HomeMy WebLinkAbout1997-04-08; City Council; 14124; APPROVAL TO PURCHASE SIERRA PERMITS PLUS SOFTWARE AND APPROVAL OF CONTRACT WITH XD CONSULTING TO PERFORM IMPLEMENTATION CONSULTING SERVICES FOR THE SIERRA PERMITS PLUS IMPLEMENTATIONQ 9 0 g
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h" @TY OF CARLSBAD - AGEN dr, M BILL 74 Approval to Purchase Sierra Permits Plus Software
and Approval of Contract with XD Consulting to DEPT ,,$ AB# - MTG. 4/8/97 Perform Implementation Consulting Services for the clTY ATn
DEPT. FINIIS Sierra Permits Plus Implementation CITY MGR
RECOMMENDED ACTION:
Approve Resolution No. 99- 438 authorizing the purchase of the Sierra Permits Plus Softwarc
approve Resolution No.Sf-L/3/authorizing the Mayor to execute the contract between the Cit) Carlsbad and XD Consulting to perform implementation consulting services for the PERMIT:
software system.
ITEM EXPLANATION:
The Financial Information Systems project officially began in March 1994, when the Council
authorized staff to proceed with the replacement of the City's current system. In April 1996, C
approved the contract with Bi-Tech Software, Inc., to provide software for the new financial
information system. Phase 5 of the project began shortly thereafter.
The project comprises the following seven phases:
Phase Task Status
1 Completc
2 Issue RFP to vendors for hardware and software. Completc
3 Evaluate the proposals, select vendors. Complete
4 Upgrade microcomputer hardware and software, train Complete
5 Implement core Financial system. Complett
6 Implement HR, Payroll, Permits and Fixed Assets. Complete
7 Select and implement other system needs not met by Bi-Tech. Complete
Phase 5, the implementation of the core financial system, is complete. This includes the gent
ledger, purchasing, accounts payable, accounts receivable and budgeting modules. On Janu 1997, we went live with the new system for these core financial processes.
In February, we began the implementation of Phase 6, which includes human resources, pa)
permits and fixed assets. The purpose of this agenda bill is to address the implementation of
permits software system and request assistance from a consulting firm during this implement
Background of Permits System
PERMITS is a tracking system for all activities in Building, Planning and Engineering. It was c
purchased in 1987 and went on line in 1988. The PERMITS system provides the ability to tral
development-related activities in Carlsbad, maintains all the Assessor's data concerning eack
of land, is the authority for the valid street names (used not only for development, but for watc
police and fire), and provides the tabular data for the City's GIs, among other things.
The existing PERMITS system operates from the HP 3000, and is no longer being supported
company, which means it is now obsolete. The existing system is limited by its older technolc
has been augmented by the establishment of various other databases in Rbase and other su
systems.
Analyze needs and develop 3 to 5 year plan.
employees.
Page 2 of Agenda Bill # Rldr 0
Staff in the Community Development and Information Systems Departments evaluated severa
different permit processing software packages. They selected Sierra PERMITS Plus because
flexibility, range of features, and compatibility with existing City hardware and software. It also
sense to stay with the same software company as the original system in order to maintain con
and some basis of familiarity with the program. PERMITS Plus will provide the ability to do awl
the redundant databases, will provide superior tracking and reporting capabilities, and offers fc
which could have city-wide application.
The Sierra PERMITS Plus system is very flexible, allowing the City to develop data entry screc
match business procedures. Due to this flexibility, the City has the opportunity to conduct a BL
Process Redesign (BPR) project in conjunction with the implementation so that any changes t
made will be reflected in the new system. Permits, though not included as part of the software
purchased from Bi-Tech, is part of the Financial Information System project.
Implementation Assistance
The City hired XD Consulting in June 1996 to assist with implementation of the FIS and perfor
in the purchasing and accounts payable area. The redesign is complete, and implementation (
new process began in November. XD was hired in January 1997 to perform a Business Proce
Redesign for the employment portion of the Human Resources Information System. That projt
currently underway.
It is apparent, after talking to Sierra representatives about the implementation of PERMITS PI1
the City will need to devote a great deal of time and effort to make sure that the system is imp
well and in a timely manner. Staff is requesting assistance from XD Consulting for the PERMI’
implementation, specifically to provide guidance through the design of the system, workflow,
conversion and process. In essence, XD will perform a business process redesign while imple
the system so that procedures will be developed hand in hand with the design of the system. ;
has extensive experience designing and developing permit, development and public works sy:
and has worked with many cities and counties in this regard.
