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HomeMy WebLinkAboutC-4771 - PSA for Information Technology (I.T.) Planning ServicesPROFESSIONAL SERVICES AGREEMENT WITH THIRDWAVE CORPORATION FOR INFORMATION TECHNOLOGY (I.T.) PLANNING SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES ( "Agreement') is made and entered into as of this day of March, 2011 by and between the CITY OF NEWPORT BEACH, a California Municipal Corporation ( "City "), and THIRDWAVE CORPORATION, a California corporation ( "Consultant'), whose address is 11400 West Olympic Boulevard, Suite 200; Los Angeles; California 90064 and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City seeks to effectively utilize current Information Technology (I.T.) investments while implementing new technology to ensure the efficient and effective delivery of City services to its community. C. City desires to engage Consultant to develop a comprehensive I.T. Strategic Plan, including assistance in the creation of a City I.T. Advisory Group ('Project'). D. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. E. The principal member of Consultant for purposes of Project, shall be Roy Hernandez. F. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on August 31, 2011 unless terminated earlier as set forth herein.. This termination date is based on the project timeline as submitted by Consultant in Exhibit A attached hereto and incorporated herein by reference. Given the complex nature of this project, City has the option to extend this Agreement by written amendment to the Agreement as needed to facilitate the completion of this project. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A ( "Work" or "Services "). The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE Time is of the essence in the performance of Services under this Agreement and the Services shall be performed to completion in a diligent and timely manner. The failure by Consultant to perform the Services in a diligent and timely manner may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand - delivery or mail. 4. COMPENSATION TO CONSULTANT City shall pay Consultant for the Services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Eighty -Nine Thousand Nine Hundred Dollars and no /100 ($89,900.00) without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the Work performed the preceding month. Consultant's bills shall include the name of the person who performed the Work, a brief description of the Services performed and /or the specific task in the Scope of Services to which it relates, the date the Services were performed, the number of hours spent on all Work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. ThirdWave Corporation Page 2 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: 4.2.1 The actual costs of subconsultants for performance of any of the Services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. 4.2.2 Approved reproduction charges. 4.2.3 Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Roy Hernandez to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Office of the City Manager. Rob Houston, Assistant to the City Manager or his designee, shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his authorized representative shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. ThirdWave Corporation Page 3 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: 7.1 Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's Work schedule. 7.2 Provide blueprinting and other Services through City's reproduction company for bid documents. Consultant will be required to coordinate the required bid documents with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. 7.3 Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. 8. STANDARD OF CARE 8.1 All of the Services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with community professional standards. All Services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By delivery of completed Work, Consultant certifies that the Work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care. 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. BOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, and employees (collectively, the "Indemnified Parties ") from and against any and all ThirdWave Corporation Page 4 claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent and /or willful acts, errors and /or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, subconsultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the Work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the Work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the Services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. ThirdWave Corporation Page 5 13. PROGRESS Consultant is responsible for keeping the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. 14.1 Proof of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time. Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Consultant, his agents, representatives, employees or subconsultants. The cost of such insurance shall be included in Consultant's bid. 14.2 Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 14.3 Coverage Requirements. 14.3.1 Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least one million dollars ($1,000,000)) for Consultant's employees in accordance with the laws of the State of California, Section 3700 of the Labor Code In addition, Consultant shall require each subconsultant to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California, Section 3700 for all of the subconsultant's employees. ThirdWave Corporation Page 6 Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days (ten (10) calendar days written notice of non- payment of premium) prior to such change. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers. 14.3.2 General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 14.3.3 Automobile Liability Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each accident. 14.3.4 Professional Liability (Errors & Omissions) Coverage. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of one million dollars ($1,000,000) limit per claim and in the aggregate. 14.4 Other Insurance Provisions or Requirements. The policies are to contain, or be endorsed to contain, the following provisions: 14.4.1 Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants. 14.4.2 Enforcement of Contract Provisions. Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non - compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. ThirdWave Corporation Page 7 14.4.3 Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. 14.4.4 Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to City with thirty (30) days notice of cancellation (except for nonpayment for which ten (10) days notice is required) or nonrenewal of coverage for each required coverage. 14.5 Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant's performance under this Agreement. 14.6 Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. 15. PROHIBITION AGAINST ASSIGNMENTS ARID TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint - venture or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty percent (50 %) or more of the voting power, or twenty - five percent (25 %) or more of the assets of the corporation, partnership or joint- venture. 16. SUBCONTRACTING The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of City. Consultant shall not subcontract any portion of the Work to be performed under this Agreement without the prior written authorization of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents "), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this ThirdWave Corporation Page 8 Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. 19. INTELLECTUAL PROPERTY INDEMNITY The Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. 20. RECORDS Consultant shall keep records and invoices in connection with the Work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 21. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue Work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his /her designee with respect to such ThirdWave Corporation Page 9 disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the Work accomplished by Consultant, the additional design, construction and /or restoration expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under the law or any other sections of this Agreement. 23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project 24. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 25. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Rob Houston Office of the City Manager City of Newport Beach 3300 Newport Boulevard PO Box 1768 Newport Beach, CA 92658 Phone: 949 - 644 -3033 Fax: 949 - 644 -3020 All notices, demands, requests or approvals from CITY to Consultant shall be addressed to Consultant at: ThirdWave Corporation Page 10 Attention: Roy Hernandez ThirdWave Corporation 11400 West Olympic Boulevard, Suite 200 Los Angeles, CA 90064 Phone: 310 -914 -0186 Fax: 310- 312 -9513 26. CLAIMS The Consultant and the City expressly agree that in addition to any claims filing requirements set forth in the Contract and Contract documents, the Consultant shall be required to file any claim the Consultant may have against the City in strict conformance with the Tort Claims Act (Government Code sections 900 et seq.). 27. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for Services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 28. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all Work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 29. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any ThirdWave Corporation Page 11 other term, covenant or condition contained herein, whether of the same or a different character. 30. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 31. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 32. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 33. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 34. SEVERADILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 35. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 36. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. ThirdWave Corporation Page 12 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: Assistant City Attorney ATTEST: Date: 3, & By: Ih f Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, A California municipal corporation Date: By: Dave Kiff City Manager CONSULTANT: ThirdWave Corporation, a California co�r760 ration ;' Date: ���j B y: — * Roy Hernandez President, C.E.O. �e Date: 3 I G zo Y. U r _ Sergio Hernandez/ Vice President „C. F. 0. Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates ThirdWave Corporation Page 13 Exhibit A — Scope of Services See attached proposal from ThirdWave Corporation in response to City of Newport Beach Request for Proposal No. 11 -5 ThirdWave Corporation Page 14 EXHIBIT A - SCOPE OF SERVICES 4- ip,'vingq, Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 '- CQ4irOti��' ThirdWave's method identifies key requirements to satisfy the business objectives and service delivery needs of each department and the City as a whole. The work plan includes the following three phases: Phase 1: Discovery Review existing business and technology documents Review IT Systems / IT Staff Inventories Employ Online City Staff Surveys, designed to address external / internal customer requirements Phase 2: Needs Assessment Hold business requirements definition workshops with business process owners and stakeholders Hold Management Interviews to define management requirements Hold Information Technology Focus Groups to define technology specific requirements © 2010 Departmental and enterprise requirements are used as the basis for identifying the most appropriate and responsive and strategic business technologies to meet the unique operational and business needs of the City. It is the thoroughness of Third Wave's Rapid Workflow® needs assessment methodology that ensures the success of all ITSP engagements - custom tailored to each client. (As opposed to a common practice of re -using templates and data from previous projects, which results in projects that are rarely accepted by stakeholders, seldom get funded (as they are too general) and typically become reports gathering dust on a shelf) The requirements definition phase is one of the most critical phases of an ITSP project, as it establishes the needs and performance parameters that will define the strategy, implementation sequence, and subsequent performance measurements o1 the ITSP over its' 5 year life cycle. This is why we have allocated a good percentage of project dollars (38 %) to this phase. Methodology & Workplan 2.3 Third Wave 11400 W. Olympic Blvd Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F p r A` "i Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 ` 't:: � � ; ) ) City of Newport Beach December 20, 2010 Phase 3. Recommendations & ITSP IT Strategic Plan Budget Cost Estimate / Cost - Benefit Analysis ITSP Implementation Plan / Roadmap Executive ITSP Presentation In the recommendations phase we research and specify the most appropriate, responsive and cost effective technology toolsets possible, which we refer to as Strategic Business Technologies. Once the Strategic Plan is produced, has been vetted, and approved by all key business process owners / stakeholders, we will develop a detailed ITSP Implementation Plan / Roadmap. The Roadmap consists of a prioritized list of initiatives laid out over five years, accompanied by a budget estimate. The strategy and roadmap provide city management / elected officials the necessary data needed to make well informed decisions regarding funding of IT initiatives, yearly budget allocations, and organizational Change Management projections. ThirdWave's ITSP methodology has been recognized as one of the most comprehensive and successful in the IT industry. Our approach is based on a proven methodology: a comprehensive assessment of business / services delivery needs as the precursors of a responsive ITSP, a participatory process to build stakeholder consensus / management support, supported by a compelling business case. 2.2.3 Description of Strategic Planning Tools Online Surveys to Gather City Staff and Constituent Input One of the critical success factors of an ITSP is to gather input f+<ca,+ 1>4 Ed, from as many stakeholders as possible, i.e., internal / external IT customers. An efficient and cost effective method to accomplish this is through the use of easy to use custom tailored online surveys. Third Wave will use an online survey designed to address internal IT customer satisfaction and service delivery requirements via conventional and online E- Government solutions. Cufrenl fbMer, - Vx'NAll9✓: -�5- - I.ler Fyt,: The benefits of online surveys is that they allow stakeholders to become engage without having to personally meet with them, saving considerable amount of time and containing project costs. Management Interviews Management interviews are carried out to gather business data from the management perspective, which is substantially different than operating staff and IT staff. (This is the Management piece of the Triangulation Framework.) The focus of the interviews is current and projected business and service delivery challenges. The interviews revolve around the most Methodology & Workplan © 2010 2.4 Third Wave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA '90064 310.914.0186V 310.312.9513 F %oq7 °' Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 ,5`tjl City of Newport Beach December 20, 2010 =c significant business / service delivery challenges facing each department for the next three to five years. The data collected in the interviews counter - balances or validates the data collected from staff in the Rapid Workflow® sessions. This task helps build management consensus and support for the ITSP, budget process and ultimately — funding of the ITSP. Rapid Workflow® Workshops ThirdWave's patented Rapid Workflow® methodology is employed to carry out business process analysis of core business functions to identify operational and service delivery needs — and the technologies to effectively support them. Rapid Workflow® is a structured methodology used to identify operational / Information Technology opportunities through business process analysis and solution development. It uses a combination of structured interviews, business process mapping working sessions, and enterprise focus groups (where appropriate) to produce business, technical and functional requirements. Rapid Workflow® provides the synthesis of optimized business practices with responsive Information Technology solutions. (Please see Appendix for detail information on ThirdWave's Rapid Workflow® enterprise requirements definition methodology.) Information Technology Focus Groups - - a pz_ IT Focus Groups are carried out to gather technology data from the City's IT staff / management who are intimately familiar with the City's systems, issues and opportunities. The focus is get a first hand description on specific technology challenges faced at the City, and IT's ability to facilitate improvements in 1) operating efficiency and 2) effectiveness by developing, implementing, and maintaining high - quality business enabling technology solutions that provide secure, reliable and timely collection, storage, access and transmission of information. At a minimum, the Technology Focus Groups with IT staff and management will address five significant areas: • Infrastructure: Networking / Communications • Hardware: Data Center, Hardware, Peripherals • Software: Departmental, Enterprise, Web - enabled Applications & Databases • Sustainability: Staff Skills, Knowledge & Abilities, Policies & Practices Operations Maintenance, Security, Disaster Recovery The IT focus groups allow gathering very specific and current technical data from those responsible for the City's Information Systems, data that