
Application
Programs
Batch Processing
Baud
Binary
Bit (Binary Digit)
Byte
Central Processing
Unit (CPU)
COBOL (Common Busi-
ness Oriented
Language
Compiler
GLOSSARY OF TERMINOLOGY(l)
-Standara and frequently used programs that are
tailored to a user's vocational needs; i.e.,
Payroll, General Ledger, Personnel Information
Systems.
-Data processing in which a number of similar
input items are grouped together and pro-
cessed during a single machine run.
-A unit of transmission speed, from one piece
of hardware ~o another, equal to the number
of signal changes in one second. This term
can often be used interchangeably with "bits-
per-second."
-Consisting of, or marked by two things or parts;
relating to, being, or belonging to a system
of numbers having two as its base.
-The smallest element of binary machine language
represented by a magnetized spot on a recording
surface or magnetized element of a storage device.
-A sequence of adjacent bits operated upon as a
unit and usually shorter than a word.
-The central processor of a computer contains
the internal memory' unit (memory), the arith-
metic logic unit (ALU), and the input/output
control unit (I/0 Control),
-A specific computer language by which business
data processing procedures may be precisely
described in a standard form. The language is
intended as a means for directly presenting any
buslness program to any suitable computer for
which a COBOL compiler exists and also as a
means of communicating such procedures among
individuals.
A computer program that translates a pi:ogram
written in a high level language such as COBOL
into a machine readable set of instructions.
The program that results from compiling is a
translated and expanded version of the original
program.
(l) NCR Educational Publicatior.s -EDP Terminology
Pa,gtl 14
• Data Base
Debug
FORTRAN
-I
All the information that exists at any time •
A corporate data base is all the information
that exists in the company records at any
given time. An Application Data Base is all
the data that exists on a certain aspect of
the company's operation, i.e., payroll, accounts
rece:ivable, etc.
-To locate and correct any errors on a computer
program.
(Formula Translator)-A programming system including a language and
a compiler, allowing programs to be written
in a type of mathematical language.
Hardware
Kor KB
MB
'Microsecond
Millisecond
Nanosecond
Program
RPG (Report
Program Generator)
Software
-~he mechanical, magnetic, electronic and
electrical devices or components of a computer.
-Kilo bytes or thousand bytes. Usually used
to refer to CPU storage size or data transfer
rates. 40,000 bytes~ 40 K
-Mega bytes or million bytes. Usually used to
refer to disk storage.devices. 20,000,000 bytes
of storage capacity= 20 MB
-One millionth of a second. l second= 1,000,000
microseconds
-One thousandth of a second. l second= 1,000
milliseconds
-One billionth of a second. l second= 1,000,000,000
nanosecond
-A sequenced set of instructions to a computer to
do a particular job.
-A programming language developed by IBM to perform
many of the complicated functions of handling
business type data.
-Various programming aids that are supplied by
the manufacturer to facilitate the user's efficient
operation of the equipment. The collect:un of
programs and routines and documents associated
with a computer.
Page 15
' . .
source Program
Word
-A program coded in other than machine language
that must be translated into machine language
before being executed. CODOL, FORTRAN and
RPG are source languages.
-A set of characters having some particular
significance which is treated as a whole.
Bits make up a byte, bytes make up a wora,
a group of words can make up a record (one
piece of data) •.
DATE: March 22, 1979
TO: Paul Bussey, City Manager
FROM: Jim Elliott, Assistant to the Finance Director
SUBJECT: Individuals available to serve on a Citizens Committee
to review City data processing needs.
The following individuals have indicated that they would be
available to serve on an ad hoc committee to review the City's
data processing needs. Other individuals have indicated that
they might be available if current demands on their time are
lifted.
John Kolb, Data Processing Manager, City of Oceanside
Frank Strange, Manager of Management Systems, Burroughs
Corporation
Mike Riley, Manager of Corporate Systems, San Diego Gas
and Electric Company
Bill Hare, Vice President of Operations, Dyna-Med
Bob Wergen, Manger of Data Processing, Hughes Airqraft
John Walsh, Data Processing Manager, United Way
't
" t-iEMO~ ANDUM
DATE: JUNE 10, 1979
TO: CITY MANAGER
f;:'•1M: AS:S I STANT TO THE FINANCE DIRECTOR
SUBJECT: RESULTS OF THE CITIZEN'S ADVISORY COMMITTEE
ON DATA PROCE,SSING
BACKGROUND
ON APRIL 3, 1979, THE CITY COUNCIL WAS PRESENTED A STAFF REPORT
REVIEWING THE CITY DATA PROCESSING SYSTEM. THIS REPORT RECOM-
MENDED THAT THE COUNCIL INSTRUCT THE CITY MANAGER TO FORM A
CITIZEN'S toVISOR.Y COMMITTEE TO STUDY THE EXISTING COMPUTER
SYSTEM AND CTTY DATA PROCESSING NEED~ AND RECOMMEND AN
APPROPRIATE COURSE OF ACTION.
SHORTLY AFTER THAT COUNCIL MEETING, THE COMMITTEEF CONSISTING
OF MR. FRANK STRANGE OF BURROUGHS CORPORATION, MRr MIKE RILEY
OF SAN DIEGO GAS AND E°LECTRIC, AND MR. JOHN 1(0LB OF THE CITY
OF OCEANSIDE, BEGAN REVIEWING THE CITY DATA PROCESSING SYSTEM.
THE ATTACHED REPORT IS THE RESULT OF THE CITIZEN'S COMMITTEES
EFFORTS.
SUMMARY
DURING THE COURSE OF THE COMMITTEE MEETINGS, A LARGE NUMBER OF
ALTERNATIVE SOLUTIONS WERE PROPOSED AND DISCUSSED. SOLUTIONS
INCLUDING THE OLD MACHINERY, NEW MACHINERY, STAFF POSITIONS,
CONSUt.TING SERVICES, PROFESSIONAL ASSISTANCE, CONTRACTS AND
VARIOUS COMBINATIONS WERE CONSIDERED. MOST SOCUTIONS FELL
INTO THE FOLLOWING CATEGORIES:
1) KEEP THE EXISTING SYSTEM (SOME OR ALL APPLICATIONS).
2) LEASE AND/OR PURCHASE REPLACEMENT IN-HOUSE SYSTEM.
3) SERVICE BUREAU FOR SOME OR ALL APPLICABLE ~UNCTIONS.
4) FACILIT!ES MANAGEMENT (CONTRACTED) COMPUTER SYSTEM.
5) SHARED COMPUTER SYSTEM -TWO OR MORE GOVERNMENTAL
USERS FOR ONE LARGE SYSTEM.
EACH ALTERNATIVE WAS REVIEW!:O AND A LIST OF PRO AND CON ARGU-
MENTS WERE PREPARED. -· -
) t'; ) ·""'
10: CITY MANAGER
~~ESULTS OF CITIZEN'S ADVISORY COMMITTEE JUNE 8 1 1978
ON DATA PROCESSING PAGE 2
THE COMMITTEE RECOMMENDATIONS ARE:
1) REPLACE THE SINGER SYSTEM 10 WITH A SYSTEM CAPABLE
OF USING A MORE COMMON PROGRAMMING LANGUAGE AND
OFFERING SUFFICIENT EXPANDABILITY. THE SYSTEM
COULD BE A) AN IN-HOUSE SYSTEM ORB) A SHARED
SYSTEM WITH ANOTHER GOVERNMENTAL UNIT.
2)
3)
USE PROFESSIONAL ASSISTANCE IN PREPARING BIO
SPECIFICATIONS AND PROPERLY EVALUATE THE RESPOND-
ING BIDS. IF ADEQUATE STAFF EXPERTISE Does NOT
EXIST, A QUALIFIED CONSULTANT SHOULD BE RETAINED.
