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HomeMy WebLinkAboutItem 4.08 IT Assessment & Master Plan Services CITY CLERK File # 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 7, 2006 SUBJECT: Authorization For City Manager To Execute An Agreement With ClientFirst Consulting Group, LLC For Information Technology Assessment And Master Plan Services Report Prepared by Steve Pappa. Information Systems Manager; and Paul S. Rankin, Administrative Services Director ATTACHMENTS: 1) Resolution. RECOMMENDATION: Staff recommends that the City Council approve the Resolution, which authorizes the City Manager to sign a consulting agreement with ClientFirst Consulting Group, LLC for a total cost not to exceed $59,907. FINANCIAL STATEMENT: There are sufficient funds in the Fiscal Year 2006/2007 Capital Improvement Program appropriation for Project 93150 Network System Upgrade. DESCRIPTION: This City Council identified the development of a Technology Master Plan for the City as a high priority objective for Fiscal Year 2006-2007. Staff is proposing to complete the Technology Master Plan as a team effort involving input from all City Operating Departments. In 2005 the internal Staff Technology Advisory Committee (T AC) was formed. The T AC is composed of representatives from Administrative Services, City Manager's Office, Police Services, Community Development, Public Works, and Parks and Community Services. The purpose of the T AC is to consider from a broader organizational perspective recommendations for the enhanced use of technology that will benefit the City and enhance customer service. With this project the TAC will serve as a steering committee reporting results to the Management Team. The Final Plan will be presented to the City Council for adoption by late Spring of 2007. It is important to note that this master plan is focused on the operational needs of the various City offices. It will not be a study of Community Telecommunications opportunities. A broader Telecommunications Plan project is currently shown in Fiscal Year 200712008 of the 2006-2011 Capital Improvement Program. The immediate need is to assess the information technology planning for the City facilities, which was also ranked by the City Council as a High Priority Objective. In September, 2006 Staff solicited proposals from thirteen firms which provide technology consulting services. By the deadline of October 6, 2006 six firms responded to the City with proposals. The proposals from all of the firms were reviewed by a sub-committee of the T AC. The sub-committee identified three finalist firms that were invited to make a presentation to Staff. COPY TO: ITEM NO. 14-<;\ ,'l i' , a_ Page 1 of3 The T AC determined that Auriga Corp, NexLevel, and ClientFirst presented the most thorough response to the Request For Proposal (RFP) and demonstrated potential to address the current needs of the City. The presentations allowed Staff to ask questions about the approach used by each of the firms, and to learn more about their background. The following is a matrix ofthe three finalist proposals: FIRMS SELECTED AS FINALISTS BY TECHNOLOGY ADVISORY COMMITTEE Firm Total ClientFirst Consulting Group $59,907 NexLevel Information Technology, Inc. $58,020 Auriga Co oration $56,950 Based on the information gathered as well as additional reference checking, the T AC recommended to the City Manager that ClientFirst Consulting Group (CFCG) be selected to conduct the City's Information Technology Assessment and Master Plan. CFCG is in the final steps of completing a similar plan for the City of Brentwood. Brentwood has many similarities to the City of Dublin. The firm has staff with experience in Data Networking, Data Security, Telecommunications, System Procurement and Implementation, Business Process Revisions, and General IT Consulting. The assigned personnel have extensive experience with cities and special districts. CFCG also operates as a vendor neutral consultant, providing professional advice to allow clients to make informed decisions for the best value. CFCG proposes a comprehensive approach to the Technology Master Plan project in three phases as outlined below: Phase 1 - Audit and Assessment The Consultant will focus on conducting interviews with Staff from all Departments, to determine the current state of technology and identify departmental needs. They will also conduct a technical assessment of the City network in order to identify needed improvements for security or performance. This will include on-site interviews with the Information Services Staff and technical monitoring of the City Network performance. The network includes not only the Civic Center Campus, but also connections to off-site facilities. They will also review written policies and procedures to determine any gaps in best practices. Phase 2 - Technology Recommendation Development The Consultants will involve the TAC for feedback on the data collected in Phase 1. During this phase they will work with Staff to assess how input from the individual departments will feed into a recommended overall strategy for deployment and use of technology. They will be identifying both strategic as well as tactical changes that the City may consider. The Consultants will provide cost estimates as well as information on options available