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HomeMy WebLinkAboutTATUM CIO PARTNERS, LLP - 2005-07-18 REQUEST FOR ACTION JS d MEETING DATE: 11/07/2005 DEPARTMENT ID NUMBER: IS 05-008 Council/Agency Meeting Held: 7 - a� Deferred/Continued to: � _ -- lt(Approved ❑ Conditionally Approved ❑ Denied City Clerk's Signat Council Meeting Date: 11/7/05 Department ID Number: IS 05-008 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION Cn SUBMITTED TO: HONORABLE MAYOR CITY COUNCIL 44EMBERS C-1, I?n SUBMITTED BY: PENELOP CULv� H-GRAFT, CITY ADMINISTRATC PREPARED BY: Jack Marshall, Director of Information Services ryarn m = a SUBJECT: Execution of contract with Tatum CIO Partners, LLP for IgMaste "lan project Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: To develop a master technology plan for the City, staff is recommending a contract (attachment 1)with Tatum CIO Partners, LLP. Funding Source: Current funding for this contract is available in FY 05/06 budget in Business Unit 10042101, object 69315. Recommended Action: Approve and authorize execution by the Mayor and City Clerk of the contract between Tatum CIO Partners, LLP and the City of Huntington Beach. Alternative Action(s): Do not approve the execution of contract between Tatum CIO Partners, LLP and the City of Huntington Beach and direct staff accordingly. Analysis: Please note this request for Council action was originally submitted for the July 18, 2005 Council meeting but was postponed to this later date. The original contract is in the City Clerks Office and attached is a copy of the original. The technology master plan will develop a comprehensive assessment and build a master plan for the Information Services Department that encompasses goals, objectives, and a vision of long-term strategies that will maximize the operational efficiency and effectiveness of both Information Services and the User Groups. REQUEST FOR ACTION MEETING DATE: 11/07/2005 DEPARTMENT ID NUMBER: IS 05-008 Analysis (continued): Selection Process: 1. The Information Services Task Force is a committee comprised of several department heads that was assigned the task to define and develop a strategic plan for the Information Services Department. Goals were defined and the RFP was developed to hire professional support services for a complete master plan for Information Services. 2. The City received six proposals from vendors for evaluation by the committee and Information Services staff. A group of eight technical staff and six department heads evaluated all proposals. From this, two of the proposals were selected for final interviews. 3. The Task Force interviewed the final two firms and recommended Tatum CIO Partners, LLP to develop the IS Master Plan. 4. A negotiation team comprised of Purchasing, Information Services (IS), City Attorney's Office, and the Committee Chair working with Tatum CIO Partners, LLP developed the attached contract (attachment 1), based on the agreed scope of work. 5. The scope of work includes: a. Information Services Assessment — A complete review and identification of all technologies, framework, base systems, applications, network, and technology practices in use at the City. This review shall also include an assessment of the Information Services Department structure, staffing levels, and budget. b. Recommendations — With the information obtained in task "a" of this scope of work, the Consultant will review and analyze the findings. The City then expects the Consultant to formulate these findings into recommendations to the Director of Information Services and to the City Administrator. c. Information Services Master Plan (ISMP) — Upon completion of tasks "a" and "b," the Consultant is required to develop a chronologically phased and priority-based Information Services master plan for the next five years. Environmental Status: N/A Attachment(s): City Clerk's Page Number No. Description 1. Contract between Tatum CIO Partners, LLP and the City of Huntington Beach 2. Insurance Waiver 3. Professional Service Contracts Purchasing Certification ATTACHMENT # 1 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND TATUM CIO PARTNERS,LLP FOR CONDUCTING AN INFORMATION SERVICES ASSESSMENT AND DEVELOPMENT OF AN INFORMATION SERVICES MASTER PLAN THIS AGREEMENT(this "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 Tatum CIO Partners, LLP, a Limited Liability Partnership of the State of Georgia, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to conduct an Information Services Assessment and develop an Information Services Master Plan;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 in respect of such engagement;and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: I. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," Proposal for Information Services Assessment&Master Plan, dated January 27, 2005,which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." All work required hereunder shall be performed in a good and workmanlike manner. CONSULTANT hereby designates its partner Steve San Marchi to represent it and be its primary contact and agent in communications with CITY during the performance of this Agreement. Neither CONSULTANT nor any of its partners,including,without limitation, San Marchi,will be or serve as the chief information officer, an employee,a manager,any other officer, or an executive of CITY. Accordingly,CITY will not give or require any of CONSULTANT's partners to use the title "Chief Financial Officer" or any other title that suggests such individual is an officer,executive,employee, or manager of CITY, and CONSULTANT's partners will have no authority or control over the epployees of CITY. CONSULTANT's partners may not sign any documents on behalf of CITY, including but not limited to checks and other means of payment, governmental filings,contracts, or representations and warranties on behalf of CITY. CONSULTANT reserves the right to assign other of its partners to the PROJECT if and when Mr. San Marchi become unavailable due to death, disability, or resignation from CONSULTANT. 1 PDA:05 Agree:Tatum Partners 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. CITY acknowledges that CONSULTANT's success in performing the services depends on the participation, cooperation,and support of CITY's most senior management. This estimated project schedule described in Exhibit II of Exhibit A attached hereto describes the steps necessary to conduct a technology assessment and prepare an Information Services Master Plan for CITY. 3. TERM, TIME OF PERFORMANCE The services of CONSULTANT are to commence as soon as practicable after the execution of this Agreement(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 six months from the Commencement Date. This six-month period may be extended with the written permission of the CITY. The time for performance of the individual tasks identified in Exhibit "A" are generally to be as shown in Exhibit"A." As with any project,there are required tasks that must be accomplished within specific time frames to ensure a successful implementation. Failure by CITY to meet specified target dates will delay CONSULTANT's implementation. This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. 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"B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses,not to exceed One Hundred Forty-eight Thousand Three Hundred Fifty Dollars ($148,3 50). 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 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"B." 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, 2 PDA:05 Agree:Tatum Partners 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 for any lawful purpose CITY sees fit. 8. LIMITATION OF LIABILITY A. As a condition for recovery of any liability,CITY must give CONSULTANT written notice of the alleged basis for liability within thirty(30)days of discovering the circumstances giving rise thereto,in order that CONSULTANT will have the opportunity to investigate in a timely manner and,where possible, correct or rectify the alleged basis for liability. In any event, CITY must assert any claim against CONSULTANT within three (3) months after discovery or sixty(60)days after the termination or expiration of this Agreement, whichever is earlier. B. CONSULTANT will not be liable in any event for incidental,consequential, punitive, or special damages, including without limitation,any interruption of business or loss of business,profit, or goodwill. 9. 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 any personal injury,death,or physical property damage caused by CONSULTANT's(or CONSULTANT's subcontractors, if any)negligent performance of this Agreement. CONSULTANT will conduct all defense at its sole cost. This indemnity shall apply to all such claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation_.upon the.amount of indemnification for such claims and liability to be provided by CONSULTANT. 10. 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, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. 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). 3 PDA:05 Agree:Tatum Partners 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. 11. 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,not to be unreasonably withheld, 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. 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 copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner,the premiums on the insurance hereinabove required. 12. 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. 4 PDA:05 Agree:Tatum Partners 13. AUTHORITY:NO CONFLICTS Each parry represents and warrants to the other as follows: a) that it has all requisite power and authority,partnership, legal or otherwise,to execute, deliver and perform its obligations under this Agreement; and b) that neither the execution and delivery of,the performance by it of its obligations under this Agreement, nor the consummation of the transactions contemplated by this Agreement, will(i)violate, conflict with or result in the breach of, any applicable statute, rule, ordinance, or regulation or(iii)violate,conflict with,result in the breach of or constitute a default(or an event which,with notice or lapse of time or both,would constitute a default)under any commitment, contract, license, sales commitment or other instrument or oral understanding to which such party is a party. 14. TERMINATION OF AGREEMENT CITY or CONSULTANT may terminate with fourteen(14) days'written notice 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 both CITY and 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. All CONSULTANT'S professional fees and incurred expenses through the date of termination shall be paid by the CITY upon invoice by CONSULTANT. 15. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by the CITY or CONSULTANT to any other person or entity without the prior express written consent of both parties If an assignment,delegation or subcontract is approved, all approved assignees,delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 10 and 1 I hereinabove. 16. 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. 17. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ/compensate 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 Sections 1090 et. seq. of the California Government Code. 5 PDA:05 Agree:Tatum Partners 18. FORCE MAJEURE Neither party will be liable for any delay or failure to perform under this Agreement(other than with respect to payment obligations)if and to the extent such delay or failure is a result of an act of God,war,earthquake,civil disobedience,court order, labor dispute, or other cause beyond such party's reasonable control. 