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Winbourne Consulting, LLC - 2019-01-11
PPROVED b- o (cry4a e - 2000 Main Street, Huntington Beach,CA r + 92648 City of Huntington Beach . r' �7, I tl File #: 22-962 MEETING DATE: 11/15/2022 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Al Zelinka, City Manager VIA: Dahle Bulosan, Chief Financial Officer PREPARED BY: Serena Bubenheim, Finance Manager- Budget Subject: Approve Fiscal Year 2021/22 Year-End and Budget Adjustments and Inter-Fund Transfers Statement of Issue: The Finance Department is completing its year-end closing process for Fiscal Year (FY) 2021/22, which began on July 1, 2021 and ended on June 30, 2022. Certain technical adjustments and fund transfers are needed: to reconcile the budget with actual expenditures incurred; to comply with auditing, actuarial, accounting, and legal requirements; and to align with the City Council's Strategic Plan goal of maintaining fiscal sustainability. City Council authorization is requested to perform these reconciliations in order to officially close FY 2021/22. Financial Impact: 1. Appropriation Increases (various funds): Appropriation increases of$7,175,152 are requested to reconcile the budget with actual expenditures incurred in various funds (Attachment 1). 2. Inter-Fund Transfers (various funds): Authorization is requested for inter-fund transfers totaling $5,247,986 from various funds to reconcile budgets and close out fund accounts (Attachment 1). 3. Appropriation Increases (FY 2022/23 Grant): Appropriation increases of$5,000,000 are requested for the Oak View Neighborhood and Beautification Project grant funds received through the Clean California Local Grant Program. 4. Professional Service Contract Extension: Authorization is requested to extend the professional services contract with Winbourne Consulting, LLC for a i h year t rough January 10, 2024. There is no financial impact with this request. Recommended Action: A) Approve the year-end inter-fund transfers for the FY 2021/22 Revised Budget in the funds and by the amounts contained in Attachment 1 and carry the remaining appropriations into FY 2022/23; and, City of Huntington Beach Page 1 of 4 Printed on 12/11/2022 powered by Legistarn" File #: 22-962 MEETING DATE: 11/15/2022 B) Increase appropriations for the FY 2021/22 Revised Budget by $12,423,138 in the funds and amounts contained in Attachment 1 and associated FY 2022/23 carryovers to reconcile the budget with actual expenses incurred; and, C) Approve the FY 2022/23 appropriation of$5 million of grant revenues and expenditures into Fund 1277 for the Oak View Neighborhood Cleanup and Beautification Project received through the Clean California Local Grant Program; and, D) Approve and authorize the Mayor and City Clerk to execute "Amendment No. 3 to Agreement petween the City of Huntington Beach and Winbourne Consulting, LLC for Consulting Services for CAD Mobile Law RMS Replacement Services" (Attachment 2). Alternative Action(s): Do not approve the recommended action, and direct staff accordingly. Analysis: The FY 2021/22 Budget was adopted by City Council on June 1, 2021, for the fiscal year beginning July 1, 2021. The Finance Department has compiled recommended budget adjustments to cover additional costs and/or provide appropriations necessary to expend funds that have been received for specific purposes. The requested adjustments will be funded by available revenue or fund balances within each distinct Fund. Inter-Fund Transfers and Budget Adjustments Technical year-end budget adjustments to the FY 2021/22 Revised Budget are requested to align appropriations in certain funds with actual expenditures incurred through June 30, 2022, as actual expenditures cannot exceed the appropriation amounts contained in the Revised Budget. Adjustments are also required to ensure compliance with Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB), and other regulatory, contractual or legal requirements. Please note any appropriation increases are fully offset by commensurate amounts of revenues, available cash, or fund balances in each Fund. 1. Workers' Compensation Fund (551): An appropriation increase of $1,215,774 is requested to fund the cost of claims paid during FY 2021/22. Over the past several months, there has been a significant increase in the cost of workers' compensation claims due to rising medical costs and an expanded list of injuries that are presumed to be work related under California law, including cancer and post-traumatic stress. 2. Hotel/Motel Business Improvement District (Hotel/Motel BID) Fund (709): An appropriation increase of $1,959,378 is requested to align the budget with actual FY 2021/22 revenues and expenditures. The Hotel/Motel BID Fund is a pass-thru fund in which the City collects self- assessed revenues of 4% from the participating hotels and motels and submits them to Visit Huntington Beach per the BID's agreement. 3. General Fund Transfers (100, 314, and 324): Section 617 of the City Charter requires the City to spend 15% of General Fund revenue on infrastructure. In order to comply with the City's City of Huntington Beach Page 2 of 4 Printed on 12/11/2022 powered by Legistar'' File#: 22-962 MEETING DATE: 11/15/2022 Charter requirement and ensure adequate funding for essential capital needs, appropriations of$2,000,000 and $2,000,000 are requested to increase transfers into the Infrastructure (314) and Equipment Replacement (324) Funds, respectively, and to increase expenditure appropriations in both funds and carry remaining appropriations into FY 2022/23. These funds will be used to supplement the FY 2022/23 Capital Improvement Program (CIP) and Equipment Replacement budgets as the City continues to grapple with supply chain shortages and corresponding inflationary pressure on materials and equipment. 4. General Fund and HOME Transfer (100 and 240): A budget appropriation of $6,410.80 is needed to increase transfers out of the General Fund (100) into the HOME Fund (240) to reimburse the HOME Fund for prior year administrative expenditures that were found to be ineligible under the program and Housing and Urban Development (HUD) guidelines. 5. Revolving Loan and CDBG Funds (215 and 239): An appropriation increase of $44,995.37 is requested to increase transfers out of the Revolving Loan Fund (215) into the Community Development Block Grant (CDBG) Fund (239) to reconcile funding with the Integrated Disbursement and Information Systems (IDIS) for the CDBG Program and show use of program income. 6. HOME Funds (240 and 854): An appropriation increase of $822,114.59 is requested to increase transfers out of the HOME Program 06 Fund (854) into the HOME Fund (240) to reconcile funding with the Integrated Disbursement and Information Systems (IDIS) for the HOME Program and show use of program income. 7. EPIC Challenge Grant Close Out (1240 and 243): An appropriation increase of $3,120 is requested to increase transfers out of the EPIC Challenge Grant Fund (1240) into the Surf City "3" Cable Channel Fund (243) to reconcile the payment of two EPIC Challenge II invoices accidentally charged to Fund 243 and properly close out the EPIC Challenge Grant. 8. Highway Safety Improvement Program Fund Close Out (100, 206, 207, 213, 219, 506, and 995): Appropriations of$371,344.80 are requested to increase transfers in and appropriations of $371,344.80 are requested to increase transfers out, as outlined in Attachment 1, between Funds 100, 206, 207, 213, 219, 506 and 995 for the close out of the grants in Fund 995. These grants include the Bolsa Chica/Pearce Traffic Signals, Goldenwest/Heil Signal Modifications, Gothard/Center Signal Modifications, Gothard/Slater Signal Modifications, Newland/Ellis Signal Modifications, Signal Interconnect - Newland, and Newland/Slater Signal Modifications. FY 2022/23 Oak View Neighborhood Cleanup and Beautification Project On June 7, 2022, City Council adopted Resolution No. 2022-32, "A Resolution of the City Council of the City of Huntington City of Huntington Beach Page 3 of 4 Printed on 12/11/2022 powered by Legistar'' File #: 22-962 MEETING DATE: 11/15/2022 Beach authorizing the Director of Public Works to execute agreements with Caltrans for the Oak View Neighborhood Cleanup and Beautification Project." Authorization is requested to appropriate the $5 million in grant funding to be received under the Clean California Local Grant Program. Professional Services Contract Extension The Police Department is requesting approval of "Amendment No. 3 to Agreement between the City of Huntington Beach and Winbourne Consulting, LLC for Consulting Services for CAD Mobile Law RMS Replacement Services" (Attachment 2), to extend the contract a fifth year to January 10, 2024. The update to the Police Department's Computer Aided Dispatch and Records Management System (CAD/RMS) is an ongoing multi-year, multi-million dollar project. Winbourne Consulting, LLC provides project management services as an experienced implementation strategist. No additional funding is required for this contract. Environmental Status: Not applicable Strategic Plan Goal: Financial Sustainability, Public Safety or Other Attachment(s): 1. FY 2021/22 Year-End Budget Adjustments by Fund 2. Amendment No. 3 to Agreement between the City of Huntington Beach and Winbourne, Consulting, LLC for Consulting Services for CAD Mobile Law RMS Replacement Services 3. Year-End Budget Adjustments Presentation City of Huntington Beach Page 4 of 4 Printed on 12/11/2022 powered by LegistarT' ATTACHMENT 1 Fiscal Year 2021/22 Year-End Budget Adjustments by Fund APPROPRIATION INCREASE: Dept Fund Fund Name Amount Administrative Services 551 Workers'Compensation 1,215,774.00 Community Development 709 Hotel/Motel BID 1,959,378.00 Non-Departmental 314 Infrastructure 2,000,000.00 • Non-Departmental 324 Equipment Replacement 2,000,000.00 • Subtotal 7,175,152.00 APPROPRIATION AND TRANSFER INCREASE: Dept From Name Amount To Fund Name Non-Departmental 100 General Fund 2,000,000.00 314 Infrastructure Non-Departmental 100 General Fund 2,000,000.00 324 Equipment Replacement Community Development 100 General Fund 6,410.80 240 HOME Community Development 215 Revolving Loan Fund 44,995.37 239 COW Community Development 854 HOME Program 06 822,114.59 240 HOME Non-Departmental 1240 EPIC Challenge 3,120.00 243 Surf City"3"Cable Channel Public Works 206 Traffic Impact 26,644.04 995 Highway Safety Improvement Program Public Works 207 Gas Tax 67.69 100 General Fund Public Works 207 Gas Tax 3,594.82 206 Traffic Impact Public Works 207 Gas Tax 406.55 213 Measure M Public Works 207 Gas Tax 103.71 506 Water Fund Public Works 207 Gas Tax 65,475.93 995 Highway Safety Improvement Program Public Works 213 Measure M 162.66 995 Highway Safety Improvement Program Public Works 995 Highway Safety Improvement Program 707.93 100 General Fund Public Works 995 Highway Safety Improvement Program 93,392.05 206 Traffic Impact Public Works 995 Highway Safety Improvement Program 156,750.96 207 Gas Tax Public Works 995 Highway Safety Improvement Program 6,627.47 213 Measure M Public Works 995 Highway Safety Improvement Program 16,477.58 219 Traffic Congestion Relief 42 Public Works 995 Highway Safety Improvement Program 933.41 506 Water Fund Subtotal 5,247,955.56 TOTAL 12,423,137.56 •Unspent appropriations will be carried over Into FY 2022/23 B59 AMENDMENT NO. 3 TO AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND WINBOURNE CONSULTING, LLC FOR CONSULTING SERVICES FOR CAD MOBILE LAW RMS REPLACEMENT SERVICES THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California municipal corporation, hereinafter referred to as "City," and WINBOURNE CONSULTING, LLC., a Limited Liability Corporation, hereinafter referred to as "Consultant." WHEREAS, City and Consultant are parties to that certain agreement, dated January 11, 2019, entitled"Professional Services Contract Between the City of Huntington Beach and Winbourne Consulting, LLC for Consulting Services for CAD Mobile Law RMS Replacement Services" which agreement shall hereinafter be referred to as the"Original Agreement"; and City and Consultant wish to amend the Original Agreement to extend the term, NOW, THEREFORE, it is agreed by City and Consultant as follows: 1. TERM The term of the Agreement is extended for one additional year until January 10, 2024. 