HomeMy WebLinkAboutLeckey Consulting Inc; 2007-07-25;AGREEMENT FOR PROJECT MANAGEMENT SERVICES
LECKEY CONSULTING, INC.
THIS AGREEMENT is made and entered into as of the c^23 day of
2007, by and between the CITY OF CARLSBAD, a municipal_
corporation, ("City"), and Leckey Consulting, Inc., a corporation, ("Contractor").
RECITALS
A. City requires the professional services of a project manager that is
experienced in system upgrades and implementations.
B. Contractor has the necessary experience in providing professional
services and advice related to system upgrades and implementations.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
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, that portion of the
services (the "Services") that are defined in Section 1.1.2 (Phase 2 Scope of Services)
of the contractor's proposal and listed in the contractor's work plan for completion
between September 10, 2007 and December 28, 2007, both attached as Exhibit "A",
which is incorporated by this reference in accordance with this Agreement's terms and
conditions.
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 one year from the date first
above written.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services outlined in the Scope of Services described in
Section 1 will not exceed fifty eight thousand, four hundred dollars ($58,400). Fees shall
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be paid on an hourly basis per the hourly rate schedule outlined in Exhibit "B", with the
Not-to-Exceed Contract Amount for this portion of Phase 2 set at $58,400 to include
both consulting and travel costs. Incremental payments, if applicable, should be made
as outlined in attached Exhibit "B". No other compensation for the Services will be
allowed except for items covered by subsequent amendments to this Agreement. The
City reserves the right to withhold a ten percent (10%) retention until City has accepted
the work and/or Services specified in Exhibit "A".
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.
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
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including attorneys fees arising out of the performance of the work described herein
caused by any negligence, recklessness, or willful misconduct 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-:V".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney 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.
10.1.1 Commercial General Liability Insurance. $1,000,000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.2 Automobile Liability, (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 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 and Employer's Liability
limits of $1,000,000 per accident for bodily injury. Workers' Compensation and
Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
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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.
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 General
Liability.
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,
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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.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For City:
Name: Kevin Branca
Title: Assistant Finance Director
Department: Finance
City of Carlsbad
Address: 1635 Faraday Avenue
Carlsbad, CA 92008
Phone No.: (760)602-2418
For Contractor:
Name: Steve Leckey
Leckey Consulting, Inc.
Title: President
Address: 4927 Runway Drive
Fair Oaks, CA 95628
Phone No.: (916)802-9500
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
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
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Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
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
that the services 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.
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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 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
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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 or any part of it nor
any monies due or 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.
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.
CONTRACTOR
*By:
CITY OF CARLSBAD, a municipal
corporation of the State of California
(sign here)
(print name/title)
_ _
City Manager or Mayor
/
/T/Vi < ,~
ATTEST:
(print name/title)
W (j <aJ Itc fctu
(e-mail address) J
f (pi^
J
8
City Attorney Approved Version #1 1 .28.06
If required by City, 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.
APPROVED AS TO FORM:
RONALD/
Deputy City Attorney
City Attorney Approved Version #04.01.02
9
CALIFORNIA ALL-PURPOSE ACKNOWLEDGEMENT
STATE OF CALIFORNIA )
COUNTY OF SACRAMENTO )
On (J l/\ \ U | (g ( ~Lnr> ") before me, Robert A. Williams, Notary Public
personally appeared,
t
*personally known to-jne -or- proved to me on the satisfactory evidence to be
the person(s) whose name(s) is/are subscribed to the within instrument and
acknowledged to me that-be/she/toey executed the same in .bis/he r/tJ^etr
authorized capacity(ies), and that byjois/her/tbetts-signature(s) on the instrument
the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
^WILLIAMS?
WITNESS my hand and official seal. * ""^ -— • • -— *
v,_^..,. (SEAL)7NOTARY PUBLIC SIGNATURE
OPTIONAL INFORMATION
This optional information section is not required by law but may be beneficial to persons relying on this document.