19. NOTICES Any notices,certificates,or other communications hereunder shall be in writing to CONSULTANT's agent(as designated in Section 1 hereinabove)or to CITY as the situation shall warrant to the address specified below, and shall be deemed given,delivered and received for all purposes as of(i)that date so delivered, if delivered personally; (ii)on the date of receipt or refusal indicated on the return receipt, if sent by registered or certified mail, return receipt requested,postage and charges prepaid and properly addressed; or(iii) on the date of receipt if sent by an internationally recognized air courier,to the address set forth on the signature page of this Agreement,as may be amended by the parties by written notice. CITY and CONSULTANT may designate different addresses and agents by notifying the other party in the manner set forth above. TO CITY: TO CONSULTANT: City of Huntington Beach Tatum CIO Partners,LLP ATTN: Director of Information Services Attention: Mr. Steve San Marchi 2000 Main Street 7.04p M A t vo S Tf tty Huntington Beach, CA 92648 1*% F lob ti ' ,ft '#3 e .A tol`I 20. CONSENT When either party's consent,approval, or waiver is required or given under this Agreement,its consent,approval,or waiver,for one transaction or event shall not be deemed to be a consent, approval,or waiver to any subsequent occurrence of the same or any other transaction or event. 21. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 22. 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 6 PDA:05 Agree:Tatum Partners intent of the parties or affect the construction or interpretation of any provision of this Agreement. 23. 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 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. 24. 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. 25. 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. 26. 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. 27. HIRING PARTNER OF CONSULTANT OUTSIDE OF AGREEMENT The parties recognize and agree that CONSULTANT is responsible for introducing Steve San Marchi and any other partner of CONSULTANT engaged in the PROJECT to CITY.Therefore,if,at any time during the twelve(12)-month period following the 7 PDA:05 Agree:Tatum Partners termination or expiration of this agreement,CITY employs any of such partners of CONSULTANT or engages any of such partners as an independent contractor(other than in connection with another agreement with CONSULTANT)to render services similar to those that such partner will be rendering pursuant to this agreement, CONSULTANT will be entitled to receive as a placement fee an amount equal to twenty-five percent(25%)of the Annualized Compensation(as defined below). The amount will be due and payable to CONSULTANT upon written demand to CITY. For this purpose, "Annualized Compensation"will mean with respect to a particular partner of CONSULTANT assigned to the PROJECT daily fees multiplied by two hundred sixty(260)(5 days X 52 weeks). 28. 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 bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 29. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, including, without limitation,payment of compensation,limitation of liability, indemnity and reimbursement of costs and expenses shall so survive. 30. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 31. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arms 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 supersedes all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 8 PDA:05 Agree:Tatum Partners IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed by and through their authorized officers on Nay>emher 7 . 2005. CONSULTANT: CITY OF HUNTINGTON BEACH, TATUM CIO PARTNERS, LLP: a municipal corporation of the State of California 12,v kv— ,�V - By: St phen W. San Marchi �1��®s Mayo Its: Engagement Partner AND City k OF I"Z. Me— C 1� ul APPROVED AS TO FORM: By: Tim McCraken 8 Its: Vice Chairman and National ce Leader ta11o� � ity Attorne VIEWED AND APPROVED: ity Administrator INITIATED AND APPROVED: /7 ector o nformation Services 9 PDA:05 Agree:Tatum Partners Exhibit A TASK 1 —INFORMATION SERVICES ASSESSMENT A complete review and identification of all technologies, framework, base systems, applications, network, and technology practices in use at the City is required. This review shall also include an assessment of the Information Services Department structure, staffing levels and budgets. 1. Conduct a review of existing information services (IS) at the City including a review of the following: a. Department structure and staffing b. Department budgets (operational and capital) c. Department governance d. Department and City policies e. Project management practices 2. Establish a complete physical and logic inventory of information services at the City, including systems, networks, applications, security, etc. 3. Conduct a technical assessment of current information services relative to technologies used, cost-effectiveness, deficiencies, and potential for consolidation, improvement, or replacement. 4. Identify existing and planned information services projects. 5. By priority, identify the information services needing the most significant focus. The following questions represent some of the areas that should be included in the fact finding: • Does the current technology in use effectively and efficiently address the City's needs now and in the future? • Is technology integrated and utilized effectively? If not what are the obstacles? • Is the City using industry standards and if not, what are the trade-offs? • Are adequate documentation, back u , security, and disaster recovery q p tY measures in place? • Are procedures and management systems in place to facilitate a focus on technology goals (master plan) and are controls in place to maintain the City standards and technology goals? • Is the line between centralized and decentralized decision-making regarding technology issues clear and appropriate? • Is the ISD adequately structured and staffed to meet the City's information technology needs? • Are ISD budgets adequately structured to meet current and future information services needs for the City? • Are the current staff resources being utilized optimally to meet user needs? • Does staff have the training and background to meet organizational needs? • Are decisions regarding use of outside support appropriate and responsive to customer needs and need for efficiency? 1 Exhibit A • Are system users adequately trained and aware of technology resources and capabilities? • A special assessment of the operability and functions of the Utiligy and City View software Task 1 Deliverable: The assessment should be comprehensive and detailed. At a minimum, it should include listings of all hardware, software (including versions), network equipment, and servers. The delivered electronic version of the assessment should have the ability to sort on any field and by the user/business unit. Documentation of the results should be provided in both paper and electronic format using Microsoft Office format. µ T .n M s o Conduct Project Initiation Workshops $4,200 o Identify Technology Needs (surveys & questionnaires) $6,000 o Conduct Interview with management and Key customers $3,600 o Consultants Identify Potential Critical Success Factors ? o Review IS Policies & Procedures $1,200 o Meet with current IS staff& management $7,200 o Develop understanding of desktop environment $1,200 o Work with IS staff to develop technology inventory $7,200 .�7 MM�tly[.i-1 o DevelopFindings Observations ndin s & Obs ation 12 s 000 o Develop List of Technology Needs $1,200) o Contact Other Cities $1,200 o Prepare Other City Info $1,200) o Prepare for Prioritization & Prelim. Assessment Workshop $7,200 o Conduct Workshop & Estimate Resources ($4,800 2 Exhibit A TASK 2. RECOMMENDATIONS With the information obtained in Task 1 of this SOW, the consultant will review and analyze the findings. The City then expects the consultant to formulate these findings into recommendations made to the Director of Information Services and the City Administrator in an initial review process. The review process will take place in one or more meetings with appropriate materials provided by the consultant to facilitate a working discussion and interchange of ideas. The objective in Task 2 is for the consultant to offer his/her recommendations and to determine the best systems, technologies and processes, in an effort to eliminate or minimize the potential for technological obsolescence, identify lower cost strategies, eliminate unnecessary redundancies and inefficiencies, and develop a strategy that is consistent with the City's needs and best practices from both the public and private sectors. Benchmarks should include other agencies of similar size and complexity and should also provide budget comparisons. Recommendations on the Utiligy and Cityview software must be provided in a phase I review. The recommendations should be based on a comprehensive consideration of the technology, business processes, and practical implementation including costs. Task 2 Deliverable: The Consultant should deliver the working materials in paper form and in electronic format in MS Word, PowerPoint, Project, and/or Excel formats. Z `et�`XSk ... - M; d, {may �,.+ +r s�' i C: S o Define Impact of High Priority Needs $24,000 o Develop Recommendations $10,200 o Conduct Workshop to Present Prelim. Recommendations $4,800 o Prepare Recom. Doc. ($4,800) 3 Exhibit A TASK 3. INFORMATION SERVICES MASTER PLAN QSMP) Upon completion of tasks 1 and 2, the consultant is required to develop a chronologically phased and priority-based information services master plan for the next five years. The following are relevant requirements. 1. Identify information services needs and priorities for significant replacement over the next five years 2. Identify potential opportunities to consolidate information services 3. Prepare a recommended order for implementation of specific information services The ISMP should provide an in-depth discussion covering the following topics: 1. Systems, networks, and applications 2. Training, staffing, and support requirements. This should consider the needs of both the IS staff and the entire user community. 3. Budget and schedule requirements with realistic implementation schedules for any major projects that are proposed. Consideration should be given to the fact that the City operates on a two-year budget cycle. Recommendations for funding sources should also be provided if applicable. 4. Establishment or revision to existing standards for software, hardware, and training. 5. Security and continuity services and requirements. The strategic plan will be approved and adopted at all levels up to and including the City Council. Task 3 Deliverable: A draft version of the strategic plan shall be delivered to the City in Microsoft Word format in both paper and electronic forms. Copies of the draft plan will be distributed to appropriate City staff as required. Suggested changes to the plan, if any, will be provided after a review period of three weeks. The Consultant will consider changes to the strategic plan and submit the final release version also in Microsoft Word format. The Consultant will also prepare and jointly present the strategic plan in meetings to the staff and the City Council. o Finalize Recommendations $19,050 4 Exhibit A o Develop Presentation $9,600 o Make Presentation to City Team $3,600 o Make Changes to Plan ? o Present ISMP to City Administrator & City Council $3,600) 5 Exhibit A APPENDIX A— HUNTINGTON BEACH COMPUTER SERVICES LIST Systems Vendor/description Comments Business License CityView Dell Optiplex GX240 Desktop Computers Windows 2000, Microsoft 1000 clients Office 2000 -Mail Microsoft Exchange 5.5 800 clients irewalls, IDS Cisco PIX ommunity Services Trapeze 5 clients Safari Recware 25 clients Content filtering ebsense RP DEdwards EnterpriseOne 250 clients e maging Pending Internet service provider Genuity Legacy system UNISYS V Series 460 mainframe Network switches, routers Cisco Permit System ityView Servers Dell hardware; Microsoft Over 100 servers Server 2000 and NT4 Thin Client Computing itrix 300 clients Time and Attendance Kronos 1000 clients Utiligy 2.5 40 clients Utility billing ayPoint 2.3 7 clients Interop 4.06 3 users Internet ApacheNVindows 2000 Public Intranet IISNVindows 2000 1000 Library Cataloging System eac/Pending new Public nfrastructure 00 internal desckto s Virus Protection ymantec Enterprise Central, Tumbleweed ireless Communication (cell Nextel, Verizon, Cingular hones ireline Telephone Systems Nortel 17 PBXs, 1000 phones 6 Exhibit A Systems Vendor/description Comments Graphic Information Services rcGIS Approximately 400 clients rcIMS ap Objects isual Studio Net SQL Server utoCAD PUBLIC SAFEY INFORMATION SYSTEMS AD Analyst, ADAM Deccan