2. REAFFIRMATION Except as specifically modified herein, all other terms and conditions for the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on gp‘ittAba. 1101 -- , 2022. 22-12040/294777 1 WINBOURNE CONSULTING,LLC CITY OF HUNTINGTON BEACH,a municipal corporation of the State of A California By: - print name ITS: (circle one)CM' a'residen ice President Mayor AND By: (4w /i tuAcAr City Clerk Chns en, Alfe -kawt..5 print name wTcirde one)Secretaryhief Financial INITIATED AND APPROVED: Offi Asst.Secretary-Treasurer Chief of Police APPROVED AS TO FORM: City Attorney M COUNTERPART 22-12040/294777 2 WINBOURNE CONSULTING, LLC CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California By: print name ITS: (circle one)Chairman/President/Vice President Mayor AND 44411t, 4 By: City Clerk /1 f 1142 print name ITS: (circle one) Secretary/Chief Financial INITIA D A APP' /VED: Officer/Asst. Secretary-Treasurer Chief of Police APPROVED A i FORM: COUNTERPART 40# Cit, Attorney 22-12040/294777 2 / • \ 1"jING1 City of Huntington Beach 2000 Main Street ♦ Huntington Beach, CA 92648 1 1 ' _ •Q � (714) 536-5227 • www.huntingtonbeachca.gov Vol.VzigistroW*\° of caUN�y�p� ##� Office of the City Clerk +�-~4riirAr- Robin Estanislau, City Clerk December 20, 2022 Winbourne Consulting, LLC Attn: Robert Walton 1621 North Kent Street, Suite 704 Arlington, VA 22209 Dear Mr. Walton: Enclosed is a fully executed copy of the Amendment No. 3 to Agreement between the City of Huntington Beach and Winbourne Consulting, LLC for Consulting Services for CAD Mobile Law RMS Replacement Services. Sincerely, 44-401, edk-4/4,1114d Robin Estanislau, CMC City Clerk RE:ds Enclosure Sister City: Anjo, Japan Switzer, Donna From: Miller, Kristin Sent: Tuesday, January 10, 2023 9:50 AM To: Switzer, Donna Subject: FW:Vendor Records Update Request Attachments: scan01 60.pdf Hi, Our vendor has a change of address. Does this go to you or is there something I can do? Thanks, K From:Andrew Reece<AReece@w-Ilc.com> Sent: Monday,January 9, 2023 4:35 PM To: Miller, Kristin<KMiller@hbpd.org> Subject:Vendor Records Update Request Hi Kristin, can you please have the City Clerk update their records to replace the contact noted in the attachment to: Andrew Reece, 1101 Wilson Boulevard, Sixth Floor, Arlington, VA 22209. Thank you, Andrew Andrew G. Reece Wlnbourne Consulting, LLC www.w-llc.com 202 210 9260 i N Cl) N }' H LL 1: N }, N ,a; a)CO CD 2 L6 D D •V L D CO c O � w U 0 as i > > i� > U Z /,//��r►.rl.► Ii‹, ckv/41 .. 0# P 0 ibe. , , s,, 0 ylk •• _ v, Ilk 0 4.• • / Ai ' )••• Nv/ © r►• ' / iy, 1 I, l , • • �. 0 A`�. d , '";!bI. Q. •• 3 co : et-,7 i I ., I.:-.._ ,01:1 ( i \I'ld 7 ' ‘: cp- iti • Q '.1--:-- 1, ,ii a111 _. . 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''''' ' --;''''''''.'"1.':'''';11.1.1:itik.1.' 1 .__ (1%• (I) 0 IN a) M AMENDMENT NO. 2 TO AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND WINBOURNE CONSULTING, LLC FOR CONSULTING SERVICES FOR CAD MOBILE LAW RMS REPLACEMENT SERVICES THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH,a California municipal corporation, hereinafter referred to as "City,"and WINBOURNE CONSULTING, LLC,a Limited Liability Corporation, hereinafter referred to as"Consultant." WHEREAS, City and Consultant are parties to that certain agreement, dated January 11, 2019,entitled "Professional Services Contract Between the City of Huntington Beach and Winbourne Consulting for Consulting Services for CAD Mobile Law RMS Replacement Services" which agreement shall hereinafter be referred to as the "Original Agreement'; and City and Consultant wish to amend the Original Agreement to increase the amount of compensation to be paid to Consultant, NOW, THEREFORE, it is agreed by City and Consultant as follows: 1. TERM The term of the Agreement is extended tier one additional year until January 10, 2023. 2. REAFFIRMATION Except as specifically modified herein, all other terms and conditions for the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on VF,60l/t&t S , 2021. 21-10759r272703 I WINBOURNE CONSULTING CITY OF HUNTINGTON BEACII, a municipal corporation of the State of _ - California Andrew G. Reeoe President/C.E.O print name ITS: (circle ore)Chat resident ice President hi(fo o ce AND APPROVED By: f Grut,.s /If'«,Jtus i.s.cirJ G�ri!/ print now ity omey All/ S• (circleone)Secre ChiefFinatxial fficer O A-mt Secretary -Treiwrer Et/v,>+ND FILE: City Clerk 21-10759.rM703 2 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND WINBOURNE CONSULTING, LLC CONSULTING SERVICES FOR CAD MOBILE LAW RMS REPLACEMENT SERVICES THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California corporation, hereinafter referred to as "CITY," and Winbourne Consulting, LLC a limited liability corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY and CONSULTANT are parties to that certain agreement, dated January 11, 2019, entitled"Professional Services Agreement Between the City of Huntington Beach and Winbourne Consulting for Consulting Services for CAD Mobile Law RMS Replacement Services which agreement shall hereinafter be referred to as the "Original Agreement," and CITY and CONSULTANT wish to amend the Original Agreement to reflect the additional work to be performed by CONSULTANT and the additional compensation to be paid in consideration thereof by CITY to CONSULTANT. NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. ADDITIONAL COMPENSATION In consideration of the additional services to be performed, CITY agrees to pay CONSULTANT, and CONSULTANT agrees to accept from CITY as full payment for services rendered, an additional sum not to exceed Sixty Five Thousand Dollars ($65,000), in addition to the original sum of Twenty Eight Thousand Dollars ($28,000), for a new total not to exceed Ninety Three Thousand Dollars ($93,000). 20-8700/231815 1 2. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by their authorized officers on V:22LLV o , 2020. CONSULTANT, CITY OF HUNTINGTON BEACH, WINBOURNE CONSULTING a municipal corporation of the State of California By: Ka � a"'�' Dtmmr/4� (Pursuant To HBMC§3.03.100) print name ITS: (circle one)Chairman/PresidentfVice President APPROVED AS TO FORM: AND By: q-j^ City Attorney UV print name Date ITS: (circle one)Secretary/Chief Financial Officer/Asst. Secretary-Treasurer RECEIVE AND FILE: zaiov �&4vao'a) COUNTERPART City Clerk Date ] 20-8700/231815 2 2. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF,the parties hereto have caused this agreement to be executed by their authorized officers on _ 32020. CONSULTANT, CITY OF HUNTINGTON BEACH, WINBOURNE CONSULTING a municipal corporation of the State of California Y: D'iT�'ctor/� Andrew G. Reece C.E.O. (Pursuant To HBMC§3.03.100) print name ITS: (circle one)Chairman/PresidentlVice President APPROVED AS TO FORM: AND By: it�� � �Y�u.H.�--- ,,f City Attorney ",i _i��r►�s-f-�nZ �lP-�17�.5 print name Date •cle one Secretary/Chief Financial Officer./Asst. Secretary- Treasurer RECEIVE AND FILE; COUNTERPART City Cleric Date 20-8700/231815 2 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND WINBOURNE CONSULTING, LLC FOR CONSULTING SERVICES FOR CAD MOBILE LAW RMS REPLACEMENT SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY,"and Winbourne Consulting, LLC, a limited liability corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant for project management for specific portions of the Police System upgrade project; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," and as described therein as Phase 3-Proposal Evaluation and Vendor Selection, and Phase 4-Contract Development and Contract Negotiations. The CITY may,at its sole discretion,exercise the option for Phase 5 tasks-System Implementation, at the conclusion of Phase 4. The CONSULTANT will provide the CITY with a Purchase Order for Phase 5 services at the CITY's request at a mutually agreed to Level of Effort, utilizing the same rates as provided in Attachment A, which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." 18-7131/193863 1 of 11 CONSULTANT hereby designates Robert Waldon who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on 1- 1 k- , 20j 9 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than June 15, 2019 from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date,CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "A," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Twenty-Eight Thousand Dollars ($28,000.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such 18-7131/193863 2 of 11 work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "A." The Contractor will invoice the City as follows: a. At the conclusion of Phase 3-Proposal Evaluation and Vendor Selection, in the amount of$16,758.26. b. At the conclusion of Phase 4-Contract Development and Contract Negotiations in the amount of$11,175.54. 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors,if any)negligent(or alleged negligent)performance of this Agreement or its failure 18-7131/193863 3 of 11 to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY;however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. 