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NexLevel - NextLevel - 2014-04-07
Lim CONTRACTS SUBMITTAL TO ----------CITY CLERK'S OFFICE To: JOAN FLYNN, City Clerk Name of Contractor: NextLevel Purpose of Contract: For Example:Audit Services or Water Quality Testing Huntington Lake—Huntington Central Park Technology Master Plan Amount of Contract: $67,000 Copy of contract distributed to: The original insurance ce ficate/waiver distributed Initiating Dept. to Risk Management Finance Dept. Q" ORIGINAL bonds sent to Treasurer ❑ Date- 1 ame/Extension City Attorney's Office r— N v " c Uj tiu 3� 4x `;oz W to Lie zx co G:AttyMisc/Contract Forms/City Clerk Transmittal PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND NEXLEVEL INFORMATION TECHNOLOGY, INC. FOR INFORMATION TECHNOLOGY STRATEGIC PLAN THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and NEXLEVEL INFORMATION TECHNOLOGY, INC., a California Corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide assistance in preparing a 5-year Information Technology Strategic 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; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Terry Hackelman who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/surfnet/protessional svcs 50 to 100 10/12 1 of 11 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on April 7, 2014 (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 12 months from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit ttB," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed sixty seven thousand Dollars ($67,000). 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 agree/surfitet/protessional svcs 50 to 100 10/12 2 of I I 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, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall agree/suifnet/professional Svcs 50 to 100 10/12 3of11 apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above- mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that agree/surfnet/professional Svcs 50 to 100 10/12 4ofII insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense,hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. agree/surfnet/professional Svcs 50 to 100 10/12 5of11 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. agree/surfnet/professional svcs 50 to 100 10/12 6of11 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach NexLevel Information Technology, Inc. ATTN: Behzad Zamanian Terry Hackelman 2000 Main Street 6829 Fair Oaks Blvd., Ste 100 Huntington Beach, CA 92648 Carmichael, CA 95608 agree/surfnet/professional Svcs 50 to 100 10/12 7 of 11 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section,paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act agree/surfnet/professional Svcs 50 to 100 10/12 8 of l I 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. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. agree/surfnet/professional Svcs 50 to 100 10/12 9ofI1 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall 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. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that.party has not executed this Agreement in reliance on any representation, inducement, agree/surfnet/professional svcs 50 to 100 10/12 10 of 11 promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH, a municipal corporation of the State of [COMPANY NAMEI NexLevel Information California Technology, Inc. -- - City Manager By: INITIATED AND APPROVED: print name ITS: (circle one)tKhairm resident/Vice President Jack arshall, Director of Information Services AND By:— 404/ PPROVED AZity ORM: print name ITS: (circle one ecretary/Chief Financial Offie /Asst. At ey Secretary—Treasurer Date agree/surfnet/professional Svcs 50 to 100 10/12 11 of 11 I EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) ♦ Identification of the City's short-term and long-term goals, objectives and cost estimates for all major City information systems including, but not limited to Public Safety, ERP, G1S, Permits, Cashiering, Utility Billing, Library and City web services ♦Assessment of the City's delivery of information services including infrastructure systems, customer support(Help Desk), applications and database support,public safety systems, Project Management and other technology support activities 0 Assessment of the City's Information Services disaster recovery plan for the current and future IT infrastructures to ensure that the City can continue to provide automated support for critical information services in the event that a defined contingency occurs 0 Identification of opportunities and requirements to renovate, enhance, or replace components of the City's IT infrastructure, along with the priorities for each of the defined initiatives, to meet the City's business requirements over the timeframe of the ITSP ♦ Identification of the potential efficiencies to be achieved from the citywide consolidation of the technology infrastructure and software procurement EXHIBIT A ® Development of cost estimates and timelines for implementation of the ISMP based on a five-year phased program including capital, hardware, software, systems and implementation/ support services, personnel and training, operating, and maintenance costs. ♦Assessment of the resource requirements required to support the achievement of ITSP objectives, and the human resource classifications and promotional paths for Information Services staff. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: NexLevel's proposed work plan includes: 1. The"Initiate"phase which will establish the foundation for effective communication and the successful completion of the project; 2. The"Analyze"phase which will focus on how the City is currently using business technology to support operations; 3. The"Assess"phase which will focus on the City's IT Service Delivery and Management; 4. The"Strategize"phase which will follow a structured methodology to develop a plan that is supported by the information gathers in the"Analyze" and"Assess"phases; and 5. The"Brief'phase has been added to our methodology to support the City's requirements for periodic briefings for the project's sponsors.NexLevel is proposing three such briefings including a kickoff meeting, a mid-project briefing, and a final presentation of the key findings and recommendations resulting from the ITSP. NexLevel will work with the City to review the proposed activities, and if the City believes it can perform some activities, then we will work collaboratively to ensure all aspects of the project are covered. We fully understand that project success is significantly improved when our team works EXHIBIT A collaboratively with the City staff as this promotes a comprehensive understanding by all parties and helps ensure knowledge transfer to City staff. C. CITY'S DUTIES AND RESPONSIBILITIES: City will provide availability of staff for interviews and analysis of workflows, business practices and designs. City will take the lead in sponsoring involvement of staff for the project, setting direction and resolving all project issues. D. WORK PROGRAM/PROJECT SCHEDULE: Schedule start date TBD. Per proposal, estimated timeline is 20 weeks. EXHIBIT A EXHIBIT "B" Payment Schedule(Fixed Fee Payment) NexLevel will I complete this project on a time and materials basis;however,we%vil I commit to a not-to- exceed price for Phases 1-5 fincludingtraveo of$67,00. Based on oUreAperience with Similar project--,,as well as a detailed review of the Citis requirement.-,NexLevel estimates that this project will require a total of 426 consulting hours. Our bill rate is$150 per hour. Underthis arrangement, NexLevel will bill the CitV based an actual hours worked up to the not-to-exceed price. The following table proAdes a detailed breakout of the hours and cost by task. k' "IR cmo n Task 1-Initiate 23 $150-00 3,450 Task 2-Analyze 108 $150.00 161,200 Task 3-Assess 147 $150.00 22,050 Task 4-Strategize 124 $150-00 18,600 Task 5-Executive Briefings 24 $150.00 $ 3,600 Total Professional Services 426 $ 63,900 Travel $ 3,100 Total Project $ 67,000 Mr.Hackelman,Mr.Stein,and Mr-Curtis will be traveling from the Sacramento area- NexLevel will bill the CitV for actual travel expenses supported by receipts,and will agree to a not-to-exceed travel budget of$3jI0O.G0 for the project. I CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; 13) Describe the services performed; C) Show the total amount of the payment due; D) 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 E) For all payments include an estimate of the percentage of work completed. Exhibit B Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) 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. 4. 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. Exhibit B PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND NEXLEVEL INFORMATION TECHNOLOGY, INC. FOR INFORMATION TECHNOLOGY STRATEGIC PLAN Table of Contents 1 Scope of Services.....................................................................................................1 2 City Staff Assistance................................................................................................2 3 Term; Time of Performance.....................................................................................2 4 Compensation ..........................................................................................................2 5 Extra Work...............................................................................................................2 6 Method of Payment..................................................................................................3 7 Disposition of Plans, Estimates and Other Documents ...........................................3 8 Hold Harmless .........