Due to XD’s experience with and knowledge of the City and its business practices, it would be
advantageous to the City to hire XD for the PERMITS Plus implementation to maintain contint
Financial Information System project.
FISCAL IMPACT:
The total cost for the Sierra PERMITS Plus software system, including Sierra’s assistance wit1
conversion, document creation, Client Server setup and on-site training is $40,400. XD ConsL
submitted a proposal for implementation assistance in the amount of $30,000. The following a
funding sources to pay for this project:
Financial Information System Project $20,400
Information Systems Internal Service Fund $1 0,000
Information Systems 97-98 CIP $20,000
Planning Department $1 0,000
Geographic Information System $1 0,000
Total $70,400
Page 3 of Agenda Bill # L 0
The Permits System was originally scheduled for Phase 7 of the FIS project, and funds were t:
as part of the Information Systems 1997-98 CIP in anticipation of this expenditure. Because th
Permits system is no longer being supported by the software company, its implementation wa!
up to Phase 6. Therefore, staff is recommending that the $20,000 initially included in the 1997,
budget for Information Systems be appropriated during the 1996-97 fiscal year to accommoda
change in scheduling.
There are sufficient funds available in each of the other current year budgets to support the
corresponding dollar amounts.
EXH I8 ITS:
1. Resolution No. 97- Y3Dauthorizing staff to purchase Sierra PERMITS Plus software.
2. Resolution No.9- authorizing the Mayor to execute the contract between the City of (
and XD Consulting.
3. Contract with XD Consulting to perform implementation consulting services for the permits
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RESOLUTION NO. 97-430
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE
PURCHASE OF SIERRA PERMITS PLUS SOFTWARE
WHEREAS, in April 1996 the City Council approved the contract with Bi
Software for purchase of software and related services for the new Financial
Information System; and
WHEREAS, the Financial Information System project is proceeding into
VI, which is the installation and implementation of the Human Resources, Payi
Assets and Permits software modules; and
WHEREAS, the current Permits software is no longer supported by the
who developed it; and
WHEREAS, the Permits software is not included as part of the Bi-Tech
project; and
WHEREAS, city staff evaluated several different permit processing sysl
selected Sierra PERMITS Plus; and
WHEREAS, Sierra PERMITS Plus met the City's needs; and
WHEREAS, the total cost of the software and related services from Sie
$40,400, and such funds are available in the Financial Information System prc
budget and the Information Systems 1997-98 CIP budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
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2.
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That staff is authorized to purchase the Sierra PERMITS Plus sof
That $20,000 is appropriated from the General Capital Constructic
to the Financial Information Systems project budget.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City
on the 8th day of April , 1997, by the following vote, to wit:
AYES: Council Members Lewis, Finnila, Nygaard, Kulchin, and Hz
NOES: None
ABSENT: None
ATTEST:
/h ALETHA L. RAUfEN
(SEAL)
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RESOLUTION NO. 97-431
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE MAYOR TO EXECUTE A
CONTRACT BETWEEN XD CONSULTING AND THE CITY OF
CARLSBAD TO PROVIDE IMPLEMENTATION CONSULTING
SERVICES FOR THE PERMITS SYSTEM
WHEREAS, in April 1996 the City Council approved the contract with Bi-
Software for the purchase of software and related services for the new Financii
Information System; and
WHEREAS, the Financial Information System is proceeding into Phase
is the installation and implementation of the Human Resources, Payroll, Fixed
and Permits software modules; and
WHEREAS, the City is purchasing a new Sierra PERMITS Plus softwar
to replace the current system; and
WHEREAS, staff recognizes the need to obtain outside assistance with
implementation of the permits system; and
WHEREAS, XD Consulting is currently assisting with the implementatio
Tech Software and performing a business process redesign project on the pur
and accounts payable procedures; and
WHEREAS, it is advantageous to the City to hire XD Consulting for the
Resources business process review because of their experience with and knc
the City and its procedures; and
WHEREAS, the total cost of the services provided to the City by XD Cc
for this project will be $30,000, and funds are available in the Planning Deparl
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Geographic Information Systems, and Information Systems budgets to accomi
this expenditure.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the Mayor of the City of Carlsbad is authorized to sign the cont
between the City of Carlsbad and XD Consulting.
