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HomeMy WebLinkAbout2019-09-10; City Council; Resolution 2019-163RESOLUTION NO. 2019-163 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICE MASTER AGREEMENT FOR INFORMATION TECHNOLOGY PROJECT MANAGEMENT SERVICES WITH CLIENTFIRST, INC FOR AN AMOUNT NOT TO EXCEED $1,500,000 FOR A THREE YEAR PERIOD. Exhibit 4 WHEREAS, the City Council of the City of Carlsbad, California has determined that having available project management consultants for professional services that facilitate the timely completion of information technology projects is needed ; and WHEREAS, the Information Technology Department solicited, received, and reviewed Statements of Qualifications (SOQs) for professional services consistent with the Carlsbad Municipal Code Section 3.28.060; and WHEREAS, following a review and ranking ofthe SOQs based on a weighted scoring system staff recommends that ClientFirst, Inc is qualified and provides a best value to the City of Carlsbad in the discipline of project management; and WHEREAS, expenditures for the professional services are subject to availability of budget appropriations associated with information technology projects. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council hereby authorizes the City Manager to execute the Professional Service Master Agreement with ClientFirst, Inc in an amount not to exceed $1,500,000 over a three year period (Attachment A). Sept. 10, 2019 Item #2 Page 86 of 113 Exhibit 4 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 10th day of September 2019, by the following vote, to wit: AYES: Hall, Blackburn, Bhat-Patel, Schumacher, Hamilton. NAYS: None. ABSENT: None. ( ) ') ~. \ 'I ., k' /f ' } 2 Z , JC< J(fl ,;· ,1,._c&-. J/2;. t Uv~ [:lrl&ARBARA ENGLESON, City Clerk (SEAL) Sept. 10, 2019 Item #2 Page 87 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8O9A3F80 MASTER AGREEMENT FOR INFORMATION TECHNOLOGY PROJECT MANAGEMENT SERVICES CLIENTFIRST TEHCNOLOGY CONSUL TING, LLC REEMENT is made and entered into as of the / ,;};th ~~1<1;-:-+bl-F-:H~~-• 20]9_, by and between the CITY OF CARLSBAD, a corpor ion, hereinafter referred to as "City", and ClientFirst Consulting Group, ClientFirst Technology Consulting, a LLC, hereinafter referred to as "Contractor." RECITALS day of municipal LLC, dba A. City requires the professional services of an information technology consulting firm that is experienced in information technology project management. B. The professional services are required on a non-exclusive, project-by-project basis. C. Contractor has the necessary experience in providing professional services and advice related to information technology project management. D. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement's terms and conditions. To the extent any of the terms in any exhibit to this Agreement conflict, in whole or part, with the terms of this Agreement, the terms of this Agreement shall prevail. Contractor's obligations with respect to any project granted to Contractor under this Agreement will be as specified in the Task Description for the project (see paragraph 5 below). 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of three (3) years from the date first above written. The City Manager may amend the Agreement to extend it for two (2) additional one (1) year periods or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. PROGRESS AND COMPLETION The work for any project granted to Contractor pursuant to this Agreement will begin within ten (10) days after receipt of notification to proceed by City and be completed within the time specified in the Task Description for the project (see paragraph 5 below). Extensions of time for a specific Task Description may be granted if requested by Contractor and agreed to in writing by the City City Attorney Approved Version 6/12/18 Sept. 10, 2019 Item #2 Page 88 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-B58C8O9A3F80 Manager or the Division Director as authorized by the City Manager ("Director"). The City Manager or Director will give allowance for documented and substantiated unforeseeable and unavoidable delays not caused by a lack of foresight on the part of Contractor, or delays caused by City inaction or other agencies' lack of timely action. In no event shall a specific Task Description exceed the term of this Agreement. 5. COMPENSATION The cumulative total for all projects allowed pursuant to this Agreement will not exceed five hundred thousand dollars ($500,000) per Agreement year. If the City elects to extend the Agreement, the amount shall not exceed five hundred thousand dollars ($500,000) per Agreement year. The total amount of the Agreement shall not exceed one million five hundred thousand dollars ($1,500,000) for the initial three year term. Fees will be paid on a project-by-project basis and will be based on Contractor's Schedule of Rates specified in Exhibit "A". Prior to initiation of any project work by Contractor, City shall prepare a Project Task Description and Fee Allotment (the "Task Description") which, upon signature by Contractor and for City, the City Manager or Director, will be considered a part of this Agreement. The Task Description will include a detailed scope of services for the particular project being considered and a statement of Contractor's fee to complete the project in accordance with the specified scope of services. The Task Description will also include a description of the method of payment and will be based upon an hourly rate, percentage of project complete, completion of specific project tasks or a combination thereof. 