HIRE A STAFF PROGRAMMER/OPERATOR. EVENTUALLY, A
STAFF PROGRAMMER/OPERATOR WILL BE NECESSARY TO
PROPERLY ADMINISTER ANY DATA PROCESSING SYSTEM.
THE CITY SHOULD PLAN TO PHASE IN A PROGRAMMER IN
THE NEXT FEW YEARS.
A MORE DETAIL DISCUSSION OF THE COMMITTEE'S COMMENTS AND RECOM-
MENDATIONS ARE FOUND IN THE ATTACHED REPORT.
I WOUL_D LIKE TO THANK EACH MEMBER OF THE COMMITTE AND THF.!P.BESPECTIVE
EMPLOYERS FOR DONATING THEIR TIME AND EXPERTISE TO THE CITY
FOR THIS STUDY. EACH MEMBER EXHIBITED A DESIRE TO FAIRLY REVIEW
THE ALTERNATJVESAND PRODUCE A USABLE RECOMMENDATION FOR THE
CIH COUNCIL.
.: kd'/ // / £,?Vt!./
-~s F. ELLIOTT
ASSISTANT TO THE FlNANCE DIRECTOR
ATTACH.
COMMITTEE REPORT
CITIZEN'S ADVISORY COMMITTEE ON
DATA PROCESSING
INTRODUCTION
ON APRIL 3, 1979, THE CITY COUNCIL APPROVED THE FORMATION OF A
CITIZEN'S ADVISORY COMMITTEE TO STUDY THE PROBLEMS FACING THE
PRESENT CITY DATA PROCESS Ii~G SYSTEM. THE COMMITTEE MEMBERS
WERE CHOSEN FOR THEIR KNOWLEDGE OF COMPUTER SYSTEMS AND DATA
PROCESSING,AND THEIR CONTACT WITH CARLSBAD THROUGH RESIDENCE
OR BUSINESS. THE MEMBERS WERE:
MR. FRANK STRANGE -BURROUGHS CORP.
MR. MIKE RILEY -SAN DIEGO GAS AND ELECTRIC
MR. JOHN KOLB -CITY OF OCEANSIDE
THE COMMITTEE WAS ASKED TO REVIEW THE EXISTING SYSTEM AND
APPLICATIONS, CURRENT NEEDS, AND FUTURE NEEDS OF THE CITY,
AND RECOMMEND AN AP~ROPRIATE COURSE OF ACTION, ALL DATA AVAIL-
ABLE ON THE PRESENT SYSTEM WAS PRESENTED TO THE COMMITTEE ALONG
WITH A PROJECTION OF APPLICATIONS THAT SHOULD BE CONSIDERED FOR
FUTURE IMPLEMENTATION,
PROBLEM
THE CJTY COUNCIL HAS BEEN PRESENTED A STAFF REPORT (ATTACHMENT A)
REVI EtflNG THE PROBLEMS THAT HAVE BEEN ENCOUNTERED BY THE CI TY
FINANCE DEPARTMENT IN OPERATING THE SINGER SYSTEM 10 COMPUTER.
THIS REPORT INDICATES THAT THE PRIMARY PROBLEM IS THAT THIS
SYSTEM DOES NOT USE A COMMON COMPUTER LANGUAGE. THIS LANGUAGE
IS ONLY USED ON A FEW SINGER INSTALLATIONS WITHIN CALIFORNIA
AND IS NOT WIDELY KNOW BY PROFESSIONAL PROGRAMMERS.
MODIFICATIONS TO EXISTING PROGRAMS HAVE BECOME A MAJOR TASK AND
REQUIRE A SIGNIFICANT AMOUNT OF TIME AND MONEY TO ACCOMPLISH.
THE SYSTEM IS AT A RELATIVE STANDSTILL IN RESPONDING TO
MANAGEMENT'S CHANGING NEEDS FOR INFORMATION AND THE DESIRE TO
IMPLEMENT NEW APPLICATIONS SUCH AS BI-MONTHLY BILLING OF WATER
BILLS AND VACATION AND SICK LEAVE ACCOUNTING FOR EMPLOYEE'S
RECORDS.
THE COMMITTEE'S INTENT WAS TO RECOMMEND A SOLUTION TO THIS PROBLEM
THAT WILL ALLOW THE CITY TO CONTINUE TO GROW, MEET CHANGING
DEMANDS AND STAY WITHIN REASONABLE COST GUIDELJNES.
ALTERNATIVES
A DATA PROCESSING SYSTEM CAN TAKE MANY FORMS. FOR EVERY PROBLEM,
SEVERAL SOLUTIONS MAY EXIST THAT CONSIST OF VARIOUS COMBINATIONS
OF HARDWARE, SOFTWARE AND CONTRACT SERVICES. THE COMMITTEE
l
i.
) ,,,.-,_,
'IT1ZEN 1 S ADVIlORY COMMITTEE
,• ON DATA PROCESSING PAGE 2
DISCUSSED NUMEROUS SOLUTIONS, MOST OF WHlCH FELL INTO THE FOLLOWING
CATEGORIES. AN EFFORT HAS BEEN MADE TO REVIEW EACH ALTERNATIVE
IN AN OBJECTIVE FASHION LISING THE PROS AND CONS OF EACH ALTERNATIVE
SEPARATELY.
l) KEEP EXISTING SYSTEM -THE PRESENT SINGER COMPUTER
SYSTEM WAS DESCRIBED IN THE APRIL 3, 1979 REPORT TO
THE CITY COUNCIL. SINGER SYSTEM 10 IS A SMALL
MINI-COMPUTER THAT WAS INSTALLED IN JANUARY 1976
2)
TO PR0'i1DE ASSISTANCE TO THE ACCOUNTING BILL.ING
FUNC fIONS IN THE FINANCE DEPARTMENT. SEE ATTACHMENT
11A11 FOR MORE INFORMATION ON THIS SYSTEM.
EBQ
1) COST OF KEEPING THE EXISTING SYSTEM IS COM-
PETITIVE WITH OTHER ALTERNATIVES.
2) HARDWARE MAINTENANCE PROVIDED BY TRw·oF
SAN DIEGO HAS BEEN VERY GOOD.
,!;Q.t:!
1) SINGER SYSTEM USES A VERY SPECIALIZED LANGUAGE.
2) TRAINED PROGRAMMERS AR~ NOT READILY AVAILABLE.
3) NEW APPLICATIONS ARE EXTREMELY DIFFICULT TO ADD.
4) OTHER DEPARTMENTS WILL NOT BE ABLE TO TAKE
ADVANTAGE OF THE SYSTEM.
5) NO BACK-UP SYSTEM EXISTS WJTHIN SAN DIEGO COUNTY.
6) CONTINUED INVESTMENT IN THE EXISTING SYSTEM MAY
MAKE A CHANGE AT A LATER DATE MORE DIFFICULT.
7) THE ADVANTAGES OF HAVING AN IN-HOUSE SYSTEM
ARE LOST BY NOT HAVING SOFTWARE FLEXIBILITY.
SERVICE BUREAU -A SERVICE BUREAU IS A COMPANY THAT OFFERS
TO RENT OR LEASE TIME ON A LARGE CENTRAL COMPUTER TO
VARIOUS USERS. THE SERVICE BUREAU IS RESPONSIBLE FOR
BACKING UP FILES, DELIVERING HARD COPY OUTPUT, THE
SECURITY OF THE SYSTEM, MAINTAINING UP-TIME, AND SOFTWARE
SUPPORT OF CANNED PROGRAMS. BILLINGS ARE USUALLY MADE
ON VOLUME OF DATA, TRANSACTIONS, CPU TIME AND/OR DISK
STORAGE USED.
) .,.~
EITIZEN'S ADVISOR, COMMITTE
ON DATA PROCESSTNG
PRO
1) USE OF LARGE SCALE COMPUTER FOR ALL JOBS,
COMPUTATION TIME CAN BE GREATLY REDUCED.
2) SOME CANNED ROUTINES ARE AVAILABLE ON THE
SYSTEM.