18-7131/193863 4 of 11 If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party,reduced in coverage or in limits except after thirty(30)days' prior written notice;however,ten(10)days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a 18-7131/193863 5 of 11 copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 18-7131/193863 6 of 11 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant,or by enclosing the same in a sealed envelope,postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach Robert Walton ATTN: Robert Handy, Chief of Police Winbourne Counsulting, LLC 2000 Main Street 1621 North Kent Street, Suite 704 Huntington Beach, CA 92648 Arlington, VA 22209 18-7131/193863 7 of 11 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision 18-7131/193863 8 of 11 contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall.be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall 18-7131/193863 9 of 11 bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the non-prevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation,and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements,promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior 18-7131/193863 10 of 11 I understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof, 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein, IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers, CONSULTANT, CITY OF HUNTINGTON BEACH, a municipal corporation of the State of N 0 i2,;-to C= CL California Winbourne Counsulting,LLC By: Director/ ie (Pursuant To HBMC§3,03.100) print name APPROVED AS TO FORM: ITS: (circle one)Chahma residen ce President AND By: cr-'City to y &W L` Date print name ITS circle one)Secretary/Chief Financial Officer/Asst. RECEIVE AND FILE: Secret —Treasurer Adum q.476440 City Cleric Date, Z _ 18-7131/193863 11 of 11 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND WINBOURNE CONSULTING, LLC FOR CONSULTING SERVICES FOR CAD MOBILE LAW RMS REPLACEMENT SERVICES Table of Contents 1 Scope of Services................................................................................................................ 1 2 City Staff Assistance...........................................................................................................2 3 Term; Time of Performance................................................................................................2 4 Compensation......................................................................................................................2 5 Extra Work..........................................................................................................................2 6 Method of Payment.............................................................................................................3 7 Disposition of Plans, Estimates and Other Documents.......................................................3 8 Hold Harmless.....................................................................................................................3 9 Professional Liability Insurance ..............................................................................4 10 Certificate of Insurance.......................................................................................................5 11 Independent Contractor.......................................................................................................6 12 Termination of Agreement..................................................................................................6 13 Assignment and Delegation..................................................................................................6 14 Copyrights/Patents ..............................................................................................................7 15 City Employees and Officials..............................................................................................7 16 Notices... .................................................................................................................7 17 Consent................................................................................................................................ 8 18 Modification........................................................................................................................8 19 Section Headings.................................................................................................................8 20 Interpretation of this Agreement.........................................................................................8 21 Duplicate Original...............................................................................................................9 22 Immigration..........................................................................................................................9 23 Legal Services Subcontracting Prohibited ...........................................................................9 24 Attorney's Fees..................................................................................................................... 10 25 Survival ................................................................................................................................ 10 26 Governing Law..................................................................................................................... 10 27 Signatories............................................................................................................................ 10 10 28 Entirety................................................................................................................................. 29 Effective Date.................................................................................I I EXHIBIT "A" EXHIBIT A } Proposal to the Huntington Beach Police Department, California Consulting Services for CAD Mobile Law RMS Replacement Services October 19, 2018 Ard r i s i. 3 4 W �� , V1Jl iNCONSULTING LLC................._......_.......... , p w v v• a a • i a : :k 5s "vt kirr ttr � f)s to" „+ Ehvzrre r r :v Jr i s e s October 19, 2018 Ms. Kristin Miller Administrative Services Division Huntington Beach Police Department 2000 Main Street Huntington Beach, CA 92648 Dear Ms. Miller, Winbourne Consulting LLC is pleased to submit this proposal to the Huntington Beach Police Department to provide consulting services to assist in the procurement assessment and implementation services for computer-aided-dispatch (CAD), records management, and mobile software systems.Winbourne Consulting has served more than 500 public safety organizations in the United States as well as fifteen foreign countries on emergency communications systems, public safety technology systems, strategic planning and public safety operations. We will assist the Huntington Beach Police Department in developing a detailed procurement process, which includes an evaluation process,vendor demonstrations,and negotiation points. We will also assist in providing project management and quality assurance in the system implementation phase of the project, to include system installation,configuration,testing, training and go-live and post-go live stabilization activities. Our recently completed and on-going public safety projects throughout Southern California, serve as evidence of our ability to successfully deliver the full scope of services required by the Huntington Beach Police Department. We are looking forward to the opportunity to work with the Huntington Beach Police Department and its stakeholders on this critical public safety project. Please feel free to contact me for any questions regarding our proposal. My contact information is:telephone(202)210- 9260,facsimile: (703)935-1147, e-mail: areece@w-llc.com. Sincerely, Andrew Reece President Winbourne Consulting,LLC WI N BOO RN E" www.winbourneconsulting.com 1 c:onsuen NIG.LLC 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935-1247 1 Table of Contents 1 Table of Contents..................................................................................................................2 1 GENERAL INFORMATION.......................................................................................................3 1.1 Business information..................................................................................................................................................3 ... 1.2 Experience/Qualifications Information.............................................................................................. .............3 1.2.1 Company History ........................._......................................................._........................._............3 1.2.2 Public Safety industry Experience............................................................_................................................_.........................................................5 1.2.3 Personnel............................................................... .........................................................._.........................................................................................5 2 PROJECT METHODOLOGY......................................................................................................7 2.1 Project Methodology..................................................................................................................................................7 2.2 Risk Management........................................................................................................................................................8 3 SCOPE OF SERVICES...............................................................................................................9 3.1 Police Department Involvement............................................................................................................................9 3.2 Software Selection........................................................... .................... .....................................................................11 3.2.1 Provide a Response Assessment Tools.. ..........................................I...........................................................................................11 3.2.2 Develop Demonstration Scenarios.... I——..............I..................................................................................................................................11 3.2.3 Proposal Evaluation and Vendor Selection............................................................I I..............................I..........................I...................11 3.2.4 Contract Development and Contract Negotiations.............._......................................................._..................._........................... ._.........11 ................................................ 3.4 Implementation_.............. .........................................................................................12 3.4.1 System Installation and Configuration.............................................................................................................................................................13 3.4.2 Interface Integration................................................. ..................................................................................................................................... 13 3.4.3 Data Conversion and installation.............._._.............. .. .............................._................_........................,....... ....................................................13 3.4.4 Documentation.................... ... ........................................ .................................................................... .............13 3.4.5 System Acceptance Testing ............................................................................................