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance............................................................................................5 11 Independent Contractor............................................................................................6 12 Termination of Agreement.......................................................................................6 13 Assignment and Delegation......................................................................................6 14 Copyrights/Patents...................................................................................................7 15 City Employees and Officials..................................................................................7 16 Notices.........................................................................................7 17 Consent....................................................................................................................8 18 Modification.............................................................................................................8 19 Section Headings .....................................................................................................8 20 Interpretation of this Agreement..............................................................................8 21 Duplicate Original....................................................................................................9 22 Immigration...............................................................................................................9 23 Legal Services Subcontracting Prohibited................................................................9 24 Attorney's Fees..........................................................................................................10 25 Survival.....................................................................................................................10 26 Governing Law .........................................................................................................10 27 Signatories.................................................................................................................10 28 Entirety......................................................................................................................10 29 Effective Date.................................................................................I I CITY OF HUNTINGTON BEACH RECEIVED Professional Service Approval Form MAR �1 1 2014 PART I Finance Departmon, Date: 3/10/2014 Project Manager Name: Jack Marshall Requested by Name if different from Project Manager: Department.- Information Services PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: The City of Huntington Beach Information Services Department last had a technology master plan prepared in 2005. A new technology master plan needs to be prepared to update changes in technology, citywide project prioritization and technology support staffing requirements. The consultant will prepare a comprehensive technology master plan by the third quarter of 2014. 2) Estimated cost of the services being sought: $ 67,000.00 3) Are sufficient funds available to fund this contract? E Yes F] No If no, please explain: 4) Check below how the services will be obtained: F] A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. E MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized. ��0% F1 MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract g��y described on the list of professio nal service contracts approved by the City Council?71fth 7answer to this*q u e/stfii is "No," the contract will require approval from the City Council.) 19 Yes F] No Fisca�-�ices a r sipt&e(Purchasing Approval) Date 6) Amount, Bu i ss Unit(8 digits) and Object Code(5 digits)where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Year 1(estimate) Year 2 (estimate) Year 3(estimate) 10040211.69300 $67,000.00 $ $ ab Bud et A pproval epartmen aa-�Sign4Nre(s) Date -birec r of anc D e's Signature Dat Ass G4y-Kanager's Signature Date APPROVEV 0 1 N professional servilce/alfir/val form-part i.doc r4/ REV: Decembe 2013 CITY OF HUNTINGT N BEACH Professional Service Approval Form PART I City Manager's Signature Date professional service approval form-part i.doc REV: December/2013 4 CITY OF HUNTINGTON BEACH . Professional Service Approval Form PART II Date: 3/10/2014 Project Manager: Jack Marshall Requested by Name if different from Project Manager: Department: Information Services PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: NextLevel 2) Contract Number: IS (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $67,000 Account number Contractual Dollar Amount Business unit. object# Year 1(estimate) Year 2 (estimate) Year 3(estimate) 10040211.69300 $67,000 $ $ $ $ $ 4) Is this contract less than $50,000? ❑ Yes ® No 5) Does this contract fall within $50,000 and $100,000? ® Yes ❑ No 6) Is this contract over$100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ®-Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, whic describes the payment terms of the contract. Fiscal S ice an er(Purchasing) Date C-4 15/Pl-lade+ udget Man er Approval Signature Dat 01-- �y tz I `( Direc ofFinance(or designee) Signature Date professional service approval form-part ii.doc REV: December/2013 Attachment#3 CITY OF HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING FISCAL YEAR 2013/14 Finance Division/Fund Description Amount Amount Requested Vendor Requester Date Accounting Services Audit Professional Services/Other Professional Services $140,000 67,000.00 NextLevel Jack Marshal 3/1114 Budget Management Sales tax auditing and consulting services $20,000 Property tax auditing and consulting services $20,000 Retiree Insurance Fund(702),Retirement Supplemental(703),Mello Roos(406) Consulting services $54,500 Total Professional Services $234,600 Avail Balance 167,600 -11(RECEIVED MAR 11 2014 CITY OF HUNTINGTON BEACH Uqj Finance Department BUDGET APPROPRIATION REVISION FUNDS TRANSFERRED FROK y Business Unit & p Account Category Object Code Subledger a Department , Division Title Level 4 Account Description Amount 10042154.64880 Information Services w A i and Database SUI Dperating Expense ® Software Lic Maint $ 7,000.00 Select Department ® Select Level 4 title Select Department ® Select Level 4 title Select Department - Select Level 4 title Select Department - Select Level 4 title Select Department ® Select Level 4 title Select Department ® Select Level 4 title w rXXXXX TOTALI $ 7,000.00 FUNDS TRANSFERRED TO: Business Unit & Object Code Subledger Y' p a Department Division Title Account Category Level'4 Account Description Amount 10040211.69300 Non -Departmental Operating Expense ® Professional Services $ 7,000.00 Select Department - Select Level 4 title Select Department Select Level 4 title v Select Department s Select Level 4 title Select Department ® Select Level 4 title s Select Department - Select Level 4 title Select Department ® Select Level 4 title Prepared By: Gwen Rehwinkel ,,/ 1 Jack Marshall 0 -t) Print Name D partment Approvaf Date 2 Print Name Finance Administration Approval Date 3 Print Name City Manager Date SPECIAL INSTRUCTIONS All revisions require #1 & #2 All revisions to personal services require #1, #2, and #3 Changes to total budget of any department or fund requires all the above and City Council approval. Please attach the approved RCA to this revision request. City of Huntington Beach FY 13/14 Funds Available by Business Unit Report 3/11/2014 Object FY 13/14 FY 13/14 . Account Revised - Encumbrance . - ----- ..-_.._. -....._ _...._ . 10040211 - Equip Replace - Info Svcs 83900 - Equip - Communications 258,424.07 32,724.96 83000 - Equipment 258,424.07 32,724.96 86100 - Capital - Purchase Software 85,000.00 59,066.90 86000 - Capital - Software 85,000.00 59,066.90 80000 - CAPITAL EXPENDITURES 343,424.07 91,791.86 50000 - EXPENDITURES 343,424.07 91,791.86 10042154 - IS -Applications Database Supp 51000 - PERSONAL SERVICES 1,148,904.67 63230 - Software 300.00 0.00 63235 - Computer Hardware 0.00 0.00 63245 - Computer Supplies 63225 - Computer Supplies 300.00 0.00 64455 - Books 64470 - Subscriptions 0.00 64405 - Books/ Subscriptions 1,250.00 64405 - Books/ Subscriptions 1,250.00 0.00 64485 - Dues and Memberships 1,525.00 0.00 63000 - Equipment and Supplies 3,075.00 0.00 64880- Software License Maint 548,671.52 212,132.87 64870 - Computer Maintenance 548,671.52 212,132.87 64520 - Repairs and Maintenance 548,671.52 212,132.87 68555 - Training - Airfare 0.00 68560 - Training - Other 0.00 68565 - Training - Lodging 68550 - Training 3,500.00 68550 - Training 3,500.00 0.00 68620 - Conferences - Other 0.00 68625 - Conferences - Lodging 0.00 68635 - Conferences - Tuition 68610 - Conferences 2,000.00 68610 - Conferences 2,000.00 0.00 68500 - Conferences and Training 5,500.00 0.00 69300 - Professional Services 0.00 60000 - OPERATING EXPENSES 557,246.52 212,132.87 50000-EXPENDITURES 1,706,151.19 212,132.87 FY 13/14 FY 13/14 Actual Available 225,697.76 1.35 �✓ 225,697.76 1.35 18,933.10 7,000.00 18,933.10 7,000.00 244,630.86 7,001.35 244,630.86 7,001.35 491,440.61 657,464.06 1,663.00-1,363.00 768.46-768.46 85.32 -85.32 2,516.78-2,216.78 70.27 -70.27 7,432.72-7,432.72 1,2500 2.99 7,502.99 995.00 530.00 11,014.77 -7, 77 246,203.57 335. 246,203.57 90,335.08 246,48.90,335. 