HomeMy WebLinkAboutCC Resolution 9428 (Information Systems Master Plan)RESOLUTION NO. 9428
A RESOLUTION AUTHORIZING THE SIGNING OF AN AGREEMENT
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The CITY MANAGER and CITY CLERK are authorized to execute,
on behalf of the City of San Rafael, an agreement with Wise
Consulting Services, a copy of which is hereby attached and
by this reference made a part hereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael,
hereby certify that the foregoing resolution was duly and
regularly introduced and adopted at a regular meeting of the
City Council of said City held on Monday, the seventh day of
August, 1995, by the following vote, to wit:
AYES: COUNCILMEMBERS:Cohen, Heller, Phillips, Zappetini and
Mayor Boro
NOES: COUNCILMEMBERS:None
ABSENT: COUNCILMEMBERS:None
/t
JEA E M. LEONCIN7, City Clerk
ORIGINAL
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AGREEMENT
FOR PROFESSIONAL SERVICES
This Agreement is made and entered into this 7th_ day of
AUGUST , 1995, by and between the CITY OF SAN RAFAEL
(hereinafter "CITY"), and WISE CONSULTING SERVICES (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the CITY desires to retain a consultant to develop an
information systems master plan for CITY; and,
WHEREAS, the CONTRACTOR has represented they have extensive
expertise in evaluating, planning, procuring and implementing
information systems for public agencies;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY. The City Manager shall be the representative of
the CITY for all purposes under this Agreement.
Pamela J. Nicolai is hereby designated the PROJECT
MANAGER for the CITY, and said PROJECT MANAGER shall
supervise all aspects of the progress and execution of
this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress
and execution of this Agreement for CONTRACTOR.
J. Edward Reed , 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 and/or provide services as
described in its "Proposal to Develop an Information Systems
Master Plan" (herein "PROPOSAL"), a copy of which is attached
and incorporated herein as Exhibit "A". CONTRACTOR shall
assign to this project the individuals identified in its
PROPOSAL, Exhibit "A".
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3. DUTIES OF CITY.
CITY shall perform the duties as described in Exhibit "A".
4. COMPENSATION.
For the full performance of the services described herein by
CONTRACTOR, CITY shall pay CONTRACTOR an amount not to exceed
$38,500.00 in fees, and an amount not to exceed $3,500.00 for
related project expenses. Expenses are defined to include
CONTRACTOR's travel, administrative, reproduction, telephone
and miscellaneous expenses incurred pursuant to this
agreement. Payment will be made monthly upon receipt by
PROJECT MANAGER of itemized invoices submitted by CONTRACTOR
pursuant to Section V.4 of Exhibit W.
5. TERM OF AGREEMENT.
The term of this Agreement shall be from the date of execution
of this agreement until completion of the work by CONTRACTOR
pursuant to the "Proposed Project Schedule", Exhibit V.1. to
Exhibit "A" of this agreement. Delays in CONTRACTOR's
performance and completion due to delays in the timely
completion of activities to be performed by the CITY, may give
rise to the need for a reasonable extension.
6. 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 ten (10) 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 notice, to the reasonable satisfaction of the
party giving such notice, within thirty (30) days of the
receipt of said notice.
C. Effect of Termination. Upon receipt of notice of
termination, 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 / CONFIDENTIALITY.
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.
All data, documents, materials, discussions or other
information developed or received by or for CONTRACTOR in the
performance of this Agreement are confidential and shall not
be disclosed by CONTRACTOR, or CONTRACTOR's officers, agents,
and employees except as authorized by CITY, or as required by
law.
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. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance
policies:
1. A comprehensive general liability insurance policy
in the minimum amount of one million ($1,000,000)
dollars per occurrence 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 ($1,000,000) dollars per
occurrence.
B. The insurance coverage required of the CONTRACTOR by
section 11. A., shall also meet the following
requirements:
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1. The insurance shall be primary with respect to any
insurance or coverage maintained by CITY and shall
not call upon CITY's insurance or coverage for any
contribution;
2. The insurance policies shall be endorsed for
contractual liability and personal injury;
3. The insurance policies shall be specifically
endorsed to include the CITY, its officers, agents,
and employees as additionally named insureds under
the policies;
4. CONTRACTOR shall provide to PROJECT MANAGER, (a)
certificates of Insurance evidencing the insurance
coverage required herein, and (b) specific
endorsements naming CITY, its officers, agents and
employees, as additional insureds under the
policies;
5. The insurance policies shall provide that the
insurance carrier shall not cancel, terminate or
otherwise modify the terms and conditions of said
insurance policies except upon thirty (30) days
written notice to CITY's PROJECT MANAGER;
6. 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;
7. The insurance policies shall provide for a
retroactive date of placement coinciding with the
effective date of this Agreement;
8. The insurance shall be approved as to form and
sufficiency by PROJECT MANAGER and the City
Attorney.
C. 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.
D. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and
approved by the PROJECT MANAGER and the City Attorney.
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
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procure a bond guaranteeing payment of losses and related
investigations, claims administration, attorney's fees
and defense expenses.
11. INDEMNIFICATION.
CONTRACTOR shall indemnify, release, defend and hold harmless
CITY, its officers, and employees, against any claim, demand,
suit, judgment, loss, liability or expense of any kind,
including attorney's fees, arising out of or resulting in any
way, in whole or in part, from any acts or omissions,
intentional or negligent, of CONTRACTOR or CONTRACTOR's
officers, agents and employees in the performance of their
duties and obligations under this Agreement.
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, 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
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personal delivery, or if mailed, upon the date of deposit with
the United States Postal Service. Notice shall be given as
follows:
TO CITY: Pamela J. Nicolai City- Manager
City of San Rafaei
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Voice: (415) 485-3070
TO CONTRACTOR: J. Edward Reed
Wise Consulting Services
3116 Fox Creek Drive
Danville, California 94506
Voice: (510) 736-8534
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.
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E. If any conflicts arise between the terms and conditions
of this Agreement, and the terms and conditions of
Exhibit "A" 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 moneys 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.
CONTRACTOR Is taxpayer identification number is 94-3149513 ,
and CONTRACTOR certifies under penalty of perjury that said
taxpayer identification number is correct.
22. APPLICABLE LAW.
The laws of the State of California shall govern this
Agreement.
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IN WITNESS WHEREOF, the parties have executed this Agreement
as of the day, month and year first above written.
CITY OF SAN RAFAEL
PAME 4. Vt4CffI
City Manager
ATTEST:
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APP�VED T FORM:
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City At ney
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CONTRACTOR
By:
/J. EDWARD REED
L/ Managing Partner
EXHIBIT A
WI S E CONSULT. 1-7 SERVICES J. Edward Reed
3116 Fox Creek Drive
Danville, CA 94506
Phone/Fax (510) 736-8534
April 3, 1995
Ms. Pamela J. Nicolai
City Manager
City of San Rafael
P.O. Box 151560
San Rafael, CA 94915-1560
Dear Ms. Nicolai:
WISE Consulting Services is pleased to respond to your Request for Proposals (RFP) for
developing an Information Systems Master Plan for the City of San Rafael. As our firm has
worked with a number of other local government entities in planning for, procuring, and
implementing their required information and communication systems; we believe we are well
qualified to assist your City in this effort.