cannot be collected in any other task in the project. They also complete the Triangulation process, by validating data collected in other project tasks from internal customers. Methodology & Workplan © 2010 __ _ _ __ 2.5 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F ('o °t r1t Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 2.2.4 PMBOKTM Project Management ThirdWave's project control system is a formal, best practice project management methodology, the Project Management Institute's (PMI) PMBOKTM framework. The focus is on developing a quality product, maintaining schedule integrity, cost controls, and the effective use of ThirdWave and Client resources. ThirdWave has effectively used this robust and proven project management methodology for 23 years on hundreds of projects with varying degrees of scale and complexity. Our Project Management methodology adheres to industry best practices, as identified by the PMO's A Guide to the Project Management Body of Knowledge (PMBOKTM) We manage to the contractual requirements of the job, with a special emphasis on the following management areas: Scope Management Risk Management Quality Management Project Schedule Management Contract Change Management Integration Management Time Management Project Cost Management ThirdWave's seasoned Project Manager, Roy Hernandez, will plan and administer the execution of all project activities. Project & Schedule Control Techniques ThirdWave will manage the project with a special emphasis on providing professional / technical expertise, quality products, and customer satisfaction. We will work in close collaboration with the City's Project Manager throughout the project to ensure the project remains on schedule and the desired outcomes are met. The following techniques will be employed to assure the quality of work carried out by project staff: 1. Monitor the progress via the MS Project Schedule: the Work will be executed and monitored on an ongoing basis per the published MS Project Schedule. Tasks will be carried out in logical and manageable pieces, with a focus on critical path activities and deliverables. If a task begins to lag, action will be taken to either mitigate the delay or fast track another task, so that the overall schedule (and completion date) gets back on track. The MS Project Schedule is reviewed on an ongoing basis in weekly project reviews and is part of the monthly status report. 2. Weekly ThirdWave internal project reviews: to review how each task will be executed prior to working on it, use qualify reviews of all draft deliverables, and progress reviews of the Work, i.e., from a percent complete status against the project timeline - at several levels, e.g., subtask and task levels. Weekly project reviews with our team allow us to identify potential quality issues and schedule problems early, allowing for immediate mitigation measures. 3. Weekly Project Coordination Conferences: weekly meetings / conference calls will be held between the City and ThirdWave Project Managers to coordinate project activities, review the progress of the Work and provide "look- ahead" planning. © 2010 Methodology & Workplan 2.6 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F Qf`O Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 4. Monthly Status Reports: a formal monthly status report (MSR) will be produced and provided to the City's Project Manager outlining the progress made during the reporting period. The MSR addresses deliverables completed, outstanding issues, recommendations for resolution, and impacts on technical, cost and scheduling requirements. An updated project schedule is included. 2.3 Project Work Plan & Schedule 2.3.1 Preliminary Project Schedule ThirdWave uses formal MS Project schedules to manage all of our projects; we will do the same on the City's project. The MS Project Schedule, Figure 2.3.1.1, on the next page reflects what we believe to be a reasonable timeline. This projected timeline reflects our overriding objective - a successful project. ThirdWave has developed a work plan that is logical and manageable, meeting the key objectives addressed in the City's RFP. Wherever possible, tasks have been planned in parallel to compress the project schedule in an effort to shorten the project duration as much as possible. The Project Schedule illustrates an itemized Work Breakdown Structure of all project phases, tasks and associated subtasks. It indicates the timeline for beginning and completion of each task with corresponding deliverables. The Project Schedule also indicates instances where the City will be provided deliverables for review and comment, identified with the prefix "CNB." The time allotted for the turnaround of draft deliverables is shown in red on the Project Schedule, typically 5 to 10 working days, unless otherwise mutually agreed to. The following project schedule will be reviewed and revised Kick -off Meeting. The MS Project Schedule will be used as the progress of the project will be tracked and managed. © 2010 with the City prior to the Project a point of reference against which Methodology & Workplan 2.7 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F ...... .. . .. . . ....... . ......... KI 141 Qv ... ......... ... ...... .. ... .... .... . ... --- - - - - - - - - - - - - - - - - -- - iz: iz �Z �2 � �,� 6 C-4 4 - -,- - 4 - N " " LL 75 V. 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Iq Cl! 0 ^i 't mw� Lq 0 3 C4 �4' �i w m m m m m m m m m El M z 0 k L L I-- L L L L I-- k i Ctw�A fee�f�e Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 l + City of Newport Beach December 20, 2010 The following figure provides the Resources Allocation Plan; the PM and Sr Con* are the same person. Figure2.3.1.2: Project Staff Assignments Phase 0 Project Management Task 0.1 Project Kick -off Meeting Task 0.2 Weekly Progress Meetings Task 0.3 Monthly Status Report Phase 1 Discovery Task 1.1 Review Existing ITSP /Related Dos Task 1.2 IT Systems / IT Staff Inventory Task 1.3 Online City Staff ITSP Survey Task 1.3.1 Develop Online Staff Survey Task 1.3.2 Compile Online Survey Data Phase 2 Needs Assessment Task 2.1 Business Requirements Definition Task 2.1.1 Rapid WorkflowO Workshops Task 2.1.2 Doc Business Requirements Findings Task 2.1.3 Finalize Business Requirements Task 2.2 Management Interview Task 2.2.1 Hold Management Interviews Task 2.2.2 Incorporate Management Comments Task 2.3 Information Technology Focus Groups Task 2.3.1 Hold IT Focus Groups Task 2.3.2 Incorporate Comments Phase 3 ITSP & Implementation Roadmap Task 3.1 IT Strategic Plan Task 3.1.1 Draft IT Strategic Plan Task 3.1.2 Final ITSP Task 3.2 ITSP Budget Estimate Task 3.2.1 Draft Budget Estimate Task 3.2.2 ITSP Budget Estimate Task 3.3 ITSP Cost - Benefit Analysis Task 3.3.1 Draft Cost - Benefit Analysis Task 3.3.2 Cost- Benefit Analysis Task 3.4 ITSP Implementation Roadmap Task 3.4.1 Draft ITSP Implementation Report Task 3.4.2 Final ITSP Implementation Roadmap Task 3.5 ITSP Executive Presentation Task 3.5.1 Produce Executive ITSP Presentation Task 3.5.2 Provide the Exec ITSP Presentation Total Project Hours 978 Hrs / Staff 4 % of Total Hrs PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst 8 0 0 8 0 8 0 10 0 0 10 0 0 0 10 5 0 0 0 0 0 PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst 3 2 2 4 4 4 4 2 1 2 6 0 0 4 2 1 4 2 2 2 2 3 2 1 1 1 1 16 PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst 6 6 128 0 0 0 0 0 64 32 0 0 0 16 5 3 8 2 2 2 16 2 4 16 0 0 0 0 1 4 0 0 0 0 8 4 2 8 8 0 8 0 3 2 0 6 4 6 6 PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst 22 14 16 36 32 36 16 3 2 4 4 4 4 2 6 4 6 8 10 10 8 2 1 2 2 2 2 2 6 4 8 8 8 8 8 1 1 2 1 1 1 1 9 4 24 24 16 16 4 1 1 2 0 1 1 1 3 2 12 1 1 1 2 2 2 8 8 0 0 0 111 130 285 139 88 110 116 0.11 0.13 0.29 0.14 0.09 011 012 Methodology & Workplan © 2010 2.10 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F �E:wit`y;ty ja9�1 Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 { .�1!n G City of Newport Beach December 20, 2010 2.3.2 Scope of Work & Deliverables The following provides a detailed description of the scope of work in response to Attachment B Description of Project Intent (Scope of Work) SCOPE OF SERVICES described in of the City's RFP. This work plan (and accompanying MS Project Schedule) will be reviewed and finalized in contract negotiations, as deemed appropriate, with the City. The project work plan reflects a logical and structured approach for executing the City's IT Planning Consulting Services project. All of the deliverables identified in the City's RFP document are addressed in this Proposal. Each task and subtask in the following work plan will produce a deliverable, e.g., a workshop, meeting, document, presentation, etc. On tasks where the deliverable is a document, ThirdWave will provide an electronic copy either in MS Word / PowerPoint or PDF, or as appropriate and specified by the City. Some key draft deliverables will be provided to the City's Project Manager for review and comment by appropriate City staff. City review and comment subtasks are denoted with the prefix "CNB ", indicating a 'City of Newport Beach' task. Obtaining the City's review and comment on key deliverables is a risk management / quality control technique that will ensure the desired results are obtained. The following provides a description of the proposed Scope of Work. T'AS1Kf0 PR0JECT,' MANAGEMENT' Task 0.1 Project Kick -off Meeting This task will entail holding an onsite project kickoff meeting with the City and ThirclWave's Project Team. A PowerPoint presentation will be produced to review the project goal and objectives, project plan, deliverables, project schedule, ThirdWave and City responsibilities, and the PMBOKTM project management protocol. Assumptions: 1. Staff and management representing key departments will attend the kick -off meeting. It is important that key stakeholders receive an overview of the project and understand its importance to the future operation and delivery of City services. 