to implement recommendations. At the conclusion of this phase the goal is to have a draft set of recommendations and strategies to accomplish the work. Phase 3 Strategic Planning Report Development and Presentation The Consultant will prepare the Technology Master Plan, which will identify the key areas to be addressed over the next three to five years. The initial years of the Master Plan will include budget estimates. The T AC stressed the importance of the final product being a plan, which can be implemented and contains the details necessary to achieve success. The final version of the Master Plan is expected to be delivered by late Spring, 2007. The Master Plan will result in recommendations on technology, security, training, equipment replacement, systems needed, disaster recovery, staffing, policies, and procedures. ~D63 CFCG has proposed a lump sum agreement including travel and project expenses not to exceed $59,907. Four to five different members of their Staff will be involved in phases of the project, assuring that the expertise matches the assigned task. The project leader will be Mr. David Krout who has extensive experience with assisting local governments with various Information Technology needs. He has served as the Government IT Consulting Manager for McGladrey & Pullen, the 6th largest CPA and Consulting firm in the U.S. A primary focus of their business was middle tier public agencies serving populations of 30,000 - 100,000. RECOMMENDATION: Staff recommends that the City Council approve the Resolution, which authorizes the City Manager to sign a consulting agreement with ClientFirst Consulting Group, LLC for a total cost not to exceed $59,907. 3[2;3 l%2U RESOLUTION NO. xx - 06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING CITY MANAGER TO EXECUTE AN AGREEMENT WITH CLIENTFIRST CONSULTING GROUP, LLC FOR INFORMATION TECHNOLOGY ASSESSMENT AND MASTER PLAN SERVICES WHEREAS, the City of Dublin requires a Information Technology Master Plan to serve as a guide for technology implementations over the next 5 years; and WHEREAS, the City's Capital Improvement Program 93150 Network System Upgrade allocates adequate funding to conduct an Information Technology Assessment & Master Plan; and WHEREAS, the City Council has identified the Information Technology Assessment & Master Plan as a High Priority Goal for Fiscal Year 2006-2007; and WHEREAS, the City solicited proposals from qualified firms for Information Technology Assessment & Master Plan services; and WHEREAS, six (6) firms submitted proposals for Information Technology Assessment & Master Plan services; and WHEREAS, ClientFirst Consulting Group, LLC (CFCG) has shown they have the ability to perform the planning services required; and WHEREAS, CFCG will perform the work outlined in the Proposal/Scope of Services and according to the Fee Schedule and timeline therein, which is included the Consultant Services Agreement (Exhibit A to this Resolution); and WHEREAS, the agreement has been reviewed and approved by the City Attorney's Office. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does approve the agreement with CFCG as attached hereto. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the agreement. PASSED, APPROVED AND ADOPTED this 7th day of November, 2006, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ~'L~ \ \ -I -OLD z. ob ~LD CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND CLlENTFIRST CONSULTING GROUP, LLC THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and ClientFirst Consulting Group, LLC ("Consultant") as of November 7, 2006. Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the date first noted above. The Agreement shall end on the earlier of: a) the date of completion and acceptance by the City of the final report Master Plan Report specified in Exhibit A; or, b) June 30,2007. Consultant shall complete the work described in Exhibit A prior to that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as provided for in Section 8. 1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession. 1.3 Assi~mment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant's obligations hereunder. Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed, $59,907 (fifty-nine thousand nine hundred and seven dollars) including reimbursable costs incurred under this Agreement. Notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be performed. In the event of a conflict between this Agreement and Consultant's proposal, attached as Exhibit A and Exhibit 8, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7,2006 Page 1 of 14 3 Lo Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information: · Serial identifications of progress bills; Le., Progress Bill No.1 for the first invoice, etc.; · The beginning and ending dates of the billing period; · A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion; · At City's option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; · The Consultant's signature. 2.2 Monthlv Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 2 of 14 4 2l.o 2.5 Hourlv Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown in Exhibit B. 2.6 Reimbursable Expenses. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded. 2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. 