In the last four years alone, WISE Consulting Services has worked with the following cities,
counties, utilities, and state agencies in the development of their Information Systems Master
Plans:
• City of Azusa 0 City of Petaluma 0 Westlands Water
• City of Belmont 0 City of Sonoma 0 Windsor Water Dist
• City of Chico 0 Calaveras County 0 CSU, Fresno
• City of Folsom 0 Coconino Co., AZ 0 CSU, Fresno Assoc.
• City of Foster City 0 Pinal County, AZ 0 CA Consumer Affr.
• City of Modesto 0 Las Virgenes MWD o CA Secty. of State
In addition to helping with procurements for the previously mentioned organizations, we have
w also helped procure software and/or hardware for the following agencies:
• City of Atherton 0 City of Newman Mariposa County
• City of Half Moon Bay • City of Novato Commuter Transp.
• City of Manteca 0 Contra Costa Water Services
• City of Millbrae 0 Alameda Co. Fair
Finally, we have provided implementation assistance to a number of our clients, including the
Cities of Stockton, Encinitas and Foster City. As a result of this experience, we are already
familiar with most of the City's information systems as well as most of the hardware and
software alternatives for cities.
In the first two sections of this proposal, we summarize our understanding of your current
situation and then present our proven approach to information technology planning projects of
Ms. Pamela J. Nicolai - 2 - April 3, 1995
this nature. In the remainder of the proposal, we introduce our proposed project team
organization structure and team members; discuss the City's expected level of participation;
summarize our firm's credentials; and present our proposed project schedule, resources and
costs.
_ WISE Consulting Services is presenting two options to the development of an Information
Systems Plan for the City of San Rafael. Our first option is to approach the project as a
Strategic Information Systems Plan. We would utilize a methodology which includes the
development of City-wide information systems mission, vision, goals and objectives as the
basis for project prioritization. We would also facilitate a City-wide planning session focused
on building consensus among City management and staff. This strategic planning option is
described in detail in the body of our proposal.
WISE Consulting Services' other option is to approach the project as a Tactical Information
Systems Plan. Under this approach, we would utilize a more pragmatic and less expensive
approach, employing just one two-hour interview per department to supply the information
needed for the Information Systems Plan. To a significant extent, the resulting tactical plan
would strongly reflect the consultant's own extensive knowledge and experience with city
governments tempered somewhat by the input received during the more limited City and
departmental management interviews. This tactical planning approach, related schedule and
costs are described in detail in Appendices A and B.
WISE Consulting Services was formed to fill a market niche which has been virtually
abandoned by the larger management consulting firms --namely the medium-sized, not-for-profit
client. We have further focused our practice in three areas:
• Systems Planning
• Systems Procurement
• Systems Implementation.
Each of our principal consultants has more than thirty years of experience in government and
information technology. Our proposed Project Manager, Mr. Edward Reed, has worked with
more than a twenty local government entities in the development of their information systems
plans. In addition, he has participated in twenty hardware/software procurements in just the
last four years. Mr. Reed was a Partner with two of the "Big 6" Public Accounting and
Management Consulting firms for more than ten years before he elected to found WISE
Consulting Services.
Our other principal consultant, Mr. Dennis Doane, has likewise spent virtually his entire career
working with and for various governmental agencies in a variety of capacities. As a result, he
Ms. Pamela J. Nicolai - 3 - April 3, 1995 '
is able to bring a number of perspectives to every project on which he serves, including: City
Data Processing Manager, Computer Hardware Vendor, Government Software Vendor, and
Management and Information Systems Consultant.
We are prepared to dedicate our resources to ensure the timely completion of your project. We
encourage you to contact any or all of our clients. A complete list is included in Section IV
of this proposal. We are confident they will attest to the high quality of our work as well as
to our track record of service and responsiveness.
On the following page, we have provided a list of specific reasons why the City of San Rafael
should consider engaging our firm. If you have any questions, please do not hesitate to contact
us at (510) 736-8534. We sincerely hope you will give us the opportunity to work with you
to address your technological needs. We know we can serve you well, and we pledge our best
efforts to that end.
Very truly yours,
Edward Reed
Managing Partner
WORTH
INTEGRITY
SERVICE
EXCELLENCE
WISE CONSULTING SERVICES
PROPOSAL SUMMARY AND BENEFITS OFFERED
• Understanding of your needs and environment as a result of providing
planning and procurement support to numerous cities and other local
governments.
• Detailed Work Plan for completing required activities and achieving your
project goals and objectives.
• Consultants with over thirty years experience each in local government:
Information systems planning and needs analysis
Evaluation of information technology systems alternatives
Information technology procurements
Implementation planning and assistance.
• In-depth knowledge of municipal government application requirements,
including: fund accounting, project accounting, payroll/human resources,
utility billing, business license, planning, building permits, code
enforcement, maintenance management, records management, police/fire
records/reporting, computer-aided dispatch, library systems, recreation
systems, etc.
• Extensive knowledge of applicable hardware/software systems, including:
Mid -Range Computers, Local Area Networks, Open Systems/UNIX, etc.
• Total independence from all hardware and software vendors.
• Excellent interviewing, writing, and presentation skills.
• Focus on serving local government clients.
• Flexibility to adapt to your environment and management style.
• Personal commitment to quality work and client service.
•Highly competitive rate structure.
• Commitment to work within your budget and time constraints.
0 Outstanding local government client references (see next page).
I . INTRODUCTION
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I. INTRODUCTION
The City of San Rafael has requested proposals from qualified, government information
technology specialists to assist in the development of a City-wide Information Systems Master
Plan. In this section of our proposal, we briefly summarize our understanding of your:
• Project Background
• Project Goals
• Project Objectives
• Project Scope.
In subsequent sections, we present our:
• Project Approach
• Project Organization and Staffing
• Qualifications and Experience
• Project Schedule and Resources.
1. PROJECT BACKGROUND
The City of San Rafael is a full charter city utilizing a Council -Manager form of government.
The, City was incorporated on September 4, 1894. The City's population is approximately
50,000. San Rafael serves as the county seat and is a commercial hub to Marin County.
Since 1984, the City has contracted with Business Records Corporation (BRC) and its
predecessor, C.M.S.I., for facilities management of information systems and data processing
services within the City. The current contract with BRC expires in September, 1996. San
Rafael considers this relationship to be successful with many functions on-line and integrated.
The city utilizes a Prime computer for all of its data processing functions.