448.60 .60 36 36.00 00 -36.00 259.50-259.50 3,500.00 744.10 2,755.90 428.11-428.11 988.65-988.65 1,130.00-1,130.00 2,000.00 2,546.76-546.76 3,290.86 2,209.14 0.00 0.00 260,509.20 84,604.45 , 751,949.81 742,068.51 Object Account 10042154 - IS -Applications Database Supp 51000 - PERSONAL SERVICES 61550 - Cellular Phones 61450 - Telephone/Communications 61000 - Utilities 63125 - Office Supplies 63230 - Software 63235 - Computer Hardware 63245 - Computer Supplies 63225 - Computer Supplies 64455-Books 64470 - Subscriptions 64405 - Books/ Subscriptions 64405 - Books/ Subscriptions 64485 - Dues and Memberships 63000 - Equipment and Supplies 64880 - Software License Maint 64870 - Computer Maintenance 64520 - Repairs and Maintenance- 68555 - Training - Airfare 68560 - Training - Other 68565 - Training - Lodging 68575 - Training - Tuition 68550 - Training 68550 - Training 68610 - Conferences 68500- Conferences and Training 69315 - Prof Svcs - Information Svcs 69300 - Professional Services 79250 - Mileage Reim Extradition 79200 - Extradition/Background 79000 - Other Expenses 60000 - OPERATING EXPENSES 50000-EXPENDITURES City of Huntington Beach Funds Available by Business Unit Analysis Report 3/11/2014 Cumulative 14 Cumulative 14 Cumulative 14 Cumulative 14 Revised Actual FY 13/14 FY 13/14 FY 13/14 FY 13/14 Budget Actual Budget Actual FY 2012113 FY 2012113 Revised Encumbrance Actual Available 9/30/11 9/30/11 9/30/12 9/30/12 1,125,853.82 1,152,301.69 1,129,461.14 1,122,337.73 1,149,312.35 1,127,876.32 1,148,904.67 491,440.61 657,464.06 622.80 0.00 622.80 0.00 622.80 0.00 0.00 2.27 0.00 300.00 80.00 300.00 9.99 300.00 0.00 300.00 0.00 1,663.00 -1,363.0 22,779.43 23,655.05 0.00 24,560.59 -171.91 -21.55 0.00 0.00 768.46 -768.46 592.32 2.71 0.00 85.32 -85.32 23,079.43 24,327.37 300.00 24,573.29 128.09 -21.55 300.00 0.00 2,516.78 -2,216.78 0.00 79.41 1.89 70.27 -76.27 0.00 502.95 1,123.95 0.00 7,432.72 -7,432.72 1,250.00 1,250.00 1,250.00 1,250.00 1,250.00 1,250.00 0.00 1,250.00 582.36 1,250.00 1,125.84 1,250.00 0.00 7,502.99 -6,252.99 1,525.00 1,095.00 1,525.00 1,875.00 1,525.00 640.00 1,525.00 0.00 995.00 530.00 25,854.43 25,424.64 3,075.00 27,030.65 2,903.09 1,744.29 3,075.00 0.00 11,014.77 -7,939.77 418,669.33 386,129.4 310,792.04 284,071.21 369,521.13 289,436.59 548,671.52 212,132.87 246,203.57 90,335.08 418,669.33 386,129.47 310,792.04 284,071.21 369,521.13 289,436.59 548,671:52 212,132.87 246,203.57 90,335.08 418,669.33 386,129.47 310,792.04 284,071.21 369,521.13 289,436.59 548,671.52 212,132.87 246,203.57 90,335.08 205.20 0.00 0.00 448.60 -448.60 10.25 0.00 36.00 -36.00 280.00 0.00 259.50 -259.50 3,400.00 9,300.00 0.00 5,080.00 7,991.95 0.00 0.00 0.00 0.00 8,000.00 8,000.00 8,000.00 3,500.00 3,500.00 11,400.00 9,300.00 8,000.00 5,565.20 8,000.00 8,002.20 3,500.00 0.00 744.10 2,755.90 2,000.00 4,883.70 2,000.00 4,341.51 2,000.00 7,235.84 2,000.00 0.00 2,546.76 -546.76 13,400.00 14,183.70 10,000.00 9,906.71 10,000.00 15,238.04 5,500.00 0.00 3,290.86 2,209.14 350.00 0.00 0.00 0.00 350.00 0.00 0.00 0.00 180.00 180.00 0.00 180.00 180.00 0.00 180.00 180.00 0.00 458,103.76 425,737.81 324,047.04 321,631.37 382,424.22 306,768.92 557,246.52 212,132.87 260,509.20 84,604.45 1,583,957.58 1,578,039.50 1,453,508.18 1,443,969.10 1,531,736.57 1,434,647.24 1,706,151.19 212,132.87 751,949.81 742,068.51 City of Huntington Beach General Fund Expenditure Report Fiscal Year 2013/14 Information Services Period Ending January 31, 2014 YTD Fiscal Year Completed = 33.3% FY 12113 Year -End FY 13/14 FY 13/14 Unaudited Original Revised Description Actual Budget Budget (1) EXPENDITURES PERSONAL SERVICES Salaries, Permanent 2,782,753 2,792,421 2,792,421 Salaries, Temporary 77,928 10,750 10,750 Salaries, Overtime 27,917 33,000 33,000 Leave Payout (*) 99,692 Benefits 1,197,205 1,329,133 1,329,133 PERSONAL SERVICES 4,185,495 4,166,304 4,166,304 OPERATING EXPENSES Utilities 731,323 841,486 841,486 Equipment and Supplies 100,832 86,249 111,534 Repairs and Maintenance 901,113 1,114,157 1,216,524 Conferences and Training 58,810 51,134 68,195 Professional Services 350 Other Contract Services 21,776 15,000 17,000 Rental Expense Interdepartmental Charges Expense Allowances 40,308 27,600 27,600 Other Expenses 200 200 OPERATING EXPENSES 1,864,611 2,135,826 2,282,640 CAPITAL EXPENDITURES Improvements Equipment Vehicles Software - Capital 55,804 19,808 CAPITAL EXPENDITURES 66,804 19,808 NON -OPERATING EXPENSES Transfers to Other Funds NON -OPERATING EXPENSES EXPENDITURES 6,096,811 6,301,130 6,467,662 Year to Date Encumbered Year to Date Expended YTD % Expended 954,535 34.2% 8,486 78.9% 9,356 28.4% 39,260 447,831 33.7% 1,469,468 36.0% 552,751 181,935 21.6% 18,942 41,912 37.6% 358,739 472,534 38.8% 12,581 10,217 15.0% 8,073 6,127 36.0% 15,178 55.0% 961,087 727,903 31.9% 1,275 1,360 6.9% 1,275 1,360 6.9% 952,362 2,188,731 33.8% Projected Year -End (Over)/Under Expenditure Budget 2,763,436 28,985 51,724 (40,974) 30,129 2,871 1,327,868 1,266 4,173,167 (7,863) 741,519 99,967 109,399 2,135 1,200,104 16,420 65,402 2,793 51,000 (51,000) 28,697 (11,697) 45,365 (17,765) - 200 2,241,486 41,063 19,808 19,808 6,434,461 33,201 (*) Leave Payouts to be monitored by Finance and appropriations may be transferred at year-end to cover these expenses if needed. Non -Departmental currently reflect the year-end estimate. Projected (Over)/Under Budget 33,201 ��✓� ��IiIN o`y�CITY OF HUNTINGTON BEACH APPROPPRIATION DECREASE FROM: T y Business Unit & p Account Category Object Code Subledger a Department Division Title Level 4 Account Description Amount 10040101.69300 Non -Departmental - Non -Dept Operating Expense ® Prof Sery $ 60,000.00 Select Department W Select Level 4 title Select Department W Select Level 4 title • Select Department Select Level 4 title Select Department Select Level 4 title Select Department . Select Level 4 title Select Department W Select Level 4 title TOTAL FUNDS TRANSFERRED TO: $ 60,000.00 T y Business Unit & p Account Category Object Code Subledger a Department Division Title Level 4 Account Description Amount 10040211.69300 Non -Departmental E ui Replace - IS Operating Expense Prof Sery $ 60,000.00 Select Department . capital Expense • Select Department Select Level 4 title W Select Department W Select Level 4 title Select Department Select Level 4 title W Select Department Select Level 4 title Select Department Select Level 4 title W TOTAL $ 60,000.00 JUSTIFICATION FOR TRANSFER This budget appropriation request is to fund the Information Technology Master Plan. The total cost estimate is $67,000 with vendor NextLevel. Information Services will provide the remaing $7,000 from their operating account for this Information Technology Master Plan. AUTHORIZATIONS Prepared By: Philip Tong 1 Dahle Bulosan Print Name Department Approval Date 2 Print Name Finance Administration Approval Date 3 Print Name City Manager Date SPECIAL INSTRUCTIONS All revisions require #1 & #2 All revisions to personal services require #1, #2, and #3 Changes to total budget of any department or fund requires all the above and City Council approval. Please attach the approved RCA to this revision request. Rnance se n y Budget - Has the Available Funds Report been checked: _ Yes No Funds Availaible Report Attached: `'_ Yes _ No Budget Approval: Date: Accounting Approval: Date: Processed by: Batch No. Date Processed: BV - Budget of PY Unexpended Amount BW - Budget Addition BX - Budget Transfer BY - Budget Addition -Carry Forward BZ - Budget Addition -New Revenue ## - Prior Year City of Huntington Beach FY 13114 Funds Available by Business Unit Report 3/11/2014 Object FY 13/14 FY 13114 FY 13/14 FY 13/14 Account Revised Actual Encumbrance Available 10040101 - Non -Departmental 51000 - PERSONAL SERVICES 4,414,954.00 240,929.84 4,174,024.16 61200 - Electricity 3,528,000.00 1,401,451.12 2,126,428.41 120.47 61300 - Natural Gas 252,072.13 73,497.64 131,574.49 47,000.00 61600-Water 1,147,000.00 418,993.33 728,006.67 61000 - Utilities 4,927,072.13 1,893,942.09 2,258,002.90 775,127.14 63495 - Gasoline 214,000.00 63,319.17 150,958.96 -278.13 63445 - Fuel 214,000.00 63,319.17 150,958.96 -278.13 64230 - Awards and Presentations 5,000.00 0.00 5,000.00 63000 - Equipment and Supplies 219,000.00 63,319.17 150,958.96 4,721.87 67740 - 800 MHZ Maintenance 1,000,000.00 1,000,000.00 64520 - Repairs and Maintenance 1,000,000.00 1,000,000.00 69365 - Other Professional Services 535,102.32 6,500.00 97,602.32 431,000.00 69375 - Prof Svcs - Attorney Fees 31,004.67 47,684.89 36,324.28 -53,004.50 69380 - Prof Svcs - Litigation Cost 82,261.21 158,163.87 142,373.09 -218,275.75 69370 - Prof Svcs - Legal 718,695.00 718,695.00 69370 - Prof Svcs - Legal 831,960.88 205,848.76 178,697.37 447,414.75 69300 - Professional Services 180,000.00 180,000.00 69300 - Professional Services 1,547,063.20 212,348.76 276,299.69 1,058,414.75 69505 - Cont Svcs - Other 18,000.00 21,621.34 26,128.66 -29,750.00 69520 - Cont Svcs - Advertising 20,000.00 20,000.00 69520 - Cont Svcs - Advertising 20,000.00 0.00 20,000.00 69450 - Other Contract Services 775,000.00 775,000.00 69450 - Other Contract Services 813,000.00 21,621.34 26,128.66 765,250.00 75000 - Payments to Other Governments 0.00 0.00 0.00 78000 - Expense Allowances 0.00 0.00 79075 - Bad Debt Expense 947,317.00 189,067.77 758,249.23 79100 - Contingency 728.86 -728.86 79150 - Discounts Lost -8,272.60 8,272.60 79500 - CAL -Card - Dispute Charge 1,261.95 -1,261.95 79510 - CAL -Card - Accidental Use -114.08 114.08 79000 - Other Expenses 947,317.00 182,671.90 764,645.10 60000- OPERATING EXPENSES 9,453,452.33 2,373,903.26 2,711,390.21 4,368,158.86 83000 - Equipment 1,721,465.15 1,721,465.15 83000-Equipment 1,721,465.15 0.00 0.00 1,721,465.15 86100 - Capital - Purchase Software 140,000.00 140,000.00 0.00 86000 - Capital - Software 140,000.00 140,000.00 0.00 80000 - CAPITAL EXPENDITURES 1,861,465.15 0.00 140,000.00 1,721,465.15 88010 - Debt Service Expenses 0.00 0.00 0.00 0.00 88000 - NON -OPERATING EXPENSES 0.00 0.00 0.00 0.00 50000 - EXPENDITURES 15,729,871.48 2,614,833.10 2,851,390.21 10,263,648.17 �10040211 - Equip Replace - Info Svcs 83900 - Equip - Communications 258,424.07 225,697.76 32,724.96 1.35 83000 - Equipment 258,424.07 