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CC Resolution 10598 (Replacement of Computer Systems)
RESOLUTION NO. 10598 A RESOLUTION AUTHORIZING AN AGREEMENT WITH KERRY CONSULTING GROUP TO PROVIDE CONSULTING SERVICES FOR THE REPLACEMENT OF VARIOUS COMPUTER SYSTEMS AND APPLICATIONS. (TERM OF AGREEMENT FROM 3/6/00 AND ENDING 12/31/00) 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 Kerry Consultinq Group for Technology Consultinq 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 Mondav the 6th day of March , 20 00 , by the following vote, to wit: AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None JEANNE M. LEONCINI, City Clerk AGREEMENT FOR CONSULTING SERVICES FOR THE REPLACEMENT OF VARIOUS COMPUTER SYSTEMS AND APPLICATIONS. This Agreement is made and entered into this 6th day of March , 20 00 , by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Kerry Consultina Group hereinafter "CONTRACTOR"). PROJECT COORDINATION A. CITY. The City Manager shall be the representative of the CITY for all purposes under this Agreement. The Director of Management Services, Ken Nordhoff 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. Dennis Vlasich 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 Exhibit " A " attached and incorporated herein. 3. DUTIES OF CITY CITY shall cooperate with CONTRACTOR in his performance under this agreement and shall compensate CONTRACTOR as provided herein. 4. COMPENSATION For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR an amount NOT to exceed $69,480 plus the cost of incidental expenses and the local business license taxes as described in Section 20. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT The term of this Agreement shall commence upon the date of execution of this agreement and shall end on December 31, 2000. The term can be extended at the mutual agreement of both parties to a date certain. 6. TERMINATION A. Discretionary. Either party may terminate this Agreement without cause upon thirty 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 described in paragraph 7 below, 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. B. INSPECTION AND AUDIT Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents directly related to CONTRACTOR'S 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. Page 2 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 ($1,000,000) dollars per occurrence; 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million($ 1,000, 000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. B. The insurance coverage required of the CONTRACTOR by section 11. A., shall also meet the following requirements: 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. Except for professional liability insurance, the insurance policies shall be endorsed for contractual liability and personal injury; 3. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, and other entities in the Franchisor's Group, their officers, agents, employees and volunteers as additionally named insured 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, and other entities in the Franchisor's Group, their officers, agents, employees and volunteers as additional insured 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; Page 3 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, 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 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, and other entities in the Franchisor's Group, their officers, agents, employees and volunteers, 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, and other entities in the Franchisor's Group, their 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. Page 4 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: Mr. Kenneth A. Nordhoff Assistant City Manager (Project Manager) City of San Rafael P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR: Mr. Dennis Vlasich (Project Director) Kerry Consulting Group 100 W. Foothill Blvd. Claremont, CA 91711-3399 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. Page 5 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 terms 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. 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,9covenant of this Agreement or any applicable law, ordinance or regulation. 19. 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. 20. 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's taxpayer identification number is 95-3906302 , and CONTRACTOR certifies under penalty of perjury that said taxpayer identification number is correct. 21. APPLICABLE LAW The laws of the State of California shall govern this Agreement. Page 6 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL W CityZager ATTEST: •---i. I! also 1 01 Professional contracts\2000Uccg contract brc.doc CONT By: Name���.y�s Title: Page 7 Exhibit A Kf.,Ju ry CONSUT1NG GROUP PROPOSAL, for CONSULTING SERVICES for City of San Rafael February 26, 2000 KERRY CONSULTING GROUP 100 W Foothill Blvd. Claremont, CA 91711-3399 909-621-6469 FAX: 909-626-7768 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 TABLE OF CONTENTS ADMINISTRATIVE SYSTEMS REPLACEMENT TABLE OF CONTENTS EXECUTIVESUMMARY............................................................................ 1 PROPOSAL NARRATIVE.......................................................................... 3 1.0 RFI/NEGOTIATED PROCUREMENT — FIRE.................................................................. 4 1.1 NEEDS ASSESSMENT $3,500..................................................................................................4 1.2 INDUSTRY SURVEY $2,350......................................................................................................4 1.3 QUALIFICATION SCREENINGS $2,180......................................................................................4 1.4 VENDOR/PRODUCT DEMONSTRATIONS $2,260........................................................................4 1.5 COST PROPOSAL REQUEST $6,840.........................................................................................4 1.6 CONTRACT NEGOTIATIONS $5,150..........................................................................................5 2.0 RFI/NEGOTIATED PROCUREMENT — FINANCE............................................................ 