WISE Consulting Services Introduction Page I - 1
2. PROJECT GOALS
The City desires to use state-of-the-art technology in the most effective and efficient way
possible to support its operations and business activities. Accordingly, implementation of
future systems must be properly prioritized, scheduled, and coordinated as part of an overall
Information Systems Master Plan. WISE Consulting Services understands the City's project
goal to be to develop an Information Systems Master plan that addresses:
• Overall long-term computing requirements of the City, including the design of a
computing architecture (mainframe, client/server/desktop, portable, etc.).
• Specific current departmental and functional computing requirements, including
identification of high payoff immediate enhancements under the current architecture.
• Management of the data processing and information systems functions, including
staffing requirements, ongoing management, and outsourcing.
• Alternatives to the use of a service organization, such as BRC, for all or some of the
computing needs, including the County and other neighboring cities.
The strategic information systems plan should help ensure the City's accommodation of
technological advancements by making sound investments in the physical resources (i.e.,
hardware, software, integrated systems, etc.) and human resources (staff and training).
The City's goal is also to develop a technology plan that will act as a "living" document which
can be updated annually by City staff to accommodate changes in technology and the needs
of the City, its citizens and the organization.
The City has determined that the services of a knowledgeable government information systems
consultant are needed to develop the master plan.
3. PROJECT OBJECTIVES
The primary objective of the study is to provide an Information Systems Master plan that will
define the City's technology needs over the next five years. The City desires to continue to
implement new technology to ensure the efficient and effective delivery of City services to the
community. A comprehensive Information Systems Master Plan will serve to maximize the
return on investment in technology and minimize the duplication or splintering of this effort.
While not stated in the City's RFP, we believe secondary project objectives should include:
WISE Consulting Services Introduction Page I - 2
• Determination of whether the City is receiving maximum value from its current
facilities management contract.
• Realistic identification of the probable costs of various service alternatives, including
in-house operations (for all or part of the current contract services), contract services
with the County or another City, or formulation of a Joint Powers Agreement (JPA)
with other governmental entities.
• Identification of the basis for renegotiation and extension of the current facilities
management contract to provide either the same services at a lower cost or greater
services and support for the same costs.
4. PROJECT SCOPE
The project scope includes evaluation of current equipment and personnel resources,
researching of available technologies, and development of a strategic plan for technological
advancements which meet the goals and objectives of the community and the City.
As a minimum, the following technology areas are to be considered:
• Office Automation and Imaging/Scanning
• Telephony, Tele -conferencing, Video -conferencing, Information Highway, Multimedia
• System Architectures, Communications and Networking
• Information Access, Security, Integrity and Backup
• Information Systems Standards and Training Needs.
The City's proposed scope of work includes:
WISE Consulting Services Introduction Page I - 3
• Identify each department's critical functions and the information systems and
communications capabilities needed to support them.
• Analyze and evaluate each computerized area of the City as to its effectiveness
-- and the computer systems ability to meet the current needs of the operation.
• Identify and evaluate opportunities to improve or expand the level of utilization
and effectiveness of the City's present systems.
• Identify and evaluate existing and future needs for computerization. Analyze
present computer systems regarding the need for upgrade and/or replacement.
• Identify capabilities and needs for internal and external communications and
evaluate alternative network and communication technologies.
• Assess B.R.C. organization, staffing, facilities, policies and procedures (e.g.,
security, backup, disaster recovery) and provide recommendations.
• Identify and evaluate joint venture opportunities with other jurisdictions.
• Identify and evaluate other alternative computer service contract solutions for
-- software, hardware and communications.
• Prepare an Information Systems Master Plan which includes:
- City Mission, Vision and Information Systems Goals. and Objectives
- Software, hardware, and communications standards and requirements
- Advantages/disadvantages of various hardware/communications
architectures
- Evaluation of alternative computer service approaches (e.g., facilities
management, in-house operations, contract with other government
agencies, JPAs, etc.
- Prioritized list of additional required technology projects and tentative
schedules for the procurement, installation, testing, training, conversion,
and implementation of needed hardware, software and communications
Estimated project costs and benefits based on a five year phased
implementation program and considering: purchase, installation, contract
services, training, testing, conversion, and maintenance costs as well as
City staff requirements
WISE Consulting Services Introduction Page I - 4
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• Provide monthly progress/status reporting to the City as required.
To contribute maximally in this project, the selected consultant will be expected to utilize their
governmental information technology experience and expertise to:
• Ensure that all significant systems functions have been identified in the assessment of
City needs.
• Set forth the pros and cons of various computer service alternatives for consideration
by the City.
• Define the costibenefits of identified alternatives and other needed information systems
projects.
WISE Consulting Services Introduction Page I - 5
II. PROJECT APPROACH
II. PROJECT APPROACH
In most organizations, there is a finite amount of resources which must be allocated among
diverse functions. Each of these functions has its own priorities. Without an objective method
of establishing overall priorities for the allocation of the resources, the "squeaky wheel"
syndrome usually takes over. This is particularly true for information systems and
communications technology resources.
1. STRATEGIC PLANNING METHODOLOGY
Our approach to information systems strategic planning is based on the belief that the planning
must be driven by the mission, vision, goals and objectives established at the highest levels of
City and department management. Only in this way will the application of technology within
the City be in a manner that will support the efficient and effective achievement of those goals
and objectives. This top down strategic planning methodology is perhaps best illustrated by
the graphic below:
11 III II
-MISSION
VISION
„
GOALS
OBJECTIVES
CRITICAL SUCCESS FACTORS
STRATEGIES
III 1 11,1,1 ,.I I .1 .1111 II II 1.11
- For discussion purposes, we employ the following definitions for the above planning steps:
• MISSION - A Mission Statement defines the reasons for an organization's existence.
It should identify:
WISE Consulting Services Project Approach Page II - I
What Business are we in? What is our purpose and scope?
What is our organizational Philosophy? What values do we hold?
- How will Business be conducted?
■ VISION - A Vision Statement is an inspiring view of the preferred future. It should:
- Suggest what will be different in the future.
- Provide direction and decision-making guidelines.
- Reveal energizing and enabling shared values.
- Present a rationale for major changes.
- Highlight leadership themes and symbols.
• GOALS - Goals are general statements of "Success" embodying the mission of an
organization. They are:
-- - Representative of desired achievements.
- Usually not quantified.
- Unbounded by time.
- Definable in "Goal Areas."
• OBJECTIVES - Ohjectives are specific statements of success associated with each
goal. They should:
Be measurable.
Be tied to the planning horizon.
- End the sentence: "(Goal...) as measured by (Objective...)."
• CRITICAL SUCCESS FACTORS - Critical Success Factors (CSFs) are factors that
must be present for the organization to be successful (i.e., to meet its goals). They
represent activities which:
Must go right.
WISE Consulting Services Project Approach Page II - 2
Must be within control of the planning entity.
. End the sentence: "For us to be successful, we must..."
• STRATEGIES - Strategies are concepts, approaches, methods or techniques which
might be applied to positively influence the outcome of a CSF, objective or goal. They
emphasize What vs. How.