Fire Dept SNV: Positioning, analysis elestaff PDSI Fire Dept SNV: Staffing/Scheduling Firehouse Visionary Systems Fire Dept SNV: RIMS azMat-SI Envirosoft Fire Dept SNV: Hazardous Materials db azMat-SI Reporting In-House Fire Dept SNV: HazMat Reports ireMed Pro Recognition Solutions Fire Dept SNV: Incident Data or FireMed program Oil WellIn-House Fire Dept SNV: Oil well db Fire Permits In-House Fire Dept SNV: Track permits AD/RMS Currently Geac— Intergraph, 3olice Computer Aide 005 Dispatch / Record Management System utomated Field Reporting Jail Booking Imagis Jail System and Automate Facial Recognition System 11 Verizon AnWAli cite Motorola Voice Radio Interface Security System ABM / Honeywell Access Control Northern Computers / Honeywell Dispatch Radio and Phone Dictaphone Recording System Jail Video Camera Recording Honeywell /Ademco Video Digitally record 74 camera ocated in "ail Livescan Fingerprint System Identix/ DOJ jFingerprint capture and send 7 Exhibit A len estee fingerprint data t J positivelyID Emergency Public Notification eleminder adcast emergency phone System ssages to selected tions of the City Patrol /Investigations Digital Olympus / Dictaphonenage digital recording Recording System in the field — interviews, e orts, etc. Federal, State, Regional ELETE Nccess to DOJ, DMV, Database Access riminal History, Stole roe , etc Staffing /Scheduling Speedshift Patrol and Traffic Scheduling Training Management System TMS POST compatible Traffic Accident Crossroads CHP compliant. SI Digital Photographic Mideo Evidence Management System Voice Radios Motorola 1000 radios — Police, Fire, ublic Works, Lifeguards aint. By HB Radio Shop Mobile Data Computers Motorola 0 — Police — maint. By HB adio Shop 19.2 Kb Wireless Network Motorola obile Data Compute etwork — maint. By H Radio Shop High-Speed Wireless LAN Motorola Mobile Data Computer maint. By HB Radio Shop ountywide Trunked 800 MHz Motorola Maintained by County o oice Radio System Oranga and Motorola 8 Exhibit A APPENDIX A(continued) HUNTINGTON BEACH DATA NETWORK MC~ C."Wmy CalrMnarMY Palo Gftd Nat Mi OkMiaw im Mwpari ds saflo"hap Ma apa cft%. WMn Mumhy Rapar"BarYor YV r owi E .�a Polk"Rar"oOe SRea Wra<v "p" Wky Muq-- Cawal Firo Raaot"sun McMa Wan CwIMy Clly Yaw umou lMG 7nKr"CMar 8arvkw CRy Rgaolk SRp rtanrw. eia FYakak 1 � g�nn FkewM SOI"er UMary Ramob SRe" U Fknr Cli NNC awf%. CYm asso W.I.Sam omwkw t1i%Van uwm � FII Wup ray W . .OaM"Y F Fkax Mlrlkua1r11CMrra PWiw NArMshuciwe 4ama0a p Iwarral layer 8!sw« same Fkaw� solder M"enM cli s, M Fkar s900S." VPN aw FI— CI aso" ILAFksNe1 M FI— am. Fkewafl R-4 Rr s.r..rsa"ar ®C s es �,yq�ry�ro .ryen an gror sw Hax Ry NAyu"tructura awe caMar vreb Web NihWMwlure Sarvw 9 Exhibit A APPENDIX B - INFORMATION SERVICES ORGANIZATIONAL CHART lotbomWn Ser*a mom ..f.5,.www lyr.•,.N,w A�.W..,,aa,Z..rM ' TMMMN•Mg10Yon T�/`T OIINYInbbtlar Mfpl�.YwY1 XYwY McYMMa-DWgI 14[aem AwVIM•dul M�IMI'111T'Fuilu AYE TwMO-6'-Jle owA[Iwdnl-Ocw/MYu�i Np�M1-.h`ir AYM1m OSM�'fl-OMia laen .TRMd`1•QY` Tatl�idw N•MY�gc T owft N•lNNnlmw T�a.00.1•Mn NMO�q 1Y�'A•-R-Flt � GRMtlpI-iw Npy �MI•�� 11-ITyN TgINr TMNd-�-lietlMirale GI+M'K-fM NGu10 hwyrtN->Mwllwi N Vo d TAN-Faf(tu NrNA-IwtTCpner M✓IMN�� A.MM�•Ericihitli 6EpNiq�-lw� SY.Teq�kln-GMl N6d 9M�M-I-+rt a>Y,.MN.•xmo.Tal. fN/!1-xmr,Nw 10 EXHIBIT "B" Payment Schedule(Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: Hourly rate of$150.00 or $1,200.00 per day of professional services not to exceed $137,850. Expenses will be billed as actually incurred and not to exceed $10,500. Total of all fees and expenses are not to exceed one hundred forty eight thousand, three hundred fifty dollars($148,350). B. Travel 1. Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. 2. As CITY sometimes uses consultants that are outside of the nearest metropolitan area, CITY is very conscious of travel costs. Subject to agreement otherwise, CONSULTANT will be held to charging no professional service fees on travel time to or from Huntington Beach,but will be allowed to charge actual travel expenses. C. Billing 1. All billing shall be done bi-weekly in hourly increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. Minimum billing charges are unacceptable. CONSULTANT shall only charge for actual time spent. 2. Each month's bill should include a total to date. That total should provide, at a glance,the total fees and costs incurred to date for the case or matter. 3. CITY appreciates when CONSULTANT has researched an issue previously and uses that research on the present case. CITY has retained CONSULTANT because of its past experience. CONSULTANT shall not charge CITY for work it has done and billed another client for in the past. 4. During the course of the Project, Consultant will be preparing specific deliverables and associated efforts. Each of these deliverables will be presented to appropriate City staff and management Consultant is prepared to make reasonable, requested changes. p A if�x b I f es ts. h.tdrrnt e t leliverabie aid eff t; along with strmated pfes i aWounts. 5. CONSULTANT shall submit to CITY an invoice for each bi-weekly payment due. Such invoice shall: agree/forms/exB-hourly Pee/7/1 UU55404-i EXHIBIT B I , Hourly Payment EXHIBIT "B" Payment Schedule(Hourly Payment) A) Reference this Agreement; B) Summarize the services performed, C) � �ssrt�re ari+d sy rnaatr tad, veorIe.step, ncl D) Show the total amount of the payment due; E) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement,and Fop}--Fr all py�# �nclde ar► stitnte of tl percentage of work completed b3' lo -taslcy yt�r -sep,.. d dellueralleffort as intfai in theppendix #=fir G) The total invoiced amounts for each deliverable shall not exceed the total billing amount for the deliverables of each of the 3 main tasks. The amount paid out for each of the 3 main tasks shall be managed by both the City and Consultant to assure a reasonable relationship between invoices and percentage of deliverables completed. Upon s bmi n h Yo c C T :ages mat prof sa rya Tee f r If. e 1M � g tl� t c�tual ; es a o► a o T k , and` if OI'I Y is, sat>sfied that in which event payment shall be made electronically within ten (10) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non- approval and the schedule of performance set forth in Exhibit"A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 10. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. agree/forms/exB-hourly fee/7/11/055.16 05 EXHIBIT B 2 , Hourly Payment EXHIBIT "B" Payment Schedule(Hourly Payment) Appendix CONSULTANT has proposed as shown in Exhibit A and the City with this AGREEMENT as accepted the proposal. Contained within the Proposal are certain major tasks and associated work steps. Each major task and work step identifies certain deliverables from or by CONSULTANT. As shown in the Proposal,CONSULTANT understands the City desires a phased approach,which consists of three(3)major tasks,identified as: 1. Information Services Assessment 2. Recommendations 3. Information Services Master Plan(ISMP) TASK 1 —Information Services Assessment consists of a complete review of how the City's information services and technology are delivered to staff and the public(all referred to as customers). The objectives for Task 1 will be to: • Identify all City technologies (including public safety) related to infrastructure (i.e. computer hardware, communication technology,operating systems, networks,documentation,back up,security, disaster recovery etc.),application software,and technology practices(including a complete physical and logical inventory). • Identify and review all existing and planned information services' projects by priority(especially Utiligy and City View). • Review Information Services policies,procedures,and practices related to its goal: to maximize the operating efficiency and effectiveness of its technology environment by developing, implementing, and maintaining solutions that provide secure,reliable,and timely collection,storage,access,and transmission of information. • Review the City's Master Plan and Mission Statement to ensure that Information Services is prepared to meet both the short and longer-term needs of the City. • Review Information Services Departmental structure, staffing levels, budgets (operational and capital), governance,policies and project management practices as to how this relates to its delivery of services today and in the future. • Assess the effectiveness of Information Services in delivering technology and support to its customers. TASK 2 — Recommendations will utilize the data and information obtained in Task i to develop specific recommendations. In accomplishment of this task,the CONSULTANT will formulate specific findings,which will be reviewed with the Director of Information Services and City Executive Team. This review will be conducted prior to the development of recommendations. The review's objective will be to insure nothing of major importance has been missed during the assessment task and to insure that the CONSULTANT understands the City's technology needs and issues. Once agreement is obtained related to the findings,our consultants will prepare preliminary recommendations toward the Task 2 objective: determine the best systems, technologies, and processes to eliminate or minimize the potential for technological obsolescence, identify lower cost strategies, eliminate unnecessary redundancies and agree/forms/exB-hourly fee/7/I1/O55/6K0> EXHIBIT B 3 Hourly Payment EXHIBIT "B" Payment Schedule(Hourly Payment) inefficiencies,and develop a strategy that is consistent with the City's needs and best practices from both the public and private sectors. Specific sub-objectives included within this Task are: • Benchmarks related to what other pertinent cities and agencies are.spending for similar technologies — i.e. what other similar cities are doing with information technology • Recommendations specifically related to the City's Utiligy and Cityview implementations(i.e. how well do these systems achieve the needs of the City and what should be done for improvement and delivery of services) TASK 3 — Information Services Master Plan (ISMP) should form the basis for the foreseeable future use of technology within the City. The Plan should be priority based and chronologically phased, but must include a methodology that will effectively insure its flexibility and responsiveness to changing budgets,needs,and technologies. Specific objectives for Task 3 include: • Projected life span for current City technologies and systems • Recommended system and related technology infrastructure replacement based upon service needs and priorities • Identification of potential consolidation of information service opportunities • Recommended timeframe for implementation of the recommendations The ISMP will cover the following topics: 1. Systems,networks and applications for the City 2. Training,staffing and support requirements(both IS staff and user community) 3. Budget and schedule requirements with realistic implementation time frames 4. Standards for software,hardware,training and service levels 5. Security and business continuity requirements Task III deliverables will include a report of assessment/findings as they relate to each of the previously mentioned Tasks and the ISMP. Specific additional deliverables will consist of • Comprehensive listing of all City technology hardware, software (including versions), network equipment, and servers in electronic format with the ability to sort on any field and by the user/business unit. The listing will be based upon information provided by the City. • All documents being delivered in paper and electronic format using MS Office products agree/forms/exB-hourly fee/7/11/05Si6� EXHIBIT B 4 Hourly Payment EXHIBIT"B" Payment Schedule(Hourly Payment) Identification of Specific Project Deliverables & Efforts Task 1,Work Step I Deliverables&Efforts(Billing Amount: $58,200): • [Deliverable 11 Conduct Project Initiation Workshops—two or three conducted during one day; each will present the same material with the intent to maximize the number of City staff who can attend. (Estimated Billing Amount: $4,200) • [Deliverable 4 interviews with management&key customers;plus identification of potential,critical success factors and key decisions that could have a major impact