5 2.1 NEEDS ASSESSMENT $5,450..................................................................................................5 2.2 INDUSTRY SURVEY $3,260......................................................................................................5 2.3 QUALIFICATION SCREENINGS $3,100......................................................................................6 2.4 VENDOR/PRODUCT DEMONSTRATIONS $2,260........................................................................6 2.5 COST PROPOSAL REQUEST $8,260.........................................................................................6 2.6 CONTRACT NEGOTIATIONS $8,060......................................e...................................................6 3.0 PROPOSAL EVALUATION — POLICE...........................:...............................................6 3.1 DEVELOP RFP LEGAL SPECIFICATIONS $2,900.......................................................................7 3.2 DEVELOP RFP RESPONSE FORMS $1,160..............................................................................7 3.3 CONDUCT RFP PROCESS........................................................................................................7 3.4 OBJECTIVE EVALUATION.........................................................................................................7 3.5 DETAIL REVIEW— SELECTED PROPOSALS $5,000....................................................................7 3.6 SELECT PREFERRED VENDOR(S) FOR AWARD $2,100...............................................................7 3.7 NEGOTIATE CONTRACT AND PROJECTS $5,650........................................................................7 SERVICES CHECKLIST............................................................................ 9 TASKASSIGNMENTS...............................................................................................10 SCOPEOF WORK.....................................................................................................14 PRICEESTIMATES ...................................................................................................18 ADMIN SYSTEM REPL PROPOSAL© 2000 • KERRY CONSULTING GROUP • ALL RIGHTS RESERVED PAGE 1 EXECUTIVE SUMMARY A brief overview of the project Kerry Consulting Group (KCG) is pleased to submit this proposal for consulting services to the City of San Rafael. KCG proposals are always negotiable and presented in a format that allows the client to see exactly what resources are applied to each of the necessary tasks in the identified projects. The projects proposed here will assist the City with the replacement of various computer systems and applications currently provided by BRC. All tasks are detailed in the Proposal Narrative section so the City can determine what level of KCG involvement is appropriate for their technology planning. The projects are briefly described as follows: 1.0 RFI/Negotiated Procurement - Fire $22.280 This project is comprised of six tasks starting with a comprehensive Needs Assessment to identify the current critical functional capabilities of the existing systems and putting them in a format against which other solutions can be compared. Using the functional requirements from the Needs Assessment and the platform constraints of the existing City network infrastructure, vendors with product solutions that best fit the City Fire Department's requirements will be screened and narrowed down to two or three `finalists." These qualified finalists will then be asked to submit a comprehensive cost proposal that takes the form of a Request for Proposals without the time and cost of a traditional competitive RFP. From the submitted finalist proposals, KCG will help to evaluate and negotiate (with City legal counsel direction) an award and contract for a system to replace the current BRC Fire applications. 2.0 RFI/Negotiated Procurement - Finance $30.390 This project is essentially the same as 1.0 above, except that the Needs Assessment task will simply review and advise on the work the City has already done to gather the functional requirements of the Financial Information System (FIS). Because of the number and complexity of the FIS applications, the scope of the other tasks is significantly more than the Fire system in project 1.0, but the approach will be the same. 3.0 Proposal Evaluation - Police $16.810 The Police Department will be undertaking a more traditional RFP approach and KCG's role will be to act as reviewer and advisor to the RFP documents (using the KCG format as with other City computer system RFPs) and a resource in the evaluation process once the proposal responses are submitted. The "Legal Specifications" task in this project will apply to all three projects to economize the use of the City attorney's time. These projects can be authorized individually (with the exception of Task 3.1 which applies to all three) and/or negotiated up or down in scope as City resources can (or CITY OF SAN RAFAEL FEBRUARY 26, 2000 CONSULTING SERVICES PROPOSAL VENDOR PROFILE ADMINISTRATIVE SYSTEMS REPLACEMENT cannot) be applied to the identified tasks. All task costs (except for those designated as Time and Materials - T&M) are quoted as "not to exceed" and for only time on task. This means that you are not billed for unproductive time (e.g. travel time) and that if the task requires less time than quoted, you are only billed for the actual time spent. If the task requires more time (for the same scope and deliverable), you are only billed up to the amount quoted. Please review the following proposal and we will be happy to discuss any questions or changes with you at your convenience. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 2 CITY OF SAN RAFAEL FEBRUARY 26, 2000 PROPOSAL NARRATIVE PROPOSAL NARRATIVE CONSULTING SERVICES PROPOSAL ADMINISTRATIVE SYSTEMS REPLACEMENT The KCG SERVICES CHECKLIST Proposal Kerry Consulting Group (KCG) has developed a systematic approach to computer system planning and selection that results in informed recommendations supported by those who will be affected by the systems to be purchased. It is a proven process for both new and replacement systems that helps ensure an appropriate application of computer technology to the solution of business and management problems and avoids decisions based on vendor hype or slick salesmanship. The process puts the client back in control of the complex computer selection process and results in objective recommendations backed with contracts that balance the risk appropriately between the client and the vendors. Since each organization has different levels of technical and legal expertise, we have developed a format for this checklist whereby the client can select KCG services to compliment their own resources to get the most for their consulting dollar. KCG's philosophy is to work with your existing resources as a supplement, not supplant existing staff and expertise. Once the appropriate tasks are selected in the TASK ASSIGNMENTS section, KCG has developed, for each task, a schedule based on calendar constraints, a SCOPE OF WORK defining which KCG resources to be assigned, and finally, a PRICE ESTIMATE showing all costs for each task. KCG has worked with the City on several other projects, including the development of the Technology Master Plan. This historical perspective has made it possible to structure a very cost-effective project plan that utilizes City resources and supplements them with KCG experience and expertise so that the added burden of transitioning from old to new technologies will have minimal effect on sustaining current operations. Two of the projects take a comprehensive, yet fast-track approach to the competitive procurement process to replace the BRC Fire and Finance systems. The third project assists the Police Department take a more traditional computer system RFP approach using KCG techniques and templates and helping mostly with the evaluation and negotiation stages. CITY OF SAN RAFAEL FEBRUARY 26, 2000 CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT 1.0 RFI/Neaotiated Procurement- Fire The outcome of this project is to find the best system or solution available to address the critical needs of the Fire Department's current information management system, most of which are currently being addressed by the BRC system. BRC has tailored many features of the Pick -based system to the Department's needs, and it is likely that no "off the shelf' product will exactly replicate all of the current system's capabilities. Nonetheless, there will likely be expanded capabilities in some areas to offset the missing features in other areas, and even those can be relegated to customization projects. As part of the final award, the City and the Department will determine how much customization is appropriate for the new system(s). 1.1 Needs Assessment $3,500 This task will involve two trips to the City and 2.5 days on-site. Interviews with Fire Department staff, review of existing screens and reports, and collaboration with City IS staff will culminate with a Feature/Function Checklist which, after final review with staff, will become part of the technical specifications for the new system(s). 1.2 Industry Survey 1.3 1.4 1.5 $2,350 Based on the results of the Needs Assessment, a survey form will be developed and sent out to all vendors with any experience with Public Safety systems. The responses will be analyzed and tallied and presented to the Department on-site for discussion and review. Qualification Screenings $2,180 KCG will guide the Department through the validation process of the submitted survey responses. From this list only the vendors capable of delivering workable and practical solutions for the Department will be determined. A departmental committee will select the semi-finalists with KCG assistance (on-site). Vendor/Product Demonstrations $2,260 From the list of semi-finalists, vendors will be asked to do on-site product presentations. The presentations will be largely dictated by KCG-generated questions and scripts so that they do not become "dog and pony shows" which only show vendor strengths and ignore weaknesses. Although KCG will not participate in the actual demonstrations, we will meet with the committee afterwards to help select finalists. Cost Proposal Request $6,840 Once the finalists have been determined, functional capabilities from the Needs Assessment can be combined with additional features discovered ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP & ALL RIGHTS RESERVED PAGE 4 CITY OF SAN RAFAEL FEBRUARY 26, 2000 CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT from the product demonstrations to come up with a comprehensive set of technical specification for the "Cost Proposal Request," which is structurally identical to a formal RFP. The difference is that it is sent only to the selected finalist vendors (though any other vendor cannot 'be legally excluded from responding) who have already qualified as "responsible" vendors. If they follow all of the instructions in the CPR and can be designated as "responsive," the two or three finalist proposals will be evaluated to determine participation in the final negotiation and award. Most of the analysis and review will be done at KCG offices, but detailed reports will be presented to a departmental committee to make the final decisions. 