2003 AGN JUN 03 I16 - Laserfiche WebLink

Browse Search

Item #16 CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF, JUNE 3, 2003 TO: HONORABLE. MAYOR AND MEMBERS OF THE CITY COUNCIL J FROM: DILU DE ALWIS, FINANCE DIRECTOR G� SUBJECT: AMMENDMENT TO A PROFESSIONAL SERVICES AGREEMENT WITH SHARON HALLUM FOR INFORMATION SERVICES BY $20,000. DATE: MAY 27, 2003 17Y,Tff, :• AIS The City Council approved the City's financial system upgrade in July 2001, a new work order system in April 2002 and a new technology grant for the Library in September 2002. In addition to the above changes, the Information Systems Division has undertaken the operation of the Geographic Information System (GIS) effective this year (previously under the Electric Utility) ANALYSIS/DISCUSSION: The City Council approved enhancements to the financial system, new work order system and other technology grants for the Library during the past eighteen months. Additionally, continued growth in the overall usage of computers, printers and peripherals throughout the City and demands to maintain the City's web site on a daily basis has created a workload too great for the current full time staff to bear. Effective March 2003, the Information Systems staff is now responsible for the City's telephone system and is the liaison for the Nextel cell phone system as well. The Information Services staff has relied on management intems as a means to support the growing workload. However, staff finds a growing backlog of complex issues that needs to be dealt with expediently. Staff finds that the Management Interns do not have sufficient experience in dealing with these types of complex issues, which require a higher level computer professional. This backlog is preventing the Information Services staff in meeting its goal relating to timely customer service for both internal and external customers. In October 2002, a professional services agreement was entered into by the City and approved by City Council for $20,000, with Ms. Sharon Hallum for Information Services technical assistance. With the addition of GIS and the increased work load in the Information Systems Division, the fiscal year 2003-2004 budget includes filling the vacant GIS Technician position as well as adding a Network Technician to adequately staff this division. The extension of this professional service contract will meet this divisions needs until such time as the approval of the budget with the above staffing additions. Staff requests that the original agreement be amended to extend the term of the agreement through such time as recruitments for the two vacant positions are completed which will be no later than August 30, 2003 and to include additional compensation not to exceed $20,000. Section 3.08.060 of the California Municipal Code allows the City Council, by majority vote, to dispense with bidding requirements for professional services when it would be impracticable or uneconomical and the public welfare would be promoted. Extending the term and compensation amount of the original agreement with Ms. Hallum will assure timely completion of the current projects and a successful launch of the new programs and continued high level of customer service from the Information Services Division of Finance.