on the review (Estimated Billing Amount: $3,600) • [Deliverableleffort 31 Technology needs (presented in Work Step 3) organized by departmental and functional area. (This output will be utilized for prioritizing in Work Step III) (Estimated Billing Amount: $6,000) Task 1,Work Step 2 Deliverables&Efforts: • [Deliverableleffort 41 Review IS policies&procedures (Estimated Billing Amount: $1,200) • [Deliverable S1 Interview current IS staff&management (Estimated Billing Amount: $7,200) • [Deliverableleffort 61 Develop understanding of desktop environment (Estimated Billing Amount: $1,200) • [Deliverableleffort 71 Develop technology inventory with assistance of City IS staff— preliminary version delivered in Work Step 4 (Estimated Billing Amount: $7,200) Task 1,Work Step 3 Deliverables&Efforts: • [Deliverableleffort 81 Prepare findings&observations (Estimated Billing Amount: $12,00) • [Deliverable/effort 91 Develop list of technology needs (Estimated Billing Amount: $1,200) • [Deliverableleffort 101 Contact&document how other similar cities are using technology (Estimated Billing Amount: $2,400) • [Deliverableleffort 111 Prepare prioritization& preliminary assessment workshop (Estimated Billing Amount: $7,200) • [Deliverable 14 Conduct prioritization & preliminary assessment workshop. Note: During this workshop the results of reviews and interviews will be presented along with deliverables 3,8,9,and 10. (Estimated Billing Amount: $2,400) • [Deliverable/effort 131 Estimate City resources to achieve high priority needs (Estimated Billing Amount: $2,400) Task 2,Work Step 4 Deliverables&Efforts (Billing Amount: $43,800): • [Deliverable/effort 141 Define the affect high priority needs identified in Step III should have upon the City and its implementation of technology (Estimated Billing Amount: $24,000) agree/forms/exB-hourlyfee/7/11/05a/F S EXHIBIT B 5 Hourly Payment EXHIBIT ''B" Payment Schedule(Hourly Payment) • [Deliverable%ffort IS] Develop alternatives/strategies (i.e., five or six) for achieving the City's identified needs;and develop preliminary recommendations (Estimated Billing Amount: $10,200) • [Deliverable 161 Conduct a workshop with the City's Project Team to present potential alternatives/strategies and preliminary recommendations. These recommendations should achieve the City's stated objectives for this Technology Assessment. (Estimated Billing Amount: $4,800) • [Deliverable%fforl 171 Prepare summary recommendations—will be presented in Task 3 (Estimated Billing Amount: $4,800) Task 3,Work Step 5 Deliverables&Efforts(Billing Amount: $35,850): • [Deliverable%ffbrt 181 Finalize recommendations and ISMP for presentation & review (Estimated Billing Amount: $19,050) • [Deliverableleffort 191 Develop presentation (Estimated Billing Amount: $9,600) • [Deliverable 201 Present ISMP and recommendations to City Team; identify& incorporate changes to ISMP (Estimated Billing Amount: $3,600) • [Deliverable 211 Present ISMP to City Administrator (Estimated Billing Amount: $2,400) • [Deliverable 221 Present ISMP to City Council (Estimated Billing Amount: $1,200) agree/forms/exB-hourly fee/7/11/05 > EXHIBIT B 6 J Hourly Payment Page 1 of 2 Flynn, Joan From: Zamanian,Behzad Sent: Monday,July 11, 2005 11:44 AM To: Flynn, Joan; Jones, Dale Subject: FW:Tatum RCA 6 vendors name and contact phone number: Tatum Partners 714-404-8866 Gartner Group 818-710-5946 Bluecrane 310-792-6245 Zco 402-490-0738 Pacific Technologies 425-881-3991 Microlink 562-205-1888 thanks From: Flynn,Joan Sent: Monday,July 11, 2005 10:58 AM To: Zamanian, Behzad Cc:Jones,Dale Subject: RE:Tatum RCA Hi Behzad—the 3.03 requirements include a contact phone number. Can you resend this to Dale and I with the address and phone number for each submitting vendor? Thanks—Joan ---Original Message---- From: Zamanian, Behzad Sent: Monday,July 11,2005 7:47 AM To:Jones, Dale Cc: Flynn,Joan Subject:Tatum RCA Good morning Dale, got your message about the names of vendors who sent proposals for the master plan. Here are the names: Tatum Partners Gartner Group Bluecrane Zco Pacific Technologies Microlink Please feel free to contact me if you have any questions. 7/11/2005 ATTACHMENT #2 .;3 INSURANCE AND INDEMNIFICATION WAIVER MODIFICATION REQUEST RECEIVED 1. Requested by: Behzad Zamanian JUN 2 2 2005 2. Date: June 21, 2005 3. Name of contractor/ ermiffee: Tatum Partners � tyotnunungtoneeaci p rMv'Attomea'so 0W,P 4. Description of work to be performed: Develop a comprehensive IS master plan 5. Value and length of contract: 6 months 6. Waiver/modification request: 7. Reason for request and why it should be granted: Tatum's contractor will perform part of their duties form the City hall and request a liability limitation along with modification to the hold harmless 8. Identify the risks to the City in approving this waiver/modification: No risk since Tatum Partners are privately insurred 6/21/05 Depart a Hea ignature Date: 1. Risk Management WApproved ❑ Denied 0 Signature to 2. City Attorney's Office pproved ❑ Denie 4 U6 1p 3 O Signature Date 3. City Administrator's Office ❑Approved ❑ Denied 7 Signature Date -1f a Document30 6/21/2005 3:27 PM ATTACHMENT #3 PROFESSIONAL SERVICE CONTRACTS PURCHASING CERTIFICATION 1. Requested by: Behzad Zamanian 2. Date: June 21, 2005 3. Name of consultant: Tatum Partners 4. Description of work to be performed: IS Master Plan Project 5. Amount of the contract: $148,350.00 6. Are sufficient funds available to fund this contract?' [ Yes, ❑ No 7. Company number and object code where funds are budgeted: 10042101.69365 8. is this contract generally described on the list of professional service contracts approved by the City Council'? ❑ Yes, ["No 9. Is this contract within $25,000 or 25% (whichever is less)of the amount stated on the list of professional service contracts approved by the City Council?' ❑ Yes, [;'No 10. Were (at least) informal written proposals requested of three consultants? M Yes, ❑ No Explanation: 11. Attach list of consultants from whom proposals were requested (including a contp� teltephone number). Booklet prepared by the Purchasing Department avai ab e upon request. 12. Attach proposed scope of work. Booklet prepared by the Purchasing Department available upon request. 13. Attach proposed payment schedule. Booklet prepared by the Purchasing Department available upon request. I RD A lPurchasing/Centra Services ` If the answer to any these questions is"No,"the contract will require approval from the City Council. DocumenW 6/21/2005 3:40 PM RCA ROUTING SHEET INITIATING DEPARTMENT: Information Services SUBJECT: Professional Services for IS Master Plan COUNCIL MEETING DATE: November 7, 2005 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not A licable ❑ Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable ❑ Tract Map, Location Map and/or other Exhibits Attached ❑ Not Appiicable ❑ Attached Contract/Agreement (w/exhibits if applicable) Not Applicable ❑ (Signed in full by the City Attorney) Attached ❑ Subleases, Third Party Agreements, etc. Not Applicable ❑ (Approved as to form by City Attorney) Certificates of Insurance (Approved b the CityAttorney) Attached y y) Not Applicable ❑ Attached ❑ Fiscal Impact Statement (Unbudget, over$5,000) Not Applicable ❑ ❑ Bonds (If applicable) AttachedNot Applicable ❑ Attached ❑ Staff Report (If applicable) Not Applicable ❑ Commission, Board or Committee Report If applicable) Attached ❑ p ( pp ) Not Applicable ❑ Find in s/Conditions for Approval and/or Denial Attached ❑ g pp Not Applicable ❑ EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator Initial City Administrator(initial) ) City Clerk EXPLANATION FOR RETURN OF ITEM: (Below • . For Only) RCA Author: (11) July 18,2005-Council/Agency Agenda - Page 11 E-3. (City Council) Accept the State of California Standard Agreement of a Department of Boating and Waterways Grant for$23,000 for Replacement of Boat Pumpout/Dump Station Facility at the Warner Public Dock in Huntington Harbour (600.20)— 1. Accept the grant award of$23,000 from the Department of Boating and Waterways for replacement of the boat pumpout/dump station facility in Huntington Harbour; and 2.Authorize transfer of$23,000 from the designated grant fund into Beach Maintenance Account No. 10045206.64570 after said funds have been reimbursed by the State Department of Boating and Waterways. Submitted by the Community Services Director. Funding Source: New grant revenue not anticipated in the original budget. Approved 7— 0 E-4. (City Council) Approve Lease Agreement between Rex and Larry Gilmore, DBA Monroe Pacific Wholesale Nursery, a California Partnership and the City of Huntington Beach (Site Location 10449 East Adams Avenue at the Santa Ana River) (600.10)— Approve the Lease Between the City of Huntington Beach and Rex Gilmore and Larry Gilmore, DBA Monroe Pacific Wholesale Nursery and authorize the Mayor and the City Clerk to execute the lease. Submitted by the Acting Economic Development Director. Funding Source: Not Applicable. Postponed to a date uncertain. E-5. (City Council)Execute Professional Services Contract with Tatum CIO Partners, LLP for Information Services (IS) Master Plan Project (600.10)-Approve and authorize execution by the Mayor and City Clerk of the Professional Services Contract Between the City of Huntington Beach and Tatum CIO Partners, LLP for Conducting an Information Services Assessment and Development of an Information Services Master Plan. Submitted by the Acting Information Services Director. Funding Source: Current funding for this contract is available in the FY 04/05 budget in Business Unit 10042101.69365. Postponed to a date uncertain. E-6. (City Council) Adopt Resolution 2005-45 for Capital Improvement Programs for the Years 2005/2006 through 2011/2012 for Compliance with Measure M and Proposition 111 Requirements (320.40)—Adopt Resolution No. 2005-45 -"A Resolution of the City Council of the City of Huntington Beach Adopting Capital Improvement Programs for the Years 200512006 through 201112012 for Compliance with Measure M and Proposition 111 Requirements. Submitted by the Acting Public Works Director. Funding Source: No funding is required for the resolution. Annual Measure M turnback allocation is approximately $2 million. Adopted 7— 0 E-7. (City Council) Continued from July 5, 2005 -Approve Final Tract Map Number 16406 -The Strand at Downtown Huntington Beach 1 Lot Subdivision (Located at blocks 104 and 105 Bounded by Pacific Coast Highway, Sixth Street, Walnut Avenue and the alley between Fifth Street and Main Street) —Approve Subdivision Agreement between the City and CIM/Huntington, LLC (420.60) - 1. Approve Final Tract Map No. 16406 and accept the offer of dedication, improvements, and bonds pursuant to findings and requirements (ATTACHMENT NO. 1); and 2. Approve the Subdivision Agreement By and Between the City of Huntington Beach and CIM/Huntington, LLC for Tract No. 16406 and authorize execution by the Mayor and City Clerk. (ATTACHMENT NO. 6). Attachment No. 1 — Findings for Acceptance of Final Map (1) Final Tract Map No. 16406 is in conformance with the California Subdivision Map Act, the City of Huntington Beach Subdivision Ordinance and Tentative Tract Map No. Council/Agency Meeting Held: Deferred/Continued to: UAC.a 7�gMi ❑Approved ❑ Conditionally Approved ❑ Denied a4627 C erk' Sig t re Council Meeting Date: 7/18/2005 Departmen D Number: IS 05-007 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION r- SUBMITTED TO: HONORABLE MAYOR CITY COUNCIL MEMBERS SUBMITTED BY: PENELOP ULBF$ET G 61TYDMINISTRATOR PREPARED BY: Behzad Zamanian, Acting Director of Information Servicesj, SUBJECT: Execution of contract with Tatum Partners for IS Master Plan project Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: To develop a master technology plan for the City, staff is recommending a contract (attachment 1) with Tatum CIO Partners, LLP. Funding Source: Current funding for this contract is available in the FY 04/05 budget in Business Unit 10042101, Object 69365. Recommended Action: Approve and authorize execution by the Mayor and City Clerk of the contract between Tatum CIO Partners, LLP and the City of Huntington Beach. Alternative Action(s): Do not approve the execution of contract between Tatum CIO Partners, LLP and the City of Huntington Beach and direct staff accordingly. Analysis: Develop a comprehensive assessment and build a master plan for the Information Services Department that encompasses goals, objectives, and a vision of long-term strategies that will maximize the operational efficiency and effectiveness of both Information Services and the User Groups. Selection Process: 1. The Information Services Task Force is a committee comprised of several department heads that was assigned the task to define and develop a strategic plan for the Information Services Department. Goals were defined and the RFP was developed to hire professional support services for a complete master plan for Information Services. 