225,697.76 32,724.96 1.35 86100 - Capital - Purchase Software 85,000.00 18,933.10 59,066.90 7,000.00 86000 - Capital - Software 85,000.00 18,933.10 59,066.90 7,000.00 80000 - CAPITAL EXPENDITURES 343,424.07 244,630.86 91,791.86 7,001.35 50000 - EXPENDITURES 343,424.07 244,630.86 91,791.86 7,001.35 NEXLI-1 OP ID: J1 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY, 03/27/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND.CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER - Phone: 916-784-1008 Placer Insurance Agency Fax: 916-784-8116 License #OC66701 P. O. Box 619052 Roseville, CA 95661-9052 CONTACT NAME: . PHONE FAX A/C No Ext : A/C, No): E-MAIL ADDRESS: INSURERS AFFORDING COVERAGE NAIC # Kirk Kindelt INSURER A: Travelers Property Casualty Co 25674 INSURED Nexlevel Information Technology, Inc. 6829 Fair Oaks Blvd Ste 100 INSURERB: - INSURER C : INSURER D : Carmichael, CA 95608 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF MM/DD/YYYY POLICY EXP MM/DD LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE � OCCUR X ZLP13N222951315 05/01/2013 05/01/2014 D MAGE O RENTED PREMISES Ea occurrence $ 500,000 MED EXP (Any one person) $ 10,00 PERSONAL & ADV INJURY $ 1,000,00 GENERAL AGGREGATE $ 2,000,00 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 POLICY X PRO LOC Emp Ben. $ 1,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident 1 OOO,OO $ , BODILY INJURY (Per person) $ A ANY AUTO X BA8141X98813TEC 05/01/2013 05/01/2014 ALL OWNED SCHEDULED AUTOS AUTOS HIRED AUTOS X NON -OWNED AUTOS To x � BODILY INJURY -(Per accident) $ X PROPERTY DAMAGE Per accident $ EACH OCCURRENCE $ $ 1,000,00 C X UMBRELLA LIAB X OCCUR r �i' ATTt AGGREGATE $ 1,000,000 A EXCESS LIAB CLAIMS -MADE 13N223381315 05/01/2013 05/01/2014 DED X I RETENTION $ 0 $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE Y/N OFFICERIMEMBER EXCLUDED? ❑ (Mandatory in NH) N / A HJUB7615XO0313 05/01/2013 05/01/2014 X WC STATU- OTH- T RY LIMITS ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes. describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT 1 $ 1,000,00 A Professional Liab ZPL14R360811315 05/01/2013 05/01/2014 Limit 2,000,00 Deduct 10,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) The city, its officers, elected or appointed officials, employees agents and volunteers are covered as additional insured per endorsement CGD2480805. Auto endorsement to follow from Carrier. CERTIFICATE HOLDER CANCELLATION CITYHU 1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Huntington Beach ACCORDANCE WITH THE POLICY PROVISIONS. Attn: Risk Management 2000 Main Street, AUTHORIZED REPRESENTATIVE Huntington Beach, CA 92648 i � n �CX x- ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Policy number: ZLP13N2229513I5 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART 1. WHO IS AN INSURED - (Section II) is amended to include any person or or- ganization that you agree in a "written contract requiring insurance" to include as an additional insured on this Coverage Part, but. (a) Only with respect to liability for "bodily injury", "property damage" or "personal injury"; and (b) If, and only to the extent that, the injury or damage is caused by acts or omissions of you or your subcon- tractor in the performance of "your work" to which the "written contract requiring insurance" applies. The per- son or organization does not qualify as an additional insured with respect to the independent acts or omissions of such person or organization. 2. The insurance provided to the additional insured by this endorsement is limited as follows: (a) In the event that the Limits of Insur- ance of this Coverage Part shown in the Declarations exceed the limits of liability required by the "written con- tract requiring insurance", the insur- ance provided to the additional in- sured shall be limited to the limits of liability required by that "written con- tract requiring insurance". This en- dorsement shall not increase the lim- its of insurance described in Section III - Limits Of Insurance. (b) The insurance provided to the addi- tional insured does not apply to "bodily injury", "property damage" or "personal injury" arising out of the rendering of, or failure to render, any professional architectural, engineering or surveying services, including: i. The preparing, approving, or fail- ing to prepare or approve, maps, shop drawings, opinions, reports; surveys, field orders or change orders, or the preparing, approv- ing, or failing to prepare or ap- prove, drawings and specifications; and ii. Supervisory, inspection, architec- tural or engineering activities. (C) The insurance provided to the addi- tional insured does not apply to "bodily injury" or "property damage" caused by "your work" and included in the "products -completed operations hazard". The insurance provided to the additional insured by this endorsement is excess over any valid and collectible "other in- surance", whether primary, excess, con- tingent or on any other basis, that is available to the additional insured for a loss we cover under this endorsement. However, if the "written contract requir- ing insurance" specifically requires that this insurance apply on a primary basis or a primary and non-contributory basis, this insurance is primary to "other insur- ance" available to the additional insured which covers that person or organization as a named insured for such loss, and we will not share with that "other insur- ance". But the insurance provided to the additional insured by this endorsement still is excess over any valid and col- lectible "other insurance", whether pri- mary, excess, contingent or on any other basis- that is available to the additional insured when that person or organization is an additional insured under such "Other insurance". As a condition of coverage provided to the additional insured by this endorse- ment: (a) The additional insured must give us written notice as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent possible, such notice should include: L How, when and where the "occur- rence" or offense took place; ii. The names and addresses of any injured persons and witnesses; and CG D2 48 08 06 0 2005 The Travelers Indemnity Company. All rights reserved. Page 1 of 2 COMMERCIAL GENERAL LIABILITY iii. The nature and location of any in- jury or damage arising out of the "occurrence" or offense. (b) if a claim is made or "suit" is brought against the additional insured,— the additional- insured must: -- ---- - I. Immediately record the specifics of the claim or "suit" and the date received; and ii. Notify us as soon as practicable. The additional insured must see to it that we receive written notice of the claim or "suit" as soon as practica- ble. (C) The additional insured must immedi- ately send us copies of all legal pa- pers received in connection with the claim or "suit", cooperate with us in the investigation or settlement of the claim or defense against the "suit", and otherwise comply with all policy conditions. (d) The additional insured must tender the defense and indemnity of any claim or "suit" to any provider of "other insurance" which would cover the additional insured for a loss we cover under this endorsement. How- ever, this condition does not affect whether the insurance provided to the additional insured by this endorse- ment is primary —to —other insurance" __. . available to the additional insured which covers that person or organiza- tion as a named insured as described in paragraph 3. above. 5. The following definition is added to SECTION V. - DEFINITIONS: "Written contract requiring insurance" means that part of any written contract or agreement under which you are re- quired to include a person or organiza- tion as an additional insured on this Coverage Part, provided that the "bodily injury" and "property damage" occurs and the "personal injury" is caused by an offense committed: a. After the signing and execution of the contract or agreement by you; b. While that part of the contract or agreement is in effect; and c. Before the end of the policy period. Page 2 of 2 0 2005 The Travelers Indemnity Company. All rights reserved. CG D2 48 08 05 Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan THIS DOCUMENT IS FORMATTED FOR DUPLEX PRINTING —THIS PAGE IS INTENTIONALLY LEFT BLANK LISTEMPLAN.DELIVER -_� Proposal to the City of Pismo Beach RFQ- Information Technology Strategic Plan Qualifications Submittal Form With Application Checklist The authorized representative identified below declares that he: 1. Has carefully examined the Request for Qualifications; 2. Is thoroughly familiar with its contents; 3. Is authorized to represent the proposing firm. Firm Name and Address NexLevel Information Technology, Inc. 6829 Fair Oaks Boulevard, Suite 100 Carmichael, CA 95608 Contact Name: Terry Hackelman, Managing Principal Phone: (916) 692-2000 ext. 201 Email: terry.hackelman@nexlevelit.com Authorized Representative Signature: Name: Terry Hackelman Title: Managing Principal Date: April 30, 2013 Checklist _X_ Qualifications Submittal Form with Application Checklist _X_ Table of Contents Firm Profile _X_ Qualification Details References LISTEMPLAMDELIVER Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan THIS DOCUMENT IS FORMATTED FOR DUPLEX PRINTING—' THIS PAGE IS INTENTIONALLY LEFT BLANK LISTEMPLAMDELIVER J NE L=V=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Table of Contents TransmittalLetter ..................................................... :.......................................................................... 1 FirmProfile.......................................................................................................................................... 