Loading...
DS Project Management and Network Security CoordinationAGREEMENT FOR PROFESSIONAL SERVICES FOR INFORMATION TECHNOLOGY PROJECT MANAGEMENT AND NETWORK SECURITY COORDINATION SERVICES This Agreement is made and entered into this ;Zt4rifday of May, 2016, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Darren D. Jimenez, an individual, dba The Phoenix Group, (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY requires ongoing assistance with the administration of an Information Technology (IT) Project Management Office (PMO); and WHEREAS, the CITY requires project management services to help track, monitor, and guide various technology projects as well as to develop project plans, policies, procedures, and other related documentation; and WHEREAS, the CITY requires assistance with the coordination of various network security improvement efforts, including reviewing and updating its policies and procedures as well as selecting and procuring new services and products to enhance its security posture; and WHEREAS, CONTRACTOR is an acknowledged leader in implementing a specialized project methodology that includes planning, business process analysis, enhancement identification, focused process management and well defined project deliverables review and acceptance; and WHEREAS, CONTRACTOR is also experienced in assisting customers with review and development of security policies, improvement of technology -related processes and procedures, and managing system procurement and implementation projects with special emphasis on security as needed to meet the modern challenges of interconnected computer systems and networks; and WHEREAS, CITY and CONTRACTOR have a current Professional Services Agreement, dated July 24, 2015, under which CONTRACTOR is providing CITY with information technology project management services, with a term expiring on June 30, 2016, which the parties wish to terminate effective May 31, 2016, to be superseded by this Agreement AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Information Technology Manager is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall L) ORICIN:i1, supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Darren D. Jimenez is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties as described in the following Exhibits: - The Project Management Proposal, dated June 5, 2015, attached as Exhibit A hereto. - The Roles and Responsibilities for a Network Security Coordinator, attached as Exhibit B hereto. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as follows: - Assist CONTRACTOR in gathering current/ongoing information on CITY technology projects. - Identify projects as managed (requiring formal oversight at the PMO level) or monitored (managed by internal CITY resources with minimum tracking at the PMO level). - Participate in PMO and project -specific meetings with CONTRACTOR as needed. - Assist CONTRACTOR in evaluating CITY's current security environment and identifying potential tasks, projects and priorities for improving this environment. - Participate in meetings with CONTRACTOR to review ongoing efforts, upcoming projects, potential solutions, and other security topics that may arise during the term of this Agreement. - Provide general oversight for the work to be done by CONTRACTOR in the role of Network Security Coordinator for the CITY. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis as specified in Exhibit A, provided that the total amount paid to CONTRACTOR for its services and expenses will not exceed $180,000.00 per year. Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 13 months commencing on June 1, 2016, and ending on June 30, 2017. Upon mutual agreement of the parties, and subject to the availability of appropriated funds, the City Manager may elect to extend the term of this Agreement for up to a year at a time for two additional years, for a total term not to exceed a maximum of 3 years. By entering into this Agreement, the parties agree that the current Agreement between the parties, dated July 24, 2015, shall be terminated effective May 31, 2016, to be superseded by this Agreement. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of tennination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 01 04 13. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. The insurance policies shall be specifically endorsed to provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to the PROJECT MANAGER. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the tennination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, 6 ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Gus Bush City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 TO CONTRACTOR's Project Director: Darren D. Jimenez 1750 Baines Avenue Sacramento, CA 95835 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the teens and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL JA M. SCHUTZ, City , n er ATTEST: ESTHER C. BEIR INE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTElN City Attorney CONTRACTOR By:_ ! Name: Darren D. Jimenez Title: Principal, The Phoenix Croup CITY OF SAN RAFAEL PROJECT MANAGEMENT OFFICE PROPOSAL JUNE 5, 2015 The TABLE OF CONTENTS EXECUTIVE SUMMARY..............................................................3 GENERAL INFORMATION...........................................................4 FIRM BACKGROUND AND EXPERTISE.............................................4 SUMMARY OF QUALIFICATIONS..................................................... 