_............... .......13 3,4.6 End-user Testing ....... ._................................................... ..........._.........................................14 3.4.7 End-user Training ......................................_.............................._............................... 14 3.4.8 Cutover and Post-Cutover Support........._..........._.......... .............................._................-......._...... ....................... ........ 14 3.4.9 Closeout and Final Report........._............................................................................................................................................................................is 4 REFERENCES........................................................................................................................16 4 PRICING PROPOSAL.............................................................................................................24 Winbourne Consulting,LLC W:()�m'su Nl�t�13R.N l:' www winbourneconsultin .com 2 t:f) R t.1.0 1621 North Kent street,suite 704,Arlington,VA 22209 USAT.(703)584.5350 f.(703)935-1147 OMNI IRA, e s'ftplffililierx nP , ru.'".e7rfs,5�c;t xl Lrjlk�'it.` � :,ty�',kt•,,.R; RF �,E�Sh+,3f�� .t�' 5 .ate.. :. 8 4+iz D�,; rri�1, z9i �?ot;.�•..� a rI'a-MAIN �4 ss�i is 1 GENERAL INFORMATION 1.1 Business information Vendor Contact Information: Vendor Name: Winbourne Consulting, LLC. Address: 1621 North Kent Street,Suite 704,Arlington,VA22209 Telephone: (703)584-5350, Facsimile: (703)935-1147 e-mail: areece@w-lic.com When Organized: 2001 as Winbourne &Costas, Inc. Reorganized in 2011 as Winbourne Consulting, LLC Where Incorporated: Delaware Authorized Principal: Andrew G..Reece, President Registration Numbers: Federal-(FEIN)45-2514871 Winbourne Consulting has effectively provided a full range of project management and technical consulting services to state, local and international governments for over 18 years, including providing our wide array of Subject Matter Experts to clients requiring the same scope of services requested by the Huntington Beach Police Department. 1.2 Experience/Qualifications Information 1.2.1 Company History Winbourne Consulting, LLC is regarded as one of the nation's preeminent consulting firms in the areas of 9-1-1 public safety operations, information technology(IT)systems, and facilities.We have extensive knowledge and experience in public safety organizations and systems based on our work in many of the largest and most complex jurisdictions within the United States.We have successfully worked on all aspects of public safety and emergency communications organizations including personnel and operations analysis,technology and facility assessments and strategies, legacy system replacement, specification development, procurement and implementation, budget support, and 9-1-1 consolidation and implementation services. Our corporate organization chart is presented in the adjacent graphic.We utilize a flat organizational structure that supports projects across the United States and internationally. ma".. .. t s ` A . S Winbourne Consulting has worked with over 200 public safety agencies on technology projects such as the one that in this proposal.Our firm has 27 employees working as public safety project managers(PMs) and subject matter experts(SMEs)with another providing full-time Winbourne Consulting,LLC WN B0 U P N1 E' www.winbourneconsulting.com 3 (:OtiSUt'f1 mac,t.l.0 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935-1147 �_ ru"..Y_.:w_w7-x''.. ay w��,,.� ...�s,�.,��x �`�� �T �':'�,nT.,4�'�.t'+-• � 1:���a��..._.._. __�..�.....v,:.�.�aa administrative support. Our structure adheres to a flat, matrix-based approach to overall management and communication.A management committee manages the firm on an ongoing basis with three business units:9-1-1 Services/Emergency Communications, Mission Critical Facilities, and Federal Services.The 9-1-1 Services/Emergency Communications business unit provides computer-aided dispatch (CAD), records management system (RMS), mobile data systems, radio, NG9-1-1,consolidation, and other services to clients. Our Mission Critical Facilities unit provides technology support for the design of command centers and 9-1-1 and 3-1- 1 centers. Our Federal Services unit provides services to federal agencies in the areas of homeland security and emergency management. Public Safety Communications and Applications:This team is responsible for our projects involving Public Safety Answering Point(PSAP)operational analysis,technology strategic planning and system integration. Our work in this area includes PSAP dispatch process assessments,consolidation feasibility and cost-benefits analysis, and requirements development for computer aided dispatch, records management systems, mobile data system, 9-1-1 CPE, logging&recording, radio and related systems.We assist clients in RFP documentation preparation, procurement support and vendor installation and testing oversight.We also provide Project Management, Business Analyst, and System Engineering Services throughout the implementation lifecycle. We have provided these services to many public safety agencies to include New York City; San Mateo County, CA; Washington, DC; Los Angeles, CA; Miami-Dade County, FL; Maricopa County, AZ;Virginia Beach,VA; Fairfax County,VA and Westminster,CO. Next Generation 9-1-1 and First Net:This team has supported over 30 states and local jurisdictions on both planning and implementation of NG9-1-1 solutions.Our services include design and implementation of Emergency Service IP Networks(ESlnets); development of NG9-1- 1 CPE requirements and implementation management; planning and installation the core functional services such as the LVF and ECRF. Our customers include New York City; Arlington County,VA; the State of Connecticut;Washington, DC;State of Kentucky; and Las Vegas, NV. Digital Evidence and Body Worn Cameras:We have assisted major state and local law enforcement agencies to define requirements, establish policies and procedures, determine total cost of ownership, and upgrade the local technical and operational infrastructure to support the use of these systems. Our clients in this area include the State of Colorado; Prince William County and Virginia Beach, VA; Waco,TX and Bellevue,WA. Technoiogy and Capital-Expense Review:We are a recognized provider of public safety systems requirements development, procurement/RFP support,vendor selection, implementation oversight consulting and project management services. Our firm is currently providing similar services to Los Angeles County Fire Department (technology assessment and fire RMS replacement);San Mateo County, CA, CAD/Mobile(strategic planning, procurement support, CAD-to-CAD); Murrieta,CA, (CAD-procurement support); and Port of San Diego Police Department(technology assessment and CAD procurement assistance).We have previously completed CAD-to-CAD interoperability projects for the National Capitol Region (Washington DC Metropolitan Area), Los Angeles Fire Region, FDNY and Denver. Winbourne consulting,LLc �N 43C�tJ R.N F' www winbourneconsulting.com 4 1 (O7vR7 L:I l NCi LLC 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935.1147 IN ...:...r c ..... v. y c , F t r e s v e"'triyn i t rcfe rP' s ?"t� h .. 'f Yt,Y`•tte)r Winbourne Consulting is an independent public safety consulting firm and as such, is not engaged in or associated with the business of selling,servicing,or renting public safety and related systems, and we are not affiliated with any hardware or software vendors. Winbourne Consulting does not have any business relationships with any CAD/Mobile/RMS vendors. However,we are familiar with the capabilities of all top-tier and many other CAD/Mobile/RMS vendors in the public safety arena. 1.2.2 Public Safety Industry.Experience Winbourne Consulting is an active participant in the public safety industry and its related associations.We see this as an integral part of ourability to serve the industry in a competent, effective manner. By understanding industry developments,we can better serve our clients. We are active members of the National Emergency Number Association(NENA) and Association of Public Safety Communications Officials(APCO),the International CAD Consortium(ICC), the International Association of Fire Chiefs (IAFC),the National Fire Protection Association (NFPA), the International Association of Chiefs of Police (IACP), and the Law Enforcement Executive Development Association (LEEDA). We are a NENA NG9-1-1 partner company. We also are members of the Industry Council for Emergency Response Technologies (iCERT) (formerly the 9-1-1 Industry Alliance),the Project Management Institute (PMI),American Society for Industrial Security (ASIS), and the Uptime Institute.The conferences and meetings we attend with industry leaders allow us to remain current with all industry- related legislation and initiatives and new product offerings and to provide input into 9-1-1 operations and technology policies and plans. Our firm has streamlined and standardized our internal business processes as well as our overall project management methodology. It demonstrates a positive commitment to developing our management processes and procedures and to providing a high level of quality work according to accepted international standards,to include Project Management Institute, ITIL standards,and ISO 9001 standards. 1.2.3 Personnel This project will be under the leadership of Mr.Andrew Reece, Project Management Professional (PMP)and President of Winbourne Consulting. He is also responsible for our 9-1-1 Services/Emergency Communications unit. Mr. Robert Waldon will serve as the Project Manager for this project. Mr.Waldon lives in Ladero Ranch, CA. He will coordinate work tasks, manage the contract,ensure quality and timeliness of work products and be the principal contact for Police Department staff. Kirby Beyer will be the Subject Matter Expert and lives in the San Diego area.Additional duties listed.in the below chart. Team Member I Background Role Responsibilities Winbourne Consulting,LLC W N BO U R.N�' www.winbourneconsulting.com 5 CONSUt't LLC 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703(584.5350 P.(703)935-1147 �,,?t 6. n„. Mr.Andrew Mr.Reece has over 20 years of Engagement • Executive leadership Reece,PMP,lTIL experience in managing the Executive • Client liaison improvement of government 0 Quality of deliverables operations. He specializes in • Problem resolution strategic.planning,business process design,business process improvement,and organizational design and realignment.Specifically, he has a broad knowledge of government operations,including finance and budget,technology and systems,and their impact on business process and organization structure.He has worked extensively over the past 10 years planning and implementing complex information technology(IT),network,and communications systems. Mr,Waldon has spent 20 years in Project • Project management and Mr.Robert public safety originally functioning as Manager and Waldon reporting a firefighter paramedic in the Los SME a Monitor and control all Angeles and Orange County area and project activities as a project manager managing the • Risk identification and implementation and integration of ' CAD and RMS systems along with their mitigation ancillary interfaces since 1992. • Maintain a detailed project Specifically,he has a broad knowledge plan of field and communication center • Manage data gathering operations of both fire and law activities including interviews enforcement and has been involved and focus groups with public with the implementation of complex safety stakeholders and other multi-agency systems throughout the departmental personnel us. • Manage Procurement matters • Maintain complete documentation of all project activities • Manage deliverables schedule winbourne Consu)Ung,LLC WCONSuui N B0 U P,N t,' www winbourneconsultins.com w(,LLC 1621 North Kent Street Suite 704,Arlington,VA 22209 USA T.