TITLE OR TYPE OF DOCUMENT
DATE OF DOCUMENT NUMBER OF PAGE;
SIGNER(S) OTHER THAN NAMED ABOVE
CALIFORNIA ALL-PURPOSE ACKNOWLEDGEMENT
STATE OF CALIFORNIA )
COUNTY OF SACRAMENTO )
On OIA\^ }Li , ^QO") before me, Robert A. Williams, Notary Public
personally appeared,
W
me -or- proved to me on the satisfactory evidence to be
the person(s) whose name(s) is/ate subscribed to the within instrument and
acknowledged to me that he/sbo/thcy executed the same in his/h-ef&beir
authorized capacity(ies), and that by his/hsi/Uieii signature(s) on the instrument
the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
WITNESS my hand and official seal.fROBERT A. WILLIAMS
COMM. #1696901 «NOTARY PUBLIC-CALIFORNIA W
SACRAMENTO COUNTY U
COMM. EXPIRES OCT. 28, jOIOj
(SEAL)
NOTARY PUBLIC SIGNATURE
OPTIONAL INFORMATION
This optional information section is not required by law but may be beneficial lo persons relying on this document.
TITLE OR TYPE OF DOCUMENT
DATE OF DOCUMENT NUMBER OF PAGES
SIGNER(S) OTHER THAN NAMED ABOVE_
Exhibit A
Leckey Consulting
Management Institute (PMI). As I will explain later in my proposal, I do make every effort to
adhere to these principles in managing projects. More importantly, I have found that preparing a
Scope Statement in the planning phase of a project is an excellent opportunity to validate that the
all stakeholders are.aligned as to what needs to be accomplished, how it will be accomplished,
who/when tasks will be completed, the project budget and other important constraints. This will
translate into a meaningful deliverable that can be presented to both the ITGC and City Council
to form the basis of the business case to proceed with the IFAS 7i upgrade project. Not
completing a Scope Statement (or similar analysis) can result in a misleading implementation
plan and the true cost to achieve the goals of the project.
Appendix B provides a reference to my website where an excerpt of a sample Scope Statement
that I prepared for another project can be reviewed. Since I am very experienced with IFAS 7i
and have sample deliveries from other 7i projects (including detailed work plans) I will be able
to complete the Scope Statement deliverable within a competitive cost range and, more
importantly, present a professional business case to the ITGC and City Council for the need and
value of upgrading to IFAS 7i.
If, after reviewing my proposal, the City believes that a Scope Statement is not necessary given
the information presented to the ITGC or the City Council to date then I will gladly prepare the
minimum analysis and documentation described in the RFP. I will also reduce my fees
accordingly.
1.1.2 Phase 2 Scope of Services
For Phase 2 (IFAS 7i Upgrade) of the project, my project management services will include the
following areas:
Q Traditional Project Management
• Provide day-to-day project management.
• Provide hands-on assistance with detailed tasks as needed. For example, provide
assistance with overall business process review where new IFAS 7i functions
have changed, business and functionality requirements, application configuration,
front-end workflow optimization for the purchasing module and development and
implementation of dashboard functionality.
• Ensure that the City's responsibilities of the project are satisfactorily met.
• Review all major deliverables produced by the City.
• Monitor the project plan and schedule and make course corrections as necessary.
• Manage issues and ensure that resolutions are finalized in a timely manner.
• Enforce project scope from start to finish.
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Leckey Consulting
• Ensure change management, training and communication are effective (and
adjusted accordingly if goals are not met).
• Proactively manage risk.
• Review and approve staffing changes.
• Foster a learning environment.
• Re-direct resources as capabilities and/or needs change.
• Track and communicate project budget/costs.
" ' Identify data integration requirements to support required functionality with other
' systems.
• Report and present biweekly status reports to the project stakeholders.
• | Provide a post implementation review.
Q Contract Management
• Ensure that Bi-Tech's responsibilities (and other vendors/contractors) of the
project are satisfactorily met.
• Act as a liaison between the project team and Bi-Tech from the beginning of
project through project completion; coordinate problem identification and
resolution activities.
• Review all major deliverables produced by Bi-Tech (and other
vendors/contractors).
