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HomeMy WebLinkAboutIT Information Technology Project RoadmapAGREEMENT FOR PROFESSIONAL SERVICES FOR INFORMATION TECHNOLOGY PROJECT ROADMAP This Agreement is made and entered into this 2g rwday of February, 2014, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and NexLevel Information Technology, Inc. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY requires assistance with development of an Information Technology (IT) Project Roadmap to identify and prioritize IT projects for the next 12-18 months; and WHEREAS, CONTRACTOR is a leader in IT assessment and planning, and has completed. more than 30 similar projects for local government agencies in California; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The IT Manager 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'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Terry Hackelman 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 the attached proposal letter from NexLevel, dated February 23, 2014, to deliver an IT Project Roadmap for the City of San Rafael, which letter is incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as Rev. Date: 1/30/14 F�� follows: A. Provide copies of documentation identified in Activity 1.2 of attached proposal letter. B. Facilitate meetings and discussions with key stakeholders as described in the attached proposal letter. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on an hourly basis at an all-inclusive (including all travel and overhead) rate of $150 per hour in a total amount not to exceed $19,500. 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 be for up to six months commencing on March 3, 2014, and ending no later than August 31, 2014. Upon mutual agreement of the parties, and subject to the written approval of the City Manager the term of this Agreement may be extended for an additional period of six months. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other parry. 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 parry giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. ON NERSHIP 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. Rev. date: 1/30/14 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 one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) 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: Except for professional liability insurance, the insurance policies shall be Rev. date: 1/30/14 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 0104 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. Rev. date: 1(30114 4 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 termination or completion of this Agreement for the full period of time allowed by law. Rev. date: 1/30/14 5 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of 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: TO CONTRACTOR's Project Director: 16. INDEPENDENT CONTRACTOR. Rev. date: 1/30/14 6 Gus Bush, IT Manager City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Terry Hackelman, Managing Principal NexLevel Information Technology, Inc. 6829 Fair Oaks Boulevard, Suite 100 Carmichael, CA 95608 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 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. 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. Rev. date: 1/30/14 7 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 L IL NANCY MAC LE, City Manager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, Cit Attorne Rev. date: 1;'30114 CONTRACTOR Terry Hackelman, Managing Principal February 23, 2014 Mr. Gus Bush Information Technology Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 RE: Information Technology Project Roadmap Project Dear Gus, NexLevel Information Technology, Inc. (NexLevel) respectfully submits this proposal letter to the City of San Rafael to assist the City in developing an IT Project Roadmap that identifies and prioritizes the City's IT projects for the next 12-18 months. NexLevel developed our proposal based on information we received during our Friday, January 31 meeting and subsequent correspondence and phone calls. We provide the City with a project scope that meets your short-term needs and prepares the City for completing a full 5 -year IT Strategic Plan at some point in the future. Omar "Company Founded in 1999, NexLevel is a California-based management consulting firm that helps public sector clients plan, procure, implement, and manage complex technology solutions. NexLevel was founded on providing top tier senior level consulting planning, procurement, and project management services to public agencies, and these services remain at our core 15 years later. NexLevel's track record includes supporting over 50 cities, counties, districts, and state agencies. As it relates specifically to the City's current needs, we have completed more than 30+ California local government IT assessment and strategic plan projects. Regional clients for similar services include the cities of Novato, Walnut Creek, Santa Clara, Fairfield, Stockton, Folsom, and more. This benefits the City through hands-on experience with the business and operational challenges facing similar sized municipalities, as well as a strong knowledge of the technologies successfully implemented. Attachment A — Qualifications provides additional information about NexLevel. NexLevel proposes a team of consultants with the relevant experience to meet the needs of this important project in the desired timeline. The use of a team approach benefits the City by enabling us to run activities and tasks in parallel under accelerated timelines. In addition, it provides the City with increased depth of knowledge and expertise. Mr. Terry Hackelman, Managing Principal/Founderof NexLevel will serve as the Engagement Manager and subject matter expert. Supporting Mr. Hackelman will be NexLevel Managing Consultants Lee Curtis and Mike Stein. Nex. eve ir1 rmtor echnoiogy, Inc. r�`-1 �- air .aKs eOulev d, Suite C�. ; -a_ .cil3e!, � A ?