2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date. 2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator. Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein. City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities. Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. 4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 3 of 14 ?;' "Z.l.D ~ and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.2 Commercial General and Automobile Liabilitv Insurance. 4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non- owned automobiles. 4.2.2 Minimum scope of covera~e. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 1 ("any auto"). No endorsement shall be attached limiting the coverage. 4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: a. City and its officers, employees, agents, and volunteers shall be covered as insureds with respect to each of the following: liability arising out of Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 4 of 14 (0 activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. c. An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. d. Any failure of CONSULTANT to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers. e. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.3 Professional Liabilitv Insurance. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. 4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim. 4.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 4.3.3 The policy must contain a cross liability or severability of interest clause. 4.3.4 The following provisions shall apply if the professional liability coverages are written on a claims-made form: a. The retroactive date of the policy must be shown and must be before the date of the Agreement. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 5 of 14 "ZU b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five years after completion of the Agreement or the work. The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4.4 All Policies Requirements. 4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 4.4.2 Verification of coveraae. Prior to beginning any work under this Agreement, Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. 4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 4.4.4 Variation. The City may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. 4.4.5 Deductibles and Self.lnsured Retentions. Consultant shall disclose to and obtain the approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of Contract Administrator, Consultant may increase such deductibles or self-insured retentions with respect to City, its officers, employees, agents, and volunteers. The Contract Administrator may condition approval of an increase in Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7,2006 Page 6 of 14 "Z.lo deductible or self-insured retention levels with a requirement that Consultant procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. 4.4.6 Notice of Reduction in CoveraQe. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than five days after Consultant is notified of the change in coverage. 4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: · Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; · Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or · Terminate this Agreement. Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees, subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7,2006 Page 7 of 14 q tJb -~~ lc In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Section 6. 6.1 6.2 Section 7. 7.1 7.2 7.3 7.4 STATUS OF CONSULTANT. Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. Consultant No Aaent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. LEGAL REQUIREMENTS. Governina Law. The laws of the State of California shall govern this Agreement. Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder. Other Governmental Reaulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7,2006 Page 8 of 14 I 0 Dt)"Z..LP employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City. 7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person's race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby. Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement. Section 8. TERMINATION AND MODIFICATION. 8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. Consultant may cancel this Agreement upon 30 days' written notice to City and shall include in such notice the reasons for cancellation. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. 8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period. 8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 9 of 14 I I O~r. II""" L. 8.4 Assi~mment and Subcontractina. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant's unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement. 8.6 Options upon Breach bv Consultant. If Consultant materially breaches any of the terms of this Agreement, City's remedies shall included, but not be limited to, the following: 8.6.1 Immediately terminate the Agreement; Section 9. 9.1 9.2 8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement; 8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or KEEPING AND STATUS OF RECORDS. Records Created as Part of Consultant's Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use by the City. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties. Consultant's Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 10 of 14 / ."'J -J I iI", c..