2. If possible, the project's executive sponsor should initiate this meeting, along with the City Project Manager, to underscore the importance of the project. 3. This meeting will last an hour to an hour and -a -half long depending on questions. Deliverable 0.1: Project Kick -off Meeting Task 0.2 Weekly Progress Meetings This task will entail holding weekly project progress and coordination meetings / conference calls with the City Project Manager. This will serve to review / discuss the project's progress, issues identified to date, and plan / prepare for future tasks. Deliverable 0.2: Weekly Progress Meetings Methodology & Workplan © 2010 2 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F o,\ Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 �XV City of Newport Beach December 20, 2010 Task 0.3 Monthly Status Reports This task will entail providing written progress reports to the City's Project Manager each month. Progress reports will outline the status of the project, including the following, as appropriate: • Description of progress made during the reporting period • Deliverables completed and delivered during the reporting period • Outstanding issues and recommendations for resolution (if any) • Scope, cost and schedule integrity status Assumptions: 1. The project plan assumes a five (5) month project schedule, therefore four monthly progress reports will be provided at the end of months 1, 2, 3 and 4 of the project. Deliverable 0.3: Monthly Status Reports Task 1.1 Review Existing IT Strategic Plan & Related Documents This task will entail reviewing City documents / reports related to major planned or ongoing IT initiatives in addition to various business documents. This task will entail reviewing existing City documents to establish a baseline understanding of the City's enterprise architecture, i.e., the business and Information Technology environment. ThirdWave will review documents such as: • City Organization Chart and Mission Statements • Most current City Budget • Strategic Business Plans • Planned IT Initiatives: i.e., Maintenance Management System, CRM, Police CAD & RMS, etc. Deliverable 1.1: Review Existing IT Strategic Planning Documents Task 1.2 IT Systems I IT Staff Inventory This task will entail developing an IT Systems / IT Staff Inventory spreadsheet and providing it to the City for data collection by appropriate City staff. The spreadsheet will be specifically structured by department to allow ThirdWave to baseline the City's current IT systems and staff resources / skill sets at a glance. The staff survey will contain the following information: Technology: • Infrastructure • Hardware • Software (Departmental / Enterprise / Web ) • Peripherals IT Staff • IT Staff Titles • IT Staff Quantities • IT Staff Classification List and Description ThirdWave will examine IT Mission Statements, IT Organization Chart, IT Staff Classifications. This information will be referenced in subsequent tasks. Deliverable 1.2: IT Systems /Staff Inventory Spreadsheet © 2010 ThirdWave 11400 W. Olympic Blvd. Suite Methodology & Workplan 2.12 CA 90064 310.914.0166 V 310.312.9513 F tyf,Wr�-Ory}.. p Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 1FIt City of Newport Beach December 20, 2010 CUaGS��R�'9 Task 1.3 Customer Online ITSP Survey Task 1.3.1 Develop Staff Online Survey This task will entail producing an online survey to provide city staff the opportunity to provide input on the City's' existing systems and the IT organization's ability to support them. Possible items the customer online survey will address includes: Existing information systems Information and data sharing needs Applications Data I voice communication Other items identified by the City ThirdWave will work with the Project Manager and the Project Steering Committee (if applicable) to design and finalize the online survey questions, to ensure it is custom tailored to the City of Newport Beach. ThirdWave will use SurveyMonkeyT"", a popular online survey tool we have used on all enterprise IT projects for the last 5 years. Assumptions: 1. A SurveyMonkel"4 link will be provided to the City's Project Manager, who will provide it to appropriate City staff for placing on the City's Intranet. If the City does not have an Intranet ThirdWave will provide a SurveyMonke/m link staff can access. 2. The ITSP project Executive Sponsor will underscore the importance of filling out the survey to Department Heads, who will encourage their staff to reply to the survey. 3. The online survey will collect data for a period of at least two (2) weeks. Deliverable 1.3.1: Online ITSP Survey CNB T 1.3.1 Distribute and Fill Out Online ITSP Survey This task will entail the City's Project Manager providing the survey to the appropriate City IT staff, so that they can post the link. The Customer survey notice (link) will be prominently placed on the City's Intranet website and an announcement will provided to City staff via Departments heads. Unless otherwise agreed, the online survey will collect data for the time specified in the MS Project Schedule. CNB Deliverable 1.3.1: City Staff Respond to Online ITSP Survey Task 1.3.2 Compile Online Survey Data This task will entail compiling the data collected in the online surveys and producing a summary of findings. This information will be referenced in subsequent project tasks, i.e., in preparation for; Task 2.1, Business Requirements Definition, Task 2.2, Management Interviews, Task 2.3, IT Focus Groups, and Task 3, developing the ITSP. Deliverable 1.3.2: Online ITSP Survey Summary of Findings Task 2.1 Business Requirements Definition Task 2.1.1 Rapid Workflow® Workshops This task will entail holding needs assessment workshops for key City business processes to identify departmental and cross functional business requirements, where applicable. Working with business process stakeholders, as -is business process workshops will review and identify functional and technical requirements and opportunities to streamline I enhance service delivery and improve operational cost Methodology & Workplan 02010 2.13 hirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F oT'r�1 Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 \\ ?� �iYingRti�r� © 2010 effectiveness. The workshops will assess existing goals, objectives, services / activities and identify the future information systems / applications capabilities required to support them. The workshops will be facilitated to assess business processes / activities encompassing management, operational (internal and external service delivery) and Information Technology challenges facing the existing business process. The agenda for the workflow sessions will include the following: 1. Produce the as -is business process model, which will be a high level map of the existing business process steps, including a high level illustration of functional / operational workflows. The business process model will include process steps, a brief description of the activities in each step, staff involved, all information systems used (applications, platforms, DB, etc.) and documents / data being created, processed and /or stored. Where time is a key factor, timelines will also be shown. 2. Identify problem areas, which will include existing management, operational and /or Information Technology disablers, e.g., business process bottlenecks, inefficiencies, disconnects, or inhibitors to providing superior business performance and /or customer service. Working with City subject matter experts, anything that inhibits the efficient and effective execution of a business function or activity will be identified and noted on the process map. 3. Identify the impacts of each problem, (quantitative and qualitative), e.g., duplication of effort, redundant costs, time inefficiencies, document processing delays, system performance, poor customer service, etc. This information will serve as the basis for developing a high level cost - benefit analysis in Task 3.3, ITSP Cost Benefit Analysis and for prioritizing ITSP initiative in Task 3.4, ITSP Implementation Roadmap. 