3 ProposedProject Team.................................................................................................................................. 3 ContractPerformance................................................................................................................................... 5 QualificationsDetails........................................................................................................................... 7 WorkPlan..................................................................................................................................................... 9 Task1- Initiate............................................................................................................................................10 Task2 - Analyze..........................................................................................................................................' 12 Task3 - Strategize........................................................................................................................................15 ProjectTimeline..........................................................................................................................................17 References......................................................................................................................................... 19 SupplementalInformation................................................................................................................. 21 LISTEN.PLANXELIVER iV® L=V=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan THIS DOCUMENT IS FORMATTED FOR DUPLEX PRINTING —THIS PAGE IS INTENTIONALLY LEFT BLANK LISTEMPLAMDELIVER =V®L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Transmittal Letter April 30, 2013 Ms. Nadia Feeser Administrative Services Director City of Pismo Beach 760 Mattie Road Pismo Beach, CA 93449 Re: Request for Qualifications — Information Technology Strategic Plan Dear Ms. Feeser: NexLevel Information Technology, Inc. (NexLevel) respectfully submits this proposal to the City of Pismo Beach (City) in response to the City's Request for Qualifications for an Information Technology Strategic Plan (ITSP). Our Company. As a California -based management consulting firm, NexLevel maintains a singular focus on helping California public sector clients implement and use information technology. In 1999, the Company was founded on the belief that project success starts with effective planning. NexLevel has delivered strategic planning and project management services to more the 40 California public agencies. We invite you to contact our references for first-hand information about the quality of the services. Our business continues to grow because our work provides clients with tangible benefits. Our Understanding. Based on our review of the RFQ, and other City documents, NexLevel identified the following as key considerations for the ITSP: o Develop and articulate a vision for the City's effective use of technology. o Identify strategies for implementing new or replacement technology. ® Articulate the cost and benefit of implementing new or replacement technology. ® Balance the demands for technology with available IT resources, capital, and budget. ® Evaluate the City's current use and management of technology. m Make recommendations to help increase IT efficiency and cost effectiveness. NexLevel understands that the scope of this project is Citywide. NexLevel has reviewed the City's website to understand the departments and their business and operational functions. In addition, we have reviewed the technologies and applications currently used by the City. Our proposal includes consultants that bring hands-on experience and expertise to develop an ITSP that represents all of the City's departments. Our Methodology. In order to develop a successful ITSP, the methodology must allow for an objective, independent evaluation of a client's existing technical infrastructure and IT service delivery capabilities. In addition, it must allow all stakeholders to have a voice in the plan and in the prioritization of the projects within the plan, be forward -thinking to ensure all technology alternatives are taken into account, be a tool that can be used on day-to-day basis, and be updateable as necessary. NexLevel's proven IT strategic planning methodology allows us to utilize repeatable processes that yield positive LISTEN.PLANXELIVER 11 P a g e ` Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan results, and at the same time, offers the flexibility to adapt to the City's specific needs. It allows us to fully identify and disclose potential risks and realistic risk mitigation strategies, manage users and stakeholders expectations through the process to ensure a realistic level of expectation upon ITSP completion, minimize disruption to daily City operations, and utilize project management processes and standards, including project management tools from the outset of the project including a project plan and a project schedule. Our Team. NexLevel proposes a proven team of consultants with extensive experience in developing IT plans for California cities. This team provides deep expertise in IT service delivery best practices, as well as with the technologies that support the unique needs of every City department. Our team will ensure the delivery of a plan that will assist the City in meeting its business objectives and achieve continued value from its technology investments. Our Experience. NexLevel's track record includes supporting over 40 different cities, counties, districts, and state agencies, and has successfully completed more than 22 IT strategic plans for California public sector organizations. Recently, NexLevel has completed strategic IT plans for the cities of San Luis Obispo, Walnut Creek, Novato, Stockton and Manhattan Beach, and we are in the final phases of completing an IT Strategic Plan for the City of Santa Cruz. In addition, we have completed plans for Rancho California Water District and Moulton Niguel Water District. Most indicative of our success is that our clients are willing to ask us back to perform additional work, but also refer us to other organizations without hesitation. NexLevel has experience with the technologies the City is currently using, as well as hands-on expertise implement technologies that were identified in the RFQ as "Forthcoming Projects." NexLevel is actively supporting several full -service municipalities in the procurement and selection of finance, payroll, HR, permitting/planning, CMMS, and asset management systems. Our proven IT Strategic Planning methodology as employed by our experienced team will ensure that the City receives a comprehensive ITSP that provides a clear roadmap for technology use and implementation, and just as importantly, provides the processes and tools to ensure the ITSP lives beyond the original publish date and remains aligned with the City's changing priorities. Sincerely, Terry Hackelman, Managing Principal NexLevel Information Technology, Inc. LISTEMPLAMDELIVER 21 P a.g e =VEL Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Firm. Profile Headquartered in Carmichael, California, NexLevel is a management consulting firm that helps public sector clients enhance their use of information technology. Since 1999, NexLevel has worked with more than 45 California state and local government agencies to complete IT Assessments, IT Strategic Plans, GIS Strategic Plans, Network Assessments, IS Service Level Assessments, Policy / Procedure Documentation development, Project Management Organization implementations, Feasibility Studies, Request for Proposal (RFP) development and Procurement Management efforts. NexLevel employs 22 staff, based primarily out of the Carmichael office. Figure 1 illustrates NexLevel's full range of IT services. Figure 1- NexLevel Services Since our inception, NexLevel has invested in and developed toolkits (methodologies, processes, tools, and supporting processes) designed specifically for the unique needs and requirements of California local government entities. NexLevel consultants consistently improve and expand the knowledge base included in these toolkits based on real life experience with our clients. More importantly, we share these toolkits with our clients and leave them behind so they can be used to support future projects. NexLevel's foundation is in talented, high -caliber individuals guided by the personal and professional principles of honesty, integrity, quality, and a commitment to client satisfaction. This foundation and associated ethics help us to attract and retain a veteran staff that inspires confidence in our clients. LISTEN.PLANXELIVER 31 P a g e EVEL Proposal to the City of Pismo Beach RFQ- Information Technology Strategic Plan Our proposed team has extensive hands-on experience in the application of technologies specific to all different types of city departments, as well as current and proven experience in applying our strategic planning methodology to develop effective plans. We present our proposed team in Figure 2 Figure 2 — Proposed Organizational Chart All proposed resources are employees of NexLevel. NexLevel will not be using any subcontractors on this project. Additionally, the proposed project team will dedicate the necessary hours to the project to ensure its completion by the City's desired date of October 29, 2013. In the following paragraphs, we provide a brief background summary pertaining to each individual. Complete resumes are provided separately as a part of the overall RFQ submittal package. Terry Hackelman, Engagement Manager / Subject Matter Expert Mr. Hackelman, a NexLevel Founder and Managing Principal , will serve as the Engagement Manager for the project, and will