Our "Top Down" approach focuses on the processing capabilities and information needed to
carry out the key activities and decision making processes critical to the City's continued
success. This approach serves a number of needs:
• It allows information and communications systems to be managed as a business;
• It helps management set priorities for computing and communication resources where
they will have the most benefit to the City; and
It improves communications within the City among senior management, information
systems and communications staff, and user personnel. Each has different perceptions
of what can and can't be done, and what is and isn't important.
Key elements of the top down approach are the identification and definition of the City and
department objectives and technological requirements. The system requirements are intended
to define the information systems and communication needs of the City from a functional point
of view while the objectives provide the basis to prioritize the satisfaction of those needs.
Our approach is also based on the belief that it must be sufficiently flexible to adapt to issues,
opinions and preferences which develop throughout the project. The approach is structured to
allow the development of recommendations to be presented for management approval in. a
continuous and controlled manner. Through this approach, project requirements will be met
in a logical manner, building toward the final report.
Another aspect of our approach which has been critical to our success in information systems
planning engagements is that we attempt to work as closely as possible with client personnel.
We will make every effort to keep City personnel informed regarding every task of the
engagement. They will know how the information was gathered and analyzed, and how
conclusions were reached.
We do not want the final products to be our plans for the City, but rather the City's plans that
we were instrumental in helping to develop. Only in this way will there be the "buy -in" that
must exist for the plans to be successfully implemented, and for the City to be able to maintain
the plans without outside assistance.
WISE Consulting Services Project Approach Page II - 3
2. OVERALL APPROACH
In this section, we describe the general flow of the project focusing on those areas of concern
to the City as expressed in the RFP. A Work Plan Schematic of the proposed task plan follows
this page.
Both during the initial project orientation session and throughout the project, we have provided
for the involvement of City personnel at all levels to ensure understanding and acceptance of
the resulting information systems master plan. In Section III, we discuss the City's expected
level of participation in some detail. City personnel will actively participate in several different
ways, as follows:
Orientation sessions as part of Task I to plan for data collection, requirements
identification, alternatives analysis, and development of recommendations.
... - Personal and group interviews with City representatives at all levels in Tasks
2-4.
-- - Participation in an educational update and Planning/Prioritization Session as part
of Task 5.
Review of the Information Systems Master Plan in Task 7.
Review of draft and final project deliverables as part of every task.
3. DETAILED SCOPE OF WORK
In this section, we describe the specific tasks of the strategic information systems planning
methodology that we have developed for the City based on our understanding of your needs.
The detailed work plan identifies the activities within each task and the major work products
which will result. While the work plan has been proven in numerous similar situations, it is
flexible and can be further modified as circumstances warrant. In fact, the first task includes
a specific activity to tailor the plan to your particular needs and environment.
WISE Consulting Services Project Approach Page U - 4
r
EXHIBIT II.l
CITY OF SAN RAFAEL
STRATEGIC INFORMATION SYSTEMS MASTER PLAN
WORK PLAN SCHEMATIC
2. Condoct. A005.0ment. .0..ff' .
Cur'crenffert�s
ElpeirntKinr .
1. Initiate and Mange
Project
4. Identify Mission,. Vision,.
Goals, Objectives and.
Critical Success Factors
5, Facilitate Citywide.
Planning/F rioritization
Session
6. Identify/Evaluate
Alternatives and
Develop Project
Recommendations
............... ,
I
------- - . -
T, Prepare Strategic
Information Systems
;Master Plan
3. Conduct. Assessment of
City,�nf�r:�a#on.
Syste ends'ani
Alterr�tttes
WISE Consulting Services Project Approach Page II - 5
EXHIBIT 11.2
Cx fY OF SAN RAFrxx]1L
STRATEGIC INFORMATION SYSTEMS MASTER PLAN
DETAILED WORK PLAN
1.1 Organize and Manage Project
1.2 Conduct Kick -Off Meeting with Project Participants
1.3 Collect and Review Project Background Information
1.4 Identify City Mgmt. and Dept. Personnel to be Interviewed
1.5 Schedule/Conduct Individual & Group Interviews as Appropriate
1.6 Finalize Detailed Work Plan and Schedule
1.7 Report Progress Against Plan
Deliverables
La Updated Work Plan
Lb Periodic Progress Reports
2.1 Assess Current Applications
2.2 Assess Current Office Automation
2.3 Assess Current Computer Hardware
2.4 Assess Current Communications & Networking
2.5 Assess Current Disaster Prevention/Recovery Plans
2.6 Assess Current B.R.C. Organization/Staffmg/Training
2.7 Assess Current Information Systems Facility
Deliverables
2.a Current Systems Assessment
3.1 Identify Additional Application/Integration Requirements
3.2 Identify Additional Office Automation Requirements
3.3 Identify Additional Hardware/Communications Requirements
3.4 Identify Additional Support Requirements
3.5 Identify Joint Venture Opportunities with Other Jurisdictions
3.6 Identify In -House Computer Service Alternatives
Deliverables
3.a Application/Integration Requirements
3.b Office Automation Requirements
3.c Computer Hardware/Communications Requirements
3.d Support Requirements
3.e Joint Venture Opportunities
-- p3.f In -House Computer Service Alternatives
WISE Consulting Services Project Approach Page H - 6
EXHIBIT 11.2
CITY OF .SAN RAFAEL
STRATEGIC INFORMATION SYSTEMS MASTER PLAN
DETAILED WORK PLAN
4. IDENTIFYISSION V:ISIONIJ GOALS,
OBJECTIVES & i.'TI.GAL SUCCESS FACT(
i I I .I I. I I ill II 1.1 11 III ISI .II lull
4.1 Conduct SWOT (Strengths, Weaknesses, Opportunities, and
Threats) Analysis with the Data Processing Committee
4.2 Identify Mission, Vision, Goals, Objectives & Critical Success
Factors with the Data Processing Committee
Deliverables
4.a Mission, Vision, Goals, Objectives & Critical Success Factors
5.1 Summarize Information Systems Requirements
5.2 Identify Potential Information Technologies
5.3 Identify Potential Computer Service Alternatives
5.4 Conduct Facilitated Planning/Prioritization Session
5.5 Summarize Results of Planning/Prioritization Session
Deliverables
5.a Summary of Information Systems Requirements
5.b Potential Information Technology Overviews
5.c Potential Computer Service Alternatives
5.d Planning/Prioritization Session Summary
6.1 Identify/Analyze Application/Office Automation Alternatives
6.2 Identify/Analyze Hardware/Communications Alternatives
6.3 Identify/Analyze Organization/Staffing/Training Alternatives
6.4 Identify/Analyze Computer Service Alternatives
6.5 Consider Cost/Benefits of Various Alternatives
6.6 Develop Project Recommendations
Deliverables
6.a Application/Office Automation Recommendations
6.b Hardware Architecture/Communications Recommendations
6.c Organization/Staffing/Training Recommendations
6.d Computer Service Recommendations
WISE Consulting Services Project Approach Page II - 7
EXHIBIT II.2
C., rY OF SAN RAFt,cE'L
STRATEGIC INFORMATION SYSTEMS MASTER PLAN
DETAILED WORK PLAN
7.1
Prepare Draft Strategic Information Systems Master Plan
7.2
Review Draft Plan with City Representatives
.. 7.3
Incorporate City Comments & Finalize Plan
7.4
Present Final Strategic Information Systems Master Plan to City
Council
Deliverables
7.a
Strategic Information Systems Master Plan
WISE Consulting Services Project Approach Page II - 8
4. PROJECT DELIVERABLES
Throughout the project work plan which precedes this subsection, we identified a number of
interim work products which ultimately are brought together to form the desired Strategic
Information Systems Master Plan. We have in this subsection expanded further on the content
and organization of the final project deliverable.