_b -0i 9i6 -692 -,eco, ext. 201 -www.nexlevekt.com Page - 2 City of San Rafael — IT Roadmap Proposal Our Metodoll y and Approach NexLevel is proposing an approach that addresses the City's short-term objectives of identifying an IT roadmap to support the City's current budget processes. The proposed methodology is an abbreviated approach to the methods we use to complete 5 -year IT Strategic Technology plans. The IT roadmap provides the City a strong foundation and starting point if the City wishes to embark on a full IT Strategic Planning effort at some point in the future. A cornerstone of NexLevel's planning methodology is the focus and emphasis on the involvement and interaction with the department users of technology and those setting the business direction for the City. To develop the City's IT Roadmap, NexLevel will incorporate input from key users and stakeholders, as well as the City's IT staff. NexLevel is familiar with the challenges and issues that can arise in developing such plans. For example, we are skilled in managing multiple, and often conflicting, stakeholder visions, missions, goals, objectives, needs, and priorities. Our proposed methodology considers project prioritization and includes processes to help manage competing priorities to ensure the IT Roadmap reflects the true business and operational needs of the City. We pride ourselves in helping organizations develop plans that are realistic and attainable in terms of available budget, resources and time. To complete an IT Roadmap for the City, NexLevel will complete the following three tasks: 1) Initiate; 2) Analyze; and 3) Strategize. In the following paragraphs, we provide a detailed description of each task, as well as key activities and deliverables for each task. The primary purpose of Task 1 is to prepare for and initiate the project under a well-defined project plan and schedule, and to ensure alignment of expectations (i.e. purpose, timeline, resources, activities, etc.) among all project participants. To accomplish this, it requires careful planning and coordination between NexLevel and the City's Project Manager, as well as communication outreach activities to key City staff that will be involved in the project. The following table identifies each activity and associated deliverables. Table 1- Task 1 Activities and Deliverables # Activity Description City Participants Deliverables 1.1 Planning NexLevel will meet with the City's Project Sponsor and City Manager, Project Meeting Project Manager to review and confirm the following Assistant City Charter project components: Manager, and IT Project objectives, scope of work, and schedule Manager Project status and update requirements Project risks and risk mitigation strategies Project issue management methods Identification of staff to be involved in the project NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 3 City of San Rafael — IT Roadmap Proposal # I Activity j Description City Participants Deliverables 1.2 Council NexLevel will attend the March 3 (or as determined by As Determined Council Meeting the City) City Council meeting to discuss this project. by the City Presentation Attendance NexLevel will work collaboratively with the City staff to Materials Dreoare the necessary materials. 1.3 Document Request Ta .; i - Analyze NexLevel will request and review documentation including, but not limited to, the following: Strategic Business Plan, Budget, and CIP Prior Assessments and Plans Organizational Chart and Contact Information Technology Governance Agendas and Minutes In Process or Planned Technology Project Documentation IT Manager Inventory and Listing of Technology Documents Committee Received Reps IT Inventory (e.g. desktop/laptop/tablet, applications, peripherals, servers, storage, backup devices, etc.) IT Policies and Procedures Technology Vendor Listing and Agreements NexLevel's Team is committed to being fully informed and prepared so as to make the best use of the City staff's time. To this end, our Team invests the necessary time be familiar with the City's current operations and activities. In developing a realistic and attainable IT Roadmap, it is necessary to first have a comprehensive and realistic understanding of the current IT infrastructure and support resources. Secondly, the City must have an accurate understanding of how departments are using technology today to support operations, and whether that technology is meeting the City's needs. Task 2 includes the activities that allow for the collection and verification of information to provide the foundation for the IT Roadmap. The following table lists each activities and identifies key deliverables. Table 2 - Task 2 Activities and Deliverables # Activity Description City Participants Deliverables 2.1 IT Service NexLevel's IT Service Management Review evaluates the IT Staff Management effectiveness of the City's IT infrastructure and support Review organization in supporting the future needs of the City by reviewing seven key operational "dimensions." The IT Service Management Review will include the following dimensions: Governance, Service Delivery, Application Support, Security, Infrastructure, Documentation, and