PAGE 3
3) HARDWARE MUST BE MAINTAINED OR PURCHASED BY
iHE SERVICE BUREAU AS THE USER BASE GROWS .
.fON
1) COSTS ARE VAR I.ABLE BASED ON VOLUMES. AS THE
VOLUMES INCREASE THE COST CAN RAPIDLY INCREASE.
2) IF INPUT HARDWARE IS NECESSARY, THE LEASE OR
PURCHASE OF EQUIPMENT CAN BE AN ADDITIONAL COST.
3) REQUIRES TELEPHONE LINE HOOKUP TO MAIN COM~UTER.
LEASED OR DEDICATED LINES CAN BE VERY EXPENSI_vE.
4) NO CONTROL OF SECURITY OF DATA, BACKUPS OR FILE
INTEGRITY.
5) ALL COSTS ARE OPERATING IN NATURE. NONE OF THE
INVESTMENT IS RETAINED IN THE FORM OF CAPITAL
EQUIPMENT.
1) FACILITIES MANAGEMENT -UNDER A FACILITIES MANAGEMENT
CONTRACT, THE CITY CONTRACTS WITH A COMPANY TO PROVIDE
BOTH PERSONNEL AND COMPUTER SYSTEMS THAT WILL ACCOMPLISH
TASKS ASSIGNED BY THE CITY. THE CONTRACTOR PROVIDES
ALL SYSTEM SUPPORT AMD OPERATING STAFF ELIMINATING THE
NEED FOR THE CITY TO HIRE COMPuiER PEOPLE OR PURCHASE
A SYSTEM. SOFTWARE DEVELOPMENT COULD ALSO BE CONSIDERED
AS PART OF THIS CONTRACT. THE CONTRACT IS USUALLY
CANCELLABLE UPON REASONABLE NOTICE BY EITHER PARTY.
J:B.Q
1) THE CITY MUST ENTER ONLY ONE CONTRACT FOR SERVICES
COVERING HARDWARE, SOFTWARE AND EMPLOYEES TO
OPERATE THE SYSTEM.
2) THE PERSONNEL PROBLEMS OF HIRING, SALARIES AND
STAFFING LEVELS ARE HANDLED BY THE CONTRACTOR.
3) SOFTWARE DEVELOPMENT DONE BY THE CONTRACTOR.
. ,...-,
CITIZEN'S ADV, }RY OMMITTEE
0~ DATA PROCESSING P,AGE 4
4)
CON -,-
1) COST -THESE TYPEJ OF SYSTEMS TEND TO BE VERY
EXPENSIVE.
2) DEPENDING ON THE CONTRACT, SOFTWARE DEVELOPED BY
THE CONTRACTOR MIGHT BE THE PROPERTY OF THE CONTRAC-
TOR NOT THE CITY. IF THE CONT~ACT WERE CANCELLED,
THE CITY WOULD HAVE TO REINVENT THE PROGRAMS
DEVELOPED BY THE CONTRACTOR.
3) DEPENDING ON THE CONTRACT -THE RATES MAY BE VARIABLE
UNDER THE CONTROL OF THE CONTRACTOR. RATES COULD
INCREASE WITHOUT DIRECT CITY CONTROL
4) STAFFING LEVELS ARE CONTROLLED BY CONTRACTOR.
5) SCHEDULING rs CONTROLLED BY CONTRACTOR.
REPLACE EXISTING SYSTEM WITH NEW IN-HOUSE SYSTEM -THE
PURPOSE OF REPLACING THE EXISTING SYSTEM IS TO GAIN
COMPUTER POWER., SOFTWARE MAINTAINABILITY AND THE ABILITY
TO EXPAND AS THE CITY GROWS. THE APRIL 3, 1979 REPORT
TO THE COUNCIL TOUCHED ON THIS ALTERNATIVE GIVING EXAMPLES
OF THE TYPES OF SY5TEMS THAT COULD DIRECTLY SUBSTITUTE
FOR THE SINGER SYSTEM 10.
£'RO
1) EXPANDED FLEXIBILITY OF THE COMPUTE~ SYSTEM.
2) l NCR EASED ''COMPUTER POWER. 11
3) PRICE COULD BE COMPETITIVE WITH CURRENT INVESTMENT
PER MONTH.
4) CANNED OR EXISTING PROGRAMS MAY BE ABLE TO COVER
SOME EXISTING NEEDS.
5) NEW APPLICATIONS MAY BE ADDED AS NECESSARY.
6) USE OF COMMON COMPUTER LANGUAGE.
7) LARGE NUMBER CF PROFESSIONAL PROGRAMMERS ARE
AVAILABLE FOR PROGRAM DEVELOPMENT.
CON
1) DATA MUST BE CONVERTED FROM PRESENT SYSTEM.
2) SOFTWARE MAY HAVE TO BE DEVELOPED FOR EACH APPLICATION
WHERE USABLE SOFTWARE DOES NOT EXIST.
., CITIZEN'S ADVI~JY~MMITTEE
00 DATA PROCESSING PAGE 5
5) SHARED SYSTEM -THE CITY OF CARLSBAD AND THE CITY OF
OCEANSIDE RECENTLY USED THE SHARED SYSTEM CONCEPT TO
SERVE THE NEEDS OF THE TWO CITY LIBRARY DEPARTMENTS.
THE COSTS OF PURCHASE AND MAINTENANCE HAVE BEEN
DISTRIBUTED BETWEEN THE TWO USERS ON A PRE-ARRANGED
BASIS C:NABLING THE T\'/0 CITIES TO TAKE ADVANTAGE OF A
A LARGER AND MORE POWERFUL SYSTEM THAN EITHER COULD
AFFORD INDIVIDUALLY.
If THIS PRINCIPAL OF JOINING FORCES COULD BE APPLIED TO
A MORE GENERAL SYSTEM AIMED AT MANAGEMENT, ACCOUNTING,
INVENTORY AND SAFETY NEEDS, THE ENTITIES INVOLVED COULD
TAKE ADVANTAGE OF A MORE POWERFUL AND FLEXIBLE SYSTEM
THAN COULD BE PURCHASED INDIVIDUALLY. BOnt DATA INPUT
AND OUTPUT COULD BE CONTROLLED AT THE USER'S SITE WITH
ONLY DATA STORAGE AND COMPUTATIONS BEING DONE AT THE
COMPUTER LOCATION.
PRO
1) POOLING OF RESOURCES TO PROVIDE GREATER •~oMPUTER
POWER.11
2) IMPROVED DATA STORAGE CAPACITY.
3) IF SHARED WITH ANOTHER LOCAL ENTITY THE COMPUTER
SYSTEM COULD BE LOCATED VERY CLOSE TO OR 1N CARI.SBAD
CITY HALL.
4) ONE USER ON THE SYSTEM WOULD BE ABLE TO TAKE ADVANTAGE
OF SOFTWARE DEVELOPED BY ANOTHER USER IN AREAS OF
SIMILAR APPLICATION.
5) USE OF COMMON COMPUTER LANGUAGE.
6) NCW APPLICATIONS CAN BE ADDED AS NEEDED.
7) LARGE POOL OF PROFESSIONAL PROGRAMMERS WOULD BE
AVAILABLE.
CON
1) POSSIBLE MANAGEMENT PROBLEMS.
2) DATA TRANSMISSION TO THE COMPUTER SYSTEM IS DEPENDENT
ON TELEPHONE LINES.
3) DIFFERENT SOFTWARE MAY BE NECESSAkY FOR EACH
IJSER DEPENDING ON APPLICATIONS.
) .~
CITIZEN'S ADVISOR) ~OMMITTEE
ON DATA PROCESSING
COSTS WOULD HAVE TO BE CLOSELY CONTROLLED.
PAGE 6
5) SECURITY OF DATA WOULD BE THE RESPONSIBILITY OF
THE COMPUTER OPERATOR, NOT THE CITY OF CARLSBAD.