2. The City received six proposals from vendors for evaluation by the committee and Information Services staff. A group of eight technical staff and six department heads evaluated all proposals. From this, two of the proposals were selected for final interviews. REQUEST FOR ACTION MEETING DATE: 7/18/2005 DEPARTMENT ID NUMBER: IS 05-007 Analysis (continued): 3. The Task Force interviewed the final two firms and recommended Tatum CIO Partners, LLP to develop the IS Master Plan. 4. A negotiation team comprised of Purchasing, Information Services (IS), City Attorney's Office, and the Committee Chair working with Tatum CIO Partners, LLP developed the attached contract (attachment 1), based on the agreed scope of work. 5. The scope of work includes: a. Information Services Assessment -A complete review and identification of all technologies, framework, base systems, applications, network, and technology practices in use at the City. This review shall also include an assessment of the Information Services Department structure, staffing levels, and budget. b. Recommendations -With the information obtained in task "a" of this scope of work, the Consultant will review and analyze the findings. The City then expects the Consultant to formulate these findings into recommendations to the Director of Information Services and to the City Administrator. C. Information Services Master Plan (ISMP) - Upon completion of tasks "a" and "b," the Consultant is required to develop a chronologically phased and priority-based Information Services master plan for the next five years. Environmental Status: N/A Attachment(s): City Clerk's . . - Number No. Description1. Contract between Tatum CIO Partners, LLP and the City of Huntington Beach 2. Insurance Waiver 3. Professional Service Contracts Purchasing Certification ATTACHMENT # 1 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND TATUM CIO PARTNERS,LLP FOR CONDUCTING AN INFORMATION SERVICES ASSESSMENT AND DEVELOPMENT OF AN INFORMATION SERVICES MASTER PLAN THIS AGREEMENT (this "Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California,jereinafter referred to as "CITY," and Tatum CIO Partners, LLP, a Limited Liability Partnership/of the State of Georgia,hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consult t to conduct an Information Services Assessment and develop an Information Servi s Master Plan; and Pursuant to documentation on file in the office of the CiwClerk,the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating tglent; ocurement of professional service contracts have been complied with in respect of such engag and s CONSULTANT has been selected to perform th se services, NOW, THEREFORE, it is agreed by d CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall se id a rov 'ces as e r n Exhibit "A� p" Proposal p � for Information Services Assessment& Muster P a' &num 5, which is attached hereto and incorporated into this Agree nt by this f These ces shall sometimes hereinafter be referred to as the "PROD CT." All work r ereun er shall be performed in a good and workmanlike manner. CONSULTANT h lb designates its partner Steve San Marchi to represent it Y g p P and be its primary contact and a9fent in communications with CITY during the performance of this Agreement. Neither CONSULTANT nor any of its partners, including,without limitation, San Marchi, will be or serve asrthe chief information officer, an employee, a manager, any other officer, or an executive d CITY. Accordingly, CITY will not give or require any of CONSULTANT's partners to use the title "Chief Financial Officer" or any other title that suggests such individual is an officer, executive, employee, or manager of CITY, and CONSULTANT's partners will have no authority or control over the employees of CITY. CONSULTANT's:partners may not sign any documents on behalf of CITY, including but not limited to checks and other means of payment, governmental filings, contracts, or representations and warranties on behalf of CITY. CONSULTANT reserves the right to assign other of its partners to the PROJECT if and when Mr. San Marchi become unavailable due to death, disability, or resignation from CONSULTANT. 1 PDA:05 Agree:Tatum Partners 2. CITY STAFF ASSISTANCE / i CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. CITY acknowledges that CONSULTANT's suc&ess in performing the services depends on the participation, cooperation, and support of CITY's most senior management. This estimated project schedule described in Exhibit II of Exhibit A attached hereto describes the steps necessary to conduct a technology assessment and prepare an Information Services Master Plan for CITY. 3. TERM; TIME OF PERFORMANCE The services of CONSULTANT are to commence as(,soon as practicable after the execution of this Agreement(the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless,6xtended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than six months from the Commencement Date. This six-month period maybe extended with the written permission of the CITY. The time for performance of the ' dividual tasks identified in Exhibit "A" are generally to be as shown in Exhibit"A." As wit any project,there are required tasks that must be accomplished within specific time fr s o ensure a successful implementation. Failure by CITY to meet specified target dates vC CONSULTANT's implementation. This schedule may be amended to benefit the PR J if mutually agreed to in writing by CITY and CONSULTANT. 4. COMPENSATION P 1 ` In consideration of the performance of t s d herein, CITY agrees to pay CONSULTANT on a time and materials basis at th eci n Exhibit "B," which is attached hereto and incorporated by r erence into this Agr ent, a fee, including all costs and expenses,not to exceed One Hun ed Forty-eight Thousand Three Hundred Fifty Dollars ($148,350). . 5. EXTRA WORK In the event CI_�requires additional services not included in Exhibit "A" or changes in the scope of serviges described in Exhibit "A," CONSULTANT will undertake such 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. ,r 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 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, 2 PDA:05 Agree:Tatum Partners 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 ITY upon expiration or termination of this Agreement or upon PROJECT completion, whic ever shall occur first. These materials may be used for any lawful purpose CITY sees fit. 8. LIMITATION OF LIABILITY A. As a condition for recovery of any liability, CITY must giy�CONSULTANT written notice of the alleged basis for liability within thirty(30)days of discovering the circumstances giving rise thereto, in order that CONSULTANT will hav he opportunity to investigate in a timely manner and, where possible, correct or rectify tIX alleged basis for liability. In any event, CITY must assert any claim against CONSU ANT within three (3) months after discovery or sixty(60)days after the J&mination or expiration of this Agreement, whichever is earlier. F B. CONSULTANT will not be liable in enj for incidental, consequential, punitive, or special damages, including without limons n ption of business or loss of' i 4;business,profit, or goodwill. 9. HOLD HARMLESS J' /Oj �f CONSULTANT hereby agrees t protect, defend ndemnify and hold harmless CITY, its officers, elected or appointed offcia , employees, agents and volunteers from and against any and all claims, damages, losses, pkpenses,judgments, demands and defense costs (including, without limitation, costs and fe�6 of litigation of every nature or liability of any kind or nature) arising out of or in connection,With any personal injury, death, or physical property damage caused by CONSULTANT's ( i CONSULTANT's subcontractors, if any) negligent performance of this Agreement. CO;ULTANT will conduct all defense at its sole cost. This indemnity shall apply to all such cl s and liability regardless of whether any insurance policies are applicable. The policy limits not act as limitation upon the amount of indemnification for such claims and liability to be pr vided by CONSULTANT. 10. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy coverin 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 ($1,000,000.06)per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. 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). 3 PDA:05 Agree:Tatum Partners 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. 11. CERTIFICATE OF INSURANCE f Prior to commencing performance of the wor ,, ereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approv, of the City Attorney, not to be unreasonably withheld, evidencing the foregoing insurance coverage as required by this Agreement;the certificate shall: f ' A. provide the name and/policy number of each carrier and policy; B. sYjd9 the policy is currently in force; and C. r se th lic shall not be suspended, voided or p Y P c c y 9ueduced in coverage or in limits except aft i4rprwritten notice; however,ten(10) days' prior int 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 i�s representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner,the premiums olt the insurance hereinabove required. 12. INDEPiNDENT CONTRACTOR a 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. 4 PDA:05 Agee:Tatum Partners 13. AUTHORITY;NO CONFLICTS Each party represents and warrants to the other as follows: a) that it has all requisite power and authority,parkiership, legal or otherwise, to execute, deliver and perform its obligations under this Agree ent; and b) that neither the execution and delivery o ,the performance by it of its obligations under this Agreement, nor the cons ion of the tr sactions contemplated by this Agreement, will (i)violate, conflict with or re reac of, any applicable statute, rule, ordinance, or regulation or(iii)violate, conflict wit uIt-(r the breach of or constitute a default(or an event which,with notice or lapse of time or o ould constitute a default)under any commitment, contract, license, sales commitment t r nt or oral understanding to which such party is a party. j 14. TERMINATION OF AGREEMENT CITY or CONSULTANT may terminate with fourt (14) days'written notice CONSULTANT's services hereunder at any timewith or without cause, and whether or not the PROJECT is fully complete. Any termination e fthis Agreement by CITY shall be made in writing, notice of which shall be delivered tof:noth CITY and 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. All CONSULTANT'S professional fees and incurred expenses through the date of termination shall be paid by tlj�CITY upon invoice by CONSULTANT. 15. ASSIGNMENT AND DELEGATION This Agreement4s a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by the CITY or CONSULTANT to any other person or entity without the prior express written consent of both parties If an assignment, delegation or subcontract is approved, a approved assignees, delegates and subconsultants must satisfy the insurance requirements a ,s set forth in Sections 10 and 11 hereinabove. 16. COPYRIGHTS/PATENTS r CITY shall own all rights to any patent or copyright on any work, item or material produced as a resuj^ of this Agreement. 17. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ/compensate 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 Sections 1090 et. seq. of the California Government Code. 5 PDA:05 Agree:Tatum Partners 18. FORCE MAJEURE Neither party will be liable for any delay or failure to perform under this Agreement(other than with respect to payment obligations) if and to the extent such delay or failure is a result of an act of God, war, earthquake, civil disobedience,court order, labor dispute, or other cause beyond such party's reasonable control. 