Our objective will be to organize the plan in such a way as to facilitate:
• Review and approval by the City Council, City and Departmental management
• Budget planning
■ Implementation monitoring
• Ongoing maintenance by City staff.
Immediately below, we offer a brief description of the proposed contents of each section of the
Strategic Information Systems Master Plan.
STRATEGIC INFORMATION SYSTEMS MASTER PLAN
I. EXECUTIVE SUMMARY - Presents a brief summary of key findings and
recommendations, implementation schedules, and budget projections.
2. INTRODUCTION - Provides an overview of the background leading to this
study, including: participant roles and responsibilities, historical technology
developments, problems and needs, project objectives and scope, etc. Also,
summarizes the methodology followed and work performed in the study itself.
3. CITY GOALS, OBJECTIVES AND CRITICAL SUCCESS FACTORS -
Presents the City's mission, vision, goals, objectives, and critical success factors
based on interviews with the City's management and Data Processing
Committee.
4. CITY INFORMATION SYSTEMS NEEDS - Presents a summary of
application, integration, hardware, communication, support, operational and other
WISE Consulting Services Project Approach Page II - 9
technology requirements of the City based on interviews with departmental
personnel.
5. CURRENT SYSTEMS ASSESSMENT - Based on a review of current systems
and operations, provides an inventory of current hardware, software,
communications, applications, expenditures, and support organization. Also,
provides an evaluation of how well existing systems are meeting current needs
or are capable of meeting future needs.
6. INFORMATION TECHNOLOGY ALTERNATIVES -Provides a discussion
of system and technology alternatives considered along with preliminary
costibenefits.
7. COMPUTER SERVICE ALTERNATIVES - Provides an evaluation and
recommendations related to various computer service alternatives, including:
facilities management, in-house operations, contracting with other governmental
--- agencies, and JPAs.
8. LONG-RANGE INFORMATION SYSTEMS PLAN -Presents recommended
application system priorities, information systems solutions and support options.
Also, identifies training, facility, and operational requirements for proposed
systems.
9. IMPLEMENTATION SCHEDULE - Identifies each major implementation
activity with suggested time frames.
10. ESTIMATED COSTS - Provides estimated costs for implementation of
proposed systems and technologies by budget year and, where applicable, by
department.
-"' Three bound copies and one camera ready copy of the preliminary draft report will be
submitted for review by the City. The report will be then finalized and three bound copies,
one camera ready copy, and one copy on diskette (in Word Perfect 5.1 or 6.0 as you prefer)
will be submitted. Diskette copies of all other interim work products or computer files used
to generate the final report will also be included.
WISE Consulting Services Project Approach Page H - 10
S . PROJECT MANAGEMENT
Our project management philosophy is simple and straightforward. It may be summarized as
follows:
• Keep the consultant project team small and manageable.
• Staff the project with experienced, knowledgeable, competent professionals.
• Conduct a kick-off meeting with the client in order to reach early understanding and
agreement regarding project objectives, scope, technical approach, deliverables and
schedule.
• Utilize proven strategic information systems planning methodologies and technical
approaches.
• Define the project tasks and deliverables up front in sufficient detail to preclude
subsequent misunderstandings.
• Actively involve the client in a consensus building process to ensure there are no
surprises and no questions as to how conclusions were reached or why
recommendations were made.
• Provide weekly oral and monthly written progress reports to identify and document any
problems encountered and requested scope or schedule changes.
• Break the project into manageable tasks requiring sixty hours or less per assigned
consultant.
• Link each task to an interim project deliverable so that task completion can easily be
determined.
• Define the task deliverables so that the final report essentially becomes an
amalgamation of interim work products.
• Build quality into the project deliverables rather than attempt to add it on through a
series of hierarchical reviews. (In other words, do it right the first time!)
• Provide an Executive Summary of key project findings and recommendations.
• Always provide more than the client is expecting!
WISE Consulting Services Project Approach Page II - 11
III. PROJECT ORGANIZATI®N
ANIS STAFFING
III. PROJECT ORGANIZATION AND
STAFFING
On a project such as this, the qualifications of the specific staff to be assigned to work with
you are critical to success. Regardless of the firm's qualifications, if the specific staff
committed to the City are inexperienced or otherwise unqualified, you will not achieve the
desired results. For this reason, many clients have described working with the large, national
consulting firms as a "crapshoot". That is, you never know what or who you're going to get
until it's too late.
w With WISE, what you see is what you get! By purposely limiting our staff to proven,
experienced consultants, we are able to assure our clients they will receive the highest quality
services possible. WISE is not a training ground for new consultants just out of college, nor
is it a highly leveraged, hierarchical practice with "slick" salesmen at the top and untested
"rookies" on the firing line trying to deliver on the promises of others. At WISE, our
principals must deliver the services they sell! This not only makes us more prudent in
proposing, but also makes us more committed to deliver what we promise.
On the type of project envisioned here, use of a small firm is ideal for the following reasons:
• Involvement of a limited staff is far more productive because all the information
collected is easily centralized and consolidated in one place.
• There is little need for internal consultant staff coordination meetings to
exchange information collected and ensure consultant management is kept
informed.
• There is no need for seemingly endless hierarchical consultant review processes
designed solely to protect the consultant's interests, not to further the client's
ends.
• On a project such as this, there are no "routine" tasks which can be delegated
to lesser qualified staff. Every activity and every interview should be conducted
by the most experienced and qualified person available.
• With a small organization like ours, you always get qualified personnel, not the
least expensive or the most available (and usually least qualified) one.
• Finally, and perhaps most important, you get individuals whose business and
livelihood are totally dependent on their commitment to client service and
support.
WISE Consulting Services Project Organization & Staffing Page M - 1
1. PROJECT ORGANIZATION
Some consultants may try to impress you with the number of persons and hierarchies assigned
to the project (i.e., project staff, task or team leaders, project manager, partner -in -charge,
quality assurance partner, technical advisors, etc.). However, we have found from experience
that simple is best. Accordingly, our project organization chart reduced to its most simple form
is as follows:
..... .....
. .... ............. ....