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 2 City Attorney Approved Version 6/12/18 Sept. 10, 2019 Item #2 Page 89 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-B58C8O9A3F80 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any willful misconduct or negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an "occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 3 City Attorney Approved Version 6/12/18 Sept. 10, 2019 Item #2 Page 90 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 4 City Attorney Approved Version 6/12/18 Sept. 10, 2019 Item #2 Page 91 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8O9A3F80 15. NOTICES The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement are: For City: For Contractor: Name Maria Callander Name David Krout Title IT Director Title Managing Partner Dept Information Tech no log~ Address 980 Montecito Drive, Suite 209 CITY OF CARLSBAD CORONA, CA 92879 Address 1635 Farada~ Ave Phone 951.739.7989 Carlsbad, CA 92008 Email dkrout@clientfirstcg.com Phone 760.602.2454 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories. YesD No [g) 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 5 City Attorney Approved Version 6/12/18 Sept. 10, 2019 Item #2 Page 92 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City at the address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or Sept. 10, 2019 Item #2 Page 93 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-B58C8D9A3F80 to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill /II Ill Ill Sept. 10, 2019 Item #2 Page 94 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-B58C8O9A3F80 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. Executed by Contractor this 14 day of __ ~+----+-----' 2o_l:!___. CONTRACTOR By: Va"AV k.~t (sign here) David Krout, Managing Partner (print name/title) (sign here) Tom Jakobsen, Senior Partner (print name/title) CITY 1SBAD, a municipal corporatio o . e Stre ~f California By: ( , 1'--t-- 1, I} :J' '---··tity Manager ATTEST: ~K1fl4lim~ BARBARA ENGLESON City Clerk Proper notarial acknowledgment of execution by Contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups: Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. CITY OF CARLSBAD, a municipal corporation of the State of California APPROVED AS TO FORM: CELIA A. BREWER, City Attorney BY: l}Jo.lJu,. C~ Assistantity Attorney Sept. 10, 2019 Item #2 Page 95 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-858C8D9A3F80 EXHIBIT "A" SCOPE OF SERVICES p· nmarv a dd ress o fF 1rm Firm's legal Name ClientFirst Consulting Group, LLC Firm's legal 980 Montecito Drive, Suite 209, Corona, CA 92879 Address Street Address 980 Montecito Drive, Suite 209 City I State I Zip Corona, CA 92879 Telephone number 951.739.7989 Email ksoriano@clientfirstcg.com p· nmary a dd ress f h" h c· rom w 1c 1ty contracte d ·11 b services w1 e provided: Firm's legal 980 Montecito Drive, Suite 209, Corona, CA 92879 Address Street Address 980 Montecito Drive, Suite 209 City I State I Zip Corona, CA 92879 Telephone number 951.739.7989 Email ksoriano@clientfirstcg;om Project Manager responsible for the Consultant Firm's service, delivery, execution and performance: Name and Title Tom Jakobsen Office phone 951.739.7989 x3100 Mobile phone 815.222.3441 Email tjakobsen@clientfirstcg.com CA Registration N/A No. (if applicable) Expiration date (if N/A aoolicable) Alternate contact for contracted services: Name and Title David Krout Office phone 951.739.7989 x2100 Mobile phone 951.858.3731 Email dkrout@clientfirstcg.com Sept. 10, 2019 Item #2 Page 96 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8O9A3F80 Project T earn and Approach The personnel selected for this engagement are experts in their given disciplines, chosen according to the specific needs of this project, working as an integrated team to provide end-to-end consulting and support services. - Organization Chart _ IT Infrastructure Tom Jakobsen Pmje<.t Morw(!er, SulJfcct,MOtter fJrpf!rt Aaron Ayala Project M<mo9er, Subjecr--Marrer 0t11e1 l Oalg W111lams Subject-Matier ~rt John Lamb@rt Sul;)ject-Matter £:(~ft Pete Gtazlcmo Subject-Metter F.xpert City Project Manager - Tom Jakobsen Cr 11 u,FmsrProJett Director - Enterprise Applications David Krout Prt>/ecl MO(ICf{}Cr, subjcr:t-Ma~trN f.xp.11rt SteV'e Robichaud Subject-t,,[aUlj'tCXpert andy Belcf,er Proje.cl Manager, 5ubject-Malt~r E.~trt Tarn Ly Subject-Matter Exp~rt TatJana Mt!!ser Projttt Manooer, subjttt•Matter tx..µett AleX'Merc::ado PIQject MO(IOJ}~(, SvbJei;t-Matter fxp!!rt Jan.Jak,obsen SvbJer.t-Matter &pert Support Staff ] Unified & Tele-Communications Tom Welman Projecr Manager, Subjll'Ct-Mo,tw t'xpert Marcia Struwlng s,,biect-Matter f~ert: Keith Ward Documtr1t 5peciali$t Krist el Soriano Document Sl)ecJalisr Erin Foster Dt1'um,:nr Spei:fulist Christina Lee Document Spet/ol/Jt Mary Wllllams F/J1onc(I/J11VQ/r:e $pe_doJist Sept. 10, 2019 Item #2 Page 97 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-858C8D9A3F80 Project Team locations The table below indicates Project Team member titles, roles, office of recOfd, and work performance office locations. . Office of Work Name'.! Title Role R J ' Perforn,ance ecorc:, Office TomJakobseil Partner, IT I nfrasb'uciute Project Manager, Corona, CA Corona, CA Subject-Matter Expert Aaron Ayala Senior IT Systems Engirieet Project Manager, Corona. CA Cornna, CA Subject-Maller Expert Craig Wiliams Director, IT lnfraslructure SUbject-Maller Expert Schaumburg, IL Corona, CA John Lambert Practice Leader, Subject-Matter Expert Oakland, CA Corona, CA Cable Infrastructure Pete Graziano Senior Network Engineer Subject-Matter Expert Schaumburg, IL Corona, CA David Krout Partner, Enterprise Project Manager, Corona, CA Corona, CA Applications Subjecl-Matter Expert Steve Robichaud Partner, Subject-Matter Expert Schaumburg, IL Corona, CA Enterprise App~cations Tam Ly Management ConStJUant. Subject-Maller Expert San Antonio, TX Corona, CA Enterprise Applications Alex Mercado Management Oonsullant Project Manager, Corona, CA Corona, CA Enterprise Appllcatioos Subject-Matter Expert T atjana Mese1' Management Consultant, Project Manager, Corona, CA Corona, CA Enterprise Applications Subject-Malter Expert Jan Jakobsen Management Consultant, Subject-Matter Expert