4. Identify potential solutions, including Networking Communications Infrastructure, Commercial / Public Voice & Data Communication systems, Hardware (servers, workstations, peripherals, mobile devices), Software (office automation, departmental systems, and /or enterprise systems), e- Government (online web - enabled applications), Databases (creation / maintenance), Systems Integration, Maintenance (Security, Disaster Recovery, and Sustainability (knowledge skills and abilities, training). Other solutions identified in the Rapid Workflow workshops include management policy and operational change required by the introduction of ITSP initiatives. This data will serve as the basis for recommendations made in the ITSP and Implementation Road Map, as it relates to the City IT organizations' ability to effectively support the business needs of the City Departments with responsive Strategic Business Technologies. 5. Identify potential benefits; including qualitative and quantitative benefits of the proposed technologies solutions if implemented. Benefits will be identified at several levels as appropriate; e.g., within a section or division for the business process being examined, to the City as a whole, or to the City's customers (where applicable). This information will serve as the basis for change - and anticipated efficiencies to be gained. This information will be leveraged in establishing the efficiency ranking of initiatives in the final ITSP recommendations and 5 -year plan. This information will serve as the basis for developing a high level cost - benefit analysis in Task 3.3, ITSP Cost Benefit Analysis and for prioritizing ITSP initiative in Task 3.4, ITSP Implementation Roadmap. Methodology & Workplan 2.14 Third Wave 11400 W. Olympic Blvd. Suite 200. Los Angeles CA 90064 310.914.0186 V 310.312.9513 F rs"En:U r Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 `u rl1 City of Newport Beach December 20, 2010 r +G.as�i� © 2010 The Rapid Workflow® data will identify a comprehensive set of business, functional and technical requirements for strategic IT recommendations and prioritize technology solutions, identify performance criteria and implementation phasing. For the purposes of this Proposal (and cost estimating) ThirdWave has assumed holding thirty -two (32) working sessions - two per department, however, the City will make the final determination on the final number and make -up of business functions to assess. Given the financial constraints of any projects, some thought should be given to which business process /activities have a workshop. Some criteria for a workshop include: Mission critical business processes, internal to the City, i.e., Finance, HR, Payroll, etc., as defined by the City Business processes key to external service delivery to the public Business units with large numbers of staff or large budgets Business process / activities known to have considerable challenges, where IT solutions could make a positive difference The following business functions have been budgeted for two workshops in this proposal, pending the City's final review and finalization of the number and makeup of the workshop list. An option to a purely departmental approach is to allocate some number of workshops to "Enterprise sessions ", which are business processes that cut across all departments, i.e., the budget process, procurements, HR, etc. Departments Qty of Workshops 1. City Attorney / City Prosecutor .. ..............................2 2. City Clerk .................................. ..............................2 3. City Manager ............................. ..............................2 4. Planning .................................... ..............................2 5. Building ..................................... ..............................2 6. Fire ............................................ ..............................2 7. Police ........................................ ..............................2 8. Administrative ........................... ..............................2 Information Technology ........... ............................... 0 Purchasing............................... ............................... 2 Accounts Payable ..................... ..............................2 Budget & Finance ..................... ..............................2 9. Utilities ...................................... ..............................2 10. General Service ........................ ..............................2 11. Public Works ............................. ..............................2 12. Library Services ........................ ..............................2 13. Recreation & Senior Services ... ..............................2 14. Human Resources .................... ..............................2 Total Workshops 32 Assumptions: 1. ThirdWave has assumed approximately two workshops per department, however, we recognize that there may be some departments that will warrant more than 2 workshops, i.e., Finance, HR, Police, Public Works, etc. The thirty -two (32) workshop assumption is used to establish a baseline cost for this task, as not every business process in the City will warrant a workshop. ThirdWave will work with the City to determine the final number of workshops in contract negotiations. Methodology & Workplan 2.15 ThirdWave 114D0 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F y4 �twrpR_ �e fi Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 u , � City of Newport Beach December 20, 2010 2. Working sessions will typically last 3 to 4 hours depending on the complexity of the business process being modeled. 3. To maximize project resources, and contain the project timeline, two (2) workshops will be held per day on Monday through Friday until all working session have been completed, unless Fridays are furlough days. 4. The City Project Manager will start scheduling working sessions immediately upon execution of a contract, per the published MS Project Schedule. Delays in the City's ability to make staff available for the workshops will affect, and be reflected in, the MS Project Schedule. 5. Workshop participants will be highly knowledgeable and experienced in the business processes being modeled. There should be sufficient participants in the workshops to represent the cross section of staff for the business process being modeled. Workshops must have at least two participants. 6. Workshops rooms will be large enough to comfortably hold the number of participants. 7. Workshops rooms with have plenty of wall space to post large flip chart paper, which the City will provide along with thick color markers and a projector. (ThirdWave will provide a notebook computer for the workshops.) Deliverable 2.1.1: Business Requirements Workshops Task 2.1.2 Document Business & Service Delivery Requirements Findings This task will include documenting the business, functional, and technical needs assessment data collected in the working session. The business process documentation will include the following: • List of attendees in the Rapid Workflow® session • High Level As -Is Business Process Map • Problem Statements • Impact Statements • Solution Statements • Benefit Statements The session notes will be provided to the City Project Manager for distribution to the participants of each group for review and comments. Deliverable 2.1.2: Draft Business Requirements Findings CNB T 2.1.2 City Review & Comments This task will entail appropriate City staff reviewing the draft deliverable and providing comments t suggested revisions. Comments, revisions and corrections to the document will be reconciled and consolidated by the City for each business process model, with one set of comments being transmitted to the ThirdWave Project Manager. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. CNB Deliverable 2.1.2. City Comments on Draft Deliverable Task 2.1.3 Finalize Business Needs Assessment This task will entail incorporating the City's comments to produce the final Rapid Workflow business needs assessment deliverable. The data collected in this deliverable will be referenced and used to produce the Phase 3: ITSP and Implementation Plan deliverables. Deliverable 2.1.3: Final Business Needs Assessment © 2010 Methodology & Workplan 2.16 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 r1 r l i si! City of Newport Beach December 20, 2010 Task 2.2 Management Interviews (Department Heads) Task 2.2.1 Hold Management Interviews This task will entail holding one -hour interviews with department heads to get a management perspective of general organizational and operational challenges facing the City's business units. Management interviews will gather high level business and service delivery requirements not identified in the business process workshops or technology focus groups with IT staff / management. Possible issues to be discussed include: © 2010 • The biggest business (financial), operational and /or service delivery challenges facing that department in the next 3 to 5 years. • The most significant IT challenges facing that department's ability to effectively support its mission, i.e., technology, staff training, etc. • The adequateness / responsiveness of the IT organization in the department's experience. For the purposes of this proposal, ThirdWave has assumed holding fifteen (15) management interviews: 1. City Attorney / City Prosecutor 2. City Clerk 3. City Manager 4. Planning 5. Building 6. Fire 7. Police 8. Administrative 9. Utilities 10. General Service 11. Public Works 12. Library Services 13. Recreation & Senior Services 14. Human Resources 15. Information Technology (Will be broken out from the Administrative interview.) ThirdWave recognizes that some departments are large enough that they may require more than one management interview. The City may revise the list of interviewees shown above if it chooses in contract negotiations (e.g., reduce the number of interviews, have Division Managers participate in the Department Head interviews, or increase the final number at an additional cost). A cost effective option for management interviews to engage division managers is to have as many division managers respond to the management interview questions in writing — at no additional cost to this task. In either case, ThirdWave will document the outcome of the management interviews, which will be provided to the interviewees for review and comments. Assumptions: 1. Interviews will be held fourdays /week, Monday through Thursday, 6 interviews /day until all of the interviews have been held. 2. The City PM will be responsible for scheduling the interviews per the MS Project Schedule. Methodology & Workplan 2.17 ThirdWave 1 1400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914,0186V 310.312.9513 F / Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 3. Management will be provided the interview questions in advance so they can prepare their answers in advance of the interviews. Deliverable 2.2.1: Management Interviews CNB T 2.2.1 City Review & Comment This task will entail the management interviewees reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. CNB Deliverable 2.2.1: City Comments on Draft Deliverable Task 2.2.2 Incorporate Management Comments This task will entail incorporating the City's comments to produce the final management interviews summary deliverable. The findings in this deliverable will be referenced and used to produce the Task 3: ITSP deliverables. Deliverable 2.2.2: Management Interviews Summary of Findings Task 2.3 Information Technology Focus Groups Task 2.3.1 Hold IT Focus Groups This task will entail holding technical focus groups with appropriate IT management and staff to gather data related specifically to the broad spectrum of information systems at the City. The workshops will address the following: Session 1: Infrastructure • Infrastructure • Networking / Communications Session 2: Hardware • Data Center • Hardware: servers, workstations, peripherals, mobile devices • Replacement Planning Session 3: Software: Applications & Databases • Software: office automation, departmental systems, enterprise systems • eGovernment / Online Applications • Databases: creation and maintenance Session 4: Sustainability • Staff Resources, knowledge, skills and abilities, training • Operations Maintenance Disaster Recovery and security The two -hour workshops will be facilitated in a focus group format; the following data will be collected for each of sessions listed above: • Problems: anything inhibiting the effective operation, support and /or maintenance of the City's information systems • Impacts: to the operating effectiveness of the IT organization or it internal / external customers. • Solutions: for each respective issue, i.e., technology solutions, training, etc. • Benefits: the qualitative / quantitative outcomes of implementing the proposed solutions identified in each session of the focus groups. Methodology & Workplan © 2010 2.18 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 "v- c lµ City of Newport Beach December 20, 2010 A summary of findings of the workshops will be produced and provided to the City for the IT organization's review and comments. Assumptions: 1. Each technology module last approximately 2 hours. 2. Participants in the Focus Groups will be highly knowledgeable and experienced in the technologies being addressed. Deliverable 2.3.1: Technology Focus Groups & Summary of Findings CNB T 2.3.1 City Review & Comment This task will entail the City IT staff / management reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule and ThirdWave will incorporate the City comments. CNB Deliverable 2.3.1: City Comments on Draft Deliverable Task 2.3.2 Incorporate Comments to the Technology Focus Groups This task will entail incorporating the City's comments to produce the final Technology Focus Group summary of findings deliverable. The findings in this deliverable will be referenced and used to produce the Task 3: ITSP and Implementation Roadmap deliverables. Deliverable 2.3.2: Technology Focus Group Findings TASK�3A MlTrSTRATEGIC'PL ANt &,IMPLEMENTATIONiROADMARM12 pY *,10%?M, Task 3.1 IT Strategic Plan Task 3.1.1 Draft IT Strategic Plan Drawing upon all previous task deliverables, this task will entail producing a 5 year IT Strategic Plan. Issues typically addressed include the following, allow this is a preliminary table of contents. The actual ITSP will address whatever issues / opportunities are identified during the course of the project for the City of Pasadena: © 2010 1 Executive Summary 2 Introduction u Introduction to the Planning Process Findings and Recommendations • Technology Infrastructure • Hardware • Applications • Enterprise • Departmental • E- Government Service Delivery • Data Center Consolidation Feasibility • Security & Disaster Recovery • Operational • IT Standardized Project Management (pg 12) • Replacement Planning • Operations & Maintenance Methodology & Workplan 2.19 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F 4 ii6''r��gr `:rtri Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 4 City of Newport Beach December 20, 2010 ^ �C1 /nppp Management o IT Advisory Group Assumptions: 1. The Draft ITSP Report will be reviewed in a meeting with the Project Manager and Steering Committee. 2. Three hardcopy copies and an electronic version of the draft document will be provided to the City. Deliverable 3.1.1: Draft IT Strategic Plan CNB T 3.1.1 City Review & Comment This task will entail the City reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. CNB Deliverable 3.1.1: City Comments on Draft Deliverable Task 3.1.2 Final IT Strategic Plan This task will entail incorporating the City's comments to produce the final ITSP report. The final, vetted and approved, recommendations will be used as the basis for the Cost- Benefit analysis task. Assumptions: 1. An electronic version will be provided to the City. 2. ThirdWave will remain available for a period of 30 days by telephone to answer any follow -up questions. Deliverable 3.1.2: IT Strategic Plan Task 3.2 ITSP Budget Estimate Task 3.2.1 ITSP Draft Budget Estimate This task will take the IT initiatives deemed to be strategic by the City and develop high level budget cost estimates. This task will include a workshop with the Project Steering Committee to review criteria for prioritizing the ITSP initiatives, and to produce a preliminary prioritized list of initiatives. Wherever possible, ThirdWave will use cost data based on existing contracts with the City's IT vendors, either provided by the City or requested directly from vendors by ThirdWave. © 2010 Assumptions: 1. ThirdWave will work with the City to identify quantity assumptions for systems, as appropriate. 