RECOMMENDATIONS
AFTER REVIEWING THE MANY ALTERNATIVES, THE COMMITTEE FEELS THE FOLLOW-
RECOMMENDATIONS ARE IN THE BEST INTEREST OF THE CITY:
1) REPI.ACE THE SINGER SYSTEM 10 WITH AN IN-HOUSE COMPUTER
SYSTEM OR A SHARED SYSTEM.
THE COMMITTEE DEFINITELY FEELS THAT TO INVEST A CONSIDER-
ABLE AMOUNT OF ADDITIONAL CAPITAL IN THE EXISTING SYSTEM
WOULD BE UNDESIRABLE AT Tl-HS TIME. WITH THE AVAILABILITY
OF SUBSTITUTE SYSTEMS AT REASONABLE COSTS, THE CITY SHOULD
TAKE ADVANTAGE OF THE IMPROVED COMPUTER EFFICIENCY AND
FLEXIBILITY OFFERED BY MANY WELL KNOW COMPUTER MANUFACTURES.
(IF THE EXISTING SYSTEM CAN BE UTILIZED FOR A SINGLE FIXED
APPLICATION, THE CITY COULD CONSIDER KEEPING THE SYSTEM
RATHER THAN TRADING OR SELLING THE HARDWARE. A REVIEW
OF TRADE-IN ALLOWANCES OR USED EQUIPMENT PRICES SHOULD
BE DONE BEFORE THIS DECISION IS MADE.)
IT IS THE COMMITTEE'S OPINION THAT EITHER AN IN-HOUSE
SYSTEM OR SHARED SYSTEM OFFERS THE NECESSARY FLEXIBILITY
REQUIRED TO SATISFY FUTURE CITY NEEDS. THE DECISION TO
CHOOSE ONE OPTION OVER ANOTHER MUST BE BASED ON THE
CITY'S REQUIREMENTS FOR 1IMING 1 CONTROL AND THE AVAILABILITY
OF A GOVERNMENT BODY WILLING TO SHARE THE COMPUTER COSTS
UNDER AN AGREEABLE ARRANGEMENT.
2) CONTRACT WITH A SUITABLE CONSULTING FIRM TO PROVIDE ASSIS-
TANCE IN WRITiNG SYSTEM SPECIFICATIONS AND BID EVALUATION.
THE EXTREMELY TECHNICAL NATURE OF THE PRESENT DAY COMPUTER
MARKET MAKES IT DIFFICULT FOR THE USER TO PREPARE SPECIFICATIONS
FOR HARDWARE OF ANY SYSTEM. CONSULTING FIRMS EXIST THAT CAN .
PROVIDE THIS TYPE OF ASSISTANCE RANGING FROM TECHNICAL
SPECIFICATIONS ONLY TO ASSISTANCE IN SOFTWARE AND INSTAL-
LATIONS REQUIREMENTS.
3) HIRE A STAFF PROGRAMMER/OPERATOR. MOST SYSTEMS GO THROUGH
CONSTANT UP DATING AND CHANGE TO KEEP PACE WITH DEMANDS
FROM MANAGEMENT AND STAFF. IN ORDER TO EFFICIENTLY
ADMINISTER A DATA PROCESSING SYSTEM SERVING SEVERAL
FUNCTIONS~ A PROGRAMMER/OPERATOR SHOULD BE AVAILABLE TO
MODIFY PROGRAMS, WRITE NEW APPLICATIONS AND SCHEDULE DATA
INPUT AND OUTPUT.
) ~ ·CJTIZEN 1 S ADVISOR'l1bMMITTEE
ON DATA PROCESSING PAC::·E 7
'
..
~ .. .
REGARDLESS OF THE OPTION THE CITY CHOOSES, THIS
STAFF POSITION SHOULD BE CONSIDERED. EVEN IN THE
SINGER-SYSTEM A STAFF PROGRAMMER WOULD EVENTUALLY
BE ABLE TO WRITE SOME SOFTWARE AND AID IN THE SYSTEM
AND DATA MAINTENANCE.
WE HOPE THE CITY COUNCIL FINDS THESE RECOMMENDATIONS HELPFUL IN THEIR
DELIBERATIONS. A COMMITTEE MEMBER WILL BE PRESENT AT THE COUNCIL
MEETING TO ANSWER WHATEVER QUESTIONS THE COUNCIL MAY HAVE PERTAINING
TO THIS REPORT.
CITY OF CARLSBAD
ESTIMATED LINES OF PRINTED OUTPUT
APPLICATION Biweekly Monthly
Payroll 14,000
Personnel 1,000 1,000
Accounts payable 60,000
Utility billing 75,000
General ledger 40,000
Budget control 13,000
Fixed asset 6,000
Estimated total lines of
printed output 15,000 195,000
EXHIBIT IX
Page 1 of 1
.Quarterly
7,000
16,000
23,000
,, ,,
:
I
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' !
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I:
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L
t ! .
1
' I .
t
1
Budget control Uses only general
ledger master and other files -
No data storage required.
Fixed asset
Fixed asset
master
3,000 assets
Estimated permanent storage
Estimated allowance for
t,emporary files and software
50% allowance for growth
Estimated storage requirement
150
EXHIBIT VIII
Page 2 of 2
.oo
.45
9.55 MB
5.00 MB
7.50
22.05 MB l
!
f
. .
CITY OF CA.~LSBAD
ESTIMATED STORAGE
Application/
File
Estimated Mini-
Basis for mum Record Size
Estimate (characters)
Payroll & Personnel
Employee master 600 employees
Accounts Payable
Vendor master 3,500 vendors
Encumbrances 2,000 encum-
Utility billing
Water master
Water trans-
actions
General ledger
brances
15,000 ac-
counts
16,000 trans-
actions per
month
General ledger 3,500 ac-
master counts
Transactions 6,000 lines
of entries
800
1+00
100
300
40
400
80
EXHIBIT VIII
Page 1 of 2
Storage (in
MBytes)
.48
1.40
.20
4.50
.64
1.40
.48
CITY OF CARLSBAD
ESTIMATED INPUT TRANSACTIONS
APPLICATION/DOCUMENT Weekly Biweekl:z'. Monthl?
Payroll
Deductions 35
Time cards 450
Per:::onnel
All inputs 200
Accounts payable
Purchase orders 150
Invoices 275
Handwritten checks 70
Travel/education
requests 20
Utility billing
Payments 6,800
Water change forms 200
Service forms 50
Miscellaneous change 250
Journal entries 150
Meter pages 6,000
Work orders 50
General ledger
Cash receipts 800
Journal entries 300
Water work orders 300
A/P work sheets 250
Payroll worksheets 100
Budget control
Payroll/personnel
information
Budget request worksheet items
Miscellaneous input 400
Fixed asset
.A~counts payable information 30
bdle of equipment
Annual inventory
EXHIBIT VII
Page 1 of 1
Annuall1
600
9,000
20
75
CITY OF CARLSBAD
FIXED ASSET
GENERAL PURPOSE OF THE SYSTEM
EXHIBIT VI
Page 13 of 13
To maintain a record of all City fixed assets in sufficient
details to allow pe=iodic inventories, identification of specific
assets, purchase value and current book value. To allow the City
to calculate depreciation on certain assets belonging to tte city
enterprise fund.
FUNCTIONS AND CAPABILITIES
1. Generates fixed asset inventory reports.
2. Allows operator inquiry into asset records.
3, Calculates depreciation on selected items.
4, Prepares reports on depreciation and asset balances.
5. Allows transfer of assets from department to department.
DESIGN FEATURES
1. Primarily an online system.
2. System should be menu driven where possible,
CITY OF CARLSBAD
BUDGET CONTROL SYSTEM
GENERAL PURPOSE OF THE SYSTEM
EXHIBIT VI
Page 12 cf 13
Generates Reports during the fiscal year to be used for budget
control purposes, allows online preparati.on of the subsequent
year. operating budget.