3. That the fees and compensation for said services shall be $30,000 i
be described in the contract between the City of Carlsbad and XD C
PASSED, APPROVED AND ADOPTED at a regular meeting of the Cit)
on the 8th day of April , 1996, by the following vote
AYES: Council Members Lewis, Finnila, Nygaard, Kulchin, and I
NOES: None
ABSENT: None
ATTEST:
AL,iTew#Aiikiii\ 4
(S EAL)
Exhibit 3 e m
AGREEMENT
THIS AGREEMENT, made and entered into as of the Zdoday of &?&I C-- 1
19fl, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter
referred to as "City", and XD Consulting, hereinafter referred to as "Contractor."
RE C ITALS
City requires the services of a Software Implementation Contractor to provide the
necessary consulting services for a implementation services and a business process
improvement project for the Sierra PERMITS Plus software system; and Contractor
possesses the necessary skills and qualifications to provide the services required by
the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. CONTRACTOR'S OBLIGATIONS
To assist with the implementation of Sierra PERMITS Plus, as described in the
Proposal (Exhibit A).
2. CITY OBLIGATIONS
The City shall provide the contractor with time and resources as needed to
perform the business process redesign project, outlined in the contractor's proposal,
Exhibit A.
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3. PROGRESS AND COMPLETION
The work under this contract will begin within ten (IO) days after receipt of
notification to proceed by the City. Extensions of time may be granted if requested by
the Contractor and agreed to in writing by both parties. Both parties will give allowance
for documented and substantiated unforeseeable and unavoidable delays not caused
by a lack of foresight on the part of the Contractor, or delays caused by City inaction or
other agencies' lack of timely action.
4. FEES TO BE PAID TO CONTRACTOR
The total fee payable for the services to be performed shall not exceed $29,500.
No other compensation for services will be allowed except those items covered by
supplemental agreements per Paragraph 7, "Changes in Work.'' All travel expenses
incurred by the Contractor will be reimbursed by the City, with a total not to exceed
$1,000 through the duration of the contract. The City reserves the right to withhold a ten
percent (1 0%) retention until the project has been accepted by the City.
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Incremental payments, if applicable, should be made as outlined in attached
Exhibit "A."
5. DURATION OF CONTRACT
This agreement shall extend for a period of twelve months from date thereof.
The contract may be extended by the City Manager for one (1) additional six (6) month
period or part thereof, based upon a review of satisfactory performance and the City's
needs. The parties shall prepare extensions in writing indicating effective date and
length of the extended contract.
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6. PAYMENT OF FEES
Payment of approved items on the invoice shall be mailed to the Contractor prior
to the 30th day of the month the invoice was submitted.
7. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or the
City, and informal consultations with the other party indicate that a change in the
conditions of the contract is warranted, the Contractor or the City may request a change
in contract. Such changes shall be processed by the City in the following manner: A
letter outlining the required changes shall be forwarded to the City by Contractor to
inform them of the proposed changes along with a statement of estimated changes in
charges or time schedule. A Standard Amendment to Agreement shall be prepared by
the City and approved by the City according to the procedures described in Carlsbad
Municipal Code Section 3.28.1 72. Such Amendment to Agreement shall not render
ineffective or invalidate unaffected portions of the agreement.
8. COVENANTS AGAINST CONTINGENT FEES
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The Contractor warrants that their firm has not employed or retained any
company or person, other than a bona fide employee working for the 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,
the City shall have the right to annul this agreement without liability, or, in its discretion,
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to deduct from the agreement price or consideration, or otherwise recover, the full
amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee.
9. NONDISCRIMINATION CLAUSE
The Contractor shall comply with the state and federal laws regarding
nondiscrimination.
IO. TERMINATION OF CONTRACT
In the event of the Contractor's failure to prosecute, deliver, or perform the work
as provided for in this contract, the City Manager may terminate this contract for
nonperformance by notifying the Contractor by certified mail of the termination of the
Contractor. The Contractor, thereupon, has five (5) working days to deliver said
documents owned by the City and all work in progress to the Finance Director. The
Finance Director shall make a determination of fact based upon the documents
delivered to City of the percentage of work which the Contractor has performed which is
usable and of worth to the City in having the contract completed. Based upon that
finding as reported to the City Manager, the Manager shall determine the final payment
of the contract.
