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Home My WebLink AboutAgenda Statement 1974/08/27 Item 12 AGENDA ITEM NO., [ 12 J CHULA VISTA CITY COUNCIL MEETING OF: August 27,1974 ITEM TITLE: Resolution - Approving modification to contracts~-providing for data processing service? between the City of c;l~1a Vista and the City of Imperial Beach, adopted by Res. No. 6759, and the City of El Cajon, adopted by Res. No. 6758 1 INITIATED BY: Director of Finance BACKGROUND At the present time, Data Systems is processing payroll for Imperial Beach and El Cajon at a fixed rate per pay cycle. Due to requests by El Cajon and Imperial Beach to utilize other systems such as Project Accounting, Business License, Inventory, etc., (which are not included'in the present contract). It would be advantageous to provide a contract using a time and material rate enabling outside clients to adopt any new system without re-writing their'contracts. .. Exhitiit I Sample Billing using actual hours. Exhibit II Existing Fee Schedules as Delineated in Resolution 6758, Exhibit C (E1 Cajon); and Resolution 6759, Exhibit C (Imperial Beach); respectively. Exhibit tII Proposed time and material rates. Exhibit IV Request for service instructions. ~ ',' trf"r .iC!.i'C D . ".j,.,.,J"u.... . Resolution pc 1 """d' r 1 v_ lnai1ce t 1 A (I"'er.'mel'lt. r 1 1"\0,- f...,J. ~ i. J j)'0~' [ 1 .\ ..... ~...,~ J C "'XUI:"lT""'c" r -I' ~T""l 2' 3 4 5 -.Jce ;: u ..h L IX _ . ;,.,). , , , f f' . . 1 f'I", t n'" . l':manCla \.')I..a_eme! I... C01Mnission- Board Re ccnmlendat ion : .....,......~ ......-.-...... . ~-'. ~ ~---...-- Deoartment Head Recow~endation: ..._..... ~"<t .___._ Rerorrurend approval I ,,' .. 'lI., R ~ . d i. " . . ;.:.:~,:Y~~'1a~er, ecoJ~~..:..~~. Concur ---~",~~.~ , t7 f/3j:J Exhibit I Page 1 of 6 , iPi , EX~" DATA PROCESSING COST ANALYSIS , Honth of July Keypunch- . ' Keypunch Cost Cost of PQrsonnel (2 operators $631.00) Cost of Equipment (2 key tape machines) L2fi2.00 225.00 1,487.00 Total Cost for Keypunch . . Keypunch B'jlling (@ $5.75/Hr.) Total Chula Vista Billing Hours . Cost 38.45 221.09 19.7.0 113.28 5.75 33.06 9.50 54.63 56.40 324.30 72.25 415.44 . 4.0 23.00 206.05 1,184.80 Chula Vista. Payroll & Applicab~le Areas Business License Dog Li cense Project Accounting Police Activity Library Po'l"i ce Reserve E1 Cajon Payroll & Applicable Areas' Project Accounting Inventory Business License 23.0 132.25 6.2 35,65 .75 4.31 12.0 69.00 41.95 241.21 Total E1 Cajon Billing Imperial Beach Payro 11 6.25 35.93 Total Imperial Beach Billing Total July Keypunch Billing 6.25 35.93 ' 254,21 . 1,461.95 ~) t!Ji. /.~. '1\. 11'15:) Exhibit 1 Page 2, of 6 . DATA PROCESSING COST ANALYSIS t.tonth of July Programmi ng Programming Cost Cost of Personnel (2 Progl'allii1lC'l's) 2,462.00 Cost of Equipment (All Other Costs 7,990/Yr.) 665.83 -- Total Cost for Programming 3,127.83 Programming Billing (@ $15.75/Hr.) HaUl'S Cost Chula Vista' , Payroll & Applicable Areas, 86.0 1,354.50 Bio Data 14.0 220.50 Li brary 4 h 70.88 , .;) Project Accounting 19.5 307.13 'r' Dog License 14.0 220.50 -- -,.-- .Total Chu1a Vista Billing 138.0 2,173.51 E1 Cajon 'Payroll & Applicable Areas' Project Accounting Inventory 28.5 36..0 '7 h . ,) 448.88 567.00 118.13 -...--- Total E1 Cajon Billing 72.0 L 134.01 Imperial Beach Payroll Total Imperial Beach Billing 17.0 17.0 267.75 267.75 . Total July Programming Billing 227.0 3,575.27 . ' ~ J ~' .