. ............. ........
............. .....
..... ... ..... .... ... . ... .. ... .
..... . .....
U
While not very exotic or particularly impressive, it communicates one most important fact.
That is, we are here to work directly with you, to identify your needs firsthand, to answer your
calls and questions quickly, to respond to your specific needs, and, in the end, to provide the
service and quality work products you are expecting. It should be noted, however, that the
"YOU" in this organization chart is not any single person. It is every City employee associated
with this project, from the City Council to the lowest ranking person with a perceived need for
technological services and support.
2. CITY AND CONSULTANT PARTICIPATION
We encourage City personnel to actively participate throughout the project. While the
consultant is still expected to shoulder the primary responsibility for data collection, needs
assessment, alternatives analysis, and the development of project recommendations; the
participation of City personnel is critical to ensuring that both a real world perspective is
maintained and that the City readily accepts the resultant plans and becomes committed to their
implementation.
The proposed organization chart, following this page, depicts the relationship between the key
participants in the planning process, including:
WISE Consulting Services Project Organization & Staffing Page III - 2
EXMIT III.1
CITY OF SAN RAFAEL
INFORMATION SYSTEMS MASTER PLAN
PROPOSED PROTECT ORGANIZATION
CITY OF SAN RAFAEL
CITY COUNCIL
WISE CONSULTING
SERVICES
PROJECT MANAGER
J. Ed�vard Reed
- - - --- ----- --- --
WISE comuLTING
SERVICES
CONSULTANT TEAM
1. Edward Reed
Dennis Doane
David. Schultz
WISE Consulting Services Project Organization & Staffing
Page III - 3
City Council/City Manager - We have provided for the involvement of the City
Council/City Manager at several key points during the planning process, as follows:
Participation in City management interview process (Task 2)
- Review of identified City mission, vision, goals, objectives, critical success
factors, and information system needs (Tasks 3 and 4) '
Review of proposed projects and priorities resulting from the proposed
Technology Planning/Prioritization Session/Retreat (Task 5)
Review of the Information Systems Master Plan (Task 7)
• Project Coordinator - The Project Coordinator, assumed to be Ms. Pamela Nicolai, and
her staff will participate throughout the project. They will be expected to assist in
arranging interviews with department personnel, as necessary to identify technology
requirements. They also will be expected to assist the Consultant in the preliminary
identification and analysis of alternative technologies.
• Data Processing Committee - We strongly recommend the participation of the Data
-- Processing Committee in several of the tasks we have proposed. Members will be
expected to participate in:
^• - Planning the project (Task 1)
Management interviews and work sessions regarding mission, vision, goals,
—` objectives, directions and needs (Tasks 2-4)
Information Systems Planning/Prioritization Session/Retreat (Task 5)
Review of interim and final project deliverables (Task 7)
The Data Processing Committee is expected to work closely with the Consultant Team
throughout the project. They will help coordinate City personnel interviews and other
data collection efforts. More importantly, they will serve as the sounding board:for
initial review and critique of Consultant findings and recommendations.
Ultimately, we expect it will become the Data Processing Committee's responsibility
to update and maintain the resulting plans. Accordingly, we will take special steps to
insure they are briefed on each step of the planning process. The first will be held at
the beginning of the project (Task 1) to finalize the detailed work plan and schedule
and to discuss the various planned data collection and analysis tasks (Tasks 2-4). In
addition, of course, we would expect to meet with the Data Processing Committee as
needed to review progress and discuss any problems encountered.
WISE Consulting Services Project Organization & Staffing Page III - 4
• Department Heads - The City's Department Heads will be expected to participate in
departmental interviews and in the Planning/Prioritization Session/Retreat to help with
project prioritization.
• ' Consultant Project Manager - The Consultant Project Manager, Ed Reed, is expected
plan, coordinate, and manage each required project activity. As such, he will also be
a working member of the Consultant Team. The Manager will participate in all
presentations to and meetings with the City Council and Data Processing Committee.
He will actively participate in the preparation of all project deliverables and will ensure
quality control over all work products. At WISE, we believe quality must be built into
the work products, not added on through a series of hierarchical review processes.
• Consultant Team - The Consultant Team will consist of Mr. Reed, founder of WISE
Consulting Services; Mr. Dennis Doane, our principal consultant; and Mr. David
Schultz, our associate. It should be recognized that projects such as this do not require
massive manpower commitments. Rather, they require the focused participation of
knowledgeable, experienced professionals who are well -schooled in both the
information systems planning process, and the operations and information requirements
of cities such as yours. WISE Consulting Services is highly capable of offering such
professionals. Should additional resources be required, they are available from our
affiliate, Macias Consulting Group, which employs some 75 professionals throughout
California.
3. PROJECT STAFF
All professional aspects of this project will be conducted by:
Mr. Ed Reed - Founder of WISE Consulting Services
• Mr. Dennis Doane - Information Systems Planning Consultant
• ' Mr. David Schultz - Information Systems Planning Consultant
Mr. Reed has a total of more than 30 years of experience in information technology, including
20 years as a management consultant with national firms. He has personally conducted
numerous information systems studies for state and local government agencies, including
similar projects for the following local jurisdictions within the last four years:
WISE Consulting Services Project Organization & Staffing Page III - 5
Planning Procurement Implementation
Proiects Proiects Proiects
• Azusa
• Belmont
• Folsom
• Foster City
• Modesto
• Oceanside
• Petaluma
• Sonoma
• Suisun City
• Las Virgenes MWD
• Windsor Water District
• Calaveras County
• Coconino County
• San Mateo County
• CSU Fresno
• CSU Fresno Association
• CA Consumer Affairs
• CA Secretary of State
• Azusa
• Belmont
• Chico
• Foster City
• Manteca
• Modesto
• Newman
• Pinal County, AZ
• Calaveras County
• Mariposa County
• Alameda County Fair
• Contra Costa Water
• Las Virgenes MWD
• Commuter Transpor-
tation Services
• Encinitas
• Foster City
• Stockton
• Las Virgenes MWD
Mr. Doane also has more than 30 years experience in governmental information systems,
including nine years as the Data Systems Manager for the City of Stockton. During the last
three years with WISE Consulting Services, Mr. Doane has had major roles in the following
projects:
Planning
Proiects
• Belmont
• Calaveras County
• CA Consumer Affairs
• CSU Fresno Association
• Folsom
• Foster City
• Las Virgenes MWD
• Modesto
• Coconino County, AZ
• Pinal County, AZ
• Sonoma
Procurement
Proiects
• Alameda County Fair
• Azusa
• Calaveras County
• Chico
• Commuter Transpor-
tation Services
• Foster City
• Las Virgenes MWD
• Manteca
• Mariposa County
• Millbrae, Atherton, Half
Moon Bay
• Modesto (3)
• Newman
• Pinal County, AZ
Implementation
Proiects
• Foster City
• Las Virgenes MWD
• Pinal County, AZ
• Stockton
WISE Consulting Services Project Organization & Staffing Page tU - 6
_ Mr. Schultz has over 26 years of experience in the field of planning, management effectiveness,
auditing systems, resource management, organizational studies and information systems. He
also served on the faculty of the
Department of Management Information Sciences, California
_ State University - Sacramento
and has served as a Visiting Lecturer at the Graduate. School of
Management, University of California - Davis. He has conducted many projects for state and
local government agencies, including similar projects for the following California jurisdictions:
Planning
Training Disaster Prevention/
- Proiects
Proiects Recovery Proiects
• San Mateo County
• City of Stockton • Governor's Office of
- • CSU, Fresno
• City of Petaluma Emergency Services
• CA Employment
• CA Public Employees • CA Consumer Affairs
Development Dept.