(703)584-5350 P.(703)935-1147 4"r"" .,:��` ;t F°ars ..-',' r��.� '� t: t�+a`* ?�r-- sx. KA? s s s' 1 ,�rc a)e..��`?°rye "c r ,£:, .,fir. r f Mr.Kirby Beyer Mr.Beyer has over 31 years in Subject • Project management and (San Diego public safety service.He has Matter Expert reporting Sheriff retired) extensive experience in the (SME) • Monitor and control all management and implementation project activities of public safety applications • Maintain a detailed project particularly in the areas of Computer plan Aided Dispatch,Records • Manage data gathering Management,Mobile and Field activities including interviews Reporting and Jail Management and focus groups with public Systems.He has authored,through safety and Police collaborative efforts,RFPs for Department information CAD/Mobile,jail management and departmental personnel records management systems.He . Manage Procurement matters has also led and mentored large Maintain complete development and implementation documentation of all project teams of engineers and subject activities matter experts providing public safety solutions including:jail management systems,large regional records management systems and regional sex offender management systems. 2 PROJECT METHODOLOGY 2.1 Project Methodology Winbourne Consulting is well qualified and acquainted with the challenges and type of services required to successfully oversee and manage a public safety software replacement.The key success factors for this project are a successful procurement,implementation,and ultimately, improved operational effectiveness. Our firm adheres to the Project Management Institute's processes and practices for all public safety projects.We will develop a project plan and schedule to establish project phases and milestones and include processes consistent with PMl practices, as shown below. Winbourne Consulting,U-C �I.N B 0 U RAN U. www.winbourneconsulting.com 7 C<7i:A11�rt;�1G,L.I.C: 1521 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935.1147 r e i . re7e.�T., s k�{ 0+<K zap r{ �.1:2.t�.°s. .d.•e, nz� a R. t -.x,Gz�Hrr� raLxk c"��.Y ^s.a•'. �_.. `'•^.-r i..� 4� � -max`°' :, .._ . a Al MIND m 77�7— ¢ i Task Ordsf' �: a � �xc•�u_et Task�C7ndar;ls +Tana Su n clyet.ad wch►ldp Pro}sct.: *Ttac1Ch d Repoli 1.letrics i3OattagatXte>ht :- 3+Altages R isk4 t i w gyp" R .. t i ..i .a .w - a: 's• - ''.:� '. �?1''�(39i'd�64'4ft1'F9rit�t{P311 I sow , +: . Pteiera i73alivetetsi spetctli"tions +Ctual{iy FstogrmtTt .5tlindards •W8 _ •sudget x a - - •.Risk P.lpn. •Quality Curstrt7t . '..:, -,, a-: z ' r R No OMEN .. .. ... 2Cr'T" .. .. '�� t .. .. v :..,.:,.. Depending on the needs of the project, our Project Management Plan includes a project charter, project organization diagram, explanation of the project methodology, a synopsis of the problems faced by the client's management and staff that should be resolved by the new system, scope definition, project schedule, resource plan, budget, communications plan, stakeholder management plan, risk and mitigation plan,and other documents as needed.The project schedule includes activities required to successfully complete all work under the contract between the Huntington Beach Police Department and Winbourne Consulting. PMI practices require project managers to monitor, control and report on budget,scope, schedule and quality issues.Our project manager will conduct routine status meetings and deliver status reports to the Huntington Beach Police Department project manager.The frequency and content for the meetings and reports will be agreed upon at the start of the project. 2.2 Risk Management Risk Management is tightly coupled with our quality management planning and provides qualitative (priority)and quantitative (impact) assessment of risks associated with our proposed solutions and the risks inherent to executing the requirements of the SOW.The schedule will be evaluated,and a critical path plan created that documents tasks to be completed and identifies Winbourne Consulting,LLC WlN�� �LT��� www.iinbourneconsulting.com 8 (,N SUI:fl R l.l.0 1621 North Kent Street,Suite 704,Arlington,VA 22209 USAT.(703)S84-S350 F.(703)935-1147 IN—, r �' i� i�ti�.%.��4.+✓`td i.� '�.�+�'�"�:.-rEt.��u.rit� av�rr�,�r ,5£z f � pan,,,,_ ..:,Fa „ys'sc^•y, t ✓S^+`� 5. '*tu's-y"h>- t r 2� :a, z a�`�.srS. }, � x. - -.., s risks and their potential impacts and assigns priorities and mitigation plans. Risk assessment and mitigation plans will be created for both the planning and implementation phases to ensure the project remains on the planned path.To monitor and manage risks, the following will be used: • Risk, issue,and change logs to be used in all phases of the project • Creation of a stakeholder list and documentation of communications regarding risks and their consequences • Regularly scheduled project stakeholder status meetings and weekly and monthly summary reports that will include risks identified,risk consequences, mitigation planning and integration with work planned,work accomplished, schedule, and other project- related issues • Regularly scheduled status reports •- Electronic project risk reporting and retention of key documentation through a project Web page, use of tools like SharePoint, and e-mail 3 SCOPE OF SERVICES 3.1 Police Department Involvement Winbourne Consulting strives to minimize the amount of time HBPD staff is required to spend on the project. Notwithstanding, staff investment is critical to the overall success of the project.The HBPD project manager and Project Team will be required to spend a significant amount of time throughout the life of the project.The amount of time required for each phase will vary throughout the project.Technical Specifications We understand the operational effectiveness of a CAD/Mobile/RMS systems depends on the technical infrastructure for stability, reliability, performance, speed, security, and redundancy. Winbourne Consulting understands the factors required to successfully procure, implement, maintain, support, and upgrade a system that is the foundation of life-and mission-critical operations 24 hours a day,7 days week, 365 days a year (24/7/365). Our team understands that for any new CAD/Mobile/RMS system to operate at maximum operational effectiveness,the technical specifications for the new system must be adequate, robust, and secure. Our team has both public safety and technology consulting experience in researching, developing, and implementing technical specifications for a new CAD/Mobile/RMS system.This includes an understanding that the Police Department will be purchasing a commercial off-the- shelf(COTS) system that will have its own minimum mandatory technical specifications for operating at maximum productivity and capacity. It is important to note that the selected vendor will provide an overall integrated system architecture for CAD and RMS in their response.Our goal is to provide the vendors the necessary information for them to develop the best solution they can, based on the current operating environment and functional and technology standards and requirements. It is important to note that the point is not to"design" a CAD, Mobile and RMS system;vendors will respond with COTS systems that"are what they are." Only minimal vendor-supported customization of the basic software should be required,and the software should be configurable Winbourne Consulting,LLC R I 1�1`11' www.winbourneconsulting.com 9 W1 13�}tl CCtNSU l.Tl l.l.0 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935-1147 , e e _ to maximize utilization.Thus,the exercise of developing functional specifications for the RFP is to identify functionality and features that agency personnel want to know if a CAD/Mobile/RMS system can accomplish,and to maintain and measure the degree of conformance between user expectations of system functionality, processes,and performance and the proposed product. At each stage of the project,we utilize traceable specifications to validate with the originator of the specification the purpose and intent of the specification and compare it to the as-built system. We use specifications and the associated traceability matrix as shown below. Phase Requirements Use Outcome RFP Evaluation Phase Vendor response evaluation Response scores based on criteria and the basis of the conformance to requirements response analysis and response analysis SWOT analysis serves as the Negotiation Phase basis for negotiating features Completed contract and costs ith preferred vendor Installation and Reference document to resolve Configuration Phase issues regarding configuration Installed and configured issues system Acceptance Test, A subset of the requirements, Integration Tests,and along with use cases,will serve Completed Acceptance, Performance Test Phase as the baseline for the Integration,and Performance Acceptance, Integration,and Tests Phases Performance Test-Phases Final check to ensure system Completed readiness review and Go Live and Post-Go Live readiness to go live p go live Any requirements not delivered will be tracked to Post-go live checklist Post-Go Live ensure their inclusion in future releases of the product Winbourne Consulting,LLC �I N BO U R.N I-. www.winbour econsulting.com 10 CoNSuI.t'1 NC-s:U. c 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)554-5350 F.(703)935-1147 tt. ,4'e y i ._.x.,-,....Y.:- ...-:C--s, ..'».C_•.t-s -.............:..m.�-,_:..:..afi.,e...n,.....: ....._.�_ .zwml.._. ..'.. «t.- �.....:: 3.2 Software Selection 3.2.1 Provide a Response Assessment Tools Winbourne Consulting has extensive experience working with government entities to create assessment tools and evaluation processes to rate vendors as part of the RFP process.We will provide templates for review, modification and concurrence.These tools will be used during the review of vendor submittals,vendor demonstrations and vendor site visits. It is important the evaluation team use the same tools to ensure a consistent approach to the evaluations and demonstrate fairness to all vendors. Winbourne will-work with the Police Department to ensure firms pass minimum qualifications. We will create a proposal selection template that can be used the HBPD Project Team for side- by-side comparison of proposed software features to allow for comparison of features. Winbourne will follow the Police Department's procurement rules regarding the review of the cost proposals and will work with the Project Team to develop a standard comparison. 