1.6 Contract Negotiations $5,150 The top two finalist vendors will be scrutinized with reference checks (by Department staff) and review of any legal caveats or technical issues. Contract discussions and possibly a "Best and Final' submittal (although it may not be necessary) will result in a preferred vendor with whom contract discussions will take place. With the leverage of the 2nd choice vendor waiting in the wings, an award configuration and contract will be hammered out with KCG assistance with an award recommendation for the Council. 2.0 RFI/Negotiated Procurement - Finance This project is virtually identical to Project 1.0 above except for some adjustments in scope because of the number and complexity of the applications that comprise the complete FIS environment. 2.1 Needs Assessment $5,450 KCG will assist the City with a comprehensive Needs Assessment using features from its VPF database to develop functional (technical) specifications for a Financial Information System to replace the existing BRC system. The first trip will involve meetings with management to determine strategic priorities for FIS applications (G/L, Payroll, A/P, etc.). Then there will be a group meeting with all staff to explain the process and assign feature lists to groups for prioritization. Following review of that information, a second trip will conduct "workflow workshops" for two days with 3 hour sessions with each of four groups—Budgeting/Financial reporting, Purchasing-A/P, Payroll, and Revenue/Cash Receipts. These session will look into needed process reengineering that should be included as specifications for the new FIS. 2.2 Industry Survey $3,260 Based on the Needs Assessment, a survey form will be developed and sent out to all vendors with any experience with municipal Finance systems. The responses will be analyzed and tallied and presented to the Department on-site for discussion and review. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 8 ALL RIGHTS RESERVED PAGE 5 CITY OF SAN RAFAEL FEBRUARY26, 2000 PROPOSAL NARRATW 2.3 Qualification Screenings 2.4 2.5 2.6 KCG will guide the Department through tl submitted survey responses. From this list delivering workable and practical solutions determined. A departmental committee will KCG assistance (on-site). Vendor/Product Demonstrations CONSULTING SERVICES PROPOSAL ADMINISTRATIVE SYSTEMS REPLACEMENT $3,100 e validation process of the only the vendors capable of for the Department will be select the semi-finalists with $2,260 From the list of semi-finalists, vendors will be asked to do on-site product presentations. The presentations will be largely dictated by KCG-generated questions and scripts so that they do not become "dog and pony shows" which only show vendor strengths and ignore weaknesses. Although KCG will not participate in the actual demonstrations, we will meet with the committee afterwards to help select finalists. Cost Proposal Request $8,260 Once the finalists have been determined, functional capabilities from the Needs Assessment can be combined with additional features discovered from the product demonstrations to come up with a comprehensive set of technical specification for the "Cost Proposal Request," which is structurally identical to a formal RFP. The difference is that it is sent only to the selected finalist vendors (though any other vendor cannot be legally excluded from responding) who have already qualified as "responsible" vendors. If they follow all of the instructions in the CPR and can be designated as "responsive," the two or three finalist proposals will be evaluated to determine participation in the final negotiation and award. Most of the analysis and review will be done at KCG offices, but detailed reports will be presented to a departmental committee to make the final decisions. Contract Negotiations $8,060 The top two finalist vendors will be scrutinized with reference checks (by Department staff) and review of any legal caveats or technical issues. Contract discussions and possibly a "Best and Final" submittal (although it may not be necessary) will result in a preferred vendor with whom contract discussions will take place. With the leverage of the 2nd choice vendor waiting in the wings, an award configuration and contract will be hammered out with KCG assistance with an award recommendation for the Council. 3.0 Proposal Evaluation - Police The Police Department is already well on its way to developing a comprehensive RFP for systems to replace the BRC applications. KCG's role in the RFP process will be to pull the legal and technical aspects together along with the response forms so that evaluation is made fairer and easier. The primary involvement for KCG will be in the evaluation process and subsequently the contract negotiations. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 6 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT 3.1 3.2 3.3 3.4 3.5 3.6 Develop RFP Legal Specifications $2,900 This is a combination task to develop the necessary legal and structural specifications for both the RFI and RFP processes for the City, This will involve meeting with City legal counsel and purchasing staff to modify the KCG templates to meet City standards. Develop RFP Response Forms $1,160 The key ingredient to a successful competitive procurement process is to standardize the response forms on which vendors submit their RFP responses. The EXCEL electronic forms used by KCG greatly facilitate the evaluation process and ensure a fair and balanced review of all proposals. Conduct RFP process This task will be conducted entirely by City staff. KCG will be available for telephone consultation as necessary to help with questions as to filling out the electronic forms. Objective Evaluation The first step of the evaluation process, normalizing the forms so that all proposals are based on the same standards and assumptions and then using summary sheets to calculate comparative points and prices will be done by