• Review and approve all Bi-Tech invoices (and other vendors/contractors).
• Review and approve Bi-Tech staffing changes.
• Manage proposed scope changes.
For end user procedures and training, scope will include training for the key users of the City
(approximately 20 people). The City will be responsible for delivering the training to the
remaining users of the City. My assumptions for procedures development and training delivery
include:
Q A City subject matter expert (SME) will exist for each IFAS 7i module and will be able
to contribute his or her time to work with me in creating the procedures and training
materials where I might have gaps in knowledge. It is acceptable for there to be more
than one SME for multiple modules in certain areas. Although I can actually create the
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Leckey Consulting
procedures and training material documentation, I may need the SME to walk me through
certain screens to make sure I understand the process. If an adequate SME does not exist
for an area, I am assuming that a Bi-Tech consultant could fill that role.
Procedures documentation is confined to step-by-step instructions for using IFAS 7i
screens and not integrated operational procedures or policies.
Procedures and training will be limited to end user transaction creation only (except for
basic end user navigation training) and not for centrally ran batch processes, workflow
administration, year-end close processes, running of payroll, system administration and
the like. Specifically, it will include the following areas:
• IFAS 7i Navigation (including the Dashboard)
• Journal Entries
• Direct Budget Update Entry
• Budget Adjustment Entry
• Invoice Entry
• Accounts Receivable Billing Entry
• Requisition Entry (including Workflow approvals)
• Cash Receipt Entry
• Fixed Asset Entry
• Timecard Entry
• Employee Creation Entry
• BK Check Status Changes
• Running CDD Reports
User procedures will be created using MS Word with traditional screen prints and step-
by-step instructions for using an IFAS 7i screen. In addition to being used in training
classes, they will also be converted to PDF files and be used to replace the IFAS 7i online
generic procedures (wherever an online help facility is offered). They just need to be
copied to the help directory on the server. I have done this on two projects without any
problems.
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Leckey Consulting
Training materials will be a combination of the user procedures (see above), a basic
PowerPoint presentation of the changes in the module and a few exercises to reinforce
learning.
1.2 Approach and Work Plan
In this section, I provide a work approach for three areas: Phase 1 project management services,
Phase 2 project management services and an outline of the overall project phases and major
tasks, including roles and responsibility for my services, Bi-Tech and the City.
Where applicable, the project management methodology employed for these services (and future
services) are based on principles embodied in the Project Management Body of Knowledge
(PMBOK), which are promulgated by the PMI. There are nine bodies of knowledge described
by the PMBOK. They are:
1. Project Integration Management
2. Project Scope Management
3. Project Time Management
4. Project Cost Management
5. Project Quality Management
6. Project Human Resource Management
7. Project Communications Management
8. Project Risk management
9. Project Procurement Management
As with any methodology, expert judgment must be used in determining what aspects of the
methodology should be employed. Most methodologies (including PMBOK) have a bias
towards very large projects and, thus, have an inherent assumption that the project owner has the
business justification (and the financial wherewithal) to invest significant resources in project
management and control. That is not the case for the City. Therefore, I have tailored an
approach for project management based on my understanding of the IF AS 7i initiative and my
past system implementation experience. Although I have included descriptions of all tasks in
this section, I expect to work closely with the City in revising and finalizing (as necessary) the
work plan for these services.