Administration The primary purpose of the review is to understand strengths and weaknesses of the City's technology management and support. The current environment provides the foundation upon which the IT Roadmap is built. Recommended Projects for IT Roadmap NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 4 City of San Rafael — IT Roadmap Proposal # Activity :Description z Staff Particpan 2.2 Business NexLevel will facilitate a series of on-site workshops Dept. Technology with City departments to identify the current Directors and Review technology environment within each organization, Tech. barriers to full utilization of those technologies, and Committee planned uses and expansion of technology in the next Reps 24 months. The workshops will be held for each department and attended by department managers and key staff as directed by the City. NexLevel anticipates up to 12 workshops that will include the following workshops (Note - Some workshops will include multiple departments as determined by the City): ✓ City Attorney ✓ City Clerk ✓ City Manager's Office ✓ Community Development ✓ Community Services ✓ Economic Development ✓ Finance ✓ Fire ✓ Human Resources ✓ Library ✓ Parking ✓ Police ✓ Public Works ✓ Sanitation 2.3 Project NexLevel will consolidate the information from To Be Formalization Activities 2.1 and 2.2 to create a recommended Determined project listing. The projects will be designed to serve the City's immediate and short-term needs. Each recommended project will include the following information: project description, cost estimates, implementation timeframes, and criteria to prepare for project prioritization. As necessary, NexLevel will conduct research of benchmarks and comparisons to similar implementation approaches used by similar sized agencies. Detiverabtes Recommended Projects for IT Roadmap Project Listing The purpose of Task 3 is to prioritize projects that need to be included in the IT Roadmap. NexLevel brings the City proven methods and tools to ensure identified projects are well defined, understood by the stakeholders, and prioritized using agreed upon criteria. During this task, NexLevel will facilitate a Project Prioritization Workshop that uses a multi -step process to arrive at a City-wide prioritization of identified projects that will provide the basis for the IT Roadmap. We detail the Strategize activities and deliverables in Table 3. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 5 # Activity 3.1 Prioritization Workshop Preparation 3.2 City-wide Prioritization Workshop 3.3 Publish IT Roadmap City of San Rafael — IT Roadmap Proposal Table 3 - Task 3 Activities and Deliverables Description City Participants Deliverables NexLevel will prepare a packet of information for Prioritization City staff that will participate in the project Workshop prioritization workshop. The package will include Materials project information, as well as a description of the project prioritization workshop methods. NexLevel uses our proprietary "Blue Wall" approach Dept. Directors and Prioritized to arrive at a prioritized list of projects that will be Tech. Committee Project Listing included in the IT Roadmap. The Blue Wall approach Reps involves a facilitated multi -step prioritization methodology that encourages staff participation and collaboration. The workshop is designed to help drive consensus to obtain City-wide prioritization of projects. The end result of the workshop will be a prioritized list of projects assigned to a timeframe. In addition, the workshop is designed to identify IT Roadmap enabling factors which are defined as key elements that must be in place or occur to allow the roadmap to be a success. Examples of enabling factors could include training, staffing, budget, governance, project management, change management. NexLevel will incorporate work products from Draft review - IT IT Roadmap previous tasks as the foundation for the Manager and (Draft) development of the IT Roadmap. The IT Roadmap Technology will be distributed to staff for review. Committee Reps IT Roadmap Once NexLevel has received City feedback on Presentation to (Final) the Draft IT Roadmap, NexLevel will revise and update the document. Department NexLevel will develop a Microsoft PowerPoint Directors IT Roadmap presentation of the Final IT Roadmap. Presentation NexLevel understands that the City is looking to establish the IT Roadmap within two months. NexLevel has proposed a scope of work and the resources to meet this timeline providing we have timely access to key City staff. Based on our past experience in working with similar size municipalities, we estimate this project will require 130 hours. NexLevel is proposing a time and materials approach for billing our services at an all-inclusive (includes all travel and overhead) hourly bill rate of $150. NexLevel will only bill the City for the actual hours expended. We commit to a total not -to -exceed price for this project of $19,500. NexLevel understands the importance of establishing a short-term IT roadmap in the next two months. We also understand that the City may wish to complete a 5 -year IT Strategic Plan at some point in the future. Our NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 6 City of San Rafael — IT Roadmap Proposal proposed IT roadmap approach is an abbreviated version of our proven IT Strategic Planning process that has resulted in more than 30 Council or Board approved IT Strategic Plans. Exhibit B of this proposal, provides greater detail on NexLevel's IT Strategic Planning methodology. The