5 SUMMARY OF PROJECT METHODOLOGY AND APPROACH ........ 7 SCOPEOF WORK.......................................................................9 OVERVIEW................................................................................ 9 PHASE I - PMO STRATEGY DEVELOPMENT......................................9 PHASE II - PMO INFRASTRUCTURE DESIGN & BUILD........................9 PHASE III - PMO PROJECT MANAGEMENT INITIATION ..................... 10 PHASE IV - OPERATIONAL PMO MANAGEMENT .............................. 10 COSTQUOTE........................................................................... 11 EXECUTIVE SUMMARY The Phoenix Group (TPG) is pleased to submit the following proposal for the development, implementation and ongoing management of a Project Management Office for the City of San Rafael's Information Technology Department. TPG has led the development and implementation of multiple PMO structures of this type, and is the Project Management team for the San Rafael Police Department's current upgrade effort. We have a wealth of experience in working with California municipalities. The TPG team brings broad experience in areas that are essential to developing and managing an effective and integrated PMO effort. We have worked extensively in the public sector arena, project management, strategic planning, technology planning, program development and implementation, needs assessments and business process reengineering. We look forward to assisting the City of San Rafael Information Technology Department team develop and implement a structure that ensures the successful completion of both the current project calendar and the heavy workload ahead. This statement of work and cost proposal will remain in effect for 60 days from the date of proposal submission. If awarded the contract, Darren Jimenez will serve as Executive Sponsor Director and manage our team of highly qualified and experienced specialists. Should you require any further information, or if it is necessary to schedule an interview/ presentation, please contact: Darren D. Jimenez, Principal The Phoenix Group (530) 383-7315 darrenjimenez@tpgonline.net CoSR PMO Project Proposal 191 �&*pp GENERAL INFORMATION FIRM BACKGROUND AND EXPERTISE Darren Jimenez, a former law enforcement officer, long-time public sector/public safety consultant and former Director of Project Management for an international, vertical market software vendor, founded The Phoenix Group (TPG) in 1996. Since its inception the focus of the firm has been public sector project management and business process consulting. The Phoenix Group is a multi -discipline consulting firm certified as a Small Business by the State of California. The company has earned a reputation for innovative solutions to complex business and management issues, and has the ability to make information technology understandable and adaptable for public sector organizations. The Phoenix Group's customer base is largely public sector/public safety at the state and local levels, and we have forged numerous ongoing consulting relationships with other municipalities in the western United States. The firm's expertise lies in helping clients assess business and strategic needs and then helping to develop programs and business solutions for meeting those needs. This is made possible by placing a strong emphasis on strategy, productivity, and a systems approach to information management and analysis. Through the firm's expertise in strategy, business operations, people and information management, The Phoenix Group has become a recognized leader in the design and implementation of innovative solutions. And by combining management consulting, business process and strategic planning services The Phoenix Group uniquely positions clients to make the most of opportunities created by the network economy. The Phoenix Group provides expertise in: ♦ Organizational Strategic Planning ♦ Information Technology Strategic Planning ♦ Multi -Agency Systems/ Projects ♦ Contract Negotiations ♦ Business Process Analysis/ Reengineering ♦ Continuous Improvement Processes ♦ Needs Assessments ♦ Case Management System Requirements CoSR PMO Project Proposal FiWlhe �� &*vip 4 ♦ Grant Writing ♦ Integrated Criminal Justice Information Systems ♦ Court Case Management Systems ♦ Computer Aided Dispatch ♦ Records Management Systems ♦ Jail Management Systems ♦ Field Reporting Systems ♦ Information Technology Project Management ♦ Hardware & Software Integration SUMMARY OF QUALIFICATIONS The Phoenix Group brings to the table a unique alternative to traditional consulting firms by combining knowledge of and experience in the public sector with a Total Quality Management approach to project management and exceeding customer expectations. We have real world experience with a broad spectrum of clients at the federal, state