also provide subject matter expertise. Mr. Hackelman has led 15 IT strategic planning efforts for California local government agencies and is routinely involved in projects to ensure customer expectations are met and has the authority to make whatever decisions are necessary to ensure NexLevel services are delivered effectively and efficiently. In 2009, Mr. Hackelman facilitated a session titled "Planning 2012" at the Municipal Information Systems Association of California (MISAC) annual conference. Mr. Hackelman brings hands-on knowledge and experience with virtually all technologies used by California municipalities. Mr. Hackelman was extensively involved in the following IT assessment and IT strategic planning engagements: City of Chino City of Orange City of Fairfield. City of Stockton City of San Luis Obispo City of Walnut Creek City of Novato City of Pomona City of Irvine City of Santa Clara LISTEMPLAMDELIVER 41 P a g e Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan City of Ridgecrest City of Lakewood City of Palmdale City of Lake Forest City of Santa Cruz City of Manhattan Beach City of Westminster City of Santa Rosa City of Rancho Palos Verdes City of Folsom City of Long Beach Moulton Niguel Water District South Tahoe Public Utility District Delta Diablo Sanitation District Rancho California Water District Santa Clara County Fire Department Patrick Griffin — Project Manager/Subject Matter Expert Mr. Griffin has a 31 year background in local government, including oversight of day to day IT operations for both City Hall and Police Department operations, and general management experience at the Assistant City Manager level. He has managed a variety of IT related projects in full service municipal organizations, and is familiar with the complexity of IT service delivery in local government. Having beer responsible for a variety of areas in his municipal career, Mr. Griffin's participation provides a unique and valuable management perspective to the City's project. Mr. Griffin possesses the necessary analytical skills and attention to detail to ensure that the final work product delivered will meet or exceed the expectations of the City. Recently, Mr. Griffin has been functioning as Project Manager for the City of Manhattan Beach IT Assessment and Strategic Plan. In addition, he functioned as the Project Manager for the City of Rancho Palos Verdes IT Assessment. Cindy Abbott, PMP — Subject Matter Expert Ms. Abbott has a proven ability to work with clients to define requirements, manage projects, research technical options, and successfully deliver innovative solutions to support organizational goals. In addition, she has more than 19 years of experience as a hands-on IT manager and project manager for the cities of Irvine, Orange and Chino. Ms. Abbott was extensively involved in the following IT assessment and IT strategic planning engagements: City of Fairfield City of Stockton City of Novato City of San Luis Obispo City of Newport Beach City of Walnut Creek City of Manhattan Beach City of Long Beach City of Santa Cruz City of Rancho Palos Verdes Santa Clara County Fire Department Rancho California Water District Moulton Niguel Water District South Orange County Wastewater Authority NexLevel is proud of our successful history of delivering as promised and contracted. NexLevel warrants that it has not had a contract terminated for performance or default in the past five years. In addition, NexLevel is not involved in any pending litigation. LISTEMPLAMDELIVER 51 P a g e NE L—=V—=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan THIS DOCUMENT IS FORMATTED FOR DUPLEX PRINTING —THIS PAGE IS INTENTIONALLY LEFT BLANK LISTEN.PLAN.DELIVER 6 1 P a g e `- dV= L=V=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Qualifications Details As shown in Table 1, NexLevel has a strong record of accomplishment in providing technology consulting services for California public sector clients. This includes the successful completion of 22 strategic plans for public sector organizations in California. A significant number of our client projects are of similar scope and size to what the City of Pismo Beach is seeking. In addition, most clients have a similar organizational structure and technical infrastructure to that of the City of Pismo Beach. Provided separately and as a part of the overall PFQ submittal package is the Information Technology Strategic Plan for the City of San Luis Obispo. Table 1- NexLevel Local Government Experience ,'.California, Gt�es and Counties 'a „t x , u ; City of Chino ✓ ✓ ✓ City of Clovis ✓ ✓ City of Fairfield ✓ ✓ ✓ City of Folsom ✓ ✓ ✓ ✓ ✓ ✓ ✓ City of Irvine ✓ ✓ ✓ City of Lake Forest ✓ ✓ ✓ City of Lakewood ✓ ✓ ✓ ✓ City of Long Beach ✓ ✓ City of Manhattan Beach ✓ ✓ City of Newport Beach ✓ ✓ ✓ City of Novato ✓ ✓ City of Orange ✓ ✓ ✓ ✓ ✓ City of Palmdale ✓ ✓ City of Paso Robles ✓ ✓ City of Pico Rivera ✓ ✓ ✓ ✓ City of Pomona ✓ ✓ City of Rancho Palos Verdes ✓ City of Ridgecrest ✓ ✓ ✓ +�" ✓ City of Riverside ✓ ✓ ✓ City of Sacramento ✓ City of San Luis Obispo ✓ ✓ ✓ ✓ City of Santa Clara ✓ ✓ ✓ ✓ ✓ ✓ ✓ City of Santa Cruz ✓ ✓ City of Santa Rosa ✓ City of Stockton ✓ ✓ ✓ City of Walnut Creek ✓ ✓ ✓ ✓ City of Westminster ✓ Town of Truckee ✓ San Diego County ✓ ✓ Sonoma County ✓ ✓ LISTEMPLAMDELIVER 71 P a g e N=JCL=V_L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan s s • Tulare County ✓ Cahfor'ria Special Distric#s , �; Chino Valley Independent Fire District ✓ ✓ Delta Diablo Sanitation District ✓ ✓ ✓ Eastern Municipal Water District ✓ ✓ Moulton Niguel Water District ✓ ✓ ✓ ✓ ✓ ✓ ✓ Rancho California Water District ✓ ✓ ✓ Sacramento Municipal Utility District ✓ Santa Clara County Fire Department ✓ ✓ r Silicon Valley Power ✓ ✓ ✓ ✓ Sonoma Marin Area Rail Transit ✓ ✓ So. Orange Co. Wastewater Authority ✓ ✓ South Tahoe Public Utility District ✓ ✓ ✓ ✓ NexLevel has extensive, hands-on knowledge of the technologies and applications typically used by California cities and municipalities. Table 2 identifies NexLevel's technology expertise. Table 2 — Experience in Specific Technologies Cpm mon Municipal• o• - • Appli.caltions Finance, Payroll, and Human Resources (ERP) Systems Permitting/Inspections/Code Enforcement Systems Utility Billing/Customer Information Systems Agenda Management Solutions Facility and Class Management, Scheduling, and Registration Systems Computer Aided Dispatch (CAD)/Record Management System (RMS) Asset Management/Computerized Maintenance Management System (CMMS) Geographic Information System (GIS) Business License Systems Enterprise Document Management/Records Retention Systems Intranet / Collaboration/Workflow Solutions Internet and eGovernment Solutions Mobile Solutions/Field Access/Field Reporting Solutions Automated Metering Infrastructure (AMI) & Automated Meter Reading (AMR) Fleet Management Systems Fuel Management Systems Energy Management Systems Integrated Library Systems (catalog, check in/out, etc.) Online Procurement and Vendor Management Systems Supervisor Control and Data Acquisition (SCADA) Systems Customer Relationship Management (CRM) Systems LISTEMPLAN.DELIVER 81 P a g e LTV=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Common Municipal Technologies and Applications Online Recruitment Systems Irrigation Management Systems Traffic Management Systems Automated Vehicle Locator (AVL) Work Order Management Systems Event Management/Ticketing Systems Pavement Management Systems And more.... NexLevel understands that the City is interested in having an information technology consultant develop an Information Technology Strategic Plan (ITSP) to guide the City in the effective planning, procurement, implementation, and management of technology. Based on our research and extensive experience in completing similar projects for California municipalities, we are confident that we have a full understanding of the City's scope of services. Our proposed proven methodology addresses all of the RFQ anticipated tasks and services. In addition, we include a number of other tasks and activities that we believe help ensure a realistic and attainable ITSP that will gain the support of the City departments and the acceptance of the City Council. NexLevel recognizes and is prepared to address the following key considerations for the ITSP: 0 Completion of a comprehensive assessment of existing technology and associated IT support environment, whether that is at the IT Division level or within the departments. ® Development of a comprehensive ITSP that aligns overall City technology resources with the objectives of the user departments and overarching City objectives. This includes recommended projects, their respective implementation priority, cost estimates for each project, and an implementation strategy that can be incorporated into the City's annual budget process. NexLevel's IT Strategic Planning methodology is built on our experience in delivering services to California local government agencies for over 14 years. After the completion of each project, we sit down to determine what we can change to make the next plan we develop even better. This has benefited our clients by establishing a methodology that is proven and continues to evolve to meet the unique and changing needs of our public sector clients. A cornerstone of NexLevel's methodology is the focus and emphasis on the involvement and interaction with the department users of technology and those setting the business direction for the City — providing a "voice of the customer" to the resulting ITSP. NexLevel will incorporate input from all users and stakeholders, up to and including Pismo Beach's City Council, City Manager's Office, City Clerk's Office, Administrative Services, Community Development, Public Works, Fire, and Police. NexLevel