~ ''"'U ~ ., if / !) Exhibit 1 Page 3 of 6 DATA PROCESSING COST Computer Usage for July 1974 Computer Costs Cost of Personnel (1 Operator Cost of Equipment & Maintenance Total Cost for Computer i .1 , I i i 696.00 4,929.23 5,Q25.23 Computer Bi 11 i ng (@ $60. OO/lfr) Hour Cost Chula Vista Payroll & Applicable Areas 19.5 1,170.00 Business License 3.25 195.00 Project Accounting 12.5 750.00 Dog License 1.25 75.00 Li bra\',Y 2.75 165.00 " Police Reserve 1.0 60.00 Total Billing Chula Vista 40.25 2,415.00 El Cajon Payroll & Applicable Areas Inventory Project Accounting . Total Billing E1 Cajon '1.25 .5 1. 75 13.5 S75.00 30.00 105.00 --- 810.00 Imperial Beach Payro 11 Total Billing Imperial Beach 1.25 1.25 75.00 7.5.00 Outside Vendors Burroughs 3'0.5 1.830.00 E.D.P. Management 11. 75 705.00 - Total Outside Billing 42.25 2,535.00 : Total. Computer Billing July 97.25 5,835.00 .. --..., . 1,', 7~~/.! ,_)f~ Exhibit 1 Page 4 of 6 . DATA PROCESSING COST Month of July Keypunch (22 Workdays, 143 Hours) ~punch Chula Vista Payroll & Applicable Areas Business License Dog License Project Accounting Police Activity Library Police Reserve Total Chu1a Vista Keypunch 38.45 Hours 19.70 Hours 5.75 Hours 9.50 Hours 56.40 Hours 72.25 Hours 4.00 Hours 206.05 Hours E1 Cajon Payroll & Applicable Areas Project Accounting Inventory Business License 23.00 Hours 6.2 Hours :75 Hours 12.00 Hours 41.95 Hours Total El Cajon Keypunch Imperial Beach Payro 11 Total Imperial Beach Keypunch 6,25 Hours 6.25 Hours Total Keypunch Reported 254.21 Hours -, '['" ' -1, - , .' 1'1 ://~ ... ... Exhibit 1 Page 5 of 6 DATA PROCESSING COST Month of July Programming (22 Working Days 154 Hours) Programm1 n9. Chula Vista Payroll & Applicable Areas Bi 0 Data Li brary Project Accounting Dog License Total Chula Vista Programming Hours 86.0 Hours 14.0 Hours 4".5 Hours 19.5 Hours 14.0 Hou rs 138.0 Hours El Cajon Payroll & Applicable Areas Project Accounting Inventory Total El Cajon Programming Hours 28.5 Hours 36.0 Hours 7.5 Hours 72.0 Hours Imperi a 1 Beach Payroll Total Imperial Beach Programming Total Reported Program Hours 17.0 Hours 17.0 Hours 227.0 Hours <~~."/..I:.~ } Exhibit 1 Page 6' of. 6 . . DATA PROCESSING BILLING SUMMARY July 1974 Chula Vista P ayro 11 Personnel Bus i ness Li ccns~ Dog License Project Accounting 'Police Activity Li bra ry Police Reserve 8io Data 1,372.00 1,372.00 308.28 330.14 1,111.76 324.30 651.32 83.00 220.50 Total Chula Vista Billing E1 Cajon - Total Billing i Imperial Beach - Total Billing Outside Vendor Billing 5,773.30 2,185.22 387.68 ~35. 00 Total July E.D.P. Billing 10,872,22 --.., L/-I; J 2/ . I "'f ):" J I . ,e' (.., Exhibit II Page 1 of 2 E X H I 8 I T C The followino is the fee schedule which vii II be effective on J January I, 1973. This schedule is subject to revision by the City at any time: A II minor p r'ogram mod if i cat ions will be made fre~ of chargq. Any major modifications wi 1 I be made at $15.75 per hour. I. Keypunching and verificatioh for initially establ ishing the payrol I master fi Ie - One-time charge $300.00 2. Payrol I processing each pay period 140.00 Extending the above figures to an annual rate, . the charge for the first year 1s as fol lows: Payroll processing .. $140.00 x 26. One-time conversion charge . $3,640.00 300.00 Total first year $3,940.00 Succeeding years' charge $3,640.00 3. Reruns or runs at frequencies other than stated in EXHIBIT B wi I I be provided at a cost of $45.00 per hour for the computer time used. 11/-IX; Exh'ibit II Page 2 of 2 E X H I nIT C The fol1m.Jing is the fee schedule ~yhich ~.'i.ll be effective on January 1, 1973. This schedule is suhject to revision by the City at any time: All minor program modifications will be made free of charge.. Any major modifications ~vill be. made at $15. 