and local level. The Phoenix Group has experienced significant success in managing high profile projects to established budgets, and in maintaining project schedules and task completion timelines. In developing this proposal we have assembled a team tailored to the specific needs of the City of San Rafael. In our experience we have found that successful project management is as much about effective coordination and communication with key stakeholders as it is planning and attention to detail. TPG has developed a project methodology that is well suited to enabling success and meeting critical time constraints. It is our goal to provide the City of San Rafael with the highest quality service while adopting a value added approach. TPG is an acknowledged leader in implementing a specialized project methodology that includes planning, business process analysis, enhancement identification, focused process management and well defined project deliverables review and acceptance. Among our qualifications: ♦ The Phoenix Group focuses exclusively on public sector/public safety organizations. ♦ We have assembled a team of professionals with extensive expertise and experience in all required disciplines. CoSR PMO Project Proposal rmlhe �� &*# mP 5 ♦ We maintain our knowledge of cutting edge and emerging technology through a comprehensive program of in-house training and research. ♦ We place a high degree of emphasis on aligning our project process with client expectations and requirements. ♦ Our team has successfully completed hundreds of real- world municipal project management engagements. CoSR PMO Project Proposal 191 SUMMARY OF PROJECT METHODOLOGY AND APPROACH Originally focused on the high tech industry, The Phoenix Group has brought the exacting standards of this industry to public safety projects. The Phoenix Group utilizes a Total Quality Management approach to project management, with a focus on exceeding customer expectations. TPG's project methodology supports the project team reviewing the success of each task and measuring quality for continuous improvement. The key to this approach is that each phase is fully documented and builds upon the deliverables and new discoveries of the previous phase. Signoff by all stakeholders occurs at each stage so there are no surprises and the final deliverable exceeds the client's expectations. This detailed project -planning methodology provides successful deliverables in the high-pressure technical development environment, as well as for politically sensitive projects. The Phoenix Group's baseline methodology for this project is: 1) Definition of Project Requirements and Deliverables - Project planning defines the project activities and end tasks that will be performed and describes how the activities will be accomplished. The purpose of project planning is to define each major task, estimate the time and resources required, and provide a framework for management review and control. 2) Activity Definition and Sequencing - Activity sequencing involves dividing the project into smaller, more manageable components (activities) and then specifying the order of completion. The list of activities is often called a Work Breakdown Structure (WBS). The goal is to integrate the WBS, the schedule, and the budget into a written plan. 3) Development of a Project Schedule - The project schedule provides a graphical representation of predicted tasks, milestones, dependencies, resource requirements, task duration, and deadlines. The project's master schedule interrelates all tasks on a common time scale. 4) Budgeting - Budgeting is the determination of costs associated with the defined activities. The steps associated with budgeting are highly dependent upon both the estimated length of tasks and the resources assigned to the project. 5) Resource Planning - Resource planning comprises establishing a team that possesses the skills required to perform the work, as The CoSR PMO Project Proposal r��. 7 well as scheduling the non -labor resources (tools, equipment, and processes) that enable staff to complete the project. 6) Project Execution - The project plan serves as the basis for the project's monitoring, controlling, and reporting activities. By following the plan and gathering relevant data for the status meetings and reports, information will be available to accurately identify issues and problems early, minimize project risks, and monitor, control, and report progress. 7) Approval Milestones - The approval process ensures that each defined project phase and associated deliverables are successfully completed before beginning subsequent phases. Management gets a comprehensive view of the current project status. Information necessary to ensure that deliverables satisfy the specific business needs of the state organization is also received. Project approval also allows management to reassess the direction of the project, as necessary, and to provide project planning updates, as required. 