3.2.2 Develop Demonstration Scenarios Winbourne Consulting will provide expert guidance to the HBPD's evaluation team in developing scenarios that demonstrate real-life situations and functions in relation to the requirements developed in the RFP.We will work with stakeholders to guide and work cooperatively with the evaluation team to develop scenarios that allow the vendors to demonstrate their solutions using real data. Rather than just showing features,the scenarios will focus on integrated solutions and workflows that illustrate the initiation of an activity, how the system manages data,and how the data is turned into information in the form of reports and data-rich information. Winbourne Consulting will work closely with the Police Department to coordinate the demonstrations and scenario- based evaluations. 3.2.3 Proposal Evaluation and Vendor Selection Winbourne Consulting will work with HBPD during the vendor evaluation process and will provide input to the team and attend all demonstrations.We will also provide the evaluation team with recommendations, information, and suggested questions for the vendors during the demonstrations. Our team will also assist in facilitating discussions between evaluation team members to help them think through the evaluation process and determine which solution best meets the HBPD's overall needs, objectives and goals.We will work with the Police Department in preparing rationale to support the award of the contract.Vendor selection decisions are ultimately the sole responsibility of the Huntington Beach Police Department. 3.2.4 Contract Development and Contract Negotiations Our project team will begin by working with the HBPD's Project Team to determine points for contract negotiations between the department and the vendor. A significant amount of information gleaned from the proposal itself,the vendor's demonstration, and site visits to the vendor's installations will be used during negotiations. Winbourne Consulting will review the Police Department's standard procurement and services contract and make recommendations to the Department via a list of concerns, risks and Winbourne Consulting,LLC iC_� N l:: www.winboureconsulting.com 11 I N l �(�O'.!)O t 1 I:R LLC 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935-1147 r r ^ s c*�y r�r»;d�r�.�,s�.��€'�i`Ft`��,..•�.za'��z,e:,�r����� �bSti.�`c�eetv��ti.t,, a is$F r "+"t '.{�, c. -�- Y recommendations.The draft contract should be shared with the vendor as a starting point during the negotiation discussions. During negotiation discussions,Winbourne Consulting will assist the HBPD's Project Team by offering recommendations, clarifications and information regarding specific issues, concerns and points of negotiation.Winbourne Consulting will also review changes to the contract proposed by the vendor and make recommendations regarding those changes. It will be the Huntington Beach Police Department's sole responsibility to either accept, modify or reject any changes proposed by the vendor or Winbourne Consulting. 3.4 Implementation Once the vendor is selected and under contract,we will meet with the vendor's project manager and project team and the HBPD Project Team for a Kickoff Meeting to build a cohesive Project Team.Our project manager will work with the vendor to build a project plan and schedule based on input from all parties and obtain the Police Department approval.The plan will include all documents required under this RFP plus any additional documents considered necessary by the project managers.The project schedule will reflect those activities needed to successfully implement the new CAD/Mobile/RMS and manage the project.The project schedule is not and will not be used as a daily work list for those performing the work.Those responsible for specific activities will develop individual detailed work lists and plans. Winbourne Consulting will monitor and control all the processes covered in the project plan to ensure each party performs as stated in the project plan. Risks and issues logs will be kept ensuring risks are known and mitigated as agreed upon by the effected parties, and issues are resolved to satisfaction.Our project manager will adhere to all requirements for onsite meetings and events, as agreed upon in our contract with the Huntington Beach Police Department. We will assist and facilitate the system design and technical build process.We will also review documents and provide a constructability and coordination review of the documents at various stages of design. It is important to note that programming and design"of COTS solutions mainly pertains to selecting the options needed to meet the specifications and configuring the system to meet the operational processes that will be used when operating the new systems. Winbourne Consulting will work with the vendor to prepare a Project Master Schedule that includes a preliminary development schedule for any features the Police Department and the vendor have agreed to develop for the implementation.A Gantt format with a critical path is normally used for most projects.An integral part of this process is risk assessment. We will identify risks and develop a mitigation and site logistics plan to deal with project risks. Our team will identify schedule control points to guide all project activities and recommend they be included in the contract documents. We will provide quality assurance throughout the project. We will work with the Police Department and the vendor to develop a detailed project specific quality assurance program that provides for the achievement of the highest quality design and configuration possible. Winbourne will work with the Police Department to develop a schedule of meetings which may include weekly on-site meetings during specific phases of this project. Key activities during the Implementation Phase include but are not limited to the following: Winbourne Consulting,LLC WI�N i'�0 LJ I IN F• www winbourneconsultinQ.com 12 X).\SUL FING,L.LC 1621 North Kent Street,Suite 704,Arlington,VA 22209 USAT.(703)584-5350 F.J703)935-1147 ar- s tip 4 3.4.1 System Installation and Configuration System installation and configuration is a very detailed and laborious process that will take months to perform. It is also one of, if not the most important aspect of benefits realization, gaining user acceptance, and optimizing system and staff performance.We will work with the vendor and the HBPD Project Team to develop a comprehensive approach to installing and configuring the system to meet the operational needs of the dispatchers,field users and management staff. The functionality matrix will be used as an instrument in the configuration process to ensure that each functional specification can be accomplished. Additionally, HBPD staff will need to make decisions throughout the configuration process as to whether business processes need to change based on the capabilities and limitations of the selected system. 3.4.2 Interface Integration Winbourne Consulting will work with the vendor and the Project Team to ensure each interface identified is installed and functional. If development is required for an interface, Winbourne Consulting will work with the vendor to ensure the vendor has sufficient information to develop and test the interface.We will also track the development process and hold the vendor accountable for the results and time of delivery. our project manager will keep the Police Department's project manager up to date on any issues that arise from this process. 3.4.3 Data Conversion and Installation If applicable,Winbourne will work with the Police Department and the vendor to determine the feasibility and level of effort to convert existing CAD and RMS data into a format compatible with the new system.This discussion will include alternative solutions that make the data available to end-users without conversion. Should the Police Department decide to convert existing data,Winbourne Consulting will work with the vendor to ensure they have the data schema for the existing data.When the vendor determines the conversion process and timeframe to convert the data, our project manager will incorporate that effort into the overall schedule and monitor the vendor's performance. our project manager will keep the Police Department's project manager up to date on any issues that arise from this process. 3.4.4 Documentation Winbourne will review the Police Department's current policy and procedures manuals and make recommendations for areas to be modified due to the new software performance/operation. We will also work with the vendor to ensure training manuals and methodologies meet the needs of the Police Department, 3.4.5 System Acceptance Testing Winbourne will work with the HBPD's Project Team and the vendor to develop a comprehensive, detailed system test plan.The plan will include the following area for testing: • System test planning j ' Winbourne Consulting,LLC Nl>OU}.NE wwwwinbourneconsultinR,com 13 GO;dSU:.riNG,LLC; 1621 North Kent Street,Suite 704,Arlington,VA 22209 USAT.(703)SB4-5350 P.(703)935-1147 i' 1k-�,<?Fr ,}�.f�i < j (t ans .rf r Pa • Interface testing • Load testing • Test results • Corrective action • Functional test observations • System reliability monitoring • Test reporting Any failures during system testing will be noted and resolved as determined by the Project Team. Testing will be observed and accepted by designated Police Department staff authorized to perform and approve testing. 3.4.6 End-user Testing Once the initial configuration process and system testing are completed to the Police Department's satisfaction, end-user testing may begin. End-user testing will include testing each of the functional specifications listed in the functional specification's matrix,test scripts and scenarios created by the end-users,and other tests deemed necessary by the HBPD's Project Team. Any failures during end-user testing will be noted and resolved as determined by the Project Team.Testing will be observed and accepted by designated Police Department staff authorized to perform and approve testing. 3.4.7 End-user Training After system and end-user testing are completed to a level of the Police Department's satisfaction,end-user training can begin. End-users,supervisors and management staff will receive the training prescribed in the training plan developed by the Project Team. Special consideration will be given to the time between training and the time of cutover. If that extends beyond what a user can reasonably retain, usually two to three weeks,a supplemental training plan will be developed and implemented. The Police Department should also be aware that subtle changes to the configuration are often identified and made because of findings during training. 