75 per hour. 1. Keypunching and verification for initially establishing the payroll illaster file - One-time charge $75.00 2. Payroll processing each pay period 35.00 Extending the above figures to an annual rate, the charge for the first year is as follows: Payroll processing - $35.00 x 2G One-time conversion charge $910.00 75.00 . Total first year $985.00 Succeeding years' charge $910.00 3. Reruns or runs at frequencies. other than stated :in Exhibit n \.,1ill be provided at a cost of $45.00 per hour for the computer time us ed . . I I I t I I i I I I I I i? 7!--! }b Exhibit III Proposed New Rates Data Systems Computer Time Design and Analysis Programmi ng $60.00 per hour $20.00 per hour $15.75 per hour $ 5.75 per hour Keypunch t?1 ~I ~( ') ./{.J Exhibit IV , . DATA PROCESSING PROCEDURES Requests for Service 3. Changes The Request for Data Processing Service Form is used by user departments to request (1) New System; (2) New Program to an existing system; and (3) Changes to an existing system. Using this form the requestor defines what he would like accomplished by Data Systems. Upon approval of the user department head or outside agency, the form is submitted to Data Systems. Depending upon the type of request, the following occurs: 1. New System: A complete evaluation is performed giving all costs of implementation, sample reports, time requirements and proposed schedule. Upon approval of user department head or outside agency, work begins according to proposed schedule. 2. New Program: An analysis of necessity and cost evaluation is provided to the user as well as time requirements and priority of com- pletion. Upon approval, work will begin in accordance with time schedule submitted. Changes to existing systems not exceeding two (2) hours programming will be done as priorities will permit. Changes require more extensive programming effort will follow the procedures for new programs. Upon completion of any of the above by Data Systems, documentation corres- ponding to the particular project will be provided to the user departments along with a copy of the request marked complete. If any problems exist either from the project or understanding of procedures contact Data Systems immediately. --~, 7/~ 3(~ SYSTEMS JOB NUMBER SYSTEMS NAME , . REQUESTED BY I DEPT./ACTIVITY IEXT. IDA~E , REQUEST FOR: o RECURRING SERVICE o ONE-TIME SERVICE o CHANGE IN PRESENT SERVICE DESCRIPTION OF SERVIC~: ~ WHY IS THIS SERVICE REQUIRED? . LABOR COST OF DOING THIS TASK MANUALL Y APPROX. OUTPUT VOL. EXPECTED PAGES FREQ. AUTHORIZED BY REQUESTED COMPLETION DATE DEPT. HEAD I DATE RECEIVED BY DATA SYSTEMS ASSIGNED TO ESTIMATED HOURS TO COMPLETE ESTIMATED COMPLETION DATE DATE COMPLETED DATA SYSTEMS SUPE RVISOR REQUEST FEASIBLE? DYES DNo WHY DESCRIPTION OF SERVICE ...... I INPUT SOURCE APPROX. VOLUME REPORT OUTPUT TO APPROX. VOLUME NO. COPIES FORM NO. OTHE R OUTPUT TO APPROX. VOLUME ATTACHMENT: DYES DNO DATE RECEIVED BY PROGRAMMING ASSIGNED TO ESTIMATED HOURS TO COMPLETE ESTIMATED COMPLETION DATE DATE COMPLETED PROGRAMMER INITIALS PROGRAMMER SUPERVISOR COMMENTS: DATE RECEIVED BY OPERATIONS COMPUTER CPU TIME USED DATE COMPLETED COMMENTS: REQUEST FOR DATA PROCESSING SERVICE DISTRIBUTION: WHITE - DATA SYSTEMS YELLOW - OPERATIONS PINK - ORIGINATOR t;. 'llfJe