City staff. Again, KCG will be available for telephone consultation. Detail Review - Selected Proposals $5,000 After the initial screening by City staff, KCG will assist in a detailed analysis of the top three proposals. KCG will assist in reference checking and prepare questions for staff to ask on site visits (KCG will not attend). We have allowed for the possibility of a Secondary Disclosure whereby all finalists are asked to modify their proposals based on some adjustments to the specifications that might arise after the detailed analysis. Select preferred vendors) for award $2,100 After reviewing the findings from the Detail Review with the Evaluation Committee, KCG will work with staff to resolve ambiguities or other concems with the finalist proposals. Working again with the Evaluation Committee, KCG will assist in the selection of the "Preferred" vendor with whom to begin contract discussions. 3.7 Negotiate contract and projects $5,650 KCG will work with City legal counsel to ensure a complete and comprehensive contract that spells out realistic deliverables and a performance based payment schedule. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP • ALL RIGHTS RESERVED PAGE 7 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 PROPOSAL NARRATIVE AmMsTRATNE SYSTEMS REPLACEMENT SUMMARY This proposal reflects KCG's attempt to optimize the use of the City resources throughout the projects detailed herein for two reasons to keep costs down and to ensure a high level of "ownership" in the policies and decisions that come from the process. KCG's prior experience with the City of San Rafael helps to assure a good working relationship and a high level of productivity. As always, the scope of any task is negotiable as are the dates shown in the Task Assignment section. The dates given were based on reasonable ranges needed to assemble the City staff for the activities required intertwined between their normal, already busy, daily schedules. If the City wishes to move on a faster track, KCG is ready and capable to meet any reasonable timeline. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 8 CITY OF SAN RAFAEL FEBRUARY 26, 2000 PROPOSAL NARRATIVE SERVICES CHECKLIST CONSULTING SERVICES PROPOSAL ADMINISTRATIVE SYSTEMS REPLACEMENT Worksheets detailing each project and task ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 9 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT TASK ASSIGNMENTS This section specifies the Deliverables for each task and the Target Dates for task initiation and completion. Tasks can be designated as KCG only, client only, or both. The schedules are estimated based on the date the contract is approved, availability of client staff, and mutual negotiation. However, the schedule will be a realistic projection based on KCG experience with similar organizations. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 10 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCREMON 1 1.0 RFT/Negotiated Procurement - Fire 1.1 Needs Assessment 1.11 Interview administration/major users 1.12 Review Applications/Features 1.13 Review outside services requirements 1.14 Review installed hardware platform(s) 1.15 Write up summary of functional needs 1.16 Review with Staff 1.2 Industry Survey 1.21 Develop survey instrument 1.22 Send out screening survey 1.23 Tally/report survey results - Product Matrix 1.24 Report Findings/Committee Meeting 1.3 Qualification Screenings 1.31 Reference checks, preliminary finalists 1.32 Vendor qualifications review/report 1.33 Committee meeting to select semi-finalists 1.4 Vendor/Product Demonstrations 1.41 Structure demo questions 1.42 Schedule demos 1.43 On-site vendor demonstrations 1.44 Committee meeting to select finalists 1.45 Select, notify finalists 1.5 Cost Proposal Request 1.51 Prepare CPR document 1.52 Prepare vendor response forms 1.53 Prepare F/F Worksheets 1.54 Distribute Response Forms 1.55 Analyze vendor responses - Evaluation Matr_c 1.56 Review with Committee 1.57 Prepare Best/Final questions 1.58 Evaluate/Neeotiate final proposals 1.6 Contract Negotiations 1.61 Select Preferred Vendor 1.62 Outline legal/technical issues 1.63 Site visit(s) to reference site(s) 1.64 Best & Final Disclosure 1.65 Contract discussions 1.66 Prepare exhibits 1.67 Final offer & award 1.7 1.0 RFL/Negotiated Procurement - Fire Notes and comments: Services Checklist - Section 1 TASK ASSIGNMENTS DATES Responsibility DELIVERABLE BEGIN TARGET Client KCG Needs Summary 3/17/2000 41M2000 Vendor/Product Matrix 4!7/2000 5/5/2000 Qualified Semi-finalists Qualified Finalists 5/5/2000 5/26/2000 5/26/2000 6/23/2000 Preferred Vendor for award 6/23/2000 8/7/2000 Contract award 8/7/2000 9/11/2000 ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 11 CITY OF SAN RAFAEL FEBRUARY 26, 2000 CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Prof Task TASK DESCRIPTION 2 2.0 MiNegotiated Procurement - Finance 2.1 Needs Assessment 2.11 Interview administration/major users 2.13 Orientation meeting 2.12 Review staff Needs Assessment 2.14 Workflow/process workshops 2.13 Review with Staff 2.2 Industry Survey 2.21 Develop survey instrument 2.22 Send out screening survey 2.23 Tally/report survey results - Product Matrix 2.24 Report Findings/Committee Meeting 2.3 Qualification Screenings 2.31 Reference checks, preliminary finalists 2.32 Vendor qualifications review/report 2.33 Committee meeting to select semi-finalists 2.4 Vendor/Product Demonstrations 2.41 Structure demo questions 2.42 Schedule demos 2.43 On-site vendor demonstrations 2.44 Committee meeting to select finalists 2.45 Select, notify finalists 2.5 Cost Proposal Request 2.51 Prepare CPR document 2.52 Prepare vendor response forms 2.53 Prepare F/F Worksheets 2.54 Distribute Response Forms 1.55 Analyze vendor responses -Evaluation Matr x 2.56 Review with Committee 2.57 Prepare Best/Final questions 2.58 Evaluate/Negotiate final proposals 2.6 Contract