Below is a description of the work approach for project management services and end user
procedures and training materials. For each task, I provide a brief description of its purpose, the
major points of the approach, the work product(s) produced and responsibilities for completing
the task. Although the tasks are numbered sequentially (for ease of reference), many of them are
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Microsoft Office Project Exported Information Page 1 of26
City of Carlsbad - 7i Upgrade Project
Project Start Date: Mon 09/10/07
Project Finish Date: Mon 06/30/08
Work Plan
ID
1
2
3
4
5
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f ~~
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10
11
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S13
Task Name
7i Upgrade Project
Planning Phase
Dummy Task for Phase
Estimation
Project Management
Track
Project Management
Plan (PMP)
Validate Content of
Scope Statement (i.e.,
any changes)
Refine MS Project
Work Plan Contained
in the Scope
Statement
Project Organization
& Staffing
Identify Project
Positions & Time
Commitment
Define Focus
Groups
Determine Positions
to be Filled by
Central Depts
Document Org
Chart & Roles and
Responsibilities
Document Standard
PM Processes
Duration Start Finish Dependency Resource_N
i 2 1 1 days (Mon 09/1 0/07 jMon 06/30/08 | j
14
15
Communication
Plan
16 days |Mon 09/10/07 JMon 10/01/07 j
1 day JMon 09/10/07 Mon 09/10/07
1 day |Mon 09/10/07 |Mon 09/10/07 I
Mon 09/10/07 iMon 09/10/071 day
1 day JMon 09/10/07 Mon 09/10/07
1 day Mon 09/10/07 Mon 09/10/07
1 day [Mon 09/10/07 Mon 09/10/07
1 day Mon 09/10/07 jMon 09/10/07
1 day iMon 09/10/07 JMon 09/10/07 1
1 day !Mon 09/10/07 JMon 09/10/07 j
1 day IMon 09/10/07 Mon 09/10/07
1 day JMon 09/10/07 (Mon 09/10/07 |
;Leckey
JLeckey
jLeckey
jLeckey
IBranca
jLeckey
Risk Management
Plan 1 day !Mon 09/10/07 JMon 09/10/07
iLeckey
ILeckey
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Status Meetings &
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Bi-Tech Review of
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Project
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Schedule Bi-Tech
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Schedule City SMEs to
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Track
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conversion with Bi-
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eMail)
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Execute
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Work Plan
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Plan
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Meetings/Status
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file://C:\Documents and Settings\Kbran\Local Settings\Temporary Internet Files\Content.... 07/11/2007
Microsoft Office Project Exported Information Page 6 of26
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Install 7i on Web
Servers (Dev
Environment)
Procure XXX New
Web Servers
Complete Si-Tech's
Pre-installation
Checklist
Install OS and
Connect to Network
Install 3rd Party
Software
Install IFAS 7.9 on
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a web farm)
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Install Other IFAS
Producsts
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System Testing by Bi-
Tech (remote)
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file://C:\Documents and Settings\Kbran\Local Settings\Temporary Internet Files\Content... 07/11/2007
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Review
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Review
Schedule City
Participants to Attend
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Detailed Known
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Scope Statement (for
background)
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Current Process
Analysis
Hold Strategy
Sessions #1 at City
(Financials)
Hold Strategy
Sessions #2 at City
(HR/Payroll)
Bi-Tech Write-Up of
Strategy Session
Results
Future Process
Analysis
Complete Reports
Gap Analysis (Use-
Files, Ad Hoc, etc.)
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Strategy/Decisions
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Project
Sponsor/Owner
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ITGC for Feedback
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1 day |Tue 10/02/07
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Feedback
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Deliverable
Configuration
Training/Setup for
Existing Modules
Email Bi-Tech
Consultant Scope
Statement
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Consultant Draft
Current Process
Analysis
GL/JL Training/Setup
(visit 1)
Core Financials
Configuration
Training/Setup (visit
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HR/Payroll
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Development Track
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Current Process
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Microsoft Office Project Exported Information Page 10 of 26
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Batch Interface Specs
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Checks Specs
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Pay Specs
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Microsoft Office Project Exported Information Page 11 of 26
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to Complete Phase
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Technical Track
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Requirements
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Written by Team Leads
to Fl Location
Functional Track
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Schedule as Needed
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Microsoft Office Project Exported Information Page 14 of 26
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Microsoft Office Project Exported Information Page 16 of 26
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Microsoft Office Project Exported Information Page 19 of 26
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1 day IMon 03/24/08 (Mon 03/24/08
1 day |Mon 03/24/08 (Mon 03/24/08
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Microsoft Office Project Exported Information Page 22 of 26
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New Instructors |
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Validate Cutover
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Go-No-Go Decision for
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Move IFAS 7i to
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Go-live
eMail Departments that
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1 day
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Module Y
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Module Z
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of User Support
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1 day ] Tue 06/03/08 j Tue 06/03/08
1 day Tue 06/03/08 i Tue 06/03/08
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jBranca,Peter
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Microsoft Office Project Exported Information Page 26 of 26
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Exhibit B
Leckey Consulting
5 Cost
My cost proposal is as follows:
Q Hourly Rate: $160
a Fixed Daily Amount for Travel: $250
Q Daily Rate: $1,850, which consist of $1,600 in fees and a $250 daily per diem. This
assumes a 10 hour day. I am proposing a 4-10 hour day work week.