19. NOTICES Any notices, certificates, or other communications hereunder shall be in writing to CONSULTANT's agent (as designated in Section 1 hereinabove)"or to CITY as the situation shall warrant to the address specified below, and shall be deemed given, delivered and received for all purposes as of(i)that date so delivered, if delivered personally; (ii) on the date of receipt or refusal indicated on the return receipt, if sent by registered or certified mail, return receipt requested, postage and charges prepaid and properly addressed; or(iii) on the date of receipt if sent by an internationally recognized air courier,to the address set forth on the signature page of this Agreement, as may be amended by the parties by written notice. CITY and CONSULTANT may designate different addresses and agents by r)otifying the other party in the manner set forth above. TO CITY: +0 /- TO CONSULTANT: City of Huntington Beach Tatum CIO Partners, LLP ATTN: Director of Information s Attention: Mr. Steve San Marchi 2000 Main Street o v A. t r0 TA:LY Huntington Beach, CA 92648 6I-anA 20. CONSENT When eitheparty's consent, approval, or waiver is required or given under this Agreement, its consent, proval, or waiver, for one transaction or event shall not be deemed to be a consent,approval, r waiver to any subsequent occurrence of the same or any other transaction or event. 21. MO IFICATION Nei waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 22. 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 6 PDA:05 Agree:Tatum Partners intent of the parties or affect the construction or interpretation of any provision of this Agreement. 23. 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 contained herein and any present or ture''statute, law, ordinance or regulation contrary to which the parties have no right to co ` en the latter shall prevail, and the provision of this Agreement which is hereby affec 1 be curtailed and limited only to the extent necessary to bring it within the requirements o e 24. DUPLICATE ORIGINAL The original of this Agreement and one ie ave been prepared and signed in counterparts as duplicate originals, each of xec hall, irrespective of the date of its execution and delivery, be`deemed an original. duplicate original shall be deemed an original instrument as against any party who has signed it. 25. 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. 26. 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. 27. HIRING PARTNER OF CONSULTANT OUTSIDE OF AGREEMENT The parties recognize and agree that CONSULTANT is responsible for introducing Steve San Marchi and any other partner of CONSULTANT engaged in the PROJECT to CITY. Therefore, if, at any time during the twelve (I2)-month period following the 7 PDA:05 Agree:Tatum Partners termination or expiration of this agreement, CITY employs any of such partners of 1 CONSULTANT or engages any of such partners as an independent contractor(other than in connection with another agreement with CONSULTANT)to render services similar to those that such partner will be rendering pursuant to this agreement, CONSULTANT will,be entitled to receive as a placement fee an amount equal to twenty-five percent(25%) of the Annualized Compensation(as defined below). The amount will be due and payable to CONSULTANT upon written demand to CITY. For this purpose, "Annualized Compensation"will mean with respect to a particular partner of CONSULTANT assigned to the PROJECT daily fees multiplied by two hundred sixty(260) (5 days X 52 weeks). 28. 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 secur e performance hereof, each party shall bear its own attorney's fees, such that the prevail in all not be entitled to recover its attorney's fees from the nonprevailing party. 29. SURVIVAL Terms and conditions of this Agreemen , th i d context survive the expiration or termination of this Agreement'including, mit ent of compensation, limitation of liability, indemnity and reimburse osts expenses shall so survive. 30. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 31. 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 supersedes all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 8 PDA:05 Agree:Tatum Partners r` IN WITNESS WHEREOF,the parties hereto have caused this/eeee executed by and through their authorized officers on CONSULTANT: CITY OF HUNTINGT TATUM CIO PARTNERS,LLP: a municipal corporati of the State of California By: St phen W. San Marchi roilolos Mayor Its: Engagement Partner ANDy Cit Jerk _ F ti v� PROVED AS TO FORM: By: Tim McCraken r. Its: Vice Chairman and National 8 'ce Leaqity I v , AttorneIEWED AND APPROVED: ity Addinistrator INITIATED AND APPROVED: ��/7/o.V- ector o nformation Services 9 PDA:05 Agree:Tatum Partners Exhibit A ,f �F TASK 1 — INFORMATION SERVICES ASSESSMENT A complete review and identification of all technologies, framework, base systems, applications, network, and technology practices in use at the City is required. This review shall also include an assessment of the Information Services Department structure, staffing levels and budgets. 1. Conduct a review of existing information services (IS) at the City including a review of the following: a. Department structure and staffing b. Department budgets (operational and capital)*0 c. Department governance d. Department and City policies e. Project management practices 2. Establish a complete physical and logic inventory of i n at the City, including systems, networks, applications, securitIservi 3. Conduct a technical assessment of current information e t technologies used, cost-effectiveness, deficiencies, and potenti consolidation, improvement, or replacement. 4. Identify existing and planned information services projects. 5. By priority, identify the information services needing the most significant focus. The following questions represent some of the areas that should be included in the fact finding: • Does the current technology in use effectively and efficiently address the City's needs now and in the future? • Is technology integrated and utilized effectively? If not what are the obstacles? • Is the City using industry standards and if not, what are the trade-offs? • Are adequate documentation, back up, security, and disaster recovery measures in place? • Are procedures and management systems in place to facilitate a focus on technology goals (master plan)and are controls in place to maintain the City standards and technology goals? • Is the line between centralized and decentralized decision-making regarding technology issues clear and appropriate? • Is the ISD adequately structured and staffed to meet the City's information technology needs? • Are ISD budgets adequately structured to meet current and future information services needs for the City? • Are the current staff resources being utilized optimally to meet user needs? • Does staff have the training and background to meet organizational needs? • Are decisions regarding use of outside support appropriate and responsive to customer needs and need for efficiency? 1 Exhibit A • Are system users adequately trained and aware of technpl�ogy resources and capabilities? • A special assessment of the operability and functions the Utiligy and City View software Task 1 Deliverable: The assessment should be comprehen ' e and detailed. At a minimum, it should include listings of all hardware, software including versions), network equipment, and servers. The delivered electronic;=Version of the assessment should have the ability to sort on any field and by the usp business unit. Documentation of the results should be provided in boti paper and electronic format using Microsoft Office format. ll vie' !Ir Te to f 1 fit.: , �� kSix, {r eteHC �pf � I� f � > � �t 40 �ii o Conduct Project Initiation Workshops $4,200 o Identify Technology Needs urve s & questionnaires) $6,000 o Conduct Interview with m a ement and Key customers ($3,600 o Consultants Identify Potphtial Critical Success Factors ? If= IM no,! '' t!S o Review IS Policies Procedures $1,200 o Meet with current] S staff& management ($7,200) o Develop understanding of desktop environment $1,200 o Work with IS staff to develop technology inventory $7,200 f to �„F z rce acre is #}{ Sta d N Fwe � ' 4 III,!I!!i� g r..,o- r�3:r ()(�c aI ,� .=,k.3F a'u,p:%' '..... o Developrindings & Observations $12,000 o DevelojoLAIgf Technology Needs $1,200 o Conta ejjCitjps $1,200 o Pre 'e Ot r $1,200 o Prepare re riori o relim. Assessment Workshop $7,200 o Conduct Resources $4,800 4f* AW Exhibit A ff, f TASK 2. RECOMMENDATIONS With the information obtained in Task 1 of this SOW, the consultant will revs and analyze the findings. The City then expects the consultant to formulate these findings into recommendations made to the Director of Information/Services and the City Administrator in an initial review process. The review process will take place in one or more meetings with appropriate materials provided by.the consultant to facilitate a working discussion and interchange of ideas. The objective in Task 2 is for the consultant to offer his/her recommendations and to determine the best systems, technologies and,processes, in an effort to eliminate or minimize the potential for technological obsolescence, identify lower cost strategies, eliminate unnecessary redundancies and inefficiencies, and develop a strategy that is consistent with the City's needs and best practices from both the public and private sectors. Benchmarks should include other agencies of similar size and complexity and should also provide budget comparisons. Recommendations on the Utiligy and Cityview software must be provided in a phase l review. The recommendations should be.based on a comprehensive consideration of the technology, business processesjand practical implementation including costs. !j Task 2 Deliverable: The Consultant should deliver the working materials in paper form and in electronic format in 115 Word, PowerPoint, Project, and/or Excel formats. A. '�Iftrk step _ Po iI1`b l Technology Strategies.. i r 'il� eks o Definplimpact of High Priority Needs $24,000 o Dev o Recommendations $10,200 o Co uct Workshop to Present Prelim. Recommendations $4,800 o Pr pare Recom. Doc. ($4,800) x` 3 Exhibit A TASK 3. INFORMATION SERVICES MASTER PLAN (ISMP) Upon completion of tasks 1 and 2, the consultant is required"tIo de chronologically phased and priority-based information services mast or five years. The following are relevant requirements. 1. Identify information services needs and priorities for significant replacement over the next five years 2. Identify potential opportunities to consolidate information services 3. Prepare a recommended order for implementation of specific information services The ISMP should provide an in-depth discussion covering the following topics: 1. Systems, networks, and applications 2. Training, staffing, and support requirements. This should consider the needs of both the IS staff and the entire,.user community. 3. Budget and schedule requirements with realistic implementation schedules for any major projects that are proposed. Consideration should be given to the fact that the City operates on a two-year budget cycle. Recommendations for funding sources should also be provided ifapplicable. 4. Establishment or revisio,nti to existing standards for software, hardware, and training. 5. Security and continuity services and requirements. r The strategic plan will be approved and adopted at all levels up to and including the City Council. Task 3 Deliverablw` A draft version of the strategic plan shall be delivered to the City in Microsoft Word forr,(iat in both paper and electronic forms. Copies of the draft plan will be distributed to appropriate City staff as required. Suggested changes to the plan, if any, will be provided after a review period of three weeks. The Consultant will consider changes to the strategic plan and submit the final release version also in Microsoft Word format. The Consultant will also prepare and jointly present the strategic plan in meetings to the staff and the City Council. Fri. .4 tY.iII M VW N NINas y.rt . 1,1r (I 1 �1��I (h :4{"'rk v5(� 4;{:,Prepay ��I "M �. G��'+I�,;ui � �. .w 4�4i` .