Retirement Systems • CA Employment
- • CA Public Employees
• UC, Davis Development Dept.
Retirement System
• Health Officers Assoc.
• Southern California
• CA Student Aid Comm.
" Rapid Transit District
• Pacific Bell, San Ramon
• Sacramento Municipal
• Nevada Bell, Reno
Utility District
• CA Office of Local
• Metropolitan Transit
Assistance
Authority
• CA Office of Real
• Pacific Bell, San Ramon
Estate
_ CA Legislature, Assem-
• CSU, Fresno Auxiliaries
bly Rules Committee
• Governor's Office of
Los Angeles Olympic
Emergency Services
_
Organizing Committee
Together, our proposed project team possesses all the skills and experience needed to satisfy
the critical elements of your project, including:
• In-depth knowledge of City government application requirements for all departments.
• Extensive experience in both information system needs assessments and computer
systems procurements.
• Knowledge of methodologies and techniques necessary to collect, organize, and analyze
large amounts of information and to extract critical functions, processes, and needs.
• Experience in cost/benefit analysis of alternative information system technologies and
approaches to meeting client requirements.
WISE Consulting Services Project Organization & Staffing Page III - 7
• Expertise in all related technology areas, including: computer architectures, applications
software, imaging, mobile data terminals, communications, telephony, video
conferencing, networking, disaster recovery, data center operations, etc.
• An awareness, based on personal experience, of the state-of-the-art or level of
technology in other jurisdictions of your approximate size.
• Specific knowledge of hardware, software and communications products which might
be appropriate for your City.
• Strong interviewing skills designed to elicit pertinent information from City staff
members regarding technology needs, benefits, and priorities.
• Excellent written and oral communication skills.
• Demonstrated ability to work with client management to achieve group consensus and
accomplish organizational change and improvement.
.. Detailed resumes for our proposed project team members are presented following this page.
References are included with the project descriptions presented in Section IV.
WISE Consulting Services Project Organization & Staffing Page III - 8
IV. QUALIFICATIONS
AND EXPERIENCE
IV. QUALIFICATIONS ANIS EXPERIENCE
WISE Consulting Services was founded upon the following principles from which the name
"WISE" was derived:
• Worth - Clients deserve added value for their consulting dollar
• Integrity - Fairness and honesty are the cornerstones of any good relationship.
• Service - Superior client service is the key to long-term consulting success.
• Excellence - Clients are entitled to the highest quality consulting possible.
While the company is just beginning its fifth year of operations, each of our principal
consultants has more than thirty years of experience in government and information technology,
including:
• More than twenty years experience as governmental employees
• Three years systems engineering experience with the world's largest computer vendor
• Seven years experience with government system software vendors
• Twenty-six years as 'Big 6" management consultants
1. PRACTICE SCOPE
The company was formed to fill a market niche which has been virtually abandoned by the
larger management consulting firms --namely the medium-sized governmental client.
Recognizing that there are many such clients who have never been approached by these large
firms, or if they have, were put off by their high costs or ivory tower attitudes, we have elected
to focus our practice on this single market.
— As the exhibit which follows this page demonstrates, we have further focused our practice in
three areas:
Systems Planning
• Systems Selection
• Systems Implementation
WISE Consulting Services Qualifications and Experience Page IV - I
EXHIBIT IV. 1
WISE CONSULTING SERVICES
PRACTICE SCOPE
..........
... ........ ....
. .. . .. ......... .
S. YSTEMS::.,:..�.PLANNNG:::.&::*:: ON]
• Needs Assessment
• RFP Preparation
• Proposal Evaluation
• Acquisition and Negotiation Assistance
• Implementation Planning
• Installation Support
SYSTEMS DEVELOPMENT &
IWLEMENTATION
8 Project Planning
- Feasibility Studies
a Cost/Benefit Analysis
0 Systems Analysis and Design
0 Project management or Monitoring
- Post -Implementation Review
WISE Consulting Services Qualifications and Experience Page IV - 2
Z. VENDOR INDEPENDENCE
WISE Consulting Services hereby certifies we are totally independent of any hardware,
r software, or service supplier. We have no affiliations of any type with any manufacturer,
distributor or vendor of computer hardware or software, and we have not and will not
participate in any commission -type arrangements with vendors. We only offer our services to
governmental and not-for-profit agencies and only provide services on a fee basis.
We firmly believe each client's needs, desires, and budget conditions are unique and,
accordingly, there is no single hardware or software solution which is right for everyone. In
the final analysis, a broad combination of factors should be utilized to arrive at the appropriate
choice of hardware and software alternatives.
3. INDUSTRY/TECHNOLOGY UPDATES
Each of our principal consultants stays current with industry and technology trends through a
variety of means, including:
• Subscription to various industry journals.
• Frequent attendance at vendor new product announcements and technical update
sessions.
• Attendance at government and technology conferences
• Membership in various professional organizations.
• Lastly, but perhaps most importantly, we stay technically current by being active in the
field. In particular, our extensive involvement in hardware and software procurements
helps keep us abreast of the latest technological developments in a variety of areas,
including:
- Hardware Developments
- UNIX and Open Systems Developments
- Communications and Networking
- Office Automation and Image Management
- System Backup and Recovery
- Voice Response and Voice Recognition
WISE Consulting Services Qualifications and Experience Page W - 3
_ 4. AVAILABLE SOLUTION IDENTIFICATION
As noted elsewhere, much of our firm's practice deals with the procurement and installation
of both hardware and software solutions for our clients. Our recent procurement clients
include: Atherton, Azusa, Belmont, Chico, Foster City, Half Moon Bay, Manteca, Millbrae,
Modesto (3), Newman, Sonoma, Calaveras County, Mariposa County, Pinal County, Alameda
County Fair Association, and the Las Virgenes Municipal Water District. Recent installation
management and support clients include Chico (Financial and Payroll), Stockton (Utility Billing
and Geo -Based Systems) and Encinitas (Financial and Payroll Systems).