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This agreement may be terminated by either party upon tendering thirty (30)
days written notice to the other party. In the event of such suspension or termination,
upon request of the City, the Contractor shall assemble the work product and put same
in order for proper filing and closing and deliver said product to City. In the event of
termination, the Contractor shall be paid for work performed to the termination date;
however, the total shall not exceed the lump sum fee payable under paragraph 4. The
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City Manager shall make the final determination as to the portions of tasks completed
and the compensation to be made.
11. DISPUTES
If a dispute should arise regarding the performance of work under this
agreement, the following procedure shall be used to resolve any question of fact or
interpretation not otherwise settled by agreement between parties. Such questions, if
they become identified as a part of a dispute among persons operating under the
provisions of this contract, shall be reduced to writing by the principal of the Contractor
or the City Finance Director. A copy of such documented dispute shall be forwarded to
both parties involved along with recommended methods of resolution which would be of
benefit to both parties. The City Finance Director or principal receiving the letter shall
reply to the letter along with a recommended method of resolution within ten (IO) days.
If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining
the dispute shall be forwarded to the City Council for their resolution through the Office
of the City Manager. The City Council may then opt to consider the directed solution to
the problem. In such cases, the action of the City Council shall be binding upon the
parties involved, although nothing in this procedure shall prohibit the parties seeking
remedies available to them at law.
12. CLAIMS AND LAWSUITS
The Contractor agrees that any contract claim submitted to the City must be
asserted as part of the contract process as set forth in this agreement and not in
anticipation of litigation or in conjunction with litigation. The Contractor acknowledges
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that if a false claim is submitted to the City, it may be considered fraud and the
Contractor may be subject to criminal prosecution. The Contractor acknowledges that
California Government Code sections 12650 et sea, the False Claims Act, 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 the City of Carlsbad seeks
to recover penalties pursuant to the False Claims Act, it is entitled to recover its
litigation costs, including attorney's fees. The Contractor acknowledges that the filing of
a false claim may subject the Contractor to an administrative debarment proceeding
wherein the Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five years. The Contractor acknowledges debarment
by another jurisdiction is grounds for the City of Carlsbad to disqualify the Contractor
from the selection process. @initial)
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
7 and 3.32.028 pertaining to false claims are incorporated herein by reference.
Qitial)
13. STATUS OF THE CONTRACTOR
The Contractor shall perform the services provided for herein in Contractor's own
way as an independent Contractor and in pursuit of Contractor's independent calling,
and not as an employee of the City. Contractor shall be under control of the City only
as to the result to be accomplished, but shall consult with the City as provided for in the
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request for proposal. The persons used by the Contractor to provide services under this
agreement shall not be considered employees of the City for any purposes whatsoever.
The Contractor is an independent Contractor of the City. The payment made to
the Contractor pursuant to the contract shall be the full and complete compensation to
which the Contractor is entitled. The City shall not make any federal or state tax
withholdings on behalf of the Contractor or hidher employees or subcontractors. The
City shall not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of the Contractor or hidher employees or
subcontractors. The Contractor agrees to indemnify the City within 30 days for any tax,
retirement contribution, social security, overtime payment, unemployment payment or
workers' compensation payment which the City may be required to make on behalf of
the Contractor or any employee or subcontractor of the Contractor for work done under
this agreement or such indemnification amount may be deducted by the City from any
balance owing to the Contractor.
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The Contractor shall be aware of the requirements of the Immigration Reform
and Control Act of 1986 and shall comply with those requirements, including, but not
limited to, verifying the eligibility for employment of all agents, employees,
subcontractors and Consultants that are included in this agreement.
14. CONFORMITY TO LEGAL REQUIREMENTS
The Contractor shall cause all drawings and specifications to conform to all
applicable requirements of law: federal, state and local. Contractor shall provide all
necessary supporting documents, to be filed with any agencies whose approval is
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necessary.
The City will provide copies of the approved plans to any other agencies.
15- OWNERSHIP OF DOCUMENTS
All plans, studies, sketches, drawings, reports, and specifications as herein
required are the property of the City, whether the work for which they are made be
executed or not. In the event this contract is terminated, all documents, plans,
specifications, drawings, reports, and studies shall be delivered forthwith to the City.
Contractor shall have the right to make one (1) copy of the plans for his/her records.