work to establish the short-term IT roadmap can be leveraged to reduce the time and level of effort when the City chooses to embark on a 5 -year IT Strategic Plan project. To provide the City with a budget estimate to complete a full IT Strategic Plan, leveraging the work efforts of the IT Roadmap, NexLevel estimates it would cost an additional $25,000. We have included Attachment B — IT Strategic Planning Methodology for the City's reference with regards to the tasks and activities to publish a 5 -year IT Strategic Plan. If you have any questions or need additional information, please feel free to contact me at (916) 692-2000, ext. 201. Sincerely, Terry Hackelman Managing Principal NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 7 City of San Rafael — IT Roadmap Proposal Attachment A - Company Qualifications Headquartered in the Sacramento, California area, NexLevel is a management consulting firm that helps public sector clients enhance their use of information technology. Since 1999, NexLevel has worked with more than 50 California state and local government agencies to complete IT Assessments, IT Strategic Plans, IT Governance, GIS Strategic Plans, Network Assessments, IT Service Level Assessments, Policy / Procedure Documentation development, Project Management Organization implementations, Feasibility Studies, Request for Proposal (RFP) development and Procurement Management efforts. Figure 1 illustrates NexLevel's full range of IT services. .• CostlBenefit + Requirements Ai •Feasibility Studies + Strategic & Project Planning RFP Development +, Procurement Management . N. Evaluation & • alysis r SiiC#i4 Support sis '� Frolecr vversignt ,. =,� • Service Management ` Assessments A+ Business Continuity Plans ..e Chancge Management Figure 1- NexLevel Services Since our inception, NexLevel has invested in and developed toolkits (methodologies, processes, tools, and supporting processes) designed specifically for the unique needs and requirements of California local government entities. NexLevel consultants consistently improve and expand the knowledge base included in these toolkits based on real life experience with our clients. More importantly, we share these toolkits with our clients and leave them behind so they can be used to support future projects. As shown in Table 4, NexLevel has a strong record of accomplishment in providing technology consulting services for California public sector clients. This includes the successful completion of more than 25 IT Strategic Plans for public sector organizations in California. A significant number of our client projects are of similar scope and size to what the City is seeking. In addition, many clients have a similar organizational structure and technical infrastructure to that of the City. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 8 City of San Rafael — IT Roadmap Proposal Table 4 - NexLevel Local Government Experience California Cities and Counties W . ' s 0 ra 0 0 CU i City of Chino City of Clovis City of Costa Mesa City of Fairfield ✓ ✓ ✓ City of Fremont City of Folsom ✓ ✓ ✓ City of Glendale ✓ ✓ ✓ City of Irvine ✓ City of Lake Forest ✓ City of Lakewood ✓ ✓ ✓ City of La Quinta City of Long Beach' City of Los Angeles ✓ City of Manhattan Beach City of Newport Beach" City of Novato City of Ontario ro City of Orange ✓ ✓ City of Palmdale City of Paso Robles �` ✓ City of Pico Rivera City of Pismo Beach ✓' City of Pomona City of Rancho Palos Verdes =` ✓ City of Ridgecrest ' ✓ City of Riverside ✓ City of Sacramento City of San Bernardino City of San Luis Obispo ✓ ✓ City of Santa Clara ✓ ✓ ✓ City of Santa Cruz ✓ City of Santa Rosa i City of Stockton ✓ City of Walnut Creek ✓ City of Westminster u" Town of Truckee ✓ San Diego County r Sonoma County ✓ Tulare County California Special Districts NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 9 City of San Rafael — IT Roadmap Proposal Chino Valley Independent Fire District .. ai . ' • .. .. i Central Contra Costa Sanitation District ✓ ✓ Delta Diablo Sanitation District ✓ ✓ Eastern Municipal Water District ✓ Moulton Niguel Water District ✓ ✓ ✓ Port of Los Angeles ✓ ✓ Rancho California Water District ✓ ✓ Sacramento Municipal Utility District ' Santa Clara County Fire Department ✓ Silicon Valley Power �" ✓ Sonoma Marin Area Rail Transit ✓ ✓ So. Orange Co. Wastewater Authority ✓ ✓ South Tahoe Public Utility District Turlock Irrigation District ✓ In addition to our California local government experience identified above, NexLevel also has significant planning and project management experience working with the State of California for agencies such as California Highway Patrol, Department of Justice, Department of Motor Vehicles, Department of Corrections and Rehabilitation, Department of Child Support Services, and more. NexLevel has extensive, hands-on knowledge of the technologies and applications typically used by California public agencies. Table 5 identifies NexLevel's technology expertise. Tables — Experience in Specific Technologies Finance, Payroll, and Human Resources (ERP) Systems Permitting/Inspections/Code Enforcement Systems Utility Billing/Customer Information Systems Agenda Management Solutions Facility and Class Management, Scheduling, and Registration Systems Computer Aided Dispatch (CAD)/Record Management System (RMS) Asset Management/Computerized Maintenance Management System (CMMS) Geographic Information System (GIS) Business License Systems Enterprise Document Management/Records Retention Systems Intranet / Collaboration/Workflow Solutions Internet and eGovernment Solutions