- ff'J '.,..A. , '-'" 9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement. Section 10 MISCELLANEOUS PROVISIONS. 10.1 Attornevs' Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose. 10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Alameda or in the United States District Court for the Northern District of California. 10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties. 10.6 Use of Recvcled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a "conflict of interest," as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq. Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 11 of 14 ".11' Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq. Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code ~1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code ~ 1090 and, if applicable, will be disqualified from holding public office in the State of California. 10.8 Solicitation. Consultant agrees not to solicit business from third parties at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials. 10.9 Contract Administration. This Agreement shall be administered by Paul S. Rankin, Administrative Services Director ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee. 10.10 Notices. Any written notice to Consultant shall be sent to: David W. Krout, CPA ClientFirst Consulting Group, LLC 1701 Via Valmonte Circle Corona, California 92881-0784 Any written notice to City shall be sent to: Paul S. Rankin, Administrative Services Director City of Dublin 100 Civic Plaza Dublin, CA 94568 10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility," as in the following example. II Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 12 of 14 \4- Zl~ Seal and Signature of Registered Professional with report/design responsibility. 10.12 InteQration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A, and the work plan Exhibit B represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. CITY OF DUBLIN CONSULTANT: ClientFirst Consulting Group, LLC Richard C. Ambrose, City Manager David W. Krout, CPA Principal Attest: City Clerk Approved as to Form: City Attorney Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7, 2006 Page 13 of 14 C~1 U'"".'. I ...... j . ......J EXHIBIT A SCOPE OF SERVICES Consulting Services Agreement between City of Dublin and ClientFirst Consulting Group, LLC November 7,2006 Page 14 of 14 ILn SCOPE OF WORK Exhibit A October 6, 2006 Proposal for Information Technology Assessment & Master Plan Offered By T CONSULTING GROUP "Uncompromising Client Service Begins Here" 11 L7' b METHODOLOGY Scope The project will identify and assess the information technology needs of City of Dublin. The process will help us better understand current and future business practices at the City and how IT issues are affecting overall operational effectiveness. Our discovery process will be directed by the City's Technology Advisory Committee (TAC) and involve all City departments/divisions (internally and/or contracted) including: Information Systems Administrative Services & Finance City Manager Office City Clerk Community Development Fire Prevention Parks & Community Services Public Works and Public Safety The project will address the key information technology issues incorporating the development of an IT Master Plan that addresses various future technology initiatives, such as (but not limited to): Network security City facility interconnections, including wide area network and municipal area network alternatives Network directory design and use IT administrative practices and applicable industry best practices Network backup alternatives and recommendations Remote user access methods and recommendations Electronic mail best practices, policies, and procedures Hardware life cycle replacement alternatives and costs Cabling, network bandwidth, and wireless technologies Disaster recovery, system redundancy, and resiliency Desktop support and administration IT staffing recommendations, including education plans Equipment purchasing recommendations Other issues, as required Other elements of the Master Plan Report include: Preliminary cost analysis Prioritization of technology initiatives Benchmarking Dublin versus other entities of similar size and configuration Preliminary implementation timelines Other items, as appropriate Copyright \0 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 1 ""'I ~O Approach The general approach of the technology assessment and strategic planning project is described below. We have found that our projects are most successful if we approach them as a partnership. In the case of a strategic planning project, this means the City and the consultant must work together to develop recommendations that are tailored to meet the needs of the City of Dublin. The following work steps are customized to include specific discussion and review points that provide for the sharing of ideas and the building of a single vision between the City and the consulting team. We will assist the City in developing a strategic technology plan by following the approach outlined below: PHASE 1: Audit and Technology Needs Assessment 1. Obtain and review the following background information (if available): Organization charts Technology support staff job descriptions