Schaumburg, IL Corona, CA Enterprise ApplicaliollS Cindy Belcher Management Consullaot, Projecl Manager, Sacramento, CA Corona,CA Enterprise Applications Subject-Matter Expert Tom Weiman Practice Leader, Project rutanager, Schaumburg, IL Corona, CA Enterprise Communications Subject-Matter Expert Marcia Struwing Senlor Telecommur11c.atlons Subject-Matter Expert Schaumburg, IL Corona, CA Consultant Sept. 10, 2019 Item #2 Page 98 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 Pro'ect Team Roles All City of Carlsbad projects will be managed from our Corona, California office by local consulting managers. Tom Jakobsen -Partner, IT Infrastructure Project Role: Project Director, Subject-Matter Expert Tom Jakobsen has been managing local government infrastructure-related projects for over 20 years. He is directly providing project management, project oversight, project budgets, and managing project portfolios. Tom is often an escalation point for vendor management and project- related issues. Aaron Ayala -Senior IT Systems Engineer Project Role: Project Manager, Subject-Matter Expert Aaron Ayala has been providing local government infrastructure project management services for more than seven years. His role is direct project management of single or multiple vendor projects for structured cabling, video surveillance, door access control, network infrastructure, VoIP, firewalls, wireless and other technologies. He works directly with staff and vendors to implement the selected solution in the most cost-effective and efficient way possible. Craig Williams -Director, IT Infrastructure Project Role: Subject-Matter Expert Craig Williams career beginning as an architect, a Registered Communications Distribution Designer (RCDD) and then as CIO of multiple agencies has provided him with a depth of knowledge related to inside and outside copper and fiber-optic cable design and implementation. Craig can also assist in data center design and project management. John Lambert -Practice Leader, Cable Infrastructure Project Role: Subject-Matter Expert John Lambert is an RCDD with deep experience copper and fiber-optic cable design and implementation projects. John works regularly with architects and agencies on unique and challenging infrastructure projects including cabling, data center design, wireless and network. Pete Graziano -Senior Network Engineer Project Role: Subject-Matter Expert Pete Graziano has been working with local government agencies for 20 years provide network design and implementation services. His areas of expertise include locc;1I-and wide -area networking, server infrastructure, firewall security, public safety MDC/MDT communications, and much more. Sept. 10, 2019 Item #2 Page 99 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-B58C8D9A3F80 David Krout -Partner, Enterprise Applications Project Role: Project Manager, Subject-Matter Expert David Krout -CPA (inactive) has been continually working with municipalities nationwide on these application selection projects for over 20 years. David has interviewed thousand s of users, in all municipal departments, in business process workshops. For this project, David will persona lly lead every workshop at all levels. Steve Robichaud -Partner, Enterprise Applications Project Role: Subject-Matter Expert Steve Robichaud has been continually working with local government agencies for over 25 years and is a former President and General Manager of a nationally prominent local government software vendor. His background makes him invaluable in contract negotiations and implementation project management. Tam Ly -Management Consultant, Enterprise Applications Project Role: Subject-Matter Expert Tam Ly has 10 years of public agency experience, plus 10 years of public sector management consulting experience. Tam formerly worked in finance for the City of Wellesley and Boston Edison electrical utility. Tam Ly has worked on two dozen projects with similar scope and will serve as a business process analyst and senior management consultant. He will also assist with project coordination. Alex Mercado -Management Consultant, Enterprise Applications Project Role: Project Manager, Subject-Matter Expert Alex has a degree in accounting and has worked on dozens of ERP software selection, process reviews, application consulting, and implementation assistance projects. He will serve as a business process analyst and provide technical analysis of the vendor proposals. Cindy Belcher -Management Consultant, Enterprise Applications Project Role: Project Manager, Subject-Matter Expert Ms. Belcher is an accomplished Public Safety and IT Professional with over 20 years of industry experience. She is familiar with all facets of the software project lifecycle -project management, consulting, training, and support -and has helped an unprecedented number of organizations to successfully implement and sustain their systems. Tatajna Meser -Management Consultant, Enterprise Applications Project Role: Project Manager, Subject-Matter Expert Tatjana Meser has over eight years of experience with local government agency software implementations. Her in depth experience with software configuration, business analysis, and user needs assessment allows Tatjana to successfully oversee project implementations of standard and customized software. In addition, her portfolio includes assessment, planning, implementations, configuration, integration, upgrades, customizations, testing, and documentation. Sept. 10, 2019 Item #2 Page 100 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-858C8D9A3F80 Jan Jakobsen -Management Consultant, Enterprise Applications Project Role: Project Manager, Subject-Matter Expert Jan Jakobsen has 30 years of experience in ERP support, implementation, training, project management, and business process analysis. She has been exclusively dedicated to local government agencies for 15 years and is the senior-most ERP implementation project