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HomeMy WebLinkAboutOrdinance 12949;r° ~' Ordinance No. AN ORDINANCE APPROPRIATING $103,000 00 TO THE GENERAL FUND, AND DECREASING THE UNRESERVED, UNDESIGNATED GENERAL FUND BALANCE BY THE SAME AMOUNT FOR THE PURPOSE OF PROVIDING FUNDING FOR A CONTRACT WITH WILKE CONSULTING TO DEVELOP AN INFORMATION MANAGEMENT PLAN, PROVIDING FOR A SEVERABILITY CLAUSE, MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR ORDINANCES IN CONFLICT HEREWITH, AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS. SECTION 1 That in addition to those amounts allocated to the various City departments for the Fiscal Year 1996-97 and in the Budget of the City Manager, there shall also be increased appropriations in the General Fund, in the amount of $103,000 00; thereby decreasing the unrestricted, undesignated Fund Balance by the same amount, for the purpose providing funding for a contract with Wilke Consulting to develop an Information Management Plan. SECTION 2. Should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or judgement shall in no way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full force and effect. SECTION 3 That this ordinance shall be cumulative of Ordinance No. 12629 and all other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said'conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4 This ordinance shall take effect and be in full force and effect and after the date of its passage, and it is so ordained. APP ~VED AS O FO -'AND LEGALITY -S Assis City Attorney ~--~` ~r~~~ Date ~ ~( ~/ ~- 9~ Adopted Effective City of Fort Worth, Texas Mayor and Council Communication DATI3 RF;FSRFsNCL NUN~SR LOG NAl~ PAGE 04/01 /97 C-15982 13WILKE 1 of 2 SIIBJFsCT APPROPRIATIONS ORDINANCE AND CONTRACT WITH WILKE CONSULTING TO DEVELOP AN INFORMATION MANAGEMENT PLAN RECOMMENDATION It is recommended that the City Council 1 Adopt the attached supplemental appropriations ordinance increasing General Fund appropriations by 5103,000 and decreasing the unreserved, undesignated General Fund fund balance by the same amount, and 2 Authorize the City Manager to execute a contract with Wilke Consulting to develop a strategic Information Management Plan at anot-to-exceed cost of 5103,000 DISCUSSION The plan will evaluate the City's traditional paper and microfilm record-keeping systems as well as its electronic records management systems and control procedures, pointing out the strengths, the improvements needed., and the recommendations for changes in current systems and procedures These recommendations will include estimated costs, projected timelines, tangible and intangible benefits that will accrue if recommended changes are made, and available alternatives Specifically, recommendations will be made relative to 1 The protection of vital/historical records and disaster recovery, 2 A uniform file classification system and cross functional index, 3 Electronic records and document management systems, to include opportunities for workflow/proc_ess~re-engineering, outsourcing, and technology, 4 The resources required to best manage the City's information assets, and 5 A plan implementation schedule • Identification of specific tasks and projects that need to be accomplished • Prioritization of projects based on cost-benefit analysis • Estimated costs of specific projects and phased implementation costs • Timelines to ensure compliance with State statutes Council has approved funding for a Network Implementation Plan, a commitment of an estimated 56 4 million over the next four years to network all City departments and facilities This investment includes only the cost of the hardware to make the network operational It provides the capability to manage and share information, but two additional components are required to manage and. share information effectively One is network-capable software applications (e g , a project management system or a permitting system) that allow for multiple users of the same systems across departments The other is a plan that establishes standards for how information will be .stored., where it will be stored, how to find it, who can access it, etc Without such a plan, network users will manage and store information based on personal preferences or different sets of standards adopted by smaller operating units, negating the capability of the network hardware to manage and share information across all City departments effectively Printed on Recyded Paper City of Fort Worth Texas Mayor and Council Communication DATE RSFLRl'sNCS NUIrIDI3R LOG NAME PAGFs 04/01 /97 C-15982 13WILKE 2 of 2 SIIBJRCT APPROPRIATIONS ORDINANCE AND CONTRACT WITH WILKE CONSULTING TO DEVELOP AN INFORMATION MANAGEMENT PLAN Since the City will continue to use paper records for the foreseeable future, this Information Management Plan must further integrate the management, access and location of City records from both paper and electronic sources In essence, the Plan provides the framework, or the blueprint, for the development of a unified records management system that will facilitate conducting public business in a networked electronic environment, control the costs of record- keeping, and improve productivity throughout the City _i ,4 Ten firms responded to the City's Request for Proposals The Records Management Policy Committee interviewed five firms, with proposed fees ranging from S 103,000 to $332,000 The proposed fees for the three mid-priced firms averaged S 145,000 The fee. for the selected firm is S 103,000 Wilke Consulting, a firm located. in Mandeville, LA, was selected for the quality and clarity of its written proposal and oral presentation, knowledge and experience of its consultants, understanding of the City's requirements, focus on and strategy for developing a plan, and reasonable fee (relative to other proposing firms) The project should be completed in four to six months Wilke Consulting is in compliance with the City's M/WBE Ordinance by committing to 25% M/WBE participation The City's goal on this project is 25% FISCAL INFORMATION/C1=R~IFaCATION 4 The Director of Fiscal Services certifies that upon adoption of the attached supplemental appropriations ordinance, funds for the expenditure will be available in the current operating budget, as appropriated, of the General Fund CBf Submitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY Office by: (to) APPROVED Charles Boswell 8511 CITY COUNCIL Originating Department Head: 9` ~ Jim Keyes 8517 (from) . 19 APR GGOI 539120 0131010 $103,000.00 For Additional Information City Socratary of the Contact: amity of-Fort Worth, Tezes Jim Keyes 8517 Printed on Recyded Paper Adopted Ordinance No%~~"~~