2. Suggested Retail Pricing will be used for all costs, unless systems costs relate to existing systems where the City has existing relationships / contracts with vendors, in which case existing pricing structures will be used. 3. The task will produce high level budget estimates, not price quotes. Deliverable 3.2.1: ITSP Draft Budget Estimate Methodology & Workplan 2.20 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F __ f14r `i Request for Proposal for IT Planning Consulting Services: RPP No.: 11 -5 r( o xiJ City of Newport Beach December 20, 2010 CNB T3.2.1 City Review & Comment This task will entail the City reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. CNB Deliverable 3.2.1: City Comments on Draft Deliverable T 3.2.2 ITSP Budget Estimate This task will entail incorporating the City's comments to produce the final budget estimate for ITSP initiatives. The findings will form the basis in the cost - benefit analysis task. Deliverable 3.2.2: ITSP Budget Estimate Task 3.3 ITSP Cost Benefit Analysis Task 3.3.1 Draft Cost Benefit Analysis This task will use the data collected in previous tasks to produce a high level cost - benefits analysis of the initiatives identified in the ITSP. Wherever possible, technical, operational and management financial benefits will be identified, in both quantitative and qualitative terms. The high level cost - benefit analysis will be used to assess future alternatives and the prioritization of IT initiatives. The cost - benefit findings will be used to articulate a compelling business case for the approval, adoption and funding of the ITSP. Deliverable 3.3.1: Draft Cost Benefit Analysis CNB T3.3.1 City Review & Comment This task will entail the City reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. CNB Deliverable 3.3.1: City Comments on Draft Deliverable T 3.3.2 Cost Benefit Analysis This task will entail incorporating the City's comments to produce the final cost / benefit analysis document. The findings will be incorporated into Task 3.4, ITSP Implementation Roadmap and Task 3.5, ITSP Executive Presentation. Deliverable 3.3.2: Cost Benefit Analysis Task 3.4 ITSP Implementation Roadmap Task 3.4.1 Draft ITSP Implementation Roadmap This task will entail producing a 5 year Road Map of phased and prioritized initiatives identified in the ITSP, including the acquisition / implementation of strategic business technologies. The previous task (the IT Strategic Plan) will articulate the "what ", this task will articulate "when" and at what cost. The ITSP Implementation Roadmap will address the following: • Criteria & Priority of ITSP Initiatives • ITSP Implementation Time Frames, on a yearly basis over 5 years • ITSP Budget Estimates by Year (capital costs, personnel costs, operating and maintenance costs) • Hunan Resources Required for the ITSP Implementation • Cost- Benefit Analysis Diagram Methodology & Workplan © 2010 _ _ 2,21 Third Wave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F Ro t ? Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 The ITSP Implementation Roadmap will illustrate the overall framework for procuring and deploying strategic business technologies that are technically sound, financially viable, sustainable, and will be implemented and managed to provide more effective and efficient support of the business functions by the new centralized IT organization. This document will be provided to the City for review and comments. Deliverable 3.4.1: Draft ITSP Implementation Roadmap CNB T 3.4.1 City Review & Comments This task will entail the City reviewing the draft deliverable and providing comments / suggested revisions. If required, a meeting will be held with the City's Project manager / Steering Committee to walk through the document to address questions and /or clarifications. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. CNB Deliverable 3.4.1: City Review & Comments Task 3.4.2 ITSP Implementation Roadmap This task will entail incorporating the City's comments to produce the final enterprise ITSP Implementation Roadmap deliverable. Note: It is important to note that ThirdWave's ITSP methodology is designed and executed to produce ITSP / Implementation Roadmaps that are living documents, which should be revisited for performance measurement (and updated if required) on an annual basis. We provide all source diagrams, cost spreadsheets, etc. so that our clients can easily modify and maintain the ITSP. Recommendations /cost data are cross referenced with the needs assessment data using traceability notations so that someone (who did not work on the project) updating the final reports a year later can go back and find out where the recommendations came from. Our clients who have been in the IT industry for 25 years or more tell us we are the only firm they have ever seen that has such comprehensive, well documented ITSPs. Deliverable 3.4.2: ITSP Implementation Roadmap Task 3.5 ITSP Executive Presentation Task 3.5.1 Produce ITSP Executive Presentation This task will entail producing an executive level PowerPoint presentation of the Enterprise ITSP / Implementation Roadmap. The presentation will be provided to the City's PM and Steering Committee for review and comments. Suggested revisions will be incorporated to produce a final presentation. Assumptions: 1. This presentation may go through a couple of iterations. Deliverable 3.5.1: ITSP Executive Presentation Task 3.5.2 Provide Executive ITSP Presentation This task will entail providing the presentation to the City Manager, Department Heads, and the City Council, if the City desires. Deliverable 3.5.2: Present ITSP to Executives © 2010 Third Wave 11400 W. Olympic Blvd. Suite 200 Los Angeles Methodology & Workplan 2.22 90064 310.914.0186 V 310.312.9513 F ty�yfgRT' \t n Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 2.3.3 Rationale for the Proposed Approach The rational for our project approach is a proven methodology based on: • A comprehensive assessment of business / services delivery needs as the precursor for a responsive IT Strategic Plan; • A participatory process to build stakeholder consensus and management support; • A IT Strategic Plan that is: Responsive, to both the operating needs of the City's business units and the service delivery needs of the public; Technologically viable and strategic, employing economies of scale wherever possible; Financially / fiscally sound, accompanied by a compelling business case. The comprehensive Third Wave IT Strategic Planning Framework has proven effective on more than 100 government ITSP engagements. It has produced a long track record of success since we carried out our first ITSP for the City of Los Angeles, Department of Public Works in 1987. © 2010 Third Wave 11400 W. Olympic Blvd. Suite 200 Los Angeles Methodology & W orkplan 2.23 90064 310.914.0186 V 310.312.9513 F Exhibit B — Schedule of Billing Rates See attached proposal from ThirdWave Corporation in response to City of Newport Beach Request for Proposal No. 11 -5 ThirdWave Corporation Page 15 N4u "�fi. EXHIBIT B - FEE SCHEDULE RRequest for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 611-11' City of Newport Beach December 20, 2010 '^CIaOA�C^i' x Section 3 t z�, 61 �., ti ,.I 1 3.1 Proposed Project Budget ThirdWave is pleased to provide the following cost proposal to execute the required services for Professional Services for the City of Newport Beach's IT Planning Consulting Services per the City's RFP document. It bears noting that this cost estimate is based on the Scope of Work as we understand it, and as such, this estimate is open for further discussion, clarification, and modification during contract negotiations should the City deem it appropriate. Upon mutual agreement, services provided will be carried out on a firm- fixed- fee (total lump sum) agreement. Figure 3.1.1: Proposed Project Budget Task 0 Project Management & Coordination ........................5,770 Task 1 Discovery ......... ............................... ..........................6,508 Task 2 Requirements Definition ........ ............ .... . ................ 35,344 Task 3 IT Strategic Plan & Implementation Plan 42,278 Total Cost $ 89,900 © 2010 Cost Proposal 3.1 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 City of Newport Beach December 20, 2010 �� C'eC¢]JFp0.YPY•�' Figure 3.1.2: Payment Schedule ra]rrYr <.c.,r.r:�ir.�r arm r: e. ramr- rrsirrt:. v.:., rs,: :z�.r�r;ix,r�:.- �ra�r•;c�� -Tt�� � �.r�kmasxao.:cr.y�ao.n�scr� Phase 0 Project Management 6,770 Task 0.1 Project Kick -off Meeting.._, ................................................................................... 2,320 Deliverable 0.1: Project Kick -Off Meeting Task 0.2 Weekly Progress Meetings.... .... ...... . ... .. ........................................................ 2,000 Deliverable 0.2: Weekly Progress Meetings Task 0.3 Monthly Status Report ..................... ...... ............. .... ............................................... 1,450 Deliverable 0.3: Monthly Status Reports Phase i Discovery 6,508 Task 1.1 Review Existing IT Strategic Plan & Related Documents ... ............................ ...... 1,992 Deliverable 1.1: Review Existing IT Strategic Plan / Documents Task 1.2 IT Systems / IT Staff Inventory ..................... ............................... ..........................1,328 Deliverable 1.2: IT Systems / Staff Inventory Spreadsheet Task 1.3 Online City Staff ITSP Survey ...................... ............................... ..........................3,188 Task 1.3.1 Develop Online Staff Survey ................ ............................................. .... 1,368 Deliverable 1.3.1: Online Staff & Customer Survey Task 1.3.2 Compile Online Survey Data ............................ ..................................... 1,820 Deliverable 1.3.2: Online ITSP Survey Summary of Findings Phase 2 Needs Assessment 35,344 Task 2.1 Business Requirements Definition .............. ............................... .........................26,900 Task 2. 1.1 Rapid Workflow@ Workshops. ............................................................. 