HomeMy WebLinkAboutCC Resolution 14118 (Network Security)RESOLUTION NO. 14118
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL TO AUTHORIZE THE CITY MANAGER TO ENTER
INTO A NEW PROFESSIONAL SERVICES AGREEMENT WITH
DARREN D. JIMENEZ, AN INDIVIDUAL, DBA THE PHOENIX
GROUP, EFFECTIVE JUNE 11, 20169 FOR INFORMATION
TECHNOLOGY PROJECT MANAGEMENT AND NETWORK
SECURITY COORDINATION SERVICES, AND TO TERMINATE
THE CURRENT AGREEMENT WITH THE PHOENIX GROUP
EFFECTIVE MAY 319 2016.
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, Darren D. Jimenez, an individual, dba The Phoenix Group ("The Phoenix
Group") 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, The Phoenix Group 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, the City entered into a Professional Services Agreement for IT project
management, dated July 24, 2015, which expires on June 30, 2016, unless extended by
agreement of the parties as provided under that Agreement; and
WHEREAS, the City and The Phoenix Group wish to enter into a new Professional
Services Agreement under which The Phoenix Group will provide IT project management and
also network security coordination services, effective June 1, 2016, terminating and superseding
the current Professional Services Agreement effective May 31, 2016; and
WHEREAS, the City Council finds that the new Professional Services Agreement falls
under the Professional Services Agreement provisions of San Rafael Municipal Code Chapter
2.60.
NOW, THEREFORE, IT IS HEREBY RESOLVED that (1) the Council does hereby
authorize the City Manager to enter into a new Professional Services Agreement with The
Phoenix Group, in a form approved by the City Attorney, for IT project management and
network security coordination services for an initial period of 13 months, effective June 1,
2016,at a total cost not to exceed $180,000; and (2) the Council does hereby delegate to the City
Manager the authority to extend such new agreement for up to an additional two years at a total
cost not to exceed an additional $180,000 per year, subject to the availability of funds
appropriated by the Council through the City's normal budget process, and (3) pursuant to the
terms of the new Professional Services Agreement, the current Professional Services Agreement
between the City and The Phoenix Group, dated July 24, 2015, shall be terminated effective May
31, 2016.
I, ESTHER C. BEIRNE, 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 16th day of May, 2016 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
c . oe
ESTHER C. BEIRNE, City Clerk
AGREEMENT 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
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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
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♦ 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.
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♦ 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.
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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
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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.
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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
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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
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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
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CoSR PMO Project Proposal Fboep
11
owe CITY OF
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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
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NSC Role & Responsibilities V1.0
Exhibit B