is familiar with the challenges and issues that can arise in developing such plans. For example, we are skilled in managing multiple, and often conflicting, stakeholder visions, missions, goals, objectives, needs, and priorities. Our proposed methodology carefully considers project prioritization and includes processes to help manage competing priorities to ensure the ITSP provides a true citywide perspective. We pride ourselves in helping organizations develop plans that are realistic and attainable in terms of available budget, resources and time. LISTEMPLAN.DELIVER 91 Pa g e Proposal to the City of Pismo Beach RFQ- Information Technology Strategic Plan Figure 3 depicts the major activities in NexLevel's proven municipal government IT Strategic Planning methodology. IN Figure 3 — IT Strategic Planning Methodology In the remainder of this section, we discuss each task in detail, including associated activities and deliverables. �r r The primary purpose of Task 1 is to prepare for and initiate the project under a well-defined project plan and schedule, and to ensure alignment of expectations (i.e. purpose, timeline, resources, activities, etc.) among all project participants. To accomplish this, it requires careful planning and coordination between NexLevel and the City's Project Manager, as well as communication outreach activities to all City staff that will be involved in the project. NexLevel recognizes the need to apply project management processes and standards to our projects that include the following: a Confirm understanding of project goals and objectives at all levels of the City ® Identify potential risks and working with the City develop realistic risk mitigation strategies o Communicate expectations to participants and stakeholders to ensure expectations are proactively managed o Complete activities in a way that minimizes disruption to daily City operations Figure 4 provides an overview of the major activities associated with Task 1. 3 ✓Project Plan ✓Document Inventory Listing ✓Interview. Matrix ✓Kickoff Presentation Figure 4 — Initiate Activities tISTEMPtAMDEt1VER 101 P a g e Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan The following table identifies each activity and associated deliverables. Table 3 - Task 1 Activities and Deliverables '1i tni k # 'v „f , i.# �Activity� a 11I+ pr, I c L f� Y4 1G a ' '�'k IS'f %—�a�F -. Descrip$ts 4 long."a� .�. .Y.t�• _s�a�`�� 'S '5�i�}1.�'��._ Deliverables 1.1 Planning NexLevel will meet with the City's Project Manager and Sponsor Project Plan Meeting to review and confirm the following project components. 4 Project objectives, scope of work, and schedule Interview Project status and update requirements Matrix ® Project risks and risk mitigation strategies ® Project issue management methods m Identification of staff to be involved in the project which includes drafting the initial Interview Matrix 1.2 Document To support the activities in Task 2, NexLevel will request and Inventory Request review documentation including, but not limited to, the Listing of following: Documents + City Goals Received + City Strategic Business Plan, Budget, and CIP 0 Previous Related Assessments and Plans a City Organizational Chart and Contact Information * Technology Budgets and Capital Plans Technology Governance Agendas and Minutes ® In Process or Planned Technology Project Documentation m CISCOM Goals List Results of 2012 User Survey ® IT Inventory (e.g. desktop/laptop/tablet, applications, peripherals, servers, storage, backup devices, applications, etc.) o IT Policies and Procedures ® IT Disaster Recovery Plan * Network Architecture Documentation * IT Job Titles and Role Descriptions e IT Service Level Agreements IT Performance statistics or activity reports a Technology Vendor Listing and Agreements NexLevel's Team is committed to being fully informed and prepared so as to make the best use of the staff time. To this end, our team invests the necessary time be familiar with the City's current operations and activities. LISTEMPLAMDELIVER 11 I P a g e �V-=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan 1.3 Kickoff It is important that all project participants have a common Kickoff Meeting understanding of the project objectives, activities, timelines, and Presentation participant requirements. NexLevel wants to avoid any surprises to participants and strives for transparency in the methods to build the ITSP. To facilitate this, NexLevel will prepare a Microsoft PowerPoint presentation and facilitate a Project Kickoff Meeting. The kickoff meeting will prepare the staff for the project and provides an opportunity for staff to ask questions. In developing an ITSP, it is necessary to first have a comprehensive and realistic understanding of the current IT infrastructure and support resources. Secondly, the City must have an accurate understanding of how departments are using technology today to support operations and whether that technology is meeting the City's needs. And finally, the City has to understand the future challenges and needs of a department that are often driven by changes in regulation, policy, economic conditions, and other factors. Task 2 includes the activities that allow for the collection and verification of information to provide the foundation for the ITSP. Figure 5 — identifies the activities that will be performed during Task 2. a ti�li i�vw{ y Results Report essment(Draft) essment (Final% Figure 5 — Analyze Activities 0 The purpose of Task 2 is to develop a comprehensive IT Assessment Report - an overview of the current state of the City's technology systems and practices, along with a gap analysis summarizing IT opportunities, alternatives and/or best practices recommendations for the City's consideration. The following table describes each activity and identifies key deliverables. LISTEN.PLAN.DELIVER 121 P a 9 e �y=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Table 4 - Task 2 Activities and Deliverables 2.1 Voice of the NexLevel will conduct a web -based user survey to determine Survey User Survey overall satisfaction in terms of IT service delivery and support. Results The survey will be available to all City technology users and Report provides an opportunity to obtain their input. The information gathered from the online survey provides valuable input to the IT Assessment. Once the survey is concluded, NexLevel will prepare a Survey Results Report. The report will summarize the survey results, as well as provide a comparison to the average from other peer California municipalities for which NexLevel has completed similar surveys (22 agencies). This provides the City the ability to benchmark the survey results against similar agencies. In addition, NexLevel identifies best practices targets for each survey question. The best practices targets represent what a well -funded and high performing IT service delivery organization would strive to attain. LISTEMPLAMDELIVER 131Page EVEL Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan 111",O pto�WriVit J �k�.x.; g�r I s fD�eY�a=. ;.` ab�l�et 2.2 IT NexLevel's IT Assessment evaluates whether the City's IT IT Assessment infrastructure and support organization is prepared to support Assessment the future needs of the City by reviewing seven key operational Working "assessment dimensions." This review takes a comprehensive Papers "best practices" view of essential IT delivery components, as a weakness in any one particular dimension can adversely influence the overall effectiveness of the organization. The Assessment will review the following dimensions. Governance — Evaluation of the current IT organization and assessment of its skills, staffing levels, and capability to support operation and maintenance of current and future systems. This will include a review of IT project management practices, planning activities, IT refreshment, and the use of oversight committees. Service Delivery — Evaluation of the daily operation of the IT environment including budget, service metrics, maintenance, help desk, configuration management, change management and capacity management. Application Support — Evaluation of the processes and methods to support business and operational applications. Security — Evaluation of the use of software monitoring tools, virus protection procedures, physical hardware security, network vulnerability, passwords, data backup/recovery processes, physical and data security, integrity planning, PCs, network, firewall, incident response, patch management, anti -virus protection and emergency operations. Infrastructure — Review of the network, servers, desktops, telephony, storage configurations, remote access, data storage, server management, and operational procedures. Documentation — Examination of the technology documentation relative to processes, policies, and procedures, standards, file retention, operating manuals and training. Administration - Review of technology procurement processes, contract management, vendor management, software license management, budget/charge back management and physical inventory processes. LISTEMPLAMDELIVER 141 P a g e -� =v=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan #� Activity �'� �� mw Descript�on� .wY,.�aa_a,`!" 12 y id �.�:. 