Staff training plans Current IT project inventory Hardware configurations and inventories File server details Desktop information Mobile device inventories and standards Operating systems software versions and patch levels Application software (inventory by desktop and server) Help Desk service requests for one week Documentation Disaster Recovery Plan IT procedures IT-related policies IT Customer Survey results Communication network Network equipment inventory Network diagrams IP address documentation Telephone system configuration information Number of incoming lines Current software release System make and model Maintenance vendor Maintenance costs related to the existing infrastructure Inventory of City facilities and addresses We prefer to review as much of the available documentation as we can before our initial meetings. We will then be familiar with the City's network infrastructure when we arrive on-site. During the interview process, we will confirm the accuracy of the documentation, reducing the duration of the interviews and increasing their value. 2. Arrive on-site and meet with the City's Project Coordinator and the TAC. The purpose of this meeting will be to introduce ourselves, discuss our work plan, establish overall responsibilities for the project, schedule meetings, and confirm other general arrangements. Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 2 I t ~z..Lt> During this initial meeting we will review the City's strategic organizational goals and objectives and confirm the specific goals for this project. 3. Individually meet with IT team members and review the present hardware platforms, systems architectures, and processing environment. These interview(s) will include an assessment of the status and direction of the information processing function, including the following: Hardware and Network Standard desktop and server configuration Current Windows Domain and Active Directory designs Backup methodologies Perceived performance issues Any problem areas Systems software Current software licensing methodology Network management or automation software Systems security Patch management Planned or anticipated equipment and software additions or upgrades Overall systems security and security-related processes The purpose for this step is to gain an understanding of current information systems utilization and capabilities. During this step, we will also work to identify infrastructure strengths and weaknesses that may require more detailed analysis. 4. We will then conduct up to ten meetings with personnel from various Departments to review and discuss their impressions of IT performance and their specific software application issues/potential needs. As a part of these meetings, we will discuss: Overall network performance and availability IT responsiveness to service requests Desktop, laptop, and portable device support IT responsiveness to emergency situations Support and maintenance of department application software Current satisfaction with department specific applications Levels of application training High-level discussions regarding future application/technology changes and/or potential replacements 5. Following these initial meetings, our network engineer will conduct an in-depth evaluation of the City network and targeted servers. The network evaluation will include placement of a network analysis tool onto the network at City Hall to determine network performance and to provide insights into any extraneous network traffic. During the network analysis assessment, we will review network configurations and network security. The server evaluation will include a review of the server configuration to assess server security and redundancy. We expect this in-depth evaluation to require two (2) full days. 6. We will meet with management to discuss current and potential IT staffing alternatives. In this meeting, we will discuss any constraints on IT performance caused by current staff levels or staff expertise. We plan to review the current inventory of City IT projects and staff assignments as a method to discuss current staff skill sets. ---~.....- .., Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 3 UP 7. During out assessment process, we typically identify many areas for improvement. Some are strategic, some are tactical, and many are specific recommendations to improve day-to-day operations. As a part of Phase 1 we will: a. Summarize day-to-day operational improvements as findings & recommendations b. Document perceived gaps in current IT operations and processes c. Create a preliminary, prioritized list of improvements for review and discussion 8. As a final step to our onsite assessment effort, we will hold a Phase 1 Workshop with the project coordinator and the TAC to discuss our work and share our initial observations. We expect this meeting to be an informal working session where we describe our initial findings and discuss potential recommendations, associated best practices and describe solutions other similar organizations have utilized. At the conclusion of the Phase 1 Workshop, we expect to fully understand the City's IT needs. We also expect the City will understand our impressions from the assessment process and our initial recommendations and preliminary prioritizations. At the conclusion of this meeting, we will confirm the action items for the participants, verify next steps, and reach consensus on due dates for these items. 