13,940 Task 2.3.2 Deliverable 2.1.1: Business Requirements Workshops Task 2.1.2 Document Business Requirements Findings .............. ..........................9,920 Task 3 Deliverable 2.1.2: Draft Business Requirements Findings 42,278 Task 2.1.3 Finalize Business Process Requirements ..... ...... .................................. 3,040 Task 3. 1.1 Deliverable 2.1.3: Business Requirements Findings 15,544 Task 2.2 Management Interview (Department Heads) ......................... ............................... 3,160 Task 2.2.1 Hold Management Interviews ....... ............................... ..........................2,200 2,030 Deliverable 2.2.1: Management Interviews Task 2.2.2 Incorporate Management Comments ........................... ............................960 Deliverable 2.2.2: Management Interviews Summary Task 2.3 Information Technology Focus Groups .................................. ............................... 5,284 Task 2.3.1 Hold IT Focus Groups .................. ............................... ..........................2,896 Deliverable 2.3.1: Technology Focus Groups Task 2.3.2 Incorporate Comments on IT Focus Group.............. ... ..........................2,388 Deliverable 2.3.2: Technology Focus Group Task 3 IT Strategic Plan & Implementation Roadmap 42,278 Task3.1 IT Strategic Plan .......................................... ............................... .........................17,574 Task 3. 1.1 Draft IT Strategic Plan .......... .................... ........................................... 15,544 Deliverable 3.1.1: Draft ITSP Task3.1.2 Final ITSP ............................ .............. ................................................... 2,030 Deliverable 3.12 ITSP Cost Proposal © 2010 3.2 Third Wave 11400 W. Olympic Blvd. Suite 200 . Los Angeles CA 90064 310.914.0186 V 31(512.9513 F s2v'W°O� lour Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 ll�' It:a i City of Newport Beach December 20, 2010 Figure 3.1.2: Payment Schedule: continued (PM) R. Hernandez ....................... ........................... ................. $ 100.00 Sr. IT Consultant (Sr Con) Task 3.2 ITSP Cost Estimate ......................... .................. ......... .... .... ................................... ............................... $ 90.00 5,808 Task 3.2.1 Draft Cost Estimate ....................... ............................... ..........................4688 Hernandez .................................... ............................... $ 100.00 Sr. Systems Architect Deliverable 3.2.1: Draft ITSP Cost Estimate F. DeWindt ........... ............................... T 3.2.2 ITSP Cost Estimate ...................... ............................... ...........................1120 (Sr Dev) J. Falin ................................................ Deliverable 3.2.2: ITSP Cost Estimate Sr. Systems Engineer (Sr Eng) Task 3.3 .... ITSP Cost Benefit Analysis .............. .......... ..... .... ............. .... .................................. ............................... $ 90.00 5,164 T 3.3.1 Draft Cost Benefit Analysis ........... ............................... ..........................4,480 Reyes .............................................. ............................... $ 60.00 Deliverable 3.3.1: Draft Cost Benefit Analysis T 3.3.2 Cost Benefit Analysis ..................... ............................... ............................684 Deliverable 3.3.2: Cost Benefit Analysis Task 3.4 ITSP Implementation Roadmap ............................................. ............................... 9,740 Task 3.4.1 Draft ITSP Implementation Report .............................. ..........................9,180 Deliverable 3.4.1: Draft ITSP Implementation Plan Task 3.4.2 Final ITSP Implementation Roadmap .......................... ............................560 Deliverable 3.4.2: ITSP Implementation Plan Task 3.5 ITSP Executive Presentation .................................................. ............................... 3,992 Task 3.5.1 Produce Executive PP ITSP Presentation of ITSP ..... ..........................2,008 Deliverable 3.5.1: ITSP Implementation Task 3.5.2 Provide the Executive ITSP Presentation ................... ..........................1,984 Deliverable 3.5.2: Present ITSP to City Manager & Council Project Cost $ 89,900 3.2 Budget Narrative The Proposed Budget presented herein to execute the required services is based on 23 years of experience doing ITSP's for local, state and federal government agencies. This budget estimate is based on the Scope of Work as we understand it, as outlined in the City's RFP document. We have included the estimate of staff allocations, estimated hours, rates per assigned staff; and an estimate of total billable hours below. Our proposed method of progress billing and payment is based on a Tasks and deliverables bases, payable upon acceptance by the City. 3.3 Budget Details The following figure provides the hourly billing rates per assigned staff. Figure 3.3.1: Rates Per Assigned Staff Project Manager (PM) R. Hernandez ....................... ........................... ................. $ 100.00 Sr. IT Consultant (Sr Con) S. Hernandez .................................... ............................... $ 90.00 Sr. IT Consultant (Sr Con *) R. Hernandez .................................... ............................... $ 100.00 Sr. Systems Architect (Sr Arch) F. DeWindt ........... ............................... ....................... ....... $ 100.00 Sr. Web Developer (Sr Dev) J. Falin ................................................ ............................... $ 90.00 Sr. Systems Engineer (Sr Eng) R. Weinstein ........................................ ............................... $ 90.00 Sr. Systems Specialist (Sr Syst) C. Reyes .............................................. ............................... $ 60.00 Cost Proposal © 2010 _ _ 3.3 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F irQ�nr/ 4pPN.1 Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 �t ) �i o. City of (Newport Beach December 20, 2010 The following figure provides the staff allocation estimate per assigned staff Figure 3.3.2: Staff Allocation Estimate Project Management PM _ Resource allocation: PM Sr Con Sr Con* S Arch Sr Dev Sr Eng _ ........ ......... Sr Syst Hrs /Staff 111 130 285 139 88 110 116 Percentage of time on Project: 0.11 0.13 0.29 0.14 0.09 0.11 0.12 The following figure provides the Resources Allocation Plan showing staff hours per task Figure 3.3.3: Estimated Hours Per Task Phase 0 Project Management PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst Task 0.1 Project Kick -off Meeting 8 0 0 8 0 8 0 Task 0.2 Weekly Progress Meetings 10 0 0 10 0 0 0 Task 0.3 Monthly Status Report 10 5 0 0 0 0 0 Phase 1 Discovery PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst Task 1.1 Review Existing ITSP /Related Dos 3 2 2 4 4 4 4 Task 1.2 IT Systems / IT Staff Inventory 2 1 2 6 0 0 4 Task 1.3 Online City Staff ITSP Survey Task 1.3.1 Develop Online Staff Survey 2 1 4 2 2 2 2 Task 1.3.2 Compile Online Survey Data 3 2 1 1 1 1 16 Phase 2 (Needs Assessment PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst Task 2.1 Business Requirements Definition Task 2. 1.1 Rapid Workflow® Workshops 6 6 128 0 0 0 0 Task 2.1.2 Doc Business Requirements Findings 0 64 32 0 0 0 16 Task 2.1 .3 Finalize Business Requirements 5 3 8 2 2 2 16 Task 2.2 Management Interview Task 2.2.1 Hold Management Interviews 2 4 16 0 0 0 0 Task 2.2.2 Incorporate Management Comments 1 4 0 0 0 0 8 Task 2.3 Information Technology Focus Groups Task 2.3.1 Hold IT Focus Groups 4 2 8 8 0 8 0 Task 2.3.2 Incorporate Comments 3 2 0 6 4 6 6 Phase 3 ITSP & Implementation Roadmap PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst Task 3.1 IT Strategic Plan Task 3.1.1 Draft IT Strategic Plan 22 14 16 36 32 36 16 Task 3.1.2 Final ITSP 3 2 4 4 4 4 2 Task 3.2 ITSP Budget Estimate Task 3.2.1 Draft Budget Estimate 6 4 6 8 10 10 8 Task 3.2.2 ITSP Budget Estimate 2 1 2 2 2 2 2 Task 3.3 ITSP Cost - Benefit Analysis Task 3.3.1 Draft Cost - Benefit Analysis 6 4 8 8 8 8 8 Task 3.3.2 Cost - Benefit Analysis 1 1 2 1 1 1 1 Cost Proposal © 2010 3.4 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 31.0.312.9513 F Request for Proposal for IT Planning Consulting Services: RFP No.: 11 -5 Vc -t: City of Newport Beach December 20, 2010 Figure 3.3.3: Estimated Hours Per Task: continued Task 3 ITSP & Implementation Roadmap PM Sr Con Sr Con* S Arch Sr Dev Sr Eng Sr Syst Task 3.4 ITSP Implementation Roadmap Task 3.4.1 Draft ITSP Implementation Report 9 4 24 24 16 16 4 Task 3.4.2 Final ITSP Implementation Roadmap 1 1 2 0 1 1 1 Task 3.5 ITSP Executive Presentation Task 3.5.1 Produce Executive ITSP Presentation 3 2 12 1 1 1 2 Task 3.5.2 Provide the Exec ITSP Presentation 2 2 8 8 0 0 0 Total Hrs / Staff 111 130 285 139 88 110 116 Total Project Hours 978 Cost Proposal © 2010 3.5 Third _ Wave 11400 W7--Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F'