manager at CLIENTFIRST. Jan will assist Steve with evaluation of the vendor's implementation statement of work and planning. Tom Weiman -Practice Leader, Enterprise Applications Project Role: Project Manager, Subject-Matter Expert Tom Weiman leads the CUENTF/RSTTelecommunications Practice and has been working with local government agencies to replace or upgrade their telecommunications systems for more than 20 years. Over that time, he has saved clients millions of dollars through telecommunications system replacement and services consolidation or telecommunications system audits. Marcia Struwing -Senior Telecommunications Consultant Project Role: Project Manager, Subject-Matter Expert Marcia Struwing has over 20 years of telecommunications experience. Marcia assists with telecommunications system procurements, provides project leadership and technical expertise for a wide range of telecommunications systems implementation projects. Her expertise lies in carrier services, VoIP systems, hosted telecommunications systems, call centers, and billing. Project Description / Scope ofProject Management Services l.id:St441:;£f48•1k•i•hi•i The City of Carlsbad is in the process of updating and enhancing the City's information technology infrastructure. As this project proceeds, it has been determined that the City requires ongoing supplemental project management to: Assist the City in managing vendor work efforts Provide detailed design specifications where necessary Manage the change-order process and provide recommendations on specific change-order requests Identify project risks and develop risk-mitigation plans Maintain project schedules and action items and provide ongoing follow up Inspect vendor work efforts and manage vendor documentation and project close-out activities Supplement City staff as necessary to assist in on-schedule and on-budget project completion Implementation of an information technology infrastructure is a complex process and will need to be carefully coordinated. New data network equipment, Voice-over-Internet Protocol (VoIP), and associated services will provide the City the opportunity to reduce costs, increase collaboration and connectivity, and improve services. The implementation of the new system will require coordination of facility improvements, structured cabling systems data network upgrades, VoIP system implementation, vendor management, device migration planning, training planning, and several other activities. We have extensive experience in Sept. 10, 2019 Item #2 Page 101 of 113 r------- DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 assisting clients with project management and implementation for these types of integrated information technology systems. To that end, we have developed the following methodology to assist the City with the implementation and project management of the improved infrastructure, telecommunications system, and services. Pro'ect Management Methodolog Project Initiation Phase CLIENTFIRST will provide project management services to assist the City of Carlsbad with the successful implementation of technology projects. CLJENTFIRST's Project Management services utilize PMI industry best practices and follow a structured methodology to insure the successful completion of projects on time and within budget. Each of these project process groups and potential activities and services provided are described below. The initiation phase of a Project is an important step when formulating the business case and authorization to begin a project. For any typical technology project, this process begins with the development of a Project Charter and an assessment of the impacted groups (stakeholders). CLIENTFIRST Project Management oversight begins with the development of a project charter to identify the following: Project definition and impacted stakeholders Identification of Project Sponsors, authority of Project Manager Preliminary scope and estimated timeline Business objectives and measurement matrix Once a City of Carlsbad project has been authorized and the initial Project Charter developed, the CLJENTFIRST Project Manager will continue to work with City staff to develop the detailed components of the Project Management Plan during the Project Planning Phase. Sept. 10, 2019 Item #2 Page 102 of 113 DocuSign Envelope ID: 8DF6BC 13-88ED-4628-967 A-858C8D9A3F80 Project Planning Phase Knowledge Areas The planning phase of a project plays a critical role in its overall success. CLIENTFIRST's extensive PM experience with a variety of City technology projects will play a critical role to ensure that all of the Project Management Plan components are addressed and accurately reflect the goals -· - and objectives of the project. Each of these plan components will be skillfully laid out to account for the time, budget, and -· -· scope constraints identified during this planning phase. \ , Below is a brief description of tasks/inputs for each of these -.... _a knowledge areas. -~-* - Scope Management Plan A l\'a --- A CLIENTFIRST scope management plan begins with collecting details on the specific requirements that are needed to meet the project's business objectives. Depending upon the specific project, this process usually begins with needs assessment activities, such as workshops, interviews, surveys, observations, to document the specific needs, organizational impacts, as well as resources that will be needed for the project. Time {Schedule) and Resource Management Plans Based on the scope of the project that has been identified, a baseline schedule is determined that considers the available resources and activities required to be completed. These plans require the following inputs to be identified during the planning process: Define specific activities/actions to be performed to meet deliverables Define sequencing of activities to be completed and identify interdependencies Estimate Activity resources (quantity, duration , schedule availability) Develop baseline project schedule Risk Management Plan For significant projects, risks need to be identified early on to avoid major delays and budget overruns. The purpose of a risk management plan is to identify potential risks, access the impact of the risk on the project, and determine potential mitigation strategies to address each of the risks identified. Some risks have more substantial impacts on a project and require aggressive actions, while others are low impact risks that only require monitoring and awareness. The goal of the risk management plan is to be proactive in dealing with potential issues on the project and adjusting accordingly to the overall Project Management Plan. Sept. 10, 2019 Item #2 Page 103 of 113 DocuSign Envelope ID: 8DF6BC 13-88ED-4628-967 A-B58C8D9A3F80 Cost Management Plan (Budget) Based on the initial scope and resource plans identified, a cost management plan will be identified for each project. There is a direct correlation between time, scope, and costs to every project. This is commonly referred to as the Project Manager's Triple-Constraint Triangle. The idea being that an adjustment to one of these areas will have a positive/negative effect on the other elements within the Budgcucost constraint triangle. For example, if the project schedule needs to be extended, there will be a direct impact on the cost of the project. By doing a thorough analysis of requirements and project scope during the planning phase of the project, significant budget overruns can be avoided later in the project and/or can be accommodated within contingency plans identified as part of the project risk assessment. CL/ENTFIRST'S experience with similar technology projects will play a significant role in identifying costs and resources needed for these types of projects. Our expertise in navigating similar initiatives will help to more accurately identify potential costs and risks to further plan strategies to mitigation unforeseen problems or roadblocks on any City IT project. Quality Assurance Plan A Quality Assurance plan and associated detailed test plans are not just nice to have, but rather an essential success factor for all project initiatives. As part of the overall Project Management Plan, a well-conceived Quality Assurance process needs to be identified and implemented in order to meet the business objectives for the project. Communication Plan The Communications Plan deals with the "people-side of change" and plays an integral part in the success of any project. As part of the overall Project Management responsibilities provided by CLIENTFIRST to the City of Carlsbad, a realistic communications plan will be developed to keep all levels of participants/stakeholders informed about the project's status, deliverables, and activities. Based on the initial stakeholder assessment completed as part of the Project initiation activities, a mutually agreeable communications plan will be developed for each project. The communication plan will identify the means, frequency, and audience of the various types of communication channels desired for the type of project initiated (e.g., bi-monthly status calls, monthly Executive Sponsor hi- level briefings (project dashboards), detailed action item lists etc.) Execution / Monitoring and Controlling Project Phases Based on all the planning work completed during the initiation and planning phases of the projects, the execution phase focuses on deploying and executing each of the above discussed components of the Project Management Plan. These activities include the day-to-day deployment of activities and deliverables, in concert with the execution of the communications plan and stakeholder management plans. Depending on the type of project, the execution phase could also include the formal procurement process for selecting a vendor with the best fit to requirements identified early on in the project. Sept. 10, 2019 Item #2 Page 104 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-858C8O9A3F80 Throughout the execution phase of the Project, there will most likely be changes identified to scope, resources needed, project schedule, and potential costs. All these types of adjustments will be managed and addressed by the CL/ENTFIRST Project Manager through a formal, agreed-upon change control process. The success/completion metrics established during the planning phase will also be used to monitor the health and progress of the projects. Project plan documents will be updated and maintained throughout the lifecycle of the project. Other types of project assistance include: Executing the Quality Assurance plan Third-Party Vendor Management -contract negotiations, Statement of Work review and development, resource scheduling, budget controls Execution of communications plan and monitoring change management initiatives Monitoring project costs, deliverables, resources, schedules and update plansaccordingly Maintain and update Project Risk Management Plan as needed Coach, mentor, and motivate team members and contractors, and influence them to take positive action and accountability for their assigned work Providing escalation assistance to address critical issues before, during, and after they may arise to determine contingency/mitigation strategies Project Closure The final project process group is Project Closure. On any given project, there are always lessons to be learned and processes identified that could be improved that would benefit future initiatives. This final project phase is an opportunity to compile lessons learned, conduct a final project analysis against metrics established early on, as well as archive project documentation and supporting materials for future reference. ical Pro·ect Mana ement Scope and Work Steps This project will require coordination of City personnel, selected vendors, and the CLIENTFIRST team. Following are the typical work steps for technology projects: 