FUNCTIONS AND CAPABILITIES
1. Generates monthly Budgt.'t Status Reports for Departments.
2. Generates monthly management reports highlighting problem
ares (excessive spending, high or low actual revenue vs.
estimated revenue, etc.).
3. Generates Budget Work Documents by interfacing with general
ledger., payroll and personnel information systems.
4. Allows operator to design special reports.
5. Keeps prior years•s data online for use in preparing budget
request.
6. Prepares various summaries by class of account, departmer.t
and fund.
DESIGN FEATURES
1. Primarily an online system.
2. Allows operator to prepare original budget work docume11ts,
and update documents as changes are made.
QESIGN FEATURE~
EXHIBIT VI
Page 11 of 13
1. Although the system lends itself to offline processing and
batch totals, some interface with online data can be very
useful during data posting. Most g/1 operations are
primarily batch oriented,
2. The system should be menu driven.
3. The ability to spool reports for later processing or
printing is necessary.
CITY OF CARLSBAD
GENERAL LEDGER SYSTEM
GENERAL PURPOSE OF THE_SYSTEM
EXHIBIT VI
Page 10 of 13
To maintain the city books of account. To record all
transactions generated through the payroll, and accounts payable
system, as well as transactions not captured through other
systems such as cash receipts, journal entries, etc.
FUNCTIONS AND CAPABILITIES
1. Collects transactions such as cash receipts and journal
entries.
2. Prepares trial balances and other various month-end
reports.
3. Provides for the separation of accounts by fund,
department, object (and in the future 3 levels of cost
centers).
4, Provides for control and subsidiary accounts.
5. Provides for an enterprise accounting system.
6, Records all transactions as entered by the operator.
7. Allows operator inquiry to all account balance and
available history.
8. Maintains complete fiscal year history of allaccounting
detail on line.
9. Separates transactions by source -cash reciepts, A/P,
payroll, journal entries, etc.
10. Reports to operator all accounts or entries that exceed
reasonable parameters as defined by the user, or those
entries posted to a suspense account due to incorrect
account coding.
11. Produces reports as defined by the user for trial balance,
income, cash/investments, expenditure detail, etc.
CITY OF CARLSBAD
UTILITY BILLING SYSTEM
GENERAL PURPOSE OF THE SYSTEM
EXHIBIT VI
Page 9 of 13
Generates utility bills, reports, aging of accounts and other
related data for the city utility customer base. Maintains
online customer account history for customer service purposes.
FUNCTIONS AND CAPABILITIES
1. Generate utility bills.
2. Maintain customer's accounts receivable records online,
including bills, payments and adjustments for up to six
months.
3. Provide customer inquiry information on an online basis.
4.
5.
Generate meter book pages on a bi-annual (every 2 years)
basis.
Provide for. cycle billing -monthly or bi-monthly.
6. Includes charges for water, sewer service and refuse
pick-up at varying rates to differ.ent classes of customers
(up to 35 different classes).
7. Generate past due notices and account ag~ng information.
8. Allow~ all data to be entered through a terminal -
payments, meter readings, customer billing information
changes, etc.
9. System accepts hand calculated bills.
10. Generates closing bills on a regular scheduJ.e (weekly).
11. Provide appropriate audit trail for bills,payments and
adjustments.
12. Maintain same account number for each service address as
ownership changes.
DESIGN FEATURES
1. Primarily a batch system -some interaction with online
data during payment posting process for verification of
custo~er account number, name, etc.
2. Online inquiry for customer service.
I'
1,
I ;·
I
EXHIBIT VI
Page 8 of 13
QESIGN FEATURES ..
1 • Accounts payable system may be operated in the batch entry
mode with batch totals. Warrants may also be processed as
a batch.
2. Budget control information during accounts payable batch
entry process will require online contact with accounting
files.
3. The system shall be menu driven, where po~sible.
CITY OF CARLSBAD
ACCOUNTS PAYABLE SYSTEM
GENERAL PURPOSE OF THE SYSTEM
EXHIBIT VI
Page 7 of 13
To generate warrants paying vendors for goods and services
provided tot.he city. To provide an encumbrance system that
allows encumbering of funds as purchase orders are issued. To
create a history of accounting data for budget control and audit
purposes.
FUNCTIONS AND CAPABILITIES
1. Generates city warrants.
2. Maintain a file of all vendors regularly used by the city.
3. Interface with the accounting system and update accounting
files as part of the accounts payable process.
4. Encumber funds as purchase orders are issued.
5. Provide controls on accounts for budgetary purposes.
6. Provide encumbrance listings and vendor listings showing
encumbrance/payment history.
7. Allow online inquiry into account status, balances.
8. Allow data entry through terminal.
9. Provide the ability to encumber funds, encumber and pay
simultaneously, pay without encumbering and hold invoices
for payment at a later date.
10. Allow for regular processing of warrants as well as special
or hand written checks.
11. Shall provide check registers in check number order (vendor
number order optional).
12. Provide appropriate audit trails for data entry,
encu:nbrance sy!;tem, warrant system and final account
updates.
13, Allow for usf of user definable nc~ount nt11Tiber up to 20
digits (user definable divisions for fund, department,
object, etc. Allowing up to six divisions within the
account number.)
DESIGN FEATURES
EXHIBIT VI
Page 6 of 13
1. Personnel Management and information system shall allow for
online inquiry with payroll master file and online input of
information updating employee master files.
2. System shall utilize menu driven approach.
3. Provide password protection at various input levels.
4 Provide printed reports based upon established formats.
EXHIBIT VI
Page 5 of 13
tion is to capture the employee and employer cost data in
providing certain fringe benefits on a year-to-year basis.
This file must be able to be revised annually to reflect
revisions to the fringe benefits options according to Memo-
randum of Understanding. In addition, employer cost
information should be retained on F.I.C.A. and PERS
retirement contributions, on a year-to-date basis, a.llowing
for changes in the employer participation.
6. Educational Survey -Retain information regarding special
educational levels obtained i.e., P.O.S,T. incentive,
Filtration Plant Operators License, educational degree or job
specializations.
7. Special Purpose Management Reporting -Federal and State
mandated requirements -EE04 Report. Provide a salary
attribution listing by occupational category, annual salary,
male, female, minority group reporting P & R. Functions and
capabilities of this repcrt a=e additionally as follows:
a. Maintain a listing by job category of all employees.
b. The above must further be delineated intc annual
salaries of which categories and spreads are pre-
determined.
c. Within each job (,att:'gory -salary delineation, no-
tations are made as to sex and the ethnic group to which
each sex belongs.
d. A separate section to note "other than full time
employees" by job category, sex, and ethnic group.
e. A separate section noting new hires during the fiscal
year by sex and ethnic group.
8. Capabilities
a. To identify by race, sex and annual salary, the makeup
of City Departments by job category.
b. To identify separately, new hires during the fiscal
year.
c. To identify separately, part-time employees for a fiscal
year.
d. To provide totals for each "function" and job category
as to ethnic groups.
CITY OF CARLSBAD
EXHIBIT VI
Page 4 of 13
PERSONNEL MANAGEMENT AND INFORMATION SYSTEM
GENERAL PURPOSE OF THE SYSTEM
To provide management with current, accurate personnel
information enabling the City to increase employee utilization
throught the benefits of standardization of personnel
information, flexible and expedient reporting procedures, and
accurate, responsive data in line with management's changing
information needs.
FUNCTIONS AND CAPABILITIES
1.
2.
3.
4.
Consolidation and Standardization -provide for consolidation
and standardization of personnel employee information.
Maintain master file -by employee job category, job func-
tion, position title. Master file maintenance by alpha type
data utilized for employee personnel information, i.e., name,
address, SSH, phone, D.O.B., sex, dependents, marital status,
hire date, position title, term date, status, length of
service, home dept, etc.