16. REPRODUCTION RIGHTS
The Contractor agrees that all copyrights which arise from creation of the work
pursuant to this contract shall be vested in City and hereby agrees to relinquish all
claims to such copyrights in favor of City.
17. HOLD HARMLESS AGREEMENT
Contractor agrees to indemnify and hold harmless the City of Carlsbad and its
officers, officials, employees and volunteers from and against all claims, damages,
losses and expenses including attorney fees arising out of the performance of the work
described herein caused in whole or in part 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, except where caused
by the active negligence, sole negligence, or willful misconduct of the City of Carlsbad.
Contractor shall at its own expense, upon written request by the City, defend any
such suit or action brought against the City, its officers, officials, employees and
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volunteers. Contractors indemnification of City shall not be limited by any prior or
subsequent declaration by the Contractor.
18. ASSIGNMENT OF CONTRACT
The Contractor shall not assign this contract or any part thereof or any monies
due thereunder without the prior written consent of the City.
19. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under this
contract by the Contractor, Contractor shall be fully responsible to the 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 contract shall
create any contractual relationship between any subcontractor of Contractor and the
City. The Contractor shall bind every subcontractor and every subcontractor of a
subcontractor by the terms of this contract applicable to Contractor's work unless
specifically noted to the contrary in the subcontract in question approved in writing by
the City.
20. PROHIBITED INTEREST
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No official of the City who is authorized in such capacity on behalf of the City to
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or
approving of this agreement, shall become directly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or
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similar functions in connection with the performance of this contract shall become
directly or indirectly interested personally in this contract or any part thereof.
21. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the
City, either before, during or after the execution of this contract, shall affect or modify
any of the terms or obligations herein contained nor entitle the Contractor to any
additional payment whatsoever under the terms of this contract.
22. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 18, "Hold Harmless Agreement," all
terms, conditions, and provisions hereof shall inure to and shall bind each of the parties
hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
23. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written
above.
24. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City's conflict of interest code, that the Contractor will not be required to file a conflict of
interest statement as a requirement of this agreement. However, Contractor hereby
acknowledges that Contractor has the legal responsibility for complying with the
Political Reform Act and nothing in this agreement releases Contractor from this
responsibility.
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25. INSURANCE
The Contractor shall obtain and maintain for the duration of the contract 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 work
hereunder by the Contractor, his agents, representatives, employees or subcontractors.
Said insurance shall be obtained from an insurance carrier admitted and authorized to
do business in the State of California, with the exception of the consultant's
Professional Liability Insurance. The insurance carrier is required to have a current
Best's Key Rating of not less than "A-:V" and shall meet the City's policy for insurance
as stated in Resolution No. 91-403.
A. Coveraqes and Limits.
Contractor shall maintain the types of coverages and minimum limits
indicated herein, unless a lower amount is approved by the City Attorney or City
Manager:
1. Comprehensive 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 shall apply
separately to the work under this contract or the general aggregate shall be twice the
required per occurrence limit.
2. Automobile Liability (if the use of an automobile is involved for
Contractor's work for the City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
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3. Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the Labor Code of the State of California and
Employer's Liability limits of $1,000,000 per accident for bodily injury.
4. Professional Liability. Errors and omissions liability appropriate to
the contractor's profession with limits of not less than $500,000 per claim. Coverage
shall be maintained for a period of five years following the date of completion of the
work.
B. Additional Provisions.
Contractor shall ensure that the policies of insurance required under this
agreement contain, or are endorsed to contain, the following provisions.
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1. The City shall be named as an additional insured on all policies
excluding Workers' compensation and Professional Liability.
2. The Contractor shall furnish certificates of insurance to the City
before commencement of work.
3. The Contractor shall obtain occurrence coverage, excluding
Professional Liability which shall be written as claims-made coverage.
4. This insurance shall be in force during the life of the agreement and
any extension thereof and shall not be canceled without 30 days prior written notice to
the City sent by certified mail.
5. If the Contractor fails to maintain any of the insurance coverages
required herein, then the City will have the option to declare the Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
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policies in order that the required coverages may be maintained. The Contractor is
responsible for any payments made by the City to obtain or maintain such insurance
and the City may collect the same from the Contractor or deduct the amount paid from
any sums due the Contractor under this agreement.
26. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of the City and on behalf of the Contractor in connection with
the foregoing are as follows:
For City: Title: Senior Management Analyst, Info Sys Project
Name: Jeanne Flack
Address: City of Carlsbad, 1200 Carlsbad Village Drive
,
Carlsbad, CA 92008
For Contractor: Title : Partner
Name: Gary Helling, XD Consulting
Address : 3760 Convoy St., Suite 332
San Diego, CA 921 11
27. BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carlsbad Business License for the
duration of the contract.
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28. ENTIRE AGREEMENT
This agreement, together with any other written document referred to
contemplated herein, embody the entire agreement and understanding between
parties relating to the subject matter hereof. Neither this agreement nor any provis
hereof may be amended, modified, waived or discharged except by an instrumeni
writing executed by the party against which enforcement of such amendment, waive1
discharge is sought.
day of l”-\-QQ 1 (, ,193 2 L‘d Executed by Contractor this
CONTRACTOR:
(name of Contractor)
\ .o C&lSV‘L I-( d c^,
By: rn &fil4
&lW D &,,L( fd c\ PAL
(sign here)
(print namehitle)
By:
(sign here) I 5-
AkieRiLiiRANZ City Clerk
(print namekitle)
(Proper notarial acknowledgment of execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for corporations. If only
officer signs, the corporation must attach a resolution certified by the secretary or assistant secre
under corporate seal empowering that officer to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
i
/’ Deputy Cify Attorney il‘
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
personally appeared
executed the instrument.
Though the mformabon below Is not requred by law, It may prove valuable to persons relymg on the document and could prevent fraudulent removal and reattachment of fh/s form to another document
Description of Attached Document
Title or Type of Document
Document Date Number of Pages
Signer(s) Other Than Named Above .__
Capacity(ies) Claimed by Signer(s)
Signer's Name __
L- Individual il Individual
1: Corporate Officer il Corporate Officer
L Partner - ' Limited !-I General
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0 Guardian or Conservator L3 Guardian or Conservator
Signer Is Representing: Signer Is Representing.
Reorder Call Toll-Free 1.800 0 1995 National Notan/ Association - 8236 Remrnet Ave PO Box 7184 - Canoga Park CA 91309-7184 Prod No 5907
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EXHIBIT A
November 21, 1996
Ms. Jeanne Flack
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, California 92008-1 989
Dear Ms. Flack:
We have reviewed the materials provided by the City of Carlsbad (City) and Sierra
Computer Systems, Inc. (Sierra) regarding the planning, design and implementation of
a new Permits system for the City. In reviewing the sample implementation project
schedule provided by Sierra, it appears Sierra will be responsible for technical
assistance with data loading, file transfers, conversion specifications and hardware
implementation. Sierra’s implementation strategy and pricing assumes the City will
provide resources and planning for the majority of system design, workflow design,
conversion design and process design.
Based on this strategy, we are preparing this proposal for services to assist the City
with the design stages of the Sierra system implementation. The services provided
will include:
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0 Design of system workflows
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According to the Sierra contract, the City’s design (Implementation Workbook) must
be completed before Sierra will initiate the implementation project. Based on this
assumption, the City will need to concentrate the design tasks into a short timeframe
to meet the projected implementation deadlines. Our proposed scope for this project
would be limited to assisting the City with preliminary process review and design and
completion of aIl of the pre-implementation tasks required by Sierra.
Management of City Design Team
Detailed review of Sierra system against current procedures
Identification of policies or procedures that will be affected by the new system
Review and design of related processes and workflow
Identification of data to be converted, and
Facilitation of final design meetings with Sierra
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WORKPLAN
Our proposed workplan has been broken down into specific phases and tasks spanning
a total of 10 weeks. The phases and summary task categories are:
1 .O INITIATE PROJECT TEAM
Select Design Team members from City staff
Select Technical team member
0 Review Sierra implementation materials
0 Prepare detailed project schedule
0 Schedule design meetings
Review Sierra system capabilities in detail
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2.0 REVIEW CURRENT PROCESS
Identify separate business functions
0 Review business function processes
0 Identify outside sources of information
0 Document all forms in use
Document all current reports
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3.0 DESIGN NEW PROCESSES
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0 Document new process design
0 Identify forms which must be re-designed
0 Identify new reports required to support the process
Identify processes that can be eliminated or replaced with new system
Identify forms and reports which can be eliminated
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4.0 DESIGN NEW SYSTEM
0 Review screens and reports in system
0 Identify screen changes
0 Design new reports
0 Document workflows to be incorporated into system
0 Identify 'activities' and other key items to be tracked
0 Document fee calculations and fee collection activities
0 Identify all system code tables and design code values
5.0 COMPLETE IMPLEMENTATION WORKBOOK
0 Identify all users and user security f
0 Identify training needed for users
0 Document hardware and network environment
0 Fill out activity worksheets
0 Identify data to be converted
0 Prepare conversion file formats
6.0 CONDUCT DESIGN WORKSHOP
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Schedule design workshop
0 Document design workshop
Forward completed materials to Sierra
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STAFFING
We are proposing one staff consultant and a project partner for the Sierra System
Design Project.