1. Project Management and Routine Planning Meetings The selected vendor will be required to provide a proposed implementation schedule. We will review the schedule and recommend modifications, as necessary. Project Planning Meetings -We will work with the City and the selected vendor to customize this plan to meet the City requirements and cause as little disruption as possible. The process will require discussions and planning meetings on the best method to convert, modify, and enhance existing infrastructure and associated services. Routine Project Meetings and Calls -We will conduct meetings with the equipment and telecom service vendors and maintain ongoing communications to ensure that the implementation of the system goes as smoothly as possible. Implementation Status -We will monitor the status of the equipment installation at various points during the project. We anticipate at least weekly meetings/conference calls throughout the implementation. Change Order Monitoring -Part of this process will be to monitor any change orders and proposed upgrades or modifications to the system design and configuration. Our work will also include routine meetings with the City regarding the status of the project and budget. Sept. 10, 2019 Item #2 Page 105 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 2. Project Management Duties -Ensuring that projects follow the City's long-term objectives We will work with the selected equipment vendor to design and implement the new data network equipment and design. Manage overall project scope and change control procedures for the City Provide recommended next steps and impact analysis when required Provide project oversight, guiding infrastructure projects to meet City goals Identify critical due dates and deliverables Highlight risks and assist with mitigation as appropriate Maintain a high-level project plan Assist the City in identifying and developing communications plans Assist with development of Disaster Recovery and Security procedures to support City initiatives Perform quality assurance checks and develop benchmarks to instill project integrity 3. Vendor Management -Saving money through best-practice vendor controls We will work with the selected equipment vendors and selected wide area network carrier to coordinate the implementation of the new systems services and the conversion of the existing services. Assist the City in the definition of vendor scopes of work Create bills of material for procurement activities Follow City procurement ordinances and policies and best practices Assist the City in procuring IT infrastructure equipment and services Assist the City in directing and coordinating vendor activities Review and validate vendor documentation Review vendor implementation work efforts and provide feedback to City Create punch lists and communicate with vendors as necessary Assist the City in determining payment schedules and timing 4. Implementation Assistance -Creating project momentum When necessary, we will assist City staff in key implementation tasks to maintain project momentum and prevent delays. Monitor project progress to completion Assist in the coordination of vendor implementation activities Develop communications for implementations Assist in the creation of policies and procedures in implementation activities Develop standard operating procedures and other documentation in support of vendor implementation activities Review and comment on vendor-provided documentation Implement phased payment methodology to ensure consistency of duties performed by vendor Sept. 10, 2019 Item #2 Page 106 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-858C8O9A3F80 5. Project Close-Out -Ensuring compliance with contract, legal, and code requirements Part of any project is "close-out", which includes verifying all project requirements are met: documentation, final vendor payments, and knowledge transfer. We will work with the City to validate vendor fi nal vendor installation steps and make sure that the City receives proper documentation and support to reduce ongoing costs. Assist in project close-out activities Finalize documentation and procedures Assist in vendor payment and quality assurance discussions Example Technology Discipline Expertise We believe CL/ENTFIRST offers the greatest overall diversity and breadth of knowledge for mid-sized local government, independent IT consulting services. Our project team is involved daily with in-depth projects and services including: IT Support Operations to over a dozen cities Application Software Selection Consulting for all major enterprise application systems IT Infrastructure Design, Procurement, and Implementation Cybersecurity Disaster Recovery Planning GIS Operations Support and Consulting Telecommunications Design, Procurement, and Auditing IT Project Management Assistance SAVE 0 Time {jjJ) Money m Resources INCREASE ~ ( \ Expertise ~ Service iJ Elf iciency .. Sept. 10, 2019 Item #2 Page 107 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 Additional information on our key practice areas are included below. IT Infrastructure Consulting A core competency of CL/ENTF/RST is the design and implementation of IT infrastructure. We have ongoing projects that include pre-construction planning, structured connectivity system design, outside plant fiber design, network design, implementation, support, and maintenance. This includes design and implementation of the following elements: Local Area Networks Wide Area Networks Virtual Server Environments Cloud Computing Video Surveillance Systems Door Access Control Systems Structured Connectivity Systems Outside Plant Fiber Optic Design Microsoft, Linux, and other server-based implementations Wireless Networks (LAN and point-to-point) Disaster Recovery and Redundant Systems Internet Access and Redundancy Secure Networks for Public Safety Applications Dedicated Cellular Network Connectivity for Public Safety Uninterruptable