9. To conclude Phase 1, we will create a summary overview of the current state of IT practices and capabilities at the City of Dublin. We expect this report to provide an assessment all the important components of IT at Dublin. We will summarize current arrangements for LAN/WAN, file servers, Help Desk, applications, security, backups, policies and procedures, electronic mail, remote access, IT staffing and training, user training, IT staff productivity and other systems as appropriate. The above steps conclude our initial on-site assessment. Following the above work steps, some additional research is usually required of all parties. Usually, two weeks Is sufficient to gather any additional information required and to begin the next phase of the project. PHASE 2: Technology Recommendation Development 10. As soon as possible after the conclusion of the assessment, we will document the needs expressed by City staff. We will also incorporate any suggestions provided during the departmental interviews. We will review our summary of information gathered during the interview/discovery process and develop a high-level listing of needs that will require further refinement as the process proceeds. These needs will be reviewed in conjunction with our GAP analysis in Phase 1 to develop a summary list of potential improvements. These improvements will be designs to satisfy needs and close existing gaps in systems and processes. Some may be strategic in nature, while others will be tactical. Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 4 \ 11. Using the list of needs, our list of gaps and our preliminary recommendations from above, we will then create preliminary strategic technology initiatives to satisfy the City's short-term and long-range objectives. 12. Based on the list of initiatives outlined in the previous step, we will develop preliminary budgetary costs of the proposed initiatives. As we work through this initiative costing effort, we will evaluate alternatives to provide the City with the move cost-effective solutions possible. During this process we will estimate and budget for cost items including: Hardware and system software costs Data communications, cabling, and networking Installation costs Ongoing security, maintenance, and support cost estimates Information technology staffing needs 13. We will then further evaluate various information technology strategies that can achieve the strategic goals and business objectives of the City, including: Hardware & systems software standards Desktop systems Thin client computing System replacement policies Systems architectures Directory structures and uses Electronic mail system needs Existing and potential replacement systems Backup systems Disk storage alternatives Security Office automation standards, including imaging and archives Communications networks (telephone, data, fiber-optic, etc.) Copper and fiber-optic cable Voice over IP Remote access Public access Internet access Disaster Recovery, including potential for system redundancy Delivery systems Other strategies as identified 14. Based on the strategies, initiatives and potential architectures outlined above, we will then review IT staffing needs. During this review we will, at the direction of the City, review: The utilization of internal resources, including staff training needs Potential opportunities for outsourcing Combinations of internal and outsourcing Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 5 "'2."7.- 15. Based on IT and City goals and objectives, we will develop draft priorities for the identified strategies and initiatives. These priorities will be based on potential improvement in IT services, cost reduction, productivity improvements, risk reduction, budgetary constraints, construction schedules, and staffing levels. Our initial prioritization document is meant to be a starting point to build consensus as to the appropriate project priorities for the City. This initial summary will be in the form of bullet points and is meant to provide rapid feedback to the City and a platform for further discussion of potential strategies and priorities. 16. In developing our strategy recommendations for the City, we always consider best practices of other similar organizations. In the past we have had great success developing and administering surveys to provide up-to-the-minute benchmarks for particular areas of technology. These surveys tend to reflect the current thinking of IT organizations around the state and provide a wealth of supporting information for the recommended strategies. As a part of the strategic planning process, we propose to work with the City to develop questionnaires that will be uniquely tailored to meet the City's requirements for information supporting the recommended strategies. In addition to the benchmarks above, we work with many similar organizations as a participant in their annual budgeting process. We will be pleased to share our experience with the City and share budget numbers and methodologies used by other successful IT departments. 