Salary Administration -provide review date for merit step
increase and Scheduled Rate Review Report. In addition,
provide a Budget Salary Forecast Report to aide Personnel and
Finance in the administration and budgetary cost projections
of the current and projected Memorandums of Understanding
Policies and budgeted staff positions.
Employee Vacation and Sick Leave balance report -including
accrual rates, current pay period and year-to-date accruals,
based on service length, special fields to be utilized for
floating holidays, leave of absence, Workmens Compensation
leave, compensation time. Provide ability to revise accrual
rates according to Memorandum of Understanding.
Cost Accounting -Provide year-to-date earnings information
delinating earnings charged to employee's home department and
those earnings chargeable to other departments. Manipulation
of pay period reporting forms as may be required.
5. Employee Benefit Portfolio -Retain and project information
regarding available employee fringe benefits options utilized
on yea~ to year basis, i.e., health, life insurance, dental
plan, sick leave conversion, etc. The purpose of this func-
EXHIBIT VI
Page 3 of 13
15. Interfaces with the city accounting files and updates
accounting records as part of the payroll process.
16. Provide for the current fourteen (14) deduction types plus
allow for growth at up to thirty (30) different deduction
types.
DESIGN FEATURES
1 • The payroll system shall allow online inquiry with the
payroll files and online entry of payroll data (time,
deduction information, etc.).
2, The system should use a menu driven approach,
3, The system should provide rassword protection at various
levels.
CITY OF CARLSBAD
PAYROLL SYSTEM
GENERAL PURPOSE OF THE SYSTEM
Exhibit VI
Page 2 of 13
Generate payroll checks and reports on related data for
approximately 300 City employees, prepare required federal and
state reports and maintain earnings and deduction history on all
City employees.
FUNCTIONS AND CAPABILITIES
1. Generate payroll checks.
2. Maintain earnings and deduction history.
3. Maintain employee data files.
4. Generate variou~ reports for worker's comp., retirement,
insurance, union dues, deferred compensation, etc.
5. Generate current period, ~uarterly and annual reports,
earnings, deductions, 941 s, W-2's, DE-3's, etc.
6. Maintain vacation and sick leave records, balance, earned
and taken, new balance.
7, Maintain p.1,1roll history on each employee up to one year.
8. Allow online inquiry into employee pay and master records.
9. Generates weekly, biweekly or semi-monthly payrolls (or any
combination).
10. Allows online data entry from payroll work sheets,
11. Allows both salary and hourly pay classes.
12. Provides different deduction systems for regular, overtime,
special pay categories.
13. Payroll data entry on an exception basis.
14, DE-3 report should include weeks of work where the employee
earned more th~n $20.
CITY OF CARLSBAD
APPLICATION SOFTWARE REQUIREMENTS
-Payroll
-Personnel
-Accounts payable
-Utility billing
-General ledger
-Budget control
-Fixed asset
Exhibit VI
Pagel of 13
SYSTEM
TOTAL COST
SYSTEM
DESIGN
COST OF
APPLICATIOtl
PACKAGE
APPLICATION SOFI'WARE_COST FACT SHEET
COST OF PROGRAMMING
OR _MQDIFICATION __ IMPLEMENTATION TRAINING
EXHIBIT V
Page 1 of 1
TOTAL_COST
' /
..,, ·,-........... ;,._;~~ ... -.:-"'-, .... .{<h~~;,11 -,11,)f,'~~~ .. ~ -,: .. ~~~~--...~-,..-; , --~"" . .,."~~/ ,;!;">·P,{.""\,t',......_~-t~:,_.....;,,.;._ -----=---~-----_:_: _,___,._,..,,.,,;;,.~•41"7':',;-_,
QUANTITY
SUBTOTAL
DEVICE
DESCRIPTION
INSTALLATION COSTS
TRAINING COST
CONVERSION COST
OTHER COST
SUBTOTAL
'ro'i'AL
MODEL
NUMBER
lli\RDWARE_AND SYSTEM SOF'l'_WA_R~COST_r'AC1'_ SHEET
PURCHASE
COST
MONTHLY COST FOR 5 YEARS MONTHLY
LEASE[PURCHASE RErf_T_hL
N/A N/A
N/A N/A
N/A N/A
N/A N/A
N/A N/A
•,:,---·._..,,.~~.,,~
MONTHLY
MAINTENANCE
N/A
N/A
N/A
N/A
N/A
EXHIBIT IV
Page 1 of I
)
)
Exhibit III
Page 1 of 1
SOFTWARE AND FILE MAINTENANCE FACT SHEET
SYSTEM SOFTWARE
Operating System (Name, Version)
Multiprogramming (Yes/No)
Job Accounting Feature (Yes/No)
Data Access Security (Yes/No)
Printer Spooling (Yes/No)
Telecommunications (Yes/No)
FILE MANAGEMENT
Index Sequential (Yes/No)
Direct Access (Yes/No)
Multiple-Key ISAM (Yes/No)
Data Base Management (Yes/No)
Proposed Programming Lanaguage(s)
Proposed File Management System(s)
DATA COMMUNICATIONS
Baud Rates Available
Asynchronous (Y/N)
Bisynchronous (Y/N)
LANGUAGES AVAILABLE
Cobol
Basic
Fortran
RPG II
Other (specify)
Note:
(1) All vendors are required to reference answers to
supporting documentation regarding software capa-
bilities.
(2) While it is recognized that certain features (such as
printer spooling) can be provided for with:ln the logic
of user (application) programs, a "yes" an:swer is
meant to refer to a capability provided f01= within the
operating system or other system software.
Tape Storage
Model number
Number of units proposed
Tape length or reel size
Density
Data transfer rate (K-Bytes/second)
Rewind time (seconds)
Floppy disk
Model number
Number of drives
Storage capacity (K-Bytes)
Average access time (MSEC)
Data transfer rate (K-Bytes/second)
Ma~imum number of drives
Printer
Model number
Type (e.g.drum, chain)
Rated speed (LPM)
Maximum number of carbon copies
Forms control features
Exhibit II
Page 2 of 2
____ ....;___.
Exhibit II
Page 1 of 2
HARDWARE CONFIGURATION FACT SHEET
Central Processor
Model number
Type of main memory (e.g. MOS, core)
Proposed main memory size (K-Bytes)
Maximum main mamory (K-Bytes)
Memory growth increment (K-Bytes)
Cycle time (MSEC)
Hardware multiply/divide (Y/N)
Maximum A/0 of concurrent programs
Terminals
Model number
CRT screen size (lines & characters)
Standard typewriter keyboard (Y/N)
Ten key pad (Y/N)
Number of units proposed
Communication protocol
(e.g.asynchronous, bysynchronous)
Character set used in communications
(e.g,ASII)
Rated speed(s)
Maximum number of units
Disk Storage
Model number
Number of drives
storage capacity (M-Bytes)
Average access time (MSEC)
Data transfer rate (K-Bytes/second)
Storage required by operating
system & utilities
Maximum number of drives
Removable Nonremovable
VENDOR FACT SHEET
Corporate Headquarters
Local Sales Office
National Marketing Contact
Local Marketing Contact
Exhibit I
Page 1 of l
(Name)
(Address)
(Telephone)
(Name)
(Address)
(Telephone)
(Name)
(Title)
(Telephone)
(Name)
(Title)
(Telephone)
.,
'•
EXHIBIT I
EXHIBIT II
EXHIBIT III
EXHIBIT IV
EXHIBIT V
EXHIBIT VI
EXHIBIT VII
EXHIBIT VIII
EXHIBIT IX
EXHIBITS
Vendor Fact Sheet
Hardware Configuration Fact Sheet
Software and File Maintenance Fact Sheet
Hardware and System Software Cost Fact Sheet
Application Software Cost Fact Sheet
Application Software Requirements
Estimated Input Volume
Estimated Storage Requirements
Estimated Output Volume
-( -13 -
D. TRAINING COST
Please quote training charges (if not included with software
or hardware costs) based on recommended training for users and DP
staff.