01 0 ,{ -fix 1� 3%Qeliverables r r=t .:- 2.3 Business NexLevel will facilitate a series of on -site workshops with City Business Technology departments to identify the current technology environment Technology Assessment within each organization,_ barriers to full utilizations of that Assessment technology, and planned uses and expansion of technology in the Working future. The workshops will be held for each department and Papers attended by department managers and key staff as directed by the City. It should be noted that in some cases, particularly for Application the larger department, NexLevel anticipates there may be Effectiveness multiple workshops. At a minimum, NexLevel anticipates the Matrix following workshops: Mayor / City Council o City Manager's Office City Clerk's Office m Administrative Services o Community Development o Public Works o Fire ® Police As part of this activity, NexLevel will create an Application Effectiveness Matrix that evaluates how key applications are used by the departments to fit their current and future needs. 2.4 Gap Analysis NexLevel will compile an IT Assessment Report, which will include IT a written overview of the current state of the City's technology Assessment systems and practices. This assessment will summarize Report technology strengths, weaknesses, opportunities and threats (Draft) (SWOT), as well as potential solutions for the City's consideration. The Gap Analysis will include all the findings obtained from Tasks IT 2.1— 2.3. NexLevel will provide the City a draft IT Assessment Assessment Report for review and comment. If necessary, NexLevel will meet Report with staff to further elaborate or discuss the contents of the IT (Final) Assessment Report. Once all the feedback is obtained, NexLevel will publish and distribute a final IT Assessment Report. As shown in Figure 6, the purpose of Task 3 is to focus on the review and analysis of the findings of previous tasks in order to identify, analyze, and prioritize projects that need to be included in the ITSP. NexLevel brings the City proven methods and tools to ensure identified projects are well defined, understood by the stakeholders, and prioritized using agreed upon criteria. During this task, NexLevel will facilitate a Project Prioritization Workshop that uses a multi -step process to arrive at a Citywide prioritization of identified projects that will provide the basis for a roadmap in the ITSP. LISTEN.PLANXELIVER 151 P a g e N=_ L=V_L Proposal to the City of Pismo Beach RFQ- Information Technology Strategic Plan Y�� - 3.1 Project Formalization r�, ,/Project Listing Priority Workshop Materials ✓Prioritized Project Listing ✓ITSP (Draft) ✓ITSP (Final) ✓ITSP Council Presentation ✓OR Plan and IT Policies Figure 6 - Strategize Activities We detail the strategize activities and deliverables in Table 5. Table 5 - Task 3 Activities and Deliverables #: �,II�11�i,i���� a. 4, Acttvtty�Descrlp�tlony s _� , ..,_ h � lip- WA - _tea # Dellverables `���VW 3.1 Project NexLevel will utilize the results of the IT Assessment Report to Project Formalization create various projects that will improve the use of technology Listing within the City. The projects will be designed to serve the City's immediate and long-term needs and create the foundation for prioritization the project listing. Workshop In addition, NexLevel will conduct research of benchmarks and Materials comparisons to similar implementation approaches used by similar sized cities. This activity will provide an opportunity to apply "lessons learned" from other cities to the ITSP. The output of this effort will be a list of recommended projects, along with a project description, cost estimates, implementation timeframes, and other criteria to prepare for project prioritization. 3.2 Department NexLevel will meet with each department to review proposed Updated Prioritization projects and discuss priorities. This meeting provides the Project Meetings opportunity for department leadership and the NexLevel team to Listing discuss each project in detail. It provides a venue for City staff to collaborate with NexLevel and obtain the benefit of NexLevel's experience from working with more than 42 public agencies. LISTEN.PLAN.DELIVER 161 P a g e Proposal to the City of Pismo Beach RFQ- Information Technology Strategic Plan tom' Activity ���� ' r Description kk � ' DeliVerables s w, 3.3 Citywide NexLevel believes we have many unique and proven methods to Prioritized Prioritization develop an ITSP; however, this activity alone sets us apart from all Project Workshop our competitors. NexLevel encourages the City to call our Listing references and inquire about our innovative "Blue Wall Prioritization Workshop" approach that drives enterprise -wide consensus and acceptance of the ITSP. Our Blue Wall approach uses a multi -step prioritization methodology and tools that encourages staff participation and collaboration. The workshop is designed to help drive consensus to obtain citywide prioritization of projects. The end result of the workshop will be a prioritized list of projects assigned to a timeframe. In addition, the workshop is designed to identify ITSP enabling factors which are defined as key elements that must be in place or occur to allow the plan to be a success. Examples of enabling factors could include training, staffing, budget, governance, project management, change management, etc. 3.4 Publish Plan NexLevel will 'incorporate work products from previous activities ITSP (Draft) as the foundation for the development of the ITSP. NexLevel will use this information, as well as other information provided by ITSP (Final) staff and independent research, to create a draft of the ITSP. NexLevel will revise and update the ITSP based on feedback from City staff. NexLevel will conduct a technical and quality review of ITSP Council the final ITSP before submission to the City's management team. Presentation NexLevel will develop a Microsoft PowerPoint presentation of the ITSP that will describe how it was developed and its key components. 3.5 Publish NexLevel will use the results of the 1T Assessment and the final Disaster Disaster ITSP to prepare a Disaster Recovery Plan for the City. The Plan Recovery Recovery will include a proposed timeline and cost of implementation. Plan Plan and IT In addition, NexLevel will prepare a set of IT policies for the use of IT Use Policies internet, smart phones, email, and remote access. Policies :_! NexLevel is prepared to begin the project on July 26, 2013. Based on NexLevel's experience and the scope of work required, NexLevel can complete the project in the RFQ desired timeframe of October 29, 2013. To meet the City's timeline, it will be important that key City staff are available on a timely basis and that deliverables are reviewed and approved by the City within 5 business days. In Figure 7, NexLevel provides a draft project timeline. LiSTEMPLAN.DELiVER 171 P a g e-----^�'` Proposal to the City of Pismo Beach RFQ- Information Technology Strategic Plan July Aui;ust September October Figure 7 - Project Timeline NexLevel will finalize the Project Plan and turn the timeline into a complete and final Project Schedule based on additional City input, as part of Task 1 in our IT Strategic Planning Methodology. LISTEN.PLAN.DELIVER 181 P a g e —k �L=1/=L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan References NexLevel has 14 years of experience providing public sector clients with services similar to the project being requested by the City of Pismo Beach. For this project, NexLevel has provided client references for recent projects with other municipalities of similar size. Reference No. 1 Q`Custa�rner Nan @AA City of San Luis Obispo, CA ont t Individuals, Steve Schmidt, IT Manager gI:mail Address'_" - sschmidt@slocity.org Telephone &, FAX (805) 781-7570 StreeAtldress 990 Palm Street San Luis Obispo, CA 93401 (Description of� _ Description of Services Provided: IT Assessment, Strategic IT Plan, Asset services pro-vided Maintenance Management System planning through implementation services, a `: miricluding contract and IT Governance iamount, wherf ,u Contract Amount: $53,750 provicjed'and _ When Provided: 2011/2012 profeck'outcorim@,p� Project Outcome: Successful adoption of IT Strategic Plan by City Council, and ongoing implementation of adopted Plan. Reference No. 2 ,Customer�Ndme'¢: City of Novato, CA y:Con�tac Cridividual :Y Cathy Capriola, Assistant City Manager Email Address ccapriola@novato.org Tele"ptone& FAX: (415) 899-8906 Stree3;Address „e`, g 75 Rowland Way, Suite 200 `CrCy45tate; Zr`p Novato, CA 94945 y6escrip tiop of � +' Description of Services Provided: IT Assessment and IT Strategic Plan ti services provrded Contract Amount: $34,380 includingcont`ract'; When Provided: 2011/2012 amoupfw�ien Project Outcome: Successful adoption of IT Strategic Plan by City Council, and provid"edand �l ongoing implementation of adopted Plan. �prpfect�autcome �_>> Reference No. 3 pCustoit@r Nae= City of Manhattan Beach, CA "Gontic`lridiuifual'W Bruce Moe, Director of Finance Email;gddress� bmoe@citymb.info Telephone&'Fi4X+ (310) 802-5552 Streetgdd-0' 1400 Highland Avenue iGit�r,f5't;;i ;;*Ztp `Manhattan Beach, CA 90266 �iti�esr�tio off�� Description of Services Provided: IT Assessment and IT Master Plan `servicprov ded E �X r� Contract Amount: $60,760 inclu i�g tratV5 When Provided: 2012/2013 �ount� wh@n Project Outcome: Successful adoption of IT Master Plan by City Council. ,�profectroutcome Upon request, NexLevel would be happy to provide additional reference information. LISTEN.PLAN.DELIVER 191 P a g e /- NEV '- �L®�L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan THIS DOCUMENT IS FORMATTED FOR DUPLEX PRINTING —THIS PAGE IS INTENTIONALLY LEFT BLANK LISTEMPLAN.DELIVER 201 P a g e N=)CL= V®L Proposal to the City of Pismo Beach RFQ - Information Technology Strategic Plan Supplemental Information The following supplemental information items are provided with the Proposal Marked "ORIGINAL" on the cover: 0 Complete resumes for the proposed project team members ® Sample completed Information Technology Strategic Plan for the City of San Luis Obispo Additional IT Strategic Plans can be provided upon request. LISTEN.PLANXELIVER 211 P a g e ` N= X L=V =L