�. : c Y.,. �� elve to �71xteC'i we tbtall' 35;850' o Finalize Recommendations ($19,050 4 Exhibit A o Develop Presentation ($9,600 o Make Presentation to City Team $3,600 o Make Changes to Plan ?) o Present ISMP to City Administrator & City Council ($3,600) *t4& ot 4C" AV �r 5 Exhibit A APPENDIX A— HUNTINGTON BEACH COMPUTER SERVICES FIST Systems Vendor/description ;`Comments Business License CityView Dell Optiplex GX240 Desktop Computers Windows 2000, Microsoft 1000 clients Office 2000 E-Mail Microsoft Exchange 5.5/ 800 clients Firewalls, IDS Cisco PIX Community Services Trapeze 5 clients Safari Recware 25 clients Content filtering ebsense ERP DEdwardts Enterer 250 clients e Imaging Pending low Internet service provider Gen`uity Legacy system UNISYS V Series 460 mainframe ey Network switches, routers Cisco Permit System CityView Servers 3k, Dell hardware; Microsoft Server 2000 and NT4 Over 100 servers Thin Client Computing ,, Citrix 300 clients Time and Attendance Kronos 1000 clients Utiligy 2.5 40 clients Utility billing PayPoint 2.3 7 clients Interop 4.06 3 users Internet ache/Windows 2000 Public Intranet IIS/Windows 2000 1000 Geac/Pendin new Public Libra Cataloging System 9 Library g 9 y infrastructure 200 internal desckto s Virus Protection` Symantec Enterprise Central, Tumbleweed Wireless Communication (cellNextel, Verizon, Cingular phones ireline Telephone Systems Nortel 117 PBXs, 1000 phones 6 Exhibit A Systems Vendor/description 'Comments Graphic Information Services rcGIS Approximately 400 clients rcIMS Map Objects Visual Studio Net SQL Server utoCAD PUBLIC SAFEY INFORMATION SYSTEMS CAD Analyst, ADAM Deccan Fire Dept S/W: Positioning, analysis elestaff PDSI '' Fire Dept S/W: Staffin /Schedulin Firehouse isionar� Systems Fire Dept S/W: RMS HazMat-SI Envirosoft Fire Dept S/W: Hazardous r Materials db HazMat-SI Reporting In-Douse Fire Dept S/W: HazMat Reports FireMed Pro Recognition Solutions Fire Dept S/W: Incident Data or FireMed program Oil Well In-House Fire Dept S/W: Oil well db Fire Permits ' In-House Fire Dept S/W: Track permits CAD/RMS Currently Geac— Intergraph, Police Computer Aided 05 Dispatch / Record Management System Automated Field Reporting Jail Booking agi Jail System and Automated Facial Recognition System 911 7WIzon Ani/Ali Elite Motorola Voice Radio Interface Security System, ABM / Honeywell Access Control Northern Computers / Honeywell Dispatch Radio and Phone Dictaphone Recording System Jail Video Camera Recording Honeywell /Ademco Video Digitally record 74 camera located in 'ail Livescan Fingerprint System Identix / DOJ Fingerprint capture and send 7 Exhibit A arrestee fingerprint data t DOJ For positively ID Emergency Public Notification Teleminder Broadcast emergency phone System messages to selected sections of the City Patrol / Investigations Digital Olympus/ Dictaphone Manage digital recording Recording System taken in the field - interviews, reports, etc. Federal, State, Regional ELETE Access to DOJ, DMV, Database Access Criminal History, Stolen Property, etc Staffing / Scheduling Speedshift Patrol and Traffic Scheduling Training Management System TMS POST compatible Traffic Accident Crossroads CHP compliant CSI Digital Photographic Mideo Evidence Management System Voice Radios Motc�`ola 1000 radios — Police, Fire, Public Works, Lifeguards maint. By HB Radio Shop Mobile Data Computers Motorola 90 — Police — maint. By HB Radio Shop 19.2 Kb Wireless Network /' Motorola Mobile Data Compute Network — maint. By H Radio Shop High-Speed Wireless LAN,, Motorola Mobile Data Computer maint. By HB Radio Shop Countywide Trunked 800 Hz Motorola Maintained by County o oice Radio System Orange and Motorola )t /0' f' 8 Exhibit A APPENDIX A (continued) HUNTINGTON BEACH DATA NETWORK I i I Edon Main Shear Park T..8 cw w Hail Granter Magnolia akvbw HeAporl Radio Strop !qH DBWBI CeM.l aWary com -dr Library landscape {, e is Oovmlown Garage '�' W'r"0f eaarem 'im—da, Lake Police Remote Sites Bannap Library c PPo Molar,davPny Mgrdv pad R�Can earn. yf.��;�' Fire Remote Sites i M. Coats' Beaoh Cdy Vent lifeguard HG 0—pew Trai,an Caraer bile Vae. Malydenance Library City Remote Sites Remote Sde Firewall sans. FirewalY saver Library Remote Sites tat Floor ul' Cbco acOD RNC 2nd Floor C o 00g0 SvAkh Switch Fkewall Main Street �O�ra7 Head Murphy,nriing Library ', Fl.v.11 Le.ry .ry Fiminrrusnueture Polloe Infrastructure IR.I I RemRoarer ora ,>� Firewall IMarnot Lower Lav Site ; Serve. FI-11 Border IMemel Caw Ca e Router � f lot Floor 3500 Switch IDS ft VPN Remote o I.h Ske Roubd 3rol Floor AEO Ceco ADgO R-11 3rd Floor Satoh Border Firewall FI—A ROWer S.—SwMoh ® IDS Library Infrustructure Sam, am Floor stn Floor ; City iMrustructure civet cenlm A Wab Web Infrastructure Server dN�atl �� i II A 9 Exhibit A APPENDIX B - INFORMATION SERVICES ORGANIZATIONAL CHART Information Services DYxla v.aea Mm'vi NaNa4 Prnpsl Adnimiratire as>stw� CNeai KeAh Qven RaMNlel I CaeeeYUVAra N7•'AAA'Na�PAAmeb PS.SYsfms Ku.-.%M*M euAsss SYsAeim NQ-Bdaa02anWx � Dpeatlas SWsv. TKM1tlsMN-Dark Odowi MA*rtspaar Areysl l•Yaurt NeMeA AOniiisbala-D- NA4 TeMcmms SpesiaAst-CMri B.umsn RrynYAA'Rey FueAp � �� Txhusin l-DemY MaaeA Techiiux N Fn Dai Mabat I-Jad.r BalksOerm f#SAMYsI-Derticlwm Sr.TSNitlany ay l4nmr TesNsian NMMxNu TxmA�n ry�e.e N..tlam Txkrkm r-Bnsn Weab.q MalyM��Sbr FM GIS Amyal Tan Npry J`' Txhsien lA-LmeNakxas Mayst I SissY Nssl GISAMYa'Dx Hkkedi PnsNYN•TanY Pale AntlYsl N-Sloe Fbu. Tests"si.n N-Frsa Clu GISaMyst-lenka Cesbw MlYNN�Vxart ��` IS S-LIW K-Las Ara.s�N AuIYSINTuq KaA Sr.auNA-Eric Hskh d{ A.T.W.-DVAV VAM Sr A.Wo V— a MaY.ti-Ns aaa e e` i� f.ar #' 0 0 10 EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: Hourly rate of$150.00 or $1,200.00 per day of professional services not to exceed $137,850. Expenses will be billed as actually incurred and not to exceed $10,500. Total of all fees and expenses are not to exceed one hundred,.forty eight thousand, three hundred fifty dollars ($148,350). B. Travel 1. Charges for time during travel are normally not`reimbursable and will only be aid g g Y Y p if such time is actually used in performing'' services for CITY or as otherwise arranged with CITY. 2. As CITY sometimes uses consultanis that are outside of the nearest metropolitan area, CITY is very conscious of 1 costs. Subject to agreement otherwise, CONSULTANT will be held to c g o professional service fees on travel time to or from Huntington Beach, but W111 ll d to charge actual travel expenses. C. Billing 1. All billing shall be done bi-weekIthatlWo and matched to an appropriate breakdown of the time that work and who performed it. Minimum billing charges are unacceptable. CONSULTANT shall only charge for actual time spent. g 2. Each month's bill hould include a total to date. That total should provide, at a glance, the total fe s and costs incurred to date for the case or matter. 3. CITY appreciats when CONSULTANT has researched an issue previously and uses that research on the present case. CITY has retained CONSULTANT because of its past experience. CONSULTANT shall not charge CITY for work it has done and billed another client for in the past. t" 4. During the;course of the Project, Consultant will be preparing specific deliverables and associated efforts. Each of these deliverables will be presented to appropriate City staff and management. Consultant is prepared to make reasonable, requested changes. App n l of Exhibit B presents each ide, ified`do verable and effort; along with estimated professional billing amounts. 5. CONSULTANT shall submit to CITY an invoice for each bi-weekly payment due. Such invoice shall: agree/forms/exB-hourly fee/7il 11;'05 '9_a EXHIBIT B 1 Hourly Payment EXHIBIT "B" Payment Schedule (Hourly Payment) A) Reference this Agreement; B) Summarize the services performed; C)i Show tit atnount of prof �gIonal time and fees by major task, work step, and deliver le/effort s id ntified in the Appendix f rr lxhiblit,164 D) Show the total amount of the payment due; E) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with. the provisions of this Agreement; and FLF)—For all payments include an estimate of the percentage of work compidle'M by r jior task,;work step, and deliverablefeffort as identified in the Appendix;for Aibit B G) The total invoiced amounts for each deliverable, hall not exceed the total billing amount for the deliverables of each of the 3 mainjasks. The amount paid out for each of the 3 main tasks shall be managed by both the City and Consultant to assure a reasonable relationship between invoices and percentage of deliverables completed. Upon su fission of any such;lttvoice CITY agr es that the total pro essional fees for the entity Pnject- lll,be the d11 amou111 CONSULTANT with au towards; the actual fees ;vary AMort m,gyor Tasks; d if CITY is satisfied that CULTA�T. is satit� progrea tard complete ,' tak in aGl ; dance kith thin regiment, Y shall ppro' , the invoice, in which event payment shall be made electronically'within ten (10) days of receipt of the invoice by CITY. Such approval shall not be.��unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non- approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 10. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied 'hat the statement of hours worked and costs incurred is accurate. Such approval 1q0tt e unreasonably withheld. Any dispute between the parties concerning paymMt ch n invoice shall be treated as separate and apart from the ongoing performancder of this Agreement. /A-V N A/0 agree/forms/exB-hourly fee/7/11.05� N EXHIBIT B 2 Hourly Payment EXHIBIT "B" Payment Schedule (Hourly Payment) Appendix CONSULTANT has proposed as shown in Exhibit A and the City with this AGREEMENT as accepted the proposal. Contained within the Proposal are certain major tasks and associated work steps. Each .major task and work step identifies certain deliverables from or by CONSULTANT. As shown in the Proposal,CONSULTANT understands the City desires a phased approach,which consists of three(3)major tasks,identified as: 1. Information Services Assessment 2. Recommendations 3. Information Services Master Plan(ISMP) TASK I—Information Services Assessment consists of a complete review,,bf how the C' ation services and r s o k%dis o: technology are delivered to staff and the public(all referred to as customers). The je e • Identify all City technologies (including public safety) related to infr e. cdware, communication technology, operating systems, networks, documentation, back u 4anal ery etc.),application software,and technology practices(including a complete physical invent ). • Identify and review all existing and planned information services' projects by priority(especially Utiligy and City View). • Review Information Services policies,procedures,and practices related to its goal: to maximize the operating efficiency and effectiveness of its technology environment by developing, implementing, and maintaining solutions that provide secure,reliable,and timely collection,storage,access,and transmission of information. • Review the City's Master Plan and Mission Statement to ensure that Information Services is prepared to meet both the short and longer-term needs of the City. • Review Information Services Departmental structure, staffing levels, budgets (operational and capital), governance,policies and projectnanagement practices as to how this relates to its delivery of services today and in the future. • Assess the effectiveness of Information Services in delivering technology and support to its customers. TASK 2 — Recommendations w4l utilize the data and information obtained in Task 1 to develop specific recommendations. In accomplishment of this task,the CONSULTANT will formulate specific findings,which will be reviewed with the Director of Information Services and City Executive Team. This review will be conducted prior to the development of recommendations. The review's objective will be to insure nothing of major importance has been missed during the assessment task and to insure that the CONSULTANT understands the City's technology needs and issues. Once agreement is obtained related to the findings, our consultants will prepare preliminary recommendations toward the Task 2 objectives determine the best systems, technologies, and processes to eliminate or minimize the potential for technological obsolescence, identify lower cost strategies, eliminate