Power Supply (UPS) systems Firewall Design, Selection and Implementation Voice-over-IP, Video-over-IP, and other quality-of-service networks SCADA network We work with each client to design, procure, and implement the appropriate solution according to their unique requirements. We have significant experience with Public Works bid projects in addition to the more traditional RFP and vendor selection methodologies. For Public Works bid projects, we provide ongoing contract administration expertise in conjunction with the Public Works Department. We utilize a traditional American Institute of Architects (AIA) methodology for these projects, including cut sheet review and approval, weekly project meetings, multiple site visits (as needed), punch lists and documentation close-out. ·,{, c·A \ •~t . ·,, :..a-.. , ~ -1,.,/.7 1 •., ~ . ---~ # -o· '. ~ ''1•?J ,~-'• ... :::' ·-· 7 Often, we are asked by our clients to provide implementation project management for complex multi- vendor infrastructure upgrades. We utilize traditional project management methodologies to develop, track and, if necessary, expedite these projects. We work with our clients to establish realistic completion dates and then work to resolve any issues encountered during the project in a time sensitive way. The projects we manage are completed on budget and within the timeframes provided by the client. Pro·ect Management Services One of CLIENTFIRST key differentiators is that, in addition to providing highly skilled technicians, we provide our cli ents with tremendously experienced Project Managers. These individuals work with public agencies over 75% of their time and have extensive knowledge of industry best practices. This combination of knowledge and experience has resulted in success stories from IT departments across the country. Sept. 10, 2019 Item #2 Page 108 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 Our IT Management practice area works with clients to improve the quality of their IT management and service delivery. We apply our knowledge in this area to each of our clients ' situations and customize our management style to fit their specific needs. We provide our clients with a complete project management methodology that improves communication and delivery of services and lays the groundwork for high-quality, low-cost solutions that meet the City's needs. Because we are a full-service, independent consulting firm, we can provide non-biased expertise in all areas of information technology. Our methodology includes: Strategic Planning -Maintaining a Five-Year Strategic Plan and Capital Replacement Plan Project Planning -Planning and executing individual projects on time and within budget Budgeting -Working with our client to maintain their IT budget and meet budgetary goals Regular Communications - Communicating upcoming goals, objectives, and IT support status through monthly or quarterly IT committee meetings • Rapid Escalation -Rapidly escalating critical problems within CLIENTFIRST so the right rubject- Strategy Improvement Design Operation Transition matter expert can be engaged to resolve the problem quickly and efficiently Attention to Detail -Working to maintain accurate documentation and track maintenance and vendor contracts and software licenses to ensure that there are no surprises in these often-overlooked areas Regular Measurement -Measuring our accomplishments monthly and working to improve our performance Productivity Improvement -Continually assessing areas for improved business processes, rather than simply maintaining existing systems elecommunications Consultin CLIENTFIRST's telecommunications consulting practice originated as a national practice group within a large public accounting firm more than 25 years ago. Our practice separated from the accounting firm to maintain our product independence and control hourly rates. The stability, continuity, and connection of our staff are unique in the telecommunications consulting industry and provide our clients with a focused and experienced team of professionals. We provide a wide breadth of professional services that include: Systems evaluation and assessments Telecommunications system management projects Voice and data cable infrastructure design and engineering LAN/WAN assessments, design, procurement, and implementation VoIP (Voice-over-Internet Protocol) readiness reviews and assessments Telecom billing audits and cost reviews Strategic IT and telecommunications planning Systems design and alternative analysis Sept. 10, 2019 Item #2 Page 109 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-858C8O9A3F80 Business continuation planning and disaster recovery planning Call center planning and operational design Competitive system and vendor selection Project management and implementation projects CLIENTFIRST is recognized nationally by many of the industry's leading vendors because they appreciate the fairness and objectivity we demonstrate when dealing with their organizations. This high level of visibility results in the best competitive proposals in response to CLIENTFIRST's RFP documents and provides the information our clients need to make informed decisions and realize the best value for their purchasing dollar. pplications Consultin Practice Profile CLIENTFIRST's enterprise applications consulting team has been conducting these specific types of assessments, process reviews, procurements, and implementation assistance for over 20 years, originating within RSM McGladrey, the nation's fifth-largest CPA/Consulting firm. CLIENTFIRST leverages this experience to the client's advantage through a unique approach to software selection, which considers the vendor's perspective while working with clients to navigate the complexities of software needs assessment, selection, contract negotiation, and implementation. We identify an organization's strategic, organizational, application, and functional requirements- specific