Geri Johnson will perform the majority of work on this project. She has over 13 years
of experience in information technology and management consulting, with an
emphasis on public sector clients. She has significant expertise in the design and
implementation of property-related systems, specializing in large, complex enterprise-
wide systems. She has also worked on several business process improvement
projects. Before joining XDconsulfing, Ms. Johnson was a manager with Deloitte &
Touche, Los Angeles, working on large multi-year public sector system development
projects.
Ms. Johnson has worked with the cities of Mendocino, Corona, Encinitas and Mission
Viejo in design and development of permit, development and public works systems.
She has also worked with the counties of Los Angeles, San Diego, Orange,
Mendocino, Kern, San Francisco, Pima (Arizona) and the Puerto Rico government on
the process design, system design, development and implementation of property
systems for identification, assessment, permitting, licensing, tax calculation and tax
collection for county parcels.
Ms. Johnson holds a B.S., Economics from the. University of California, lrvine and a
Graduate Degree, Business Systems Analysis, from the University of California, lrvine ,
Mr. Gary Helling, a founding partner of XDconsulting, will be the project manager with
responsibility for quality assurance and oversight of the project. Mr. Helling has over
14 years’ experience in finance management, system selection and implementation.
He is currently working with the City of Carlsbad on the financial system
implementation project and he is familiar with the conflicting demands that both
system projects will have on the technical resources at the City.
PROFESSIONAL FEES AND TIMING
The following table summarizes the hours assigned to each task from our proposed
workplan. Detail of these hours is provided in the Workplan section of this proposal.
Based on this workplan, our fee estimates are:
TASK HOURS FEES
1. Initiate Project Team 20 $ 2,500
2. Review Current Process 48 $ 6,000
3. Design New Process 56 $ 7,000
4. Design New System 56 $ 7,000
5. Complete Implementation Workbook 24 $ 3,000
6. Conduct Design Workshop 32 $ 4,000
TOTAL 236 $ 29,500
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We are prepared to start work in January, 1997 after acceptance of this proposal. We
expect this design phase to be completed within 10 weeks. It is our understanding
that the Implementation Workbook (final design deliverable) must be completed prior
to starting the Sierra Computer Systems implementation tasks. Therefore, completion
of process and system design may delay the start of the Sierra implementation until
March 15th, unless Sierra can perform selected technical tasks simultaneously during
the design process. If the Sierra implementation is delayed from their proposed
schedule, the final ‘go live’ date may be postponed until June 15th, 1997.
WHY XDconsulf ing ?
XDconsulfing is a local, San Diego based consulting firm focuses primarily on
management of Process Re-Design, Needs Assessment, Software Selection and
Implementation projects. XDconsulfing also has significant experience negotiating
hardware and software contracts. The staff of XDconsulting have managed, and are
currently managing, many similar projects for both public and private sector clients.
Exposure to private industries ensures current knowledge of products and technology as
well as the capability to ‘Reinvent Government’ utilizing current trends in private industry.
Finally, XDconsulting has the training and experience of the largest international
consulting firms at the price of a local firm. The consultants proposed for this project
have over 19 years of combined experience with similar type projects.
XDconsulting looks forward to meeting with you to discuss our proposal and experience
in more depth and answer any questions or concerns you may have. We value the City
of Carlsbad as our client, and commit to you that if chosen we will continue to do
everything we can to make each project we are associated with a success. We hope
this proposal clearly outlines our strategy to assist the City of Carlsbad. If you have
any questions, please do not hesitate to give Geri Johnson or me a call at 560-6999.
Sincerely ,
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&/hgkD Gary ..I Helling I
Partner