E. CONVERSION COST
Please quote the hourly rate and hours or fixed fee you will
charge to convert the existing application systems to operate on
your equipment.
F. OTHER COSTS
Plea~e quote other costs as needed for required manuals,
disk packs, tapes, etc. to complete the installation.
G. AGREEMENT
Please include a proforma contract you would expect the
City to execute for computer hardware and maintenance, system
software, and application software.
H. CUSTOMER REFERRALS
Please include a list of companies currently using the
hardware, system soft~are, and application packages (if any) you
propose. Please include several references, if any, for
customers in San Diego and Orange Counties.
-12 -
3. If recorranended maintenance does not cover late
shifts or weekends, is such maintenance available?
What hours would the normal maintenance shift be?
4. Where are your service centers located?
5. How many service and technical personnel are
assigned to the San Diego and Orange County areas.
6. How often is preventive maintenance (PM) required?
What is the expected duration of PM for the
proposed equipment?
7. Where are the parts inventories maintained?
8. What is the maximum response time to a service
call that can be expected?
9. Where would a backup system be available in case
of lengthy repairs?
10, Are remote diagnostics possible via phone lines?
SECTION III -COST PROPOSAL
A. HARDWARE AND SYSTEM SOFTWARE
Please itemize the purchase prices and monthly maintenance
cost for all proposed equipment, all proposed hardware options,
and system software (including operating system, utilities, file
management routines, DBMS, compilers, etc.). Exhibit IV is a
required format.
B. APPLICATION SOFTWARE
Please itemize the purchase prices for all propos~d
application soft.ware by module. Exhibit V is a required format.
C. INSTALLATION COST
Please quote all costs related to installation, freight,
taxes, etc, Also, please specify any time allowance included for
conversion of existing applications to your proposed system.
-11 -
D. INSTALLATION
This part is included to review information related to
proposed delivery and installation.
E.
1. What is the "at receipt of order" delivery time
for the proposed hardware?
2. How long will it take to integrate the systems
after the proposed hardware and software is
delivered?
3. How many people will be trained at no extra charge
to use your system? Where is the training
facility? Are manuals supplied?
4. Does your proposal provide on-going training for
new personnel?
5. What is the schedule and frequency of classes?
6. Do you have a 24-hour phone service for technical
as sis t.,1.nce?
7. Is there a fixed amount of "no charge" time
provided for conversions, testing, training, or
installation? At which computer centers would
this time be available?
8. How is system acceptance determined?
SUPPORT/SERVICE AND MAINTENANCE
This part is included to review proposed maintenance
and service.
1. Are hardware a~d software enhancements available
at no charge? (If not, please indicate cost basis
in the cost proposal under maintenance costs.)
2. Are maintenance costs (for labor, parts, freight,
etc.) part of your price? If not, please indicate
terms and price of recommended maintenance in the
cost proposal.
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3. Do the compilers produce reentrant code?
4. Does the compiler place the time and date of
compile inco the object code for reference? Does
the system keep track of program revision levels?
5. What is the maximum size program the compilers can
produce?
6. Does the system provide report write·r.s compatiable
with the proposed applications?
7. Does the system have a screen handler?
8. Describe the file structures supported by your
system. Does it include sequential, chained,
indexed, relative address (by relative positi0n),
and direct access (by specified cylinder, track,
and physical record) structures?
9. Do you have a Data Base Management System?
10. Does system require and store passwords or ID
codes for each user in audit files?
11. Does the system provide standard utilities
including:
a, Sort/merge software
b. Media conversion (e.g.' tape to print)
c. Text editors
d. Score/restore software
e. Conversion aids
f. Programs for utiliz~tion reports?
12. How many sorts can be in-process at the same time?
13. Can system read and write industry standard tapes
(or floppy disks) with standard labels?
14. What are the restart/recovery features for your
system?
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7. ls the storage space on disk preallocated or
dynamic? If dynamic, can preallocation also be
made?
8. When equipment malfunctions occur will the system
assign alternate resources (graceful degradation
of memory or disk) with notification to console?
9. Can an operator check resource allocations and
change the present status of jobs or device
assignments via any console?
10. How many jobs can be in-process at the same time?
11. Aru jobs relocatable?
12. Can programs communicate with other program!l via
"calls"?
13. When printers are not ready, will reports be
spooled (collected and stored) on disk until a
printer is ready?
14. Can the contents of files and print spools be
examined from a console?
Application software
Your proposal should be responsive to the City's
application soft.ware requirements (as outlined in Exhibit
VI through IX). Original system development or application
softwa-re "packages" may be proposed. Overview documentation
of any proposed packages c,hould be included in the proposal.
Development and maintenance software
The questions in this set are included to describe
proposed development and maintenance software.
1. ls a linkedit step required before compiled code
can be used?
2. Is a compiled code relocatable?
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6. Does the CPU have a separate I/0 processor for
communications devices or other peripheral£?
7. Does the CPU have power fail/restart protection?
8. Does the processor support hardware protection of
memory allocated to one job from other jobs which
are also active?
9. Describe error detection and correction features
which apply to the CPU and main memory.
C. SOFTWARE
This part is included for descriptions of software and
related features.
Control software (operating system)
1. What software do you recommend? Please detail and
conform to the System and File Management Software
Fact Shi!et (Exhibit III) which should be returned
as part of your proposal.
2. Are instructions and documentation for the control
software well organized, accurate, and clearly
written with appropriate examples?
3. Number of installations of this operating system
in the local area.
4.
5.
Is the control software easy to learn? Can an
inexperienced operator who has read the
instructions learn how to execute most jobs with
about one day of instruction?
Does the control software include features for
priority scheduling?
6. Is memory management virtual (swapped beyond real
m~mory limits), or dynamic (by demand within real
memory limits) or is it preallocated (specified by
operator within real memory)?
I
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material included in your proposal. If you do this, please be
certain that such references are relevant to the question. In
all cases please respond to these questions with corresponding
numbers to identify the question. Clarity and brevity will be
appreciated.
A. VENDOR DESCRIPTION
This part is included to describe the vendor or OEM
submitting the proposal. Please detail and conform to the
Vendor Fact Sheet (Exhibit I) which should be returned as
part of your proposal. Audited annual reports or financial
statements should also be included in your proposal.
B. HARDWARE
This part is included for description of your proposed
hardware configuration and related features.
1. What equipment configuration do you recommend?
Please detail and conform to the Hardware
Configuration Fact Sheet (Exhibit II) which should
be returned as part of your proposal.
2. Please identify who manufactures each item in your
proposed configuration by product name.
3. Number of computers installed of the type you ~re
proposing in the local area.
4. What are the operational requirements for:
Temperature
Humidity
Power (amount and quality)
Space
Communications equipment
Other (floor weight, etc.)
5. What response time do you expect with three active
terminals for your proposed system?
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qualifications of participants to provide training, prospects for
continued support. and financial prospects of vendor based on
audited annual reports.
In the evaluation process factors will be classified and
ranked as follows:
-Overall "fit" of proposal to the City's needs
-Overall cost over life of syst~m
-Maintenance and support features
-Accuracy, organization and clarity of instructions and
documentation
-Ease of use and training requirements
-Development software such as compilers, utilities and
diagnostics
-Cost and ease of expansion
-Conversion costs
-Availability of off-site facilities for backup
processing.
After proposals are received, certain features may require
additional evaluation based on demonstrations or benchmarks
utilizing a key application program.
The bid with the lowest cost figure may or may not be
selected as the preferred proposal and the City reserves the
right to reject all proposals. Although the selection will
primarily depend on cost/performance analysis, other factors as
stated above will have substantial weight in the final analysis.