8) Project Conclusion - Closeout is performed once objectives have been met and the user has accepted the project's product. The primary activities in the project conclusion phase are: to complete and archive project records, document the successes and issues of the project, celebrate project completion, and conduct a lessons learned session. CoSR PMO Project Proposal E:3 �&Opp SCOPE OF WORK O V E R V I E W The Phoenix Group's project management professionals are experts in successfully executing complex public sector technology projects, adapting our approach and process to meet the needs of municipalities in all environments and of all sizes. The process of developing a technology Project Management Office infrastructure, and then implementing those controls and methodologies across all departments is an extremely involved process with many moving parts. It takes rigorous project management to ensure schedules are met, risks are properly assessed and mitigated and all requirements are addressed. From collaborative business process reviews to formal status reports, TPG partners closely with the San Rafael project team to ensure mission success. The Phoenix Group proposes the following phases in the development of a Project Management Office for the Information Technology Department: 1) PMO Strategy Development 2) PMO Infrastructure Design & Build 3) PMO Project Management Initiation 4) Operational PMO Management PHASE I - PMO STRATEGY DEVELOPMENT The process of crafting a comprehensive Project Management Office infrastructure begins with a series of planning meetings in which the strategic goals of the effort are defined and an in-depth review of existing processes/ resources is performed. The resulting information is used to develop an overarching strategy document that defines input, process and output. PHASE II - PMO INFRASTRUCTURE DESIGN & BUILD Once the strategy and objectives have been defined for the new CoSR ITD PMO, TPG will collaborate with the Information CoSR PMO Project Proposal FiWlhe &*vp 9 Technology Department in developing the design of and building the infrastructure for the PMO technology framework, including Office 365 SharePoint individual and rollup project status webpages, online Microsoft Project Work Breakdown Structure project plans and a complete portfolio issue and risk management structure. PHASE III - PMO PROJECT MANAGEMENT INITIATION TPG will lead technical and line staff in creating project initiation documentation for all existing and upcoming projects, including scope, funding, resource and timeline development. PHASE IV - OPERATIONAL P M O MANAGEMENT Once operational process is finalized TPG will initiate ongoing management of all assigned projects, including required financial, timeline and resource reporting to ITD, the Technology Committee and City Management. CoSR PMO Project Proposal WE �&*pp COST QUOTE The costs quoted below are for a 12 -month term of engagement for the tasks described in the above listed Scope of Work. This is a time and materials cost quote with a not -to -exceed amount of $120,000. All allowable and pre -approved costs will be passed through with a 0% markup. The total amount of assigned staff will be contingent on current workload and may fluctuate. Executive Sponsor: $100/hour Project Manager: $100/hour Project Coordinator: $ 60/hour °*The CoSR PMO Project Proposal Fboep 11 owe CITY OF .415� . / — Information Technology Division Network Security Coordinator Role and Responsibilities The Network Security Coordinator (NSC) will coordinate Information Technology Division's (ITD's) efforts to plan and implement security measures to protect the City's information and data from unauthorized access, deliberate attack, theft and corruption. The NSC leads teams to address a range of threats to electronic information, including but not limited to: 1. Unauthorized access, illegal activities, hacking 2. Malware, viruses, worms, trojans 3. Spyware, keylogging, ransomware 4. Denial of service attacks 5. Phishing, spoofing web or email addresses 6. Spambots, hijacking of computers or browsers, redirecting to fraudulent websites 7. Abuse of permissions by authorized system users Responsibilities include: 1. Coordinating the activities of ITD or other department staff as well as contractors/consultants as needed to research or address network security issues 2. Ensuring the completion of system risk assessments and development of plans to minimize potential threats 3. Review State and Federal laws pertaining to computer security and coordinate efforts to meet newly mandated requirements 4. Testing and evaluating security products and services, to provide recommendations to ITD management for implementation 5. Planning for disaster response and recovery in the event of security breaches 6. Planning for and initiating simulated security breaches (such as penetration testing) through use of ethical hacking methods to find security flaws 7. Investigating breaches and ensuring corrective actions are carried out to improve procedures and security standards 8. Preparing reports and technical documentation for managers and users 9. Participating in technology strategic planning 10. Drafting proposed changes to security policies and procedures 11. Other related duties as assigned Project Management Office 1 of 1 NSC Role & Responsibilities V1.0 Exhibit B