17. When we have completed gathering, distilling, and prioritizing the recommendations in the above steps of Phase 2, we will summarize them into a draft Recommendations Summary document. These recommendations will be include all the critical information required for discussion and decision making. They will be in bullet-point format and prepared to highlight discussion points for the workshop to follow. 18. Following development of these high-level findings and recommendations, we will conduct an Assessment/Strategic Planning workshop with the TAC to jointly review and revise our preliminary prioritizations of information technology initiatives. This strategy planning workshop is typically very productive. The goal of the meeting is to develop consensus between the consulting team and the TAC on the strategies, goals, and objectives of the plan. The workshop format allows the team members from the City to question the consultants directly on their assumptions, budgetary cost models, estimated priorities, and staffing suggestions. The workshop may require up to a full day to complete, depending on the number of initiatives identified and the various alternatives under consideration. PHASE 3: Strategic Planning Report Development and Presentation 19. Based on the strategy planning workshop results and the resulting initiatives and priorities, we will construct the IT Master Plan Report. This report will provide project background, assessment findings, individual strategies, justification for each strategy, costs of the strategy, preliminary time frames for implementation, a high-level listing of steps required to complete the initiative, any dependencies that were identified as a part of the process, and an overview initiative implementation schedule for the strategies. Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 6 ->.' ? G..?..J Prior to beginning the document, we will discuss the best way to structure it for maximum results with City management and elected officials. We will also develop a PowerPoint presentation of our findings to provide summary information to those that may not be interested in reading the entire report. The report will contain specific, cost- effective and practical recommendations for hardware and software standards, network management, backup, redundancy and disaster recovery, and security. Application systems that were identified during the interview process and gap analysis will be discussed, and we will incorporate recommendations for improvement or replacement in the report. Because we pride ourselves in developing strategic recommendations that are easily translated to practical implementation projects, we will consider internal staffing and staff training in addition to the utilization of third-party expertise, where appropriate. As a part of the overall planning process, we always incorporate a methodology into the plan to assist the City in maintaining the plan and to provide a vehicle to continue to align the plan with City and department goals. We believe that, as a part of the plan, we can provide the TAC with the necessary tools to assure that IT will support the City's overall mission. Upon completion of the draft report, we will provide the City with copies for review and comment. At this point, the project team should have reached agreement on the initiatives and the document review should be focused on presenting the arguments in their best light. 20. When we receive revisions from the City, we will finalize the Technology Assessment / Strategic Planning Report. We will incorporate changes and additions to the initial plan as agreed upon by the members of the team. 21. As we finalize the report, we will also prepare a summary presentation for use in communicating the strategies included in the report to City management and elected officials. We expect this presentation to be prepared utilizing MS PowerPoint, and we will be pleased to review its contents with interested members of the TAC prior to delivery. 22. Following completion of the report, we have included the necessary time to present the report to City management. 23. Following our presentation to City management, we would expect to make a small number of revisions to our presentation materials. Then, at a later date, we would present the report to City Council. The completed plan should not be reviewed as static, but rather as a dynamic tool that is revised and updated as business conditions and requirements change. The City should review and update the plan annually, using a shortened version of tbe methodology described above. In this way, the plan will be a vehicle to continuously guide the activities of the information technology function. If the planning function is not an ongoing process, certain objectives may not be realized because the objective itself may change as the organization and its environment evolves. Technology will change over time, causing new alternatives to arise. These alternatives should be considered as a part of the annual review process. .. Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 7 ~4- *"'210 Reporling/Deliverables We will keep you informed concerning our progress throughout the engagement. By the conclusion of the project, depending on its final scope, you will receive: 1?~_S<:Ei ptiC?I'l__.__...._.d .... 7d' . .Qp~rClti oIlClIirllprQ\ft=rl1~f!t?lJ.rnrl1ClTY . 7 , .. G9P9n a ly?i?d?lJ.rnrllCl ~y 7 ...~~.