3.4.8 Cutover and Past-Cutover Support Winbourne will work with the HBPD's Project Team to determine an appropriate level of support from the vendor and internal staff during cutover.We will work with the vendor to ensure system monitoring and performance measurements are made throughout the cutover period and periodically after cutover. Onsite support from the vendor is crucial throughout the implementation,testing,training, cutover,and post-cutover period. Our team will work with the vendor and the Police Department to ensure the vendor complies with all post-cutover support requirements described in the agreed upon in the contract.We will also work with the Police Department's Project Team to determine an acceptable timeframe and disposition of issues at each severity level. Winbourne Consulting,LLC 1 ��y�`} �IN www.winbourneconsulting.com 14 CONStIi:fl NG.L.LC: 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.17031935.1147 �. - . 3.4.9 Closeout and Final Report Winbourne will produce and deliver all documents described in this response and the contract with the Huntington Beach Police Department. We will also work with the vendor and the HBPD's Project Team and support staff to determine the level of documentation required to support the new solutions and monitor the vendor's performance for the delivery of the documents. Our project manager will conduct a document review session between Police Department staff and the vendor for all documents received from the vendor.We will then document any shortcomings or issues and request the vendor update the documents accordingly. Once the Huntington Beach Police Department has determined the system is performing satisfactorily and agrees the final acceptance terms in the contract are realized,final acceptance will be issued to the vendor. We will work with the Police Department to determine final acceptance conditions have been met and draft a letter of final acceptance to the vendor. The critical areas that will require significant attention during this phase are:equipment installation; system configuration and testing;training development and delivery; user acceptance testing; pre-cutover planning and testing; system cutover; problem resolution;final acceptance;documentation delivery and project closeout. Winbourne Consulting,LLC W N B 0 U RN T`' www winbourneconsulting.com 15 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.Q03)584-5350 F.(703)935-1147 4 REFERENCES Client/Aeeno Name:San Mateo County, California Client Contact:'Di rector Jaime Young,;San Mateo County Public Safety Communications Address: A00. County Center; PSAP#100 Redwood City, CA 9406371662_ Telephone Number and E-Mail Address:650-363-4949/JYoung@smcgov.org Dates of Service:November'20.15 to.Current Description and Scope of Work: The San Mateo County CAD Gap Analysis Project started in November 2015 and was successfully concluded on September 7, 2016.This process was identified as being the most efficient approach in detailing San Mateo County Public Safety needs of future CAD/Mobile/Business Intelligence Systems.The project included an added benefit of preparing San Mateo County public safety stakeholders for an upcoming CAD/Mobile/Business Intelligence System Request for Proposal process.The goal of the project included: ".:.identification of strengths and weaknesses of the existing PSAP CAD from many aspects, including, but not limited to:the dispatch staff, all discipline's field units,administrators of customer agencies, and PSAP System Administrators. In addition,the 'gap' must be identified as the current state of user functionality,performance, customizing programming capability, maintenance and cost of said existing system.The future state would represent the ideal system for meeting today's standards as compared to common market trends as it pertains to managing multi-jurisdictional, multi-discipline, high volume solutions in a cost-effective approach..." . CAD/Mobile/Business Intelligence RFP In September 2016,San Mateo County contracted with Winbourne Consulting to assist them in all phases of a CAD/Mobile/Business Intelligence System Request for Proposal (RFP) process.Tasks include: • RFP requirements and criteria • RFP publication • RFP Q&A Process • Development of scripted demonstration plan and scenarios for top two ranked vendors • RFP Evaluation and scoring • Oral Presentation/Scripted Demonstration Process . • Contract Negotiations In August 2017,San Mateo County contracted with Winbourne Consulting concerning a CAD-to- CAD project. Project objectives include: CAD-to-CAD Strategic Objectives CAD-to-CAD"101"for relevant stakeholders CAD-to-CAD RFP requirements, publication,evaluation,scoring and contract negotiations Current Project Status: The City has selected a vendor and we are in contract negotiations. Winbourne Consulting,LLC Wl"N www winbourneconsulting.com B 0 U RN F 1621 North Kent Street,Suite 704,Arlington,VA 22204 USAT.(703)584-5350 f.(703)435-1147 16 :C)USUL.1"1NG,I.I.C. + • ' - + ! • � s Client/A ency'IVame:City of Murrleta,California Client Contact:Captain Dennis Vroori an, Murrieta Police Department Address: 2 Town Center,Murrieta, CA 92562 Telephone Number and E-Mail Address. 951-453-1332/dvrooman0murnetac y''. Dates of Service:January 2g15 to Current Description and Scope of Work: CAD, Mobile and Law RMS needs assessment, RFP development and implementation. The City selected Winbourne Consulting because of our overall experience in developing needs assessments,identifying and documenting functional and technical specifications and our experience in replacing legacy CAD, Mobile,and Law RMS systems. Winbourne was selected to provide project management and subject matter expertise throughout the project lifecycle. Mr. Robert Waldon of Ladera Ranch, CA is the Project Manager on this project. For this project our team: .• Conducted ride-alongs with city stakeholders • Conducted meetings,site visits,and stakeholder interviews to identify business and system needs,and to develop the functional and technical requirements for inclusion in the RFP • Documented the data flows,system behaviors,and interdependencies with oth.er.systems that will have an impact on this project We also studied or prepared associated reports that: • Identified the City's CAD, Mobile and Law RMS technology needs and recommend an appropriate scope and strategy for this project • Reviewed the City's staffing and suitability to support project implementation as well as ongoing maintenance and operations • Replacement recommendations based on current vendor technologies and applicable City IT standards • Recommended processes that need to-be streamlined in lieu or in anticipation of anew automated system We also developed an approach and template for scoring the vendors' responses to the RFPs and quotes, and worked with the City Project Manager, Procurement office,and Legal Department to prepare for the RFP and eventual contract. Winbourne Consulting,LLC www winbourneconsulting.com N 1:)0 L1 1i.N E 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(705)935-1147 W1CONSuci 17 IN(3,CA_C We assisted with the development of scripted scenarios for the vendor onsite demonstrations and provided direct support to the City project team during the demos. Tasks include: • Assist the City in monitoring and evaluating the performance of the selected vendor • Assist in identifying opportunities for the City to leverage the capabilities of theselected 'software suite to improve business processes and outcomes • Provide subject matter expertise in assisting the City in reviewing its business practices and environment,the software workflow, and identify areas of issues and gaps requiring remedial actions. • Analysis of current legacy systems for retention or replacement • Assist in developing an Integration Test Plan • Develop an Implementation Schedule and Risk Management Plan • Integration test execution • Go-Live readiness/cutover planning Current Project Status: Murrieta Police Department went live with their new system in August 2018. Winbourne Consulting,LLC www winbourneconsulting.com W C)N B U RN l 1522 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)554-5350 F.(703)935.1147 18 CONSULTING.U.c Client/A,i;ency Name:: Santa Ana, California Client Contact:Rita Ramirez,Santa Ana Police-Department Address: 60 Civic Center Plaza,Santa Ana, CA k703 Telephone Number and &Mail Address:714-245-8620/;rramirez santa ana'.org Dates of Service:July,2016 to Current Description and Scope of Work: Project Management for CAD and Law RMS product implementation. Winbourne was selected to provide Project Management and Subject Matter Expertise to assist in the implementation of their recently selected TriTech CAD and Law RMS system. Mr. Robert Waldon of Ladero Ranch, CA is the project manager for this project. Winbourne Consulting provided the following services during this project: • Provide overall direction of project team • Conduct weekly status meetings, as necessary • Complete weekly status reports to project team • Complete oversight of contractual compliance of TriTech Software Systems • Attend all project status meetings and project kick-off • Complete review of current state of project • Develop Master Project Schedule based on defined deliverables • Include tasks and deliverables associated with mobile hardware upgrade • Integrate SAPD objectives non-related to TriTech deliverables • Provide guidance in soliciting and managing third party vendors for completion of project tasks, Le.,software developer for custom interfaces to SAPD ancillary systems • Provide Subject Matter guidance in development of integration of SAPD ancillary systems and CAD and/or RMS • Provide assistance in soliciting two-factor authentication by way of an RFP process • Provide assistance in completing the CAL DOJ CLETS application for the implementation of the new TriTech software as well as two-factor authentication Current.Project Status: • Santa Ana Police Department went live with their CAD in March of 2017 and RMS in August of 2018. Winbourne Consulting,LLC www winbourneconsultina.com WI N B O I�R N E 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(7031 935-1147 19 CO.NSUL:1'ING,L.LC .�_�.`."._ - ."'�"...�'';.��x- � a�7.