Q Phase 1 Not-to-Exceed Contract Amount: $10,000
Q Phase 2 Not-to-Exceed Contract Amount: $260,000
Assumptions for my cost proposal include the following:
1. For Phase 1,1 will make two two-day trips to the City to work with the project team in
developing the Scope Statement. Given my current project commitment at Shasta
County, it will have to be the first two days of the week or the last two days of the week.
All other work will be completed remotely and will require a few conference calls with
key individuals of the project team. If requested by the City, I can also be present during
the City Council meeting to discuss the Scope Statement and the requesting of funds for
Phase 2. I anticipate this Phase starting in February 2007 and being completed by the end
of March 2007.
2. For Phase 2, the following assumptions are applicable:
a. Given my current client commitment at Shasta County, I will be half-time on the
IF AS 7i project starting approximately the beginning of September 2007 through
December 2007. I will be full-time starting January 2008 through May 2008.
Then half-time for June 2008 which will be my last month on the project.
b. Chargeable time will not exceed 50 hours a week and billing will occur biweekly.
Onsite services will be rendered on a four-day work week schedule (normally 10-
hour days, Monday through Thursday), except when needed I will be present on
Fridays.
c. I will be bill the City for weekly travel time exceeding four hours a week, not-to-
exceed three billable hours per week.
d. If the project schedule is extended for any reason, my contract ceiling will be
increased accordingly.
Final Page 26 January 23,2007
Leckey Consulting
3. For all Phases, the following assumptions are applicable:
a. The go-live date for both IFAS 7i Financials and HR/Payroll will be at the
beginning of June 2008. It will not be a phased implementation.
b. The City will have a project sponsor for the IAFS 7i upgrade project who will
ensure that timely decisions are made, adequate City resources are assigned to the
project and that they produce quality work and other issues that might arise.
c. Adequate resources will be assigned to the project from the City.
d. A subject matter expert (knowledgeable of the current version of IFAS) will be
assigned part-time to assist with each EFAS 7i module in scope of the project. In
general, the hourly commitment for each SME will be approximately 12 to 16
hours per person per month.
e. The City will agree to a reasonable amount of technical and functional consulting
assistance from Bi-Tech. This will be further refined during Phase 1 activities.
f. All project documents and deliverables will be stored electronically in the Project
Library maintained on the City's network and it will be the City's responsibility
to ensure that there are daily server backups during the working week.
Deliverables or documents will not be replicated in paper or bound form solely
for the purpose of having a paper copy maintained in the Project Library.
g. End user procedures exist at the City for the current version of IFAS. Therefore, I
will only have to update them for changes in IFAS 7i.
h. The current database server is sufficient to address IFAS 7i requirements.
Therefore, it will not be necessary to complete a database migration to a new
server. Only new web servers and the related IFAS 7i will need installed.
i. Steve Leckey will be available if Leckey Consulting is awarded the contract (i.e.,
he will not have signed another client contract during the County's evaluation of
my proposal).
6 Insurance
My company currently carries all applicable business insurance coverage and licenses required
per the RFP (except a City of Carlsbad Business License) and would be able to comply with the
indemnity provisions. I would like to add one point of clarification regarding automobile
liability. I carry automobile liability insurance with a coverage of $250,000/$500,000, and then I
have umbrella liability coverage for $1,000,000 that also covers my automobile. I am proposing
that this combined coverage be adequate in meeting the City's automobile liability insurance
requirements.
Final Page 27 January 23,2007