~l i rl1.i. rlClry L..PT19ri t!.z.:.~gre.~c:>IJJIf1~llcl9~LoQ? 8 If!!tia1phCi?t= 1.Y'J.9fl<?h9P"....... ...... _~.... .1 .Qye ~1t=Y:J_a??t=s_s.IIl~Qt.9.L~JtyIT_~Cipa1?iLi!L~?.._m .... ._.~.___..d.____..~___. ..!..!., ~?...:.... ~~~li..rl1i.Il.Ci.ryI~<:hll oJ()gY.JQ.i!i.9tiy~s...(PLJi..I~...frqrll....r~<::()rn.rn.E:lr1g.Clti9f."l s..i.rl....?!~.P....?) 13 iPr~JiIJJJ rlClryTE';<:D r19Iggylr1i!iCl!i.Y~SdE)lJ d 9i::tCi rY~()?!?d ... 'd.._~..?..,...!J3.E';\lJS(:~<:lJ::~c:h!l9J9gy.ln(~i9.ti\l_~?_P.i!9riXi:z:Cl!L91J?......__d.......__._._...dd.... ....' . .... .... ,dd'" ! .......~ €i.. Ll?~I1.c:.llrni:lIl<_?~su.ryeY_?lJfIlrnClILe?J9 fr~C'O_rl1rl1 ~.rl<:l.Cl~i c:>lJs_...__ 1 ?.._....!_P.r~.lirn_LIJ9_ryXi!l<:lif!.g.?~__~E';s:.c:>rn.IJ"l~!l.g9.tic:>Q_~?tJ.IJ"lI11.ClIy_lc:>.r:.!Il~._PIl.Cl~~_~_yygrl<?1l_9P.._ ...... .1'~d "dlA??~.??rnE:lr1Y?!ri3t~gi.<:PI9[l.rlif."lgY'J.()Il<?Il()P(F>IlCl?~?Jd"ddd' . "d'd.d'" . 19 : Strategic Technology Master Planning Report, including the following sections ....._....._L,a..rl.cl/9T.ilJi!iCltiYt=?: .'.__' ... 'd"W'" ~.._E::)(~lJ!i\le_?UrnIJ"lCiEL.__. ..... .............. ... .. · ~.nforr::D.~.~.Lq.r,1 T.~.~.h.n.9J9.9..Y....yJ?J,q.rL_.~ Goals . ~.~.r~~_r~,t"..?y.?te!:D.. ..?y.~._~.9.FY...,9..~.g_..._F u n cti .Qr~..9..l.....P i..9.9.~9..QJ.?........ . Strategic Technology Initiatives, including, but not limited to, the following (Descriptions will provide strategies, options, benefits, return-on- i nvestmentconsi.clt=ri3tign:;,. \iVhen appl icab~lef9rld i rl1rl1edii:3t~Il~)(t?teps): ... .c:itywig~g9~Ci<::()rl1rnunication? n~t\iV()Tki S~C:LJritYi??LJE:l? ... IT s~i:lffin greC:()rl1rn~llgati ons . ._Arc:lliYClI( i llJ.agJ!:l9LCin.c:1 clCltasto ri:lge Q i?9?terX~c:()Y~ry~....w............_. I nfr.21?~ructu r~ i rnprC:>YE:lIl!~[lt? Telecommunications IT custorl1~T?~T\lic:~irl1provements d 'Wd'_'" ...~?~rv~ri:ln<:l.Q~tY:J()L~.P..~If() rrl1.allC:~..:;tJrl1.rl1.i:3TY'dw .... ........................... ...............w ... wFl,ltuFE:!...a?:;~:;w?lJJ~nt!I?I21nggv~r.rl.i:31Jc:~.C:lr1(:LLJP~i:3.~E:l_r~c:.c:>rl1rn~.1J.cl.Ci~l()n?w.... ~~pl Ci<:~ 111t=r1!plC:llJlli[l9d ... Office automation standards and architecture ..Pf..C:ln_cl...cl~?!st9P_~.!9w1J.c:I.Cl.r.d ?..... ....... .....w......._............w........__._....._w ...........w...w........ . Remote -""",,~~"'~--'---~~"'"~"" ..-. . ...""~ ... d[)E:lpi:3rtmE:lr1t~?p~<::ifi<::f!E:lE:lc:Js/ i n i ti ativ e?L21?appli<:9pl~ . Preliminary budget estimates and cost schedules for strategic technology initiatives · ,__P~.~ l LQ},,~ ,Q,~__ry____im P~,~,fQ.~.~ ~~~.~.,9E~.__~L~~.!I.Q,E;_.,.~sti rn,9J~su.w_.~_______.w....~__...o ?~ (.?~.: ?t.r9!~gLc:Tec:lJll()lgg Yfv19?t~~.p 19..rl..~.e I?grt pr~?~ntClti 9.11:;...... ......._..... Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 8 z."...,; All deliverables will be provided in hard copy with official ClientFirst Consulting Group transmittal letters. All deliverables will also be provided electronically in the Acrobat Reader (PDF), MS Word, MS Excel and/or MS PowerPoint file formats. All deliverables and ClientFirst Consulting Group-provided materials, including this proposal, are the intellectual property of ClientFirst Consulting Group for the unlimited use by the City. ClientFirst Consulting Group materials and deliverables will be provided for the City's use and can be reproduced for internal City use only. -----~ <~ ~ Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved. Exhibit A - Page 9 Step # Dublin ITMP Project Work Plan Estimated Scheduled Week(s) Total Billable Hours Assigned Consultants David and/or Tom J. Pete Ra Comments 1-2 8 4 2 2 3-4 6 2 2 2 F' 3-4 4 4 0 ~ 3-4 3 1 1 ~~ ~~ 3-4 . 16 16 ~~ 3-4 16 16 O~ ~~ 3-4 2 2 ~~ 5 32 16 8 8 ~~ 6-7 24 12 12 =:::0 8-9 36 16 16 4 ~rJl ~~ -- ~~ 5-9 14 6 6 2 Z 0 ~O 7-9 16 8 8 ~ ('D ~~ 7-9 8 4 4 g. ~rJl 7-9 12 2 8 2 ('D "'C~ 7-9 4 4 ""l ;-J ~~ 7-9 8 4 4 N O~ 5-9 10 2 8 0 0 ~~ 0'1 9-10 16 8 8 '-' 10-11 16 8 8 "'CO ~:::o 12-13 47 23 24 >0 14-15 6 2 4 ~.~ 14-15 4 2 2 -""''''C 16 16 8 8 ~-- 16 8 4 4 O~ 332 148 147 37 rJl~ $ 150 $ 175 $ 125 ~~ $ 52,550 22,200 25,725 4,625 rJl 14% $ 7,357 N $ 59,907 ~ 0 cr~ ~ Phase1tr:JJ:,g(;}!!i~(;}ti(jrr&7!~~lJtJl'!!tpgYi'~~~lclSA~~~~$meht 1 Obtain and review background information 2 Kick-off meeting with IS Mgr and TAC - prior to department interviews Meet with IT Team Tour computer room & some IDF's Meet with Departments to discuss current and future information technology needs 5 In-depth evaluation of network and servers 6 Meet with IT Mgmt to discuss IT staffing 7 Document initial Needs Assessment 8 Phase 1 Workshop with TAC 9 Summary IT Assessment overview Pha5ft?:r~chnologYR~<<;o.Q1m.efiaatiQjj ,tJeVe/QPm..efit 10 Documentation additional needs & requirements 11 Develop preliminary strategic initiatives 12 Budget for initiatives 13 Evaluate alternatives 14 Review staffing needs 15 Draft IT initiative priorities 16 Develop and analyze surveys 17 Strategic IT Initiatives & Recommendations Summaries 18 Strategy Planning Workshop plUfSe3: $trf1,tf!,f/!q/flEl fjfiitfg, R~!2~I!t.~e,.veloRmef1t 19 Develop report 20 Revisions 21 Prepare presentation 22 Present report - City management 23 Present report - Council Totals Hours Billing Rates Total Estimated Project Cost Travel & Related 3 3 4 Total Project Costs Copyright @ 2004 ClientFirst Consulting Group, LLC. All Rights Reserved.