Negotiations 2.61 Select Preferred Vendor 2.62 Outline legal/technical issues 2.63 Site visit(s) to reference site(s) 2.64 Best & Final Disclosure 2.65 Contract discussions 2,66 Prepare exhibits 2.67 Final offer & award 2.7 Services Checklist - Section 1 TASK ASSIGNMENTS DATES Responsibility DELIVERABLE BEGIN TARGET Client KCG Needs Summary 3/17/2000 4nn000 ✓ Preferred Vendor for award 8/4/2000 10/3/2000 2.0 RF /Negotgl+ted Procurement - Finance Notes and comments: ✓ J ✓ J ✓ Vendor/Product Matrix 5/5/2000 6/2/2000 ✓ ✓ ✓ J If Qualified Semi-finalists 6/2/2000 6/23/2000 ✓ ✓ J ✓ ✓ ✓ ✓ Qualified Finalists 6/23/2000 8/4/200D Preferred Vendor for award 8/4/2000 10/3/2000 2.0 RF /Negotgl+ted Procurement - Finance Notes and comments: ✓ J ✓ ✓ ✓ ✓ ✓ J If Contract award 10/3/2000 11/7/2000 ✓ ✓ ✓ ✓ ✓ ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 12 D CITY OF SAN RAFAEL FEBRUARY 26, 2000 Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCRIPTION 3 3.0 Proposal Evaluation - Police 3.1 Develop RFP Legal Specifications 3.11 Meet with District Purchasing 3.12 Meet with District counsel 3.13 Modify KCO specs. 3.14 Review/approval with counsel 3.15 Format for RFP document 3.2 Develop RFP Response Forms 3.21 Prepare RFP RESP Worksheets 3.22 Assign Value Ratings on Chklsts 3.23 Prepare RFP Response Form Packet 3.3 Conduct RFP process 3.31 Prepare RFP master copy 3.32 Prepare vendor mailing 3.33 Hold Vendor Conference 3.34 Answer Vendor questions 3.35 Open Proposals 3.36 Report to Council 3.4 Objective Evaluation 3.41 Screen "qualified" bidders 3.42 Score & tally for report 3.43 Review w/ Ad hoe, select finalists 3.5 Detail Review - Selected Proposals 3.51 Review Bids/Specs 3.52 Check references 3.53 Site visitation questions 3.54 Visit reference sites 3.55 Write up/review visitation issues 3.56 Supervise Secondary Disclosure 3.57 Prepare Summary Report 3.6 Select preferred vendor(s) for award 3.61 Review with Committee 3.62 Ask final bidder questions 3.63 Make final recommendation(s) 3.7 Negotiate contract and projects 3.71 Review vendor contracts 3.72 Outline disparity issues 3.73 Review with District counsel 3.74 Negotiate final terms 3.75 Edit final contract 3.76 Prepare contract exhibits 3.77 Award to vendor 3.8 CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Services Checklist - Section 1 TASK ASSIGNMENTS DATES Responsibility DELIVERABLE BEGIN TARGET Client KCG RFP Section 1.0 3/17/2000 4/14/2000 Instruction to Vendors ✓ ✓ RFP Section 3.0 ✓ ✓ Legal Specifications ✓ ✓ ✓ RFP Response Form 6/15/1999 7/6/1999 Packet •� ✓ ✓ Vendor Proposals 7/6/1999 9/4/1999 ✓ ✓ ✓ ✓ Recommended 9/4/1999 10/2/1999 finalist(s) ✓ J ✓ Proposal Evaluation 10/2/1999 10/23/1999 Report ✓ ✓ ✓ ✓ J J J Recommendation for Award 10/23/1999 11/6/1999 J J ✓ ✓ Final contract(s) 11/6/1999 12/21/1999 ✓ J ✓ ✓ ✓ ADMIN SYSTEM REPL PROPOSAL© 2000 a KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 13 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT SCOPE OF WORK This section shows the allocation of KCG resources to each activity. Not only are the specific levels of consultants specified, but the actual number of days they will be on site is specified as well. ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 14 CITY OF SAN RAFAEL FEBRUARY 26, 2000 CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCRIPTION 1 1.0 RFI/Negotiated Procurement - Fire 1.1 Needs Assessment 1.11 Interview administration/major users 1.12 Review Applications/Features 1.13 Review outside services requirements 1.14 Review installed hardware platform(s) 1.15 Write up summary of functional needs 1.16 Review with Staff 1.2 Industry Survey 1.21 Develop survey instrument 1.22 Send out screening survey 1.23 Tally/report survey results - Product Matrix 1.24 Report Findings/Committee Meeting; 1.3 Qualification Screenings 1.31 Reference checks, preliminary finalists 1.32 Vendor qualifications review/report 1.33 Committee meeting to select semi-finalists 1.4 Vendor/Product Demonstrations 1.41 Structure demo questions 1.42 Schedule demos 1:43 On-site vendor demonstrations 1.44 Committee meeting to select finalists 1.45 Select, notify finalists 1.5 Cost Proposal Request 1.51 Prepare CPR document 1.52 Prepare vendor response fors 1.53 Prepare F/F Worksheets 1.54 Distribute Response Fors 1.55 Analyze vendor responses - Evaluation Matr. 1.56 Review with Committee 1.57 Prepare Best/Final questions 1.58 Evaluate/Negotiate final proposals 1.6 Contract Negotiations 1.61 Select Preferred Vendor 1.62 Outline legal/technical issues 1.63 Site visit(s) to reference site(s) 1.64 Best & Final Disclosure 1.65 Contract discussions 1.66 Prepare exhibits 1.67 Final offer & award 1.7 Services Checklist - Section 2 SCOPE OF WORK (in Person -Days) KCG KCG KCG KCG • ON TOTAL Client SR. CONS R/A Cler TRIPS SITE KCG Days 0.50 0.500 0.500 0.25 0.250 0.250 0.500 0.50 0.500 0.500 0.250 2.50 0.500 1.50 0.250 1.00 0.500 2.50 0.750 0.500 3.00 0.750 0.50 .0.500 0.25 0.75 0.250 0.250 0.500 2.50 0.750 0.50 0.500 0.50 0.750 1.00 0.25 0.500 5.00 1.00 1.000 1.50 1.500 0.500 1.00 0.250 0.500 1.000 0.500 0.500 1.000 1 0.50 0.50 0.50 0.50 1 0.50 1 0.50 1 0.50 1 0.50 2.00 1.000 1.000 1.000 1.000 1 0.50 0.500 1.500 1 2.00 2.50 2.75 2.00 1.75 8.75 5.25 1.0 RFI/NPu tilted Procurement - Fire 25.75 _ 14.50 0.00 8.50 3.00 7 6.50 23.00 Notes and comments:r _ ADMIN SYSTEM REPL PROPOSAL© 2000 40 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 15 CITY OF SAN RAFAEL FEBRUARY 26, 2000 %.ONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCRIPTION 2 2.0 RFI/Negotiated Procurement - Financ 2.1 Needs Assessment 2.11 Interview administration/major users 2.13 Orientation meeting 2.12 Review staff Needs Assessment 2.14 Workflow/process workshops 2.13 Review with Staff 2.2 Industry Survey 2.21 Develop survey instrument 2.22 Send out screening survey 2.23 Tally/report survey results - Product Matrix 2.24 Report Findings/Committee Meeting 