As such, we are very familiar with both the hardware and software vendors offering solutions
to local governments in the areas of-
• Finance/Accounting/Budgeting
• Payroll/Personnel/Position Control
• Business Licenses
• Utility Billing/Customer Support
• Purchasing/Inventory/Fixed Assets
• City Clerk Records Management/Document Indexing
• Work Orders, Maintenance Management, Fleet Management
• GIS/Mapping
• Planning/Permitting/Inspections/Code Enforcement
• Engineering Design (CAD), Traffic Engineering
• Public Safety (Police, Fire and EMS)
• Community Services/Recreation
• Courts/Attorneys/Public Defenders
In addition, we attend various trade shows and special government conventions (e.g., the
Government Technology Conference and the League of Cities Annual Meeting) to identify new
entrants into the government solutions market. We maintain an extensive list of prospective
technology vendors and, in conjunction with our client procurements, we send out Requests
for Information to any vendors we have reason to believe might offer a solution for our clients.
From their responses, we then prepare condensed lists of those vendors who are to receive the
actual Request for Proposals.
S. SPECIFIC RELATED EXPERIENCE
The' following two exhibits summarize our project related experience in the areas pertinent to
this engagement, including:
• Hardware Environments
• Software Environments
• Municipal Government Applications
WISE Consulting Services Qualifications and Experience Page IV - 4
Per your request, we have summarized in the remaining pages of this section several recent
local government data processing projects directed and conducted by our principal consultants.
-" We would note that all the projects included have been completed by our proposed staff in the
last four years. In total, these projects incorporate all of the requirements you have identified
for this study. More complete project descriptions, including client references, are presented
following the summaries.
WISE Consulting Services Qualifications and Experience Page IV - 5
V. PROJECT, SCHEDULE
AND RESOURCES
V. PROJECT SCHEDULE AND RESOURCES
In accordance with your request, we have addressed the following items in this section:
• A list of assumptions we made in developing our proposed project schedule and
resource estimates.
• A project schedule for task completion and delivery of key work products.
• An outline of project resources including the approximate number of hours required for
each task by person.
1. PROJECT ASSUMPTIONS
In arriving at our proposed project schedule and resources, we have made a number of
assumptions regarding the City's desired scope of work, including:
• Interviews will be conducted with approximately six representatives of the City Council
and City Manager's Office, and no more than twenty-five department and division
heads.
• A Project Coordinator will be assigned to assist in arranging interviews to identify
technology requirements.
• The Data Processing Committee will be utilized to:
.� - Help plan the project.
- Take part in interviews in their respective departments.
- Serve as a sounding board for initial review and critique of Consultant findings
and recommendations.
- Take part in the Planning/Prioritization Session/Retreat.
- Review interim and final project deliverables.
WISE Consulting Services Project Schedule and Resources Page V - 1
2. PROJECT SCHEDULE AND DELIVERABLES
-- Based on our experience with other cities in similar planning and procurement efforts, projects
of this nature normally require between three and five months depending on the City's degree
of urgency. Exhibit V.1, following this page, presents our preliminary schedule for completion
of our technical approach.
WISE Consulting Services Project Schedule and Resources Page V - 2
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3. PROJECT RESOURCES
Per your request, we have included a breakdown of staff hours by task in Exhibit V2,
following this page. We believe it is essential to assign senior level personnel who have the
necessary training and experience to expedite project completion while maintaining the high
quality standards of our firm.
While other firms may propose more junior personnel with lower billing rates, our experience
shows these individuals are frequently less productive, require significantly more hours to
complete even routine assignments, often require on -the -job -training at the client's expense,
and do not comprehend various technical, economic and political factors which must be
considered in the development of required information system recommendations. It is our belief
that the City could not tolerate the delays, errors or omissions which might result from the use
of such junior staff personnel.
4. PROJECT COSTS
In Exhibit V.3, following Exhibit V.2, we have broken our proposed costs into professional
fees and expenses by task. We have discounted our hourly billing rates to $110 for all work
to be performed. Should the City elect to expand the scope of our efforts related to this
project, we will commit to perform any additional work at this same rate of $110 per hour plus
no more than a five (5) percent annual increase.
Our billings for all services will be rendered monthly and are payable within fifteen days of
receipt. In addition to our fees, our billings will include any out-of-pocket expenses (such as
travel, telephone, photocopying, and typing expenses) incurred on your behalf.
It is understood by and between us that our engagement for your City is as a management
consultant only and covers only those services specifically described in this proposal. While
our fees for the proposed scope of work are fixed, circumstances can arise which suggest that
the project scope be expanded. Should this occur, we will review any proposed changes and
costs with you before proceeding.
WISE Consulting Services Project Schedule and Resources Page V - 4
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"nDENDUM T0: SRCC #6
(8/7/95)
innovative Solutions
9669 A.11 ✓ •a �n n �� 9.54.4,9 707.9 .5 709.5
August 3, 1995
Pam Nicolai
City Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94915
Hello Pam:
In early June, I submitted a proposal to the City of San Rafael to develop a three to five
year computing facility plan. On May 25, I met with the Budget Oversight and Data
Processing committees. In that meeting, I tried to be as straightforward as possible about
my strengths and weaknesses. My strengths lie in developing effective, medium and long
term strategic plans, including the design of the appropriate computing facility architecture.
My biggest weakness is that I know very little about City government and specific
software/hardware packages that could meet the City's needs.
On June 16, I met with Gerald deKerchove and Ed Reed of Wise Consulting to explore
ways the City could benefit from both my and Wise Consulting's expertise. In that
meeting, Gerald, Ed and I agreed that if the City hired Wise Consulting to do the plan, and
it hired me to act as their computing facility expert, the City could benefit from our
combined expertise.
I propose that the City hire me to act as their computing facility advocate during the
planning process. My responsibility would be to make sure that the plan includes the
development of the appropriate core computing facilities, including the network, the
Unix/PC/Mac/mainframe mix, remote access, etc., and that the plan be robust overall. I
won't be able to address issues pertaining to the selection of specific software packages that
are intended to meet the needs of specific departments. I would carefully evaluate a draft of
the plan and make appropriate recommendations BEFORE it is finalized. Wise
Consulting's project plan includes seven steps; my involvement would be as follows:
Step Description
I Initiate & Manage Project
2 Conduct Assessment of Current Systems & Operations
3 Conduct Assessment of City Information System Needs &
Alternatives
4 Identify Mission, Vision, Goals, Objectives & Critical Success
Factors
5 Facilitate Citywide Planning/Prioritization
6 Identify/Evaluate Alternatives & Develop Project
Recommendations
7 Prepare Strategic Information Systems Master Plan
My Involvement
Participate in the on-site session
Read the summary
Read the summary
Participate in the on-site session
Participate in the on-site session
(see next step)
Review the draft and provide
feedback before plan is finalized
I estimate this will take 7 days of my time. At $80/hour, this amounts to $4,480. This
amount is a fixed price. If it takes more than 7 days of my time or less than 7 days of my
time, the amount will not change. It will still be $4,480.
If you have any questions, please feel free to contact me during the day or early evenings.
Sincerely,
Ij-
Dennis Pasadis
President