To facilitate the selection please provide all information
requested in Sections II and III,
SECTION II -HARDWARE, SOFTWARE I INSTALLATION AND SUPPORT
Information requested in this section will be used tn
evaluate all proposals, If any questions are left unanswered,
assumptions will be made which may not. be favorable to your
proposal.
For clarity, please try to respond with specifics. For many
questions a simple "yes" or "no" response will be adequate. In
other cases you may wish to cite page references to other
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Investment system
Word processing system
Public safety dispatch system
Public safety statistical reporting system.
D. ESTIMATES RELATED TO STORAGE REQUIREMENTS
Depending on the storage efficiency of the system proposed,
please configure enough storage capacity to maintain and process
the volumes specified. Include at least five MBytes of storage
for temporary needs such as for sorts, print spools and applica-
tion and system software. Then to obtain a total requirement,
provide 50% additional storage for growth.
E. ESTIMATES RELATED TO MEMORY SIZE
AND PROCESSING REQUIREMENTS
In your proposal, please configure a cost-effective balance
of memory size and processing potential to provide quick response
times with three active terminals for the normal volume of
interactive transactions specified. For this. purpose 'Response
Time' is the average delay f.rom the time an interactive request
(for updates or retrievals shown in Exhibit VII) is completed
until the tme when the reply starts to return; for the City,
response time should normally be within three seconds fer over
90% of the responses,
F. EVALUATIQj METHOD
The evaluation criteria will include how w~ll the system
fits the City's needs as well as maintenance features, flexi-
bility, growth potential, accuracy and clarity of instruction
manuals, reliability, support level, conversion costs, and human
factors such as training requirements. The evaluation will also
consider risk factors such as the availability of alternate pro-
cessing sites and proven technical support.
Other important factors will include: depth and clarity of
proposal, understanding and conceptual knowledge of the City's
requirements, realism and relevance of proposed hardware systems,
-4 -
On-line file inquiry.
Printer spooling concurrent with other functions.
Hardware requirements
Memory -128K minimum
Disk -40MB (individual disks cannot be less than 20MB)
CRTs 3 (includes the console)
Printer -1 -300 Lpm
System 3oftware requirements
Operating system which efficiently supports on-line
terminals in an interactive processing mode.
Utility programs, including sort, text editor, file
save/restore.
File management routines or data base management
system.
Application software requirements
Current applications and a personnel system are
required as described in Ehxibit VI through Exhibit IX.
Information regarding any software "packages" available
to automate the following applications which may be
implemented at a later date by the City should be
provided.
Business license system
Vehicle maintenance system
Vehicle parts inventory system
Purchase order system
Capital improvement system
Job cost system
Land use inventory system
Class scheduling/instructor compensation system
Water/sewer inventory system
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Proposals which do not include completed copies of Exhibits
I, II, III., IV and V will be evaluated based on asstJillptions which
may not be favorable to the proposal,
B, CURRENT PROCESSING
The City currently uses a Singer System 10 to process the
following applications:
-Utility billing
-Payroll
-Accounts payable (including housing authority accounting)
-General ledger
-Fixed asset
-Expenditure/budget reporting
The Singer System 10 includes a CPU with 40K Bytes of main
memory, 20 Megabytes of disk storage, and 2 CRTs.
C. PLI\NNED EDP ENVIRONMENT
The City does not intend to maintain a "Data Pro•~essing
Department" in the traditional sense. Normal operation of the
computer system will continue to be an incidental function of the
users who will update and request information and reports with
interactive inputs or inquiries via terminals at their work
stations.
The City, therefore, plans to operate using the following
techniques and equipment, which are subject to modification based
on the vendor proposals:
Techniques
On-line key entry stations with input prompting by
program.
Interactive edit and balance functions.
Update and report generation performed automatically,
based on simple operator commands.
Prompting for such functions as paper changing and file
mounting,
-2 -
CITY OF CARLSBAD
REQUEST FOR PROPOSAL
SECTION I -OVERVIEW, GENERAL REQUIREMENTS, AND EVALUATION METHOD
A. OVERVIEW
The City of Carlsbad (City) intends to obtain data
processing equipment, system software, and applicaton software to
enhance the City's EDP capabilities. The City plans to replace
its existing Singer System 10 computer in order to accommodate
the increasing volume of its current applications and to automate
additional ac<~ounting applications.
This Request for Proposal is designed to assist City
management in the evaluation and selection of com?uter equipment
and software which can best satisfy the City's data p~ocessing
objectives. The following sources are invited to submit
proposals:
Agency Computer of San Diego
Burroughs
City of Oceanside
Computer Applied Systems
Computer Resource Management
Data General
Digital Equipment
Harris
Hewlett-Packard
Honeywell
IBM
NCR
PADS
Prime Computer
Sperry Univac
Thomas & Associates
TRW
Wang
All inquiries and the proposal should be submitted to
Mr. Jeff Poppe, Price Waterhouse & Co., 600 B Street, San Diego,
California 92101, (714) 231-1200. If you need any additional
information to clarify requirements, please forward your requests
to Price Waterhouse & Co. within one week after receipt of the
RFP so that the replies can be provided and distributed, if
necessary, to all respondents.
All proposals must be submitted on or before June 6, 1980.
Proposals received after this time will not be evaluated,
,,..._
CITY OF CARLSBAD
REQUEST FOR PROPOSAL
TABLE OF CONTENTS
SECTION I -OVERVIEW, GENERAL REQUIREMENTS,
AND EVALUATION METHOD
A. Overview
B. Current Processing
c. Planned EDP Environment
D, Estimates Related to Storage Requirements
E. Estimates Related to Memory Size and
Processing Requirements
F, Evaluation Method
SECTION II -HARDWARE, SOFTWARE, INSTALLATION,
AND SUPPORT
A.
B.
c.
D.
E.
Vendor description
Hardware
Software
Installation
Support/Service and maintenance
SECTION III -COST PROPOSAL
A, Hardware and system software
B. Application software
c. Installation cost
D. Training Cost
E. Conversion Cost
F. Other Costs
G. Agreement
H. Customer referrals
EXHIBITS
I Vendor Fact Sheet
Hardware Configuration Fact Sheet
~age
2
2
3
3
5
5
5
6
7
7
8
11
11
12
12
12
12
13
13
13
13
13
II
III
IV
V
VI
VII
VIII
Software and File Maintenance Fact Sheet
Hardware and System Software Cost Fact Sheet
Application Software Cost Fact Sheet
Application Software Requirements
Estimated Input Volume
Estimated Storage Requirements
IX EstimateJ Output Volume
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-, ~ We wish to point out that the information contained in this
Request for Proposal and 3ystem specifications are confidential.
We look forward to your proposal. Your response should be sub-
mitted to Mr. Jeff Poppe, Price Waterhouse & Co., 600 B Street,
San Diego, California 92101. The City of Carlsbad should not be
contacted concerning the RFP. All inquiries should be directed
to Mr, Jeff Poppe of Price Waterhouse at (714) 231-1200.
Yours very truly,
CITY OF CARLSBAD
...
May 12, 1980
Dear Sirs:
We are pleased to invite you to submit a proposal for
a computer system, as described in the attached Request for
Proposal (RFP), to satisfy the data processing requirements of
the City of Carlsbad.
The planned sequence of events is as follows:
1. Issuance of the Request for Proposal -May 12, 1980,
2. Submission of Vendor Responses -June 6, 1980. Four
coeies of the proposed response should be delivered to
Price Waterhouse & Co, Your proposal must include
Exhibits I, II, III, IV, and V to be adequately
evaluated for selection,
3. Evaluat:.ion of Proposals -June 9 through July 15,
Proposals will be evaluated by both the City and Price
Waterhouse & Co, Price Waterhous1~ & Co. has been en-
gaged to ace in an advisory capacity during this
process.
4, Notification Concerning the Selection -July 16,
The final vendor selection will be made by the City of
Carlsbad. The City will notify all responding vendors
regarding th~ final decision by the above date.