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HomeMy WebLinkAboutSupplemental Information - Council Member Moore QuestionsDana Engstrom From: Jill Ingram Sent: Monday, July 10, 2017 2:41 PM Cc: Executive Team; Phil Gonshak; Michael Ho; David Spitz; Dana Engstrom; Craig A. Steele (CSteele @mgIaw.com) Subject: RE: questions for Mondays meeting Attachments: Questions for 7- 10- 2017.pdf BCC: CITY COUNCIL Attached are staff responses to Councilman Moore's questions regarding tonight's agenda (Items B, C, D, G, H, I, and J). Please note that staff is gulling Item G (Sand Berm Construction) for consideration tonight and will re- agendize on August 14'". Please call if you have any additional questions and /or staff can address at the Council meeting tonight as well. JIII R. Ingram, City Manager City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431 -2527, Ext. 1300 For Information about Seal Beach, please see our city website: hftp: / /www.sealbeachca.gov NOTICE: This communication may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an employee or agent responsible fix delivering this communication to the intended recipient, please advise the sender by reply email and immediately delete the message and any attachments without copying or disdosing the contents. Thank you. From: Thomas Moore Sent: Sunday, July 09, 2017 1:46 PM To: Jill Ingram; Patrick Gallegos Subject: questions for Mondays meeting Here are my questions for tomorrow's meeting Thanks! Sincerely, `,0M Thomas Moore Council Member, District 2 — Leisure World, College Park West and Rossmoor Center City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431 -2527 0502 Questions for 7/10 CM Item B: Page 7: Synoptek $285.89 What is Deep Freeze Maintenance and Support? This expenditure is for the MDC units in the Police vehicles. Should it be Included in monthly contract? No. This amount is for the renewal period May 2017 to May 2020. Page 11: Climatec $46,975 Is this offset by any savings / revenue? There is no revenue offset. This expenditure is for the retention on the contract which is a one -time expenditure. However, the argument could be made that the long -term savings from the equipment installation would cover this expense over the life of the asset. Page 15: Tyler Technologies $1,616.25 Is this financial software? No. What is this for? This is for a two year maintenance agreement for 6 Motorola devices. Item C: Item D: For 3.20.030 (b) — For anticipated local emergency, would the beginning of the timing for when this would need to come to Council be when the City is legally responsible to pay a vendor or contractor? If so, would this generally be when the goods or services are delivered /provided to the City? The intent of this section is to provide an open and transparent process when purchases are made in preparing for a local emergency. The full report will be provided at a next regularly scheduled City Council meeting following the purchase (acquire and pay) of such items. For 3.20.070 (a) — (1) says competitive bidding and (2) says open to competitive formal bid, public auction or negotiated sale. Should (1) or (2) be removed? No. The purpose of this section is to provide the Purchasing Officer surplus options depending on the appropriateness for that specific surplus item. Can you expand on what enhanced business processing solutions the Avante software upgrade will provide? " Avante" is the title of a Laserfiche platform which provides, in addition to our existing uses, the following: Workflow, Advanced Audit Trail, additional database for the Police Department, increased user licensing, enhanced public web portal, and Laserfiche Plus Plug in. Below is a description on the benefits of each: Workflow allows us to create an automatic trigger for document routing with rule -based for tasks like naming documents and emailing document changes. Ensures tasks are completed on time with automatic, recurring email notifications. Automatically send notifications when a document is created, edited or deleted. Automates and optimizes business process with multi- department processes including vendor and contract management and electronic records management. Display pending documents and required actions at various stages within a business process, increasing visibility, removing bottlenecks and prompting timely responses from colleagues. Integrate with a wide variety of enterprise applications to run repeatable processes, such as updating metadata based on information stored in an external database. Advanced Audit Trail — Protects the City by precisely tracking user activity the in the repository and maintains security of sensitive documents such as police or human resources related documents. Improves security with continued monitory of the database with file security accessible only to the system administrator. Assists to comply with the follow regulations: HIPAA, Sarbanes- Oxley, USA PATRIOT Act, Gramm - Leach - Bliley and FERPA. Additional Database —this upgrade with allow for the Police Department to have its own secure database allowing them to transition to electronic record management business practices. Increased licensing - this upgrade more than double the licensing capability so that we can move toward citywide electronic document management. Web portal — increased licensing for public review and access to public records. Laserfiche Plus Plug -In publishes enterprise information to CDs with integrated search and viewing capabilities. This allows portable access on PCs and notebooks without installing the Laserfiche network client. CDs offer simplified distribution without the cost and inefficiency of paper -based distribution. Laserfiche Plus CDs can be distributed to mobile staff, remote offices and clients on a royalty-free basis. For regulated industries such as financial services, CD publishing delivers accessible but unalterable document storage - key to SEC and NASD recordkeeping compliance and regulations. Will this address the contracts / expiration dates? Yes Do we drag/drop entails / documents into laserfiche currently (without scanning) or is that one of the new features? Yes. Avante expands use of "snap shot" and "plug ins." Can we use for Contracts? It looks like there is an ability to sign agreements / documents eventually electronically. Between workflow and E -Forms there is a signing or approval process that includes esignatures abilities. At this time, as the legality of electronically signing contracts through the system has not been discussed with the City Attorney, other Inter - department city transactions will be reviewed. Here is an example of contract management scenario using electronic signatures from Laserfiche website. I think we should look into this both legally and technically as it will save a lot of time and streamline things: Staff will review and research this information along with the City of Sacramento solutions entailed. The contract management scenario The contracts department at Laser City manages all proposals and contracts submitted to the city. Here is what the contract management process looks like: • The proposal to build a new playground in a city park is submitted to Parks and Recreation, where the proposal is reviewed and signed by members of the department, including the department head, if it is approved preliminarily. • The proposal is then forwarded to the contracts administrator in the contracts management department for final review. • The contracts administrator reviews the proposal and either approves or denies it. The proposal is signed when finalized. • Denied proposals are fled away and finalized proposals get sent to the contracts clerk, who creates the actual contract. As emailed, the city of Sacramento is now using digital signatures for contracts. Item G: NOTE: Staff is pulling this item for consideration tonight and will re- agendize on August 10. Is this the same amount as previous year(s)? Could we see last two contract amounts? Can we look into refilling sand in the city parks that have sand when this is done to save money by doing this at the same time? Item H, I,1: Who manages the landscape maintenance? Landscape management is dependent on the particular CFD. Can we move towards drought tolerant plants to reduce future maintenance costs? Where the City has control over landscaping, there has already been a move in that direction.