2.3 Qualification Screenings 2.31 Reference checks, preliminary finalists 2.32 Vendor qualifications review/report 2.33 Committee meeting to select semi-finalists 2.4 Vendor/Product Demonstrations 2.41 Structure demo questions 2.42 Schedule demos 2.43 On-site vendor demonstrations 2.44 Committee meeting to select finalists 2.45 Select., notify finalists 2.5 Cost Proposal Request 2.51 Prepare CPR document 2.52 Prepare vendor response forms 2.53 Prepare F/F Worksheets 2.54 Distribute Response Forms 2.55 Analyze vendor responses - Evaluation Matr 2.56 Review with Committee 2.57 Prepare Best/Final questions 2.58 Evaluate/Negotiate final proposals 2.6 Contract Negotiations 2.61 Select Preferred Vendor 2.62 Outline legal/technical issues 2.63 Site visit(s) to reference site(s) 2.64 Best & Final Disclosure 2.65 Contract discussions 2.66 Prepare exhibits 2.67 Final offer & award 2.7 Services Checklist - Section 2 SCOPE OF WORK (in Person -Days) KCG KCG KCG KCG ON TOTAL Client SR. CONS R/A Cler TRIPS SITE KCG Days 2.0 ted Procurement - Financ 50.00 21.25 0.00 9.50 4.00 9 7.50 30.75 Notes and comments: ADMIN SYSTEM REPL PROPOSAL0 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 16 4.00 1.00 0.500 1 1.00 0.500 0.500 2.000 1 2.00 0.50 0.500 1 0.50 3.75 0.750 0.500 1.000 0.250 1.500 1.50 0.750 1 0.50 3.25 1.50 0.500 1.000 1.000 2.50 0.750 1 0.50 1.75 0.50 0.500 1.000 9.00 • 2.50 1.000 1 0.50 1.00 0.250 10.00 1.50 1.00 0.250 1.000 0.500 2.00 0.250 1.000 0.500 1.00 1.000 1.500 2.50 1.000 1 0.50 1.00 0.500 1.00 1.000 8.00 3.00 0.500 0.500 15.00 1.50 1.500 2.00 2.500 2 2.00 0.500 2.000 1.000 1.00 0.500 2.0 ted Procurement - Financ 50.00 21.25 0.00 9.50 4.00 9 7.50 30.75 Notes and comments: ADMIN SYSTEM REPL PROPOSAL0 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 16 CITY OF SAN RAFAEL FEBRUARY 26, 2000 Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCRIPTION 3 3.0 Proposal Evaluation - Police 3.1 Develop RFP Legal Specifications 3.11 Meet with District Purchasing 3.12 Meet with District counsel 3.13 Modify KCG specs. 3.14 Review/approval with counsel 3.15 Format for RFP document 3.2 Develop RFP Response Forms 3.21 Prepare RFP RESP Worksheets 3.22 Assign Value Ratings on Chklsts 3.23 Prepare RFP Response Form Packet 3.3 Conduct RFP process 3.31 Prepare RFP master copy 3.32 Prepare vendor mailing 3.33 Hold Vendor Conference 3.34 Answer Vendor questions 3.35 Open Proposals 3.36 Report to Council 3.4 Objective Evaluation 3.41 Screen "qualified" bidders 3.42 Score & tally for report 3.43 Review w/ Ad hoc, select finalists 3.5 Detail Review - Selected Proposals 3.51 Review Bids/Specs 3.52 Check references 3.53 Site visitation questions 3.54 Visit reference sites 3.55 Write uptreview visitation issues 3.56 Supervise Secondary Disclosure 3.57 Prepare Summary Report 3.6 Select preferred vendor(s) for award 3.61 Review with Committee 3.62 Ask final bidder questions 3.63 Make final recommendation(s) 3.7 Negotiate contract and projects 3.71 Review vendor contracts 3.72 Outline disparity issues 3.73 Review with District counsel 3.74 Negotiate final terms 3.75 Edit final contract 3.76 Prepare contract exhibits 3.77 Award to vendor 3.8 CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Services Checklist - Section 2 SCOPE OF WORK (in Person -Days) KCG KCG KCG KCG ON TOTAL Client SR. CONS R/A Cler TRIPS SITE KCG Days 0.25 0.50 0.50 0.75 0.50 0.25 0.25 0.25 0.25 1.00 0.25 1.00 0.50 1.00 1.00 1.00 0.50 2.00 2.00 1.00 3.00 0.75 1.00 1.00 0.50 0.75 15.00 1.00 0.25 1.50 1.50 0.75 2.50 0.75 1.00 0.50 1.00 0.50 0.50 0.50 0.25 0.25 0.25 0.25 2.00 0.50 0.50 0.50 0.25 0.50 1.00 1.00 1.00 2.75 1 0.75 1.50 0.00 0.00 5.00 1.75 1 0.50 5.25 2 2.00 3.0 IProa_ osal Evaluation - Police 40.00 13.75 0.00 2.50_ 1.00 4 Notes and comments: ADMIN SYSTEM REPL PROPOSAL@ 2000 • KERRY CONSULTING GROUP • ALL RIGHTS RESERVED 3.25 MIS - PAGE 17 CITY OF SAN RAFAEL CONSULTING SERVICES PROPOSAL FEBRUARY 26, 2000 PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT PRICE ESTIMATES This section details all of the prices for each activity and summarizes them for each task. Prices are proposed as "not to exceed" except for incidental expenses (mileage, postage, phone, duplication) and those activities identified as Time and Materials (T&M). ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 18 CITY OF SAN RAFAEL FEBRUARY 26, 2000 Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCRIPTION %;ONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT Services Checklist - Section 3 1 1.0 RFI/Negotiated Procurement - Fire •1.1 Needs Assessment PRICE ESTIMATES KCG KCG KCG KCG (ESTIMATES) SR. CONS. R/A Cler TRIPS MISC TOTAL 1.11 Interview administration/major users $500 1.12 Review Applications/Features $500 1.13 Review outside services requirements $250 1.14 Review installed hardware platform(s) $250 1.15 Write up summary of functional needs $500 1.16 Review with Staff $500 1.2 Industry Survey $0 1.21 Develop survey instrument $500 1.22 Send out screening survey $0 1.23 Tally/report survey results - Product Matrix $250 1.24 Report Findings/Committee Meeting $500 1.3 Qualification Screenings $0 1.31 Reference checks, preliminary finalists $250 1.32 Vendor qualifications review/report $500 1.33 Committee meeting to select semi-finalists $750 1.4 Vendor/Product Demonstrations $0 1.41 Structure demo questions $500 1.42 Schedule demos $0 1.43 On-site vendor demonstrations $0 1.44 Committee meeting to select finalists $750 1.45 Select, notify finalists $500 1.5 Cost Proposal Request $0 1.51 Prepare CPR document $750 1.52 Prepare vendor response forms $250 1.53 Prepare F/F Worksheets $250 1.54 Distribute Response Forms $0 1.55 Analyze vendor responses - Evaluation Matr $500 1.56 Review with Committee $750 1.57 Prepare Best/Final questions $500 1.58 Evaluate/Neeotiate final proposals $750 1.6 Contract Negotiations $0 1.61 Select Preferred Vendor $0 1.62 Outline legal/technical