unnecessary redundancies and agree/forms/exB-hourly fee/7111/055/6105 EXHIBIT B 3 Hourly Payment EXHIBIT "B" Payment Schedule(Hourly Payment) inefficiencies,and develop a strategy that is consistent with the City's needs and best practices from both the public and private sectors. Specific sub-objectives included within this Task are: • Benchmarks related to what other pertinent cities and agencies are spending for similar technologies — i.e. what other similar cities are doing with information technology • Recommendations specifically related to the City's Utiligy and Cityview'implementations (i.e. how well do these systems achieve the needs of the City and what should be done for improvement and delivery of services) TASK 3 — Information Services Master Plan (ISMP) should form ie basis for the foreseeable future use of technology within the City. The Plan should be priority based aryc>��chronologically phased, but must include a methodology that will effectively insure its flexibility and responsiv s to changing budgets,needs,and technologies. Specific objectives for Task 3 include: • Projected life span for current City technologies and stems • Recommended system and related technology frastruc r lac nt &ed upon service needs and priorities AM • Identification of potential consolidation of information service op o • Recommended timeframe for implementation of the recommendations The ISMP will cover the following topics: 1. Systems,networks and applications for the City 2. Training,staffing and support requirements(both IS staff and user community) 3. Budget and schedule requirements with realistic implementation time frames 4. Standards for software,hardware,training and service levels 5. Security and business continuity requirements Task III deliverables will include a;=report of assessment/findings as they relate to each of the previously mentioned Tasks and the ISMP. Specific additional deliverables will consist of: • Comprehensive listing of all City technology hardware, software (including versions), network equipment, and servers in electronic format with the ability to sort on any field and by the user/business unit. The listing will be based upon information provided by the City. • All documents being delivered in paper and electronic format using MS Office products agree/forms/exB-hourly fee/7/I 1/055 EXHIBIT B 4 Hourly Payment EXHIBIT "B" Payment Schedule (Hourly Payment) Identification of Specific Project Deliverables & Efforts 1 t1 � d erabl 'ts sip tit tJ di't t!� y aan pltpsi ally s or,a l�ience,while anytoitig-:idehWed as a f d Tt rable%ffort'° ��." e "or f t�►r a speei[?c deliverable. Task 1,Work Step 1 Deliverables&Efforts(Billing Amount: $58,200): • [Deliverable 11 Conduct Project Initiation Workshops —two or three conducted during one day; each will present the same material with the intent to maximize the number of City staff who can attend. (Estimated Billing Amount: $4,200) • [Deliverable 21 Interviews with management&key customers;plus identification of potential,critical success factors and key decisions that could have a major impact on the review (Estimated Billing Amount: $3,600) I • [Deliverable%ffort 31 Technology needs (presented in Work Step 3) organized by departmental and functional area. (This output will be utilized for priorjfizing in Work Step III) (Estimated Billing Amount: $6,000) 'p Task 1,Work Step 2 Deliverables&Efforts: • [Deliverable%ffort 41 Review IS policies& o (Estimated Billing Amount: $1,200) • [Deliverable 51 Interview current IS staff&moageme ti ted Billing Amount: $7,200) • [Deliverable%ffort 61 Develop understand f ktop o (Estimated Billing Amount: $1,200) • [Deliverable effort 71 Develop techn ogy inventory ce of IS staff— preliminary version delivered in Work Step 4 (Es mated Billing Amoun . 0) Task 1,Work Step 3 Deliverables&Efforts: • [Deliverable effort 81 Prepare firstlings&observations (Estimated Billing Amount: $12,00) r` • [Deliverable%ffort 91 Develop list of technology needs (Estimated Billing Amount: $1,200) • [Deliverable%ffort 101 Contact& document how other similar cities are using technology (Estimated Billing Amount: $2,400) • [Deliverableleffort 111 Prepare prioritization & preliminary assessment workshop (Estimated Billing Amount: $7,200) • [Deliverable 14 Conduct prioritization & preliminary assessment workshop. Note: During this workshop the results of reviews and interviews will be presented along with deliverables 3, 8,9,and 10. (Estimated Billing Amount: $2,400) • [Deliverableleffort 131 Estimate City resources to achieve high priority needs (Estimated Billing Amount: $2,400) Task 2, Work Step 4 Deliverables&Efforts (Billing Amount: $43,800): • [Deliverableleffort 141 Define the affect high priority needs identified in Step III should have upon the City and its implementation of technology (Estimated Billing Amount: $24,000) agree/forms/exB-hourly fee/7/1 I/05a EXHIBIT B 5 Hourly Payment EXHIBIT "B" i Payment Schedule (Hourly Payment) r' • [Deliverableleffort 151 Develop alternatives/strategies (i.e., five or six) for achieving the City's identified needs;and develop preliminary recommendations (Estimated Billing Amount: $10,200) • [Deliverable 161 Conduct a workshop with the City's Project Teatx j to present potential alternatives/strategies and preliminary recommendations. These recommendations should achieve the City's stated objectives for this Technology Assessment. (Estimated Billing'Amount: $4,800) • [Deliverable%ffort 171 Prepare summary recommendations —will be'presented in Task 3 (Estimated Billing Amount: $4,800) Task 3, Work Step 5 Deliverables&Efforts(Billing Amount: $35,850): • [Deliverable%ffort 181 Finalize recommendations and IMP for presentation & review (Estimated Billing Amount: $19,050) • [Deliverable%ffort 191 Develop presentation (EstinAted Billing Amount: $9,600) • [Deliverable 201 Present ISMP and recommendations to City Team; identify& incorporate changes to ISMP (Estimated Billing Amount: $3,600) r, • [Deliverable 211 Present ISMP to City Administrator (Estimated Billing Amount: $2,400) • [Deliverable 221 Present ISMP to City.:'Council (Estimated Billing Amount: $1,200) agree/forms/exB-hourly fee/7/1110551A105 EXHIBIT B 6 Hourly Payment Page 1 of 2 Flynn, Joan From: Zamanian, Behzad Sent: Monday, July 11, 2005 11:44 AM To: Flynn, Joan; Jones, Dale Subject: FW: Tatum RCA 6 vendors name and contact phone number: Tatum Partners 714-4 04-88fi6 Gartner Group 818-710-5946 Bluecrane 310-7 2 4 9 -62 5 Zco 402-490-0738 Pacific Technologies 425-881-3991 Microlink 562-205-1888 4*Ar thanks From: Flynn,Joan Sent: Monday, July 11, 2005 10:58 AM To: Zamanian, Behzad Cc: Jones, Dale Subject: RE: Tatum RCA l Hi Behzad --the 3.03 requirements include,a contact phone number. Can you resend this to Dale and I with the address and phone number for each submitting vendor? Thanks--Joan -----Original Message----- From: Zamanian, Behzad Sent: Monday,July 11, 2005i7:47 AM To: Jones, Dale Cc: Flynn, Joan Subject: Tatum RCA Good morning Dale, I got your message about the names of vendors who sent proposals for the master plan. Here are the names: Tatum Partners Gartner Group ` Bluecrane Zco Pacific Technologies Microlink Please feel free to contact me if you have any questions. 7/11/2005 ATTACHMENT #2 il INSURANCE AND INDEMNIFICATION WAIVER Hunfi Beach MODIFICATION REQUEST 1. Requested by: Behzad Zamanian 2. Date: June 21, 2005 1UN 2 2 2005 3. Name of contractor/permittee: Tatum Partners '7i+v Aft 4. Description of work to be performed: Develop a com rehensi a IS master plan 5. Value and length of contract: 6 months 6. Waiver/modification request: 7. Reason for request and why it should be granted: Tatu Z'scontractor will perform part of their duties form the City hall and request a liabilit li ation along with modification to the hold harmless 8. Identify the risks to the City in approving this wai odification: No risk since Tatum Partners are privately insurred 6/21/05 Depart aM He. gnature te: APPR©�ALS Approvals must be obtained in the order listed:�n this form. Two approvals are required for a request to be granted. Approval from the City Administrator's'Of lice is only required if Risk Management an th �' Attorney's Office disagree. 1. Risk Management Approved ❑ Denied � �� Signature to 2. City Attorney's Office ��pproved ❑ Denied Signature Date 3. City Administrator's Offige RApproved ❑ Deni d Signature Date If approved, the co pleted waiver/modification request is to be submitted to the City Attorney's Office alone with the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of Administrative Services' Document30 6/21/2005 3:27 PM ATTACHMENT #3 P t 'bu PROFESSIONAL SERVICE CONTRACTS PURCHASING CERTIFICATION 1. Requested by: Behzad Zamanian 2. Date: June 21, 2005 3. Name of consultant: Tatum Partners 4. Description of work to be performed: IS Master Plan Proj `ct 5. Amount of the contract: $148,350.00 0 7t,A 04e 6. Are sufficient funds available to fund this contract?' [ Yes, ❑ No 7. Company number and object code where funds re budgeted: 10042101.69365 8. Is this contract generally described on the li t of professional service contracts approved by the City Council'? ❑ Yes, No 9. Is this contract within $25,000 or 25% (whihever is less) of the amount stated on the list of professional service contracts approved by the City Council?' ❑ Yes, ©"PNo , 10. Were (at least) informal written proposals requested of three consultants? FfYes, ❑ No Explanation: 11. Attach list of consultants from whom proposals were requested (including a contact telephone number). Booklet prepared by the Purchasing Department available upon request. 12. Attach proposed scope of work. Booklet prepared by the Purchasing Department available upon request. 13. Attach proposed payment schedule. Booklet prepared by the Purchasing Department available upon request. WManager RD A Purchasing/Central Services ' If the answer to any these questions is"No," the contract will require approval from the City Council. Document33 6/21/2005 3:40 PM RCA ROUTING SHEET INITIATING DEPARTMENT: Information Services SUBJECT: Professional Services for IS Master Plan COUNCIL MEETING DATE: July 18, 2005 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable ❑ Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable ❑ Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable ❑ Contract/Agreement (w/exhibits if applicable) AttachedNot Applicable El(Signed in full by the City Attorney Attached ❑ Subleases, Third Party Agreements, etc. Not Applicable ❑ Approved as to form by City Attorney Certificates of Insurance (Approved b the City Attorney) Attached ( pp Y Y Y) Not Applicable ❑ Attached ❑ Fiscal Impact Statement (Unbudgeted, over$5,000) Not Applicable ❑ Attached ❑ Bonds (If applicable) Not Applicable ❑ Staff Report (If applicable) Attached ❑Not Applicable ❑ Commission, Board or Committee Report applicable)If a Attached El p ( pp ) Not Applicable ❑ Find in s/Conditions for Approval and/or Denial Attached El g pp Not Applicable ❑ EXPLANATIONI I REVIEWED RETURNED FORWARD Administrative Staff Assistant City Administrator Initial City Administrator(Initial) ) ( ) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: Only)(Below Space For City Clerk's Use RCA Author: Pagel of 2 Jones, Date From: Zamanian, Behzad `� Sent: Monday, July 11, 2005 11:44 AM -=-- r To: Flynn, Joan; Jones, Dale ~ Subject: FW:Tatum RCA i 6 vendors name and contact phone number: Tatum Partners 714-404-8866 Gartner Group 818-710-5946 Bluecrane 310-792-6245 Zco 402-490-0738 Pacific Technologies 425-881-3991 Microlink 562-205-1888 thanks From: Flynn, Joan Sent: Monday, July 11, 2005 10:58 AM To: Zamanian, Behzad Cc: Jones, Dale Subject: RE: Tatum RCA Hi Behzad --the 3.03 requirements include a contact phone number. Can you resend this to Dale and I with the address and phone number for each submitting vendor? Thanks—Joan -----Original Message----- From: Zamanian, Behzad Sent: Monday,July 11, 2005 7:47 AM To: Jones, Dale Cc: Flynn, Joan Subject:Tatum RCA Good morning Dale, got your message about the names o vendors who sent proposals for the master plan. Here are the names: Tatum Partners Gartner Group Bluecrane Zco Pacific Technologies Microlink Please feel free to contact me if you have any questions. 7/12/2005 Page 2 of 2 1 , Thanks, Behzad i 7/12/2005