Mobile Solutions/Field Access/Field Reporting Solutions Automated Metering Infrastructure (AMI) & Automated Meter Reading (AMR) Fleet Management Systems Fuel Management Systems NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 10 Energy Management Systems Online Procurement and Vendor Management Systems Supervisor Control and Data Acquisition (SCADA) Systems I Customer Relationship Management (CRM) Systems Online Recruitment Systems Irrigation Management Systems Traffic Management Systems Automated Vehicle Locator (AVL) Work Order Management Systems Event Management/Ticketing Systems City of San Rafael — IT Roadmap Proposal NexLevei Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 11 City of San Rafael — IT Roadmap Proposal A t-tac mens B - 1' " StrategiC Flan Methodology This Exhibit provides a detailed explanation of NexLevel's IT Strategic planning methodology for the City's consideration. NexLevel understands that the City does not currently have the budget or time to embark on an IT Strategic Planning project. However, NexLevel feels it is important to outline our IT Strategic Planning methodology so the City can understand how the IT Roadmap provides a strong foundation for a full IT Strategic Plan. NexLevel's IT Strategic Planning methodology is built on our experience in delivering services to California local government agencies for over 15 years. After the completion of each project, we sit down to determine what we can change to make the next plan we develop even better. This has benefited our clients by establishing a methodology that is proven and continues to evolve to meet the unique and changing needs of our public sector clients. A cornerstone of NexLevel's methodology is the focus and emphasis on the involvement and interaction with the department users of technology and those setting the business direction for the City — providing a "voice of the customer" to the resulting ITSP. NexLevel will incorporate input from all users and stakeholders, up to and including the City Council, City Manager, and the City's operating departments and divisions. NexLevel is familiar with the challenges and issues that can arise in developing such plans. For example, we are skilled in managing multiple, and often conflicting, stakeholder visions, missions, goals, objectives, needs, and priorities. In addition, we are sensitive to the desires of elected and appointed officials and the public for transparency and open government. Our proposed methodology carefully considers project prioritization and includes processes to help manage competing priorities to ensure the resulting Strategic Plan provides a true City-wide perspective. We pride ourselves in helping organizations develop plans that are realistic and attainable in terms of available budget, resources and time. Figure 2 depicts the major activities in NexLevel's proven local government IT Strategic Planning methodology. 1. Initiate 2. Analyze 3.. Strategize 4. Govern Figure 2 — IT Strategic Planning Methodology In the remainder of this section, we discuss each task in detail, including associated activities and deliverables. The primary purpose of Task 1 is to prepare for and initiate the project under a well-defined project plan and schedule, and to ensure alignment of expectations (i.e. purpose, timeline, resources, activities, etc.) among all project participants. To accomplish this, it requires careful planning and coordination between NexLevel and the City's Project Manager, as well as communication outreach activities to key City staff that will be involved in the project. NexLevel recognizes the need to apply project management processes and standards to our projects that include the following: Confirm understanding of project goals and objectives at all levels of the City Identify potential risks, and working with the City, develop realistic risk mitigation strategies NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 12 City of San Rafael — IT Roadmap Proposal Communicate expectations to participants and stakeholders to ensure expectations are proactively managed Complete activities in away that minimizes disruption to daily City operations Figure 3 provides an overview of the major activities associated with Task 1. r. 1. Initiate 1.1 Planning Meet+ng 1.2 Document Request 1.3 Kickoff Meeting V Pro#e t Plan ✓ Dcc-W ent inv e ury ,rater .ev: Mats x Figure 3 — Initiate Activities The following table identifies each activity and associated deliverables. Table 6 - Task 1 Activities and Deliverables # Activity Description Deliverables 1.1 Planning NexLevel will meet with the City's Project Sponsor and Project Project Plan Meeting Manager to review and confirm the following project components: Interview Project objectives, scope of work, and schedule Matrix Project status and update requirements Project risks and risk mitigation strategies * Project issue management methods Identification of staff to be involved in the project which includes drafting the initial Interview Matrix NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 13 City of San Rafael — IT Roadmap Proposal # Activity Description Deliverables 1.2 Document To support the activities associated with Task 2 of the project, Inventory Request NexLevel will request and review documentation including, but Listing of not limited to, the following: Documents City Goals Received City Strategic Business Plan, Budget, and CIP Previous Related Assessments and Plans City Organizational Chart and Contact Information Technology Budgets and Capital Plans Technology Governance Agendas and Minutes In Process or Planned Technology Project Documentation IT Inventory (e.g. desktop/laptop/tablet, applications, peripherals, servers, storage, backup devices, applications, etc.) IT Policies and Procedures IT Disaster Recovery Plan Network Architecture Documentation IT Job Titles and Role Descriptions IT Service Level Agreements IT Performance Statistics or Activity Reports Technology Vendor Listing and Agreements Nexi-evel's Team is committed to being fully informed and prepared so as to make the best use of the City staff's time. To this end, our Team invests the necessary time be familiar with the City's current operations and activities. 