•.'r.' `' ..r��" "'�- ' .S�c'oJ`ars•w�.K. e � 7clientAdldress. lient/ hcy Name:Chula Vista Police Department lient Contact:Phil Collum,Acting Captain V6 Fourth Avenue, Bldg A,Chula Vista,CA 91910_ Client Telephone and E-Mail:619-476-2454; ill llirniPchulavistaod orb Proiect'Dates-June 2015 to present Description and Scope of Work: CAD, Mobile and Jail Replacement Project. The City selected Winbourne Consulting because of our overall experience in developing needs assessments, identifying and documenting functional and technical specifications and our experience in replacing legacy CAD, RMS and JMS systems.Winbourne had recently completed an upgrade of the MIX hardware and wireless communication infrastructure for the department. Winbourne provided project management and subject-matter expertise throughout the project lifecycle. Mr. Kirby Beyer(Assistant Sheriff retired—San Diego County Sheriff's Department) is the Project Manager on this project. For this project our team: • Met and organized meetings and ride-alongs with operational team members • Conducted meetings, site visits, and stakeholder interviews to identify business and system needs,and to develop the functional and technical requirements for inclusion in the UP for new system • Documented significant interfaces with other systems and agencies throughout theCounty to discover and document the data flows,system behaviors, and interdependencies. We also studied or prepared associated reports that: • Identified the City's CAD, Mobile and JMS associated technology needs. • Recommended processes that need to be streamlined in lieu or in anticipation of anew automated system • Recommended an appropriate scope and strategy for the CAD, Mobile and JMS Replacement project based on alignment with current top-tier vendor technologies and applicable City IT standards • Reviewed the City's staffing and suitability to support project implementation as well as ongoing maintenance and operations • Evaluated the quantity and quality of the City's legacy data and assessed conversion options We also developed an approach and template for scoring the vendors' responses to the RFPs and quotes,and worked with the City Project Manager,Procurement Office, and Legal Department to prepare for the RFP and eventual contract.We provided direct support to the project team during the onsite vendor demonstrations. Winbourne Consulting,I www winbourneconsultingxom 1 N B O U ltN F, 1621 North Kent Street,Suite 704.Arlington,VA 22209 USA T.(703)584-5350 F.(703)935-1147 20 LLC f E E n k �c a n fe E�s 4c�����;i-" j � - Y+� •tr�'� ��tE�r+�1�FSjil a,kr } t �n �k�� 4d.. Tasks include: • Assist the.City in monitoring and evaluating the performance of the selected vendor • Assist in identifying opportunities for the City to leverage the capabilities of theselected software suite to improve business processes and outcomes • Provide subject matter expertise in assisting the City in reviewing its business practices and environment,the software workflow,and identify areas of issues and gaps requiring remedial actions. • Analysis of current legacy systems for retention or replacement • Assist in developing an Integration Test Plan • Develop an Implementation Schedule and Risk Management Plan • Integration test execution • Go-Live readiness/cutover planning Current Project Status: • Chula Vista Police Department went live with their CAD on July 18, 2018. Winbourne Consulting,LLC �J7''' www wlnbourneconsulting,com Y �1 0 L)1�.� 1_ 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)S84 -535D F.(703)935-1147 21 1C ONSVL:11NG.1-1..0 es..y..Y , ax= yaT at tcT asr '. , ,d`i a 1 pr i Client/Agency Name: Harbor Police Department_ Client Contact:Kurt Smith,Public Safety.Program Manager Client Address:3165 Pacif(c;Highway,San Diego,CQ 92101 Client Telephone and E-Mail:>619-5U_2595 ksmith@portofsandiego.or Project Oates:August.2016 to. present Description and Scope of Work: CAD&Mobile Replacement Project. The San Diego Harbor Police Department(HPD)selected Winbourne Consulting for its project because of our overall experience in developing needs assessments,identifying and documenting functional and technical specifications and our experience in replacing legacy CAD and Mobile systems.Winbourne was selected after a competitive procurement and is providing project management and subject matter expertise throughout the project-lifecycle. Mr. Kirby Beyer(Assistant Sheriff retired—San Diego County Sheriff's Department)is serving as the Project Manager on this project. For-this project our team: • Met and organized meetings and ride-alongs with operational team members • Conducted meetings, site visits, and stakeholder interviews to identify business and system needs,and to develop the functional and technical requirements for inclusion in the RFP for new system • Documented significant interfaces with other systems and agencies throughout the County to discover and document the data flows, system behaviors, and interdependencies. . • Provided the Port of San Diego with a SWOT Analysis focused-on 1T needsand recommendations in support of new public safety programs We also studied or prepared associated reports that: • Identified the District's CAD and Mobile technology needs. • Recommended processes that need to be streamlined in lieu or in anticipation of anew automated system • Recommended an appropriate scope and strategy for the CAD and Mobile Replacement project based on alignment with current top-tier vendor technologies and applicable District. 1T.standards • Reviewed the District's staffing and suitability-to support project implementation as well as ongoing maintenance and operations. • Evaluated the quantity and quality of the District's legacy data and assessed conversion options We also developed an approach and template for scoring the vendors' responses to the RFPs and quotes, and worked with the District staff,Procurement Office,and Legal Department to prepare for the RFP and eventual contracting to the selected vendor.We provided direct support to the Winbourne Consulting,LLC www winbourneconsultin�.com VN B O U RN E 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA 7.(703)584-5350 F.(703)935-1147 22 I (c.nsutnnc,Ll.0 "3F� SvY: t, '� wrnh..nr4.�.,.. project team during the onsite vendor demonstrations and the eventual RFP solicitation. Tasks include: • Assist the District in monitoring and evaluating the performance of all solicitors • Assist in identifying opportunities for the District to leverage the capabilities of the selected software suite to improve business processes and outcomes • Provide subject matter expertise in assisting the District in reviewing its business practices and environment,the software workflow,and identify areas of issues and gaps requiring remedial actions. • Analysis of current legacy systems for retention or replacement • Assist in developing an Integration Test Plan • Develop an Implementation Schedule and Risk Management Plan • Integration test execution • Go-Live readiness/cu.tover planning Current Project Status: •. The San Diego Port Authority is Active in Phase 2-Planning&Design (implementation tasks) with go live planned for September 2019. Winbourne Consulting,LLC www.winbourneconsulting.com W(.O.N5umw;,N f j`}L'R1\1 i- 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T-(703)S94-5350 F.(703)935-1147 23 U.G' � s _ 1♦ C t i �F�F 4"gG`Y'S£,� 6 S is�L ,�5�l�' A3�Y 4 PRICING PROPOSAL Winbourne Consulting in pleased to provide our cost proposal for the CAD, Mobile and RMS replacement project, Our Cost Proposal is based on our experience in conducting similar tasks with Public Safety and Information Technology clients. Winbourne Consulting's Cost Proposal is based upon the agreed to level of effort, associated expenses, and the mix of resources required to complete the tasks defined in scope of work issued under this contract. Our total project prices are inclusive of all time,materials, and other expenses necessary for full completion of the Scope of Work within the time frame proposed. As a request of the City,this pricing proposal is being presented as three separate phases with the first phase being the initial engagement and the subsequent two phases being optional. The City will make determination to exercise each additional phase 30-days prior to the conclusion of the prior phase. Upon request by the City to exercise each additional phase,Winbourne will resubmit an updated proposal to ensure the subsequent phase is adequately scoped regarding level of effort and price. The total Cost Proposal(Phase 3 through 5) is a firm fixed price and is based on a total project period of performance of up to 18 months and/or up to a level of effort of 1090 personnel hours. If the project exceeds the above period of performance or level of effort for any one of the three phases,Winbourne will work with the City to identify remaining tasks and develop a Quote for submission of a Change Order to complete the project phase. Due to the proximity of our on-site consultant,travel expense reimbursement shall not be required unless additional resources from Winbourne Consulting are required. Any additional resources or subject matter experts shall be provided at rate of$160.00 to$135.00 plus travel expense reimbursement. Other services not described that may be needed, are not included. Winbourne will submit equal invoices on a quarterly basis throughout the project., with the first being upon the Effective Date of an executed contract. Our price proposal is provided on the following page: Winbourne Consulting,LLC www.wirib econsulting.com W-N B C?i_3 PIN t.: 1621 North Kent Street,Suite 704,Arlington,VA 22209 USA T.(703)584-5350 F.(703)935-2147 24 ONSULfINCi,LLC a e r •�'� � r�_'�`.e}�a�,s��e�ca����.d`e�}'t,�t _��i���..a��[:r;�G.f r� .�-�. s ��'Cu�' ....:............ .. ..; ..:.. HunthtgtOn Beach Police.CADS Mobile;RMS Project ;'.Project Phase Estimated Hours Required _;Engageme Phase 1—CAD/RM5 Needs Assessment. .__ " nt t Project Business 0; „O,: Phase_2.-Request for Proposals(RFP}.Development. . ... . . .. .. .:.. . :Phas —Proposal Evaluation and VendorSelection .......__.-- .. ... :_... . ....... e 3 . Phase.4„-.Contract.Devel.opment.p9d..ContractNegotiations . ........._. 4...... .... 4a 2 Phase 5 S stem.Implementation ........ 4 875 SQ:. Y._.. - 990: 1p, 90° Tatal Hours............... ;..-... .. .. .. ............._..... .... ........,._.._. :Phase 3—Proposal Evaluation and Vendor Selection.--Initial Engagment ....?.,....._......... ............... ... $170.00 $150.00: ,.. Labor Rate $180.0...... .... .....:............ :.... ......... ; ' ••'--��- •"-" 360 00 12,750.001 $3,000.00' ..... ......._.,.,.,..._.. ............._....,.. ,........,.. _......_.......,,.. .......... $ $ :Travel &Per Diem Costs(estimated/billed at actual costs) ,.. ... ,: 48 26 :......... ............._...........,........,,. $6 Phase 3-Engagement Costs by Staff Position 360.00 13,398.26 ..... 3,000.00 __... 16,758 26 Phase 3-Engagement Costs Total Phase 4-Contract Development and,Contract_Negotiaiions-Option „ ;labor Rate $180.00; _$170.00 $I50.00: $6 800 00 3 000 0 ..............................................._ Travel &Per Diem Costs{estimated/bii,led,.atactual costs}. ... . Phase 4 Engagement Costs by Staff Positlon ,. 720:00 7,455.54 3,000.00: 11,175.54 Phase 4-Engagement Costs Total. Phase 5--System Implementation-.Option............. ... ...................................................:..: .. i8 .._ .Labor Rate ... .. .. ......_... $ 0.00 .._ ..._.-$170,00J........$150.00, -........................ ..........__....................._....,.,_...::_._..........,..,._._.... .............._.........._,.,...._ ............ . $720.00 $148,750.00�,.-._$7,500;00: Travel&Per Diem Costs{estimated/billed at actual costs} ...$3,984.25; y Phases EngaementCostsb StaffPaslUon 72000 152,734.25 7,500.00 _.:. E ...._.St ._ Phase 5-Engagement Costs„Total:,'.............. ..........._....'............. .......... ... ..... .. .....,... 160,954.25' Winbourne Consulting LLC www.winbourneconsultin¢.com WIMUL-TING.URNi=` 1621 North Kent Street,Suite 704,Arlington,VA 22209 USAT.1703)584-5350 F.(703}935-1147 25 t.LC