to the client's business processes-to determine which solutions are the best fit for both customer and vendor. Our clients appreciate the honesty and diligence with which we conduct our projects, and many clients continue relying on our services after their first project with us. The level of risk and the probability of achieving a successful implementation is directly related to the amount of proper due diligence employed. At CLIENTFIRST, we take every possible step to decrease this risk level through best practices. Because of the level of due diligence that we require , software vendors welcome the opportunity to respond to our RFP documents, giving your organization the chance to find the best functionality fit by evaluating an adequate number of qualified vendor responses. Application Consulting Services PROCESS REVIEW Bus,nosi: Case Anaty1,1s Prellmm..ry Nee<ls A~se"'11el11 & Recommoodnllori:s Process Analysis and Docum•mli"llion SOFTWARE SELECTION Fealure/Funcllon Re-qwrements 0etin1t10ns I mple11~nlallon R"'-k Assessments Change Managemen! RFIIRFP Development Vt,nd(J( A11al')'SIS /!, Evaluations 0emonstra\lon F acllilijlion Conlracl Negolialtuns IMPLEMENTATION ASSISTANCE Pro}t'CI Overs,ghl lmplemenlmion Project Management Cooveraoon Assislnn«! Ad Ha,; Repo1l W1ilinyAs~lstanc;; lnlegrauonll~ef!aoo .A.sll-!stance APPLICATION IMPROVEMENT Ass.essmenl of Current Needs & Gi!pS A,;.s.ess~nl of Fealures, Training. Support. & Reporting Issues RF I Docwnentat1on Vendor Pwpos.al Hev1ew & 0emons.1ralion Management Contract Negotlallo11s Changi! Management Risk A:,,5essments Implementation Assistance Sept. 10, 2019 Item #2 Page 110 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967A-B58C8O9A3F80 While we do provide specialized software selection and implementation services, we pride ourselves on our well-rounded practice and approach to these types of projects. The level of risk and the probability of achieving a successful implementation is directly related to the amount of proper due diligence employed. At CLIENTFIRST, we take every possible step to decrease this risk level through best practices. Because of the level of due diligence that we require, software vendors welcome the opportunity to respond to our RFP documents, giving your organization the chance to find the best functionality fit by evaluating an adequate number of qualified responses. Departmental/ Functional Area Experience Council/Board Administration Building & Safety City Clerk Finance Fire Library Utility Billing Customer Service/Call Centers Payroll Human Resources Planning Police Purchasing Public Works Parks & Recreation Engineering GIS Water & Waste Water Sanitation Field Operations Laboratories Environmental Sciences Facilities Treatment Plants Fleet Management Engineering Warehousing SCADA Information Systems Application Experience General Ledger Budgeting Project Accounting Grant Accounting Accounts Receivable Cash Receipts Purchasing & Receiving Bids Management Contract Management Accounts Payable Fixed Assets Loans Special Assessments Financial Reporting Ad Hoc Reporting Business Licensing Applicant Tracking Human Resources Employee Self-Service Benefits Tracking Time & Attendance Payroll CIS& Utility Billing Customer Service/Call Centers Backflow Service Orders Work Orders/Preventative Maintenance Inventory Management Fleet Management Planning Permitting Inspection Code Enforcement Land/Parcel/Address Management Computer-Aided Dispatch (CAD) Records Management Mobile Computing Citizen Request Management GIS Adjudication Citation Management Database Management Sept. 10, 2019 Item #2 Page 111 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 Master Agreement Rate Schedule Our professional fees and expenses are based on the scope and approach outlined in our statement of qualifications. Our standard billing rates for these types of services reflect the levels and skill sets of the consultant(s) assigned to specific aspects of the project. Pricing will remain firm for the three- year term of agreement. Staff -IT Infrastructure 1 Tom Jakobsen 2 Aaron Ayala 3 Craig Williams 4 John Lambert 5 Pete Graziano Enterprise Applications 6 David Krout 7 Steve Robichaud 8 Cindy Belcher 9 Tam Ly 10 T atjana Meser 11 Alex Mercado 12 JanJakobsen Unified and Tele-Communications 13 Tom Weiman 14 Aaron Ayala 15 Marcia Struwing Support Staff 16 Keith Ward 17 Kristel Soriano 18 Erin Foster 19 Christina Lee 20 Mary Williams Sub-Consultants Partner, IT Infrastructure Senior Systems Engineer Director, IT Infrastructure Practice Leader, Cable Infrastructure Senior Network Engineer Partner, Enterprise Applications Partner, Enterprise Applications Management Consultant, Enterprise Applications Management Consultant, Enterprise Applications Management Consultant, Enterprise Applications Management Consultant, Enterprise Applications Management Consultant, Enterprise Applications Practice Leader, Enterprise Communications Senior Systems Engineer Senior Telecommunications Consultant Document Specialist Document Specialist Document Specialist Document Specialist Finance / Invoice Specialist All proposed personnel are CUENTFIRST consulting staff. Expenses Expenses· Mileage $ 0.58 / mile $ 225 $175 $195 $ 205 $180 $ 225 $ 225 $175 $160 $150 $150 $150 $ 205 $175 $165 $ 55 $ 55 $ 55 $ 55 N/A 0% Sept. 10, 2019 Item #2 Page 112 of 113 DocuSign Envelope ID: 8DF6BC13-88ED-4628-967 A-B58C8D9A3F80 dditional Services/Purchases b Other Seekin Public A encies CL/ENTFIRST acknowledges that other public agencies may seek to "piggyback" under the same terms and conditions of a resulting similar services contract and/or purchases being offered in this contract. CLIENTFIRST has the option to agree or disagree to allow contract piggybacks on a case-by-case basis. Before a seeking public agency can piggyback any contract, the seeking agency must first obtain CLIENTFIRST's written approval. Sept. 10, 2019 Item #2 Page 113 of 113