1.3 Kickoff It is important that all project participants have a common Kickoff Meeting understanding of the project objectives, activities, timelines, and Presentation participant requirements. NexLevel wants to avoid any surprises to participants and strives for transparency in the methods to build the ITSP. To facilitate this, NexLevel will prepare a Microsoft PowerPoint presentation and facilitate a Project Kickoff Meeting. The kickoff meeting will prepare the staff for the project and provides an opportunity for staff to ask questions. In developing an ITSP, it is necessary to first have a comprehensive and realistic understanding of the current IT infrastructure and support resources. Secondly, the City must have an accurate understanding of how departments are using technology today to support operations and whether that technology is meeting the City's needs. And finally, the City has to understand the future challenges and needs of a department that are often driven by changes in regulation, policy, economic conditions, and other factors. Task 2 includes the activities that allow for the collection and verification of information to provide the foundation for the ITSP. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 14 City of San Rafael — IT Roadmap Proposal Figure 4 — Analyze Activities identifies the activities that will be performed during Task 2. 2.1 Voice of the User Survey 2.2 IT Service Management Assessment 2.3 Business Technology Assessment 2.4 Gap Analysis LO y St;rve ` Resuits Reccrt 7 Asess^'.c' nt :,Drat*.. Figure 4 — Analyze Activities The purpose of Task 2 is to develop a comprehensive IT Assessment Report - an overview of the current state of the City's technology systems and practices, along with a gap analysis summarizing IT opportunities, alternatives and/or best practices recommendations for the City's consideration. The following table lists each activity and identifies key deliverables Table 7 - Task 2 Activities and Deliverables # Activity Description 2.1 Voice of the NexLevel will conduct a web -based user survey to determine User Survey overall satisfaction in terms of IT service delivery and support. The survey will be available to all City technology users and provides an opportunity to obtain their input. The information gathered from the online survey provides valuable input to the IT Service Management Assessment and the Business Technology Assessment. Once the survey is concluded, NexLevel will prepare a Survey Results Report. The report will summarize the survey results, as well as provide a comparison to the average from other peer California municipalities for which NexLevel has completed similar surveys. This provides the City the ability to benchmark the survey results against similar agencies. In addition, NexLevel identifies best practices targets for each survey question. The best practices targets represent what a well -funded and high performing IT service delivery organization would strive to attain. Deliverables Survey Results Report NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 15 City of San Rafael — IT Roadmap Proposal # Activity Description Deliverables 2.2 IT Service NexLevel's IT Service Management Assessment evaluates whether IT Management the City's IT infrastructure and support organization is prepared to Assessment Assessment support the future needs of the City by reviewing seven key Working operational "assessment dimensions." This review takes a Papers comprehensive "best practices" view of essential IT delivery components, as a weakness in any one particular dimension can adversely influence the overall effectiveness of the organization. The IT Service Management Assessment will review the following dimensions: Governance — Evaluation of the current IT organization and assessment of its skills, staffing levels, and capability to support operation and maintenance of current and future systems. This will include a review of IT project management practices, planning activities, IT refreshment, and the use of oversight committees. Service Delivery— Evaluation of the daily operation of the IT environment including budget, service metrics, maintenance, help desk, configuration management, change management and capacity management. Application Support — Evaluation of the processes and methods to support business and operational applications. Security— Evaluation of the use of software monitoring tools, virus protection procedures, physical hardware security, network vulnerability, passwords, data backup/recovery processes, physical and data security, integrity planning, PCs, network, firewall, incident response, patch management, anti-virus protection and emergency operations. Infrastructure— Review of the network, servers, desktops, telephony, storage configurations, remote access, data storage, server management, and operational procedures. Documentation— Examination of the technology