issues $500 1.63 Site visit(s) to reference site(s) $0 1.64 Best & Final Disclosure $1,000 1.65 Contract discussions $1,500 1.66 Prepare exhibits $500 1.67 Final offer & award $250 1.7 $0 $0 $0 $0 $250 $100 $0 $0 $0 $0 $100 $0 $0 $0 $0 $100 $0 $0 $0 $0 $100 $0 $0 $0 $0 $0 $0 $0 $0 $250 $100 $0 $0 $0 $0 $0 $0 $250 $0 $0 $0 $0 $500 $0 $0 $0 $0 $0 $0 $250 $100 $0 $250 $0 $0 $0 $0 $0 $80 $0 $0 $0 $0 $0 $250 $100 $0 $0 $0 $0 $0 $0 $0 $160 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250 $100 $0 $0 $0 $0 $0 $0 $1,000 $0 $0 $0 $0 $500 $0 $0 $0 $0 $500 $0 $0 $0 $0 $0 $160 $0 $0 $0 $500 $0 $0 $0 $0 $0 $0 $250 $100 $0 $0 $80 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250 $400 $0 $750 $0 $0 $0 $0 $0 $0 $0 $0 $3,500 $2,350 $2,180 $2,260 $6,840 $5,150 1.0 RFI/Negotiated Procurement - Fire $14.500 $0 $4,250 $480 $1,750 $1.300 $22,280 Notes and comments: ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 19 CITY OF SAN RAFAEL FE13RUARY26, 2000 Kerry Consulting Group CONSULTING SERVICES PROPOSAL PROPOSAL NARRATIVE ADMINISTRATIVE SYSTEMS REPLACEMENT For: City of San Rafael $0 Proposal Date: 2/18/2000 KCG Proj Task TASK DESCRIPTION SR. 2 2.0 RFI/Negotiated Procurement - Financ $0 2.1 Needs Assessment $0 2.11 Interview administration/major users $500 2.13 Orientation meeting $500 2.12 Review staff Needs Assessment $500 2.14 Workflow/process workshops $2,000 2.13 Review with Staff $500 2.2 Industry Survey $0 2.21 Develop survey instrument $750 2.22 Send out screening survey $0 2.23 Tally/report survey results - Product Matrix $250 2.24 Report Findings/Committee Meeting $750 2.3 Qualification Screenings $0 2.31 Reference checks, preliminary finalists $500 2.32 Vendor qualifications review/report $1,000 2.33 Committee meeting to select semi-finalists $750 2.4 Vendor/Product Demonstrations $0 2.41 Structure demo questions $500 2.42 Schedule demos $0 2.43 On-site vendor demonstrations $0 2.44 Committee meeting to select finalists $1,000 2.45 Select, notify finalists $250 2.5 Cost Proposal Request $0 2.51 Prepare CPR document $1,500 2.52 Prepare vendor response forms $250 2.53 Prepare F/F Worksheets $250 2.54 Distribute Response Forms $0 2:55 Analyze vendor responses - Evaluation Matr $1,000 2.56 Review with Committee $1,000 2.57 Prepare Best/Final questions $500 2.58 Evaluate/Negotiate final proposals $1,000 2.6 Contract Negotiations $0 2.61 Select Preferred Vendor $500 2.62 Outline legal/technical issues $500 2.63 Site visit(s) to reference site(s) $0 2.64 Best & Final Disclosure $1,500 2.65 Contract discussions $2,500 2.66 Prepare exhibits $500 2.67 Final offer & award $500 2.7 $0 Services Checklist - Section 3 PRICE ESTIMATES KCG KCG KCG (ESTIMATES) CONS. R/A Cler TRIPS MISC TOTAL $0 $0 $0 $250 $200 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250 $400 $0 $0 $0 $250 $100 $0 $250 $0 $0 $0 $0 $0 $160 $0 $0 $0 $750 $0 $0 $0 $0 $o $0 $250 $100 $0 $500 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250 $100 $0 $0 $0 $0 $0 $0 $0 $160 $0 $0 $o $9 $0 $0 $0 $0 $0 $o $250 $100 $0 $0 $0 $0 $0 $0 $500 $0 $0 $0 $0 $500 $80 $0 $0 $0 $500 $80 $0 $0 $0 $0 $0 $0 $0 $0 $750 $0 $0 $0 $0 $0 $0 $250 $100 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $500 $400 $0 $1,000 $160 $0 $0 $0 $0 $0 $0 $0 $5,450 $3,260 $3,100 $2,260 $8,260 $8,060 2.0 RFI/Negotiated Procurement - Financ $21,250 $0 $4,750 $640 $2,250 $1,500 $30,390 Notes and comments: ADMIN SYSTEM REPL PROPOSAL@ 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 20 CITY OF SAN RAFAEL FEBRUARY 26, 2000 Kerry Consulting Group For: City of San Rafael Proposal Date: 2/18/2000 Proj Task TASK DESCRIPTION 3 3.0 Proposal Evaluation - Police 3.1 Develop RFP Legal Specifications 3.11 Meet with District Purchasing 3.12 Meet with District counsel 3.13 Modify KCG specs. 3.14 Review/approval with counsel 3.15 Format for RFP document 3.2 Develop RFP Response Forms 3.21 Prepare RFP RESP Worksheets 3.22 Assign Value Ratings on Chklsts 3.23 Prepare RFP Response Form Packet 3.3 Conduct RFP process 3.31 Prepare RFP master copy 3.32 Prepare vendor mailing 3.33 Hold Vendor Conference 3.34 Answer Vendor questions 3.35 Open Proposals 3.36 Report to Council 3.4 Objective Evaluation 3.41 Screen "qualified" bidders 3.42 Score & tally for report 3.43 Review w/ Ad hoc, select finalists 3.5 Detail Review - Selected Proposals 3.51 Review Bids/Specs 3.52 Check references 3.53 Site visitation questions 3.54 Visit reference sites 3.55 Write up/review visitation issues 3.56 Supervise Secondary Disclosure 3.57 Prepare Summary Report 3.6 Select preferred vendor(s) for award 3.61 Review with Committee 3.62 Ask final bidder questions 3.63 Make final recommendation(s) 3.7 Negotiate contract and projects 3.71 Review vendor contracts 3.72 Outline disparity issues 3.73 Review with District counsel 3.74 Negotiate final terms 3.75 Edit final contract 3.76 Prepare contract exhibits 3.77 Award to vendor 3.8 PROPOSAL NARRATIVE KCG SR. CONSULTING SERVICES PROPOSAL ADMINISTRATIVE SYSTEMS REPLACEMENT Services Checklist - Section 3 PRICE ESTIMATES KCG KCG KCG (ESTIMATES) CONS. RIA Cler TRIPS MISC $500 $0 $0 $0 $250 $150 $750 $0 $0 $0 $0 $0 $500 $0 $250 $0 $0 $0 $250 $0 $0 $0 $0 $0 $250 $0 $0 $0 $0 $0 $250 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250 $0 $500 $160 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $750 $0 $0 $0 $0 $0 $1,000 $0 $0 $0 $0 $0 $750 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $250 $0 $0 $0 $0 $0 $1,500 $0 $0 $0 $0 $0 $750 $0 $0 $0 $0 $0 $750 $0 $0 $0 $250 $100 $500 $0 $0 $0 $0 $0 $500 $0 $0 $0 $0 $0 $500 $0 $0 $0 $0 $0 $250 $0 $0 $0 $0 $0 $250 $0 $0 $0 $0 $0 $2,000 $0 $0 $0 $500 $400 $500 $0 $0 $0 $0 $0 $500 $0 $500 $0 $0 $0 $250 $0 $0 $0 $0 $0 TOTAL $2,900 $1,160 $0 $0 $5,000 $2,100 $5,650 3.0 Proposal Evalae>ion - Police $13.750 $0 $1,250 $160 $1.000 $650 $16,810 Notes and comments: . ADMIN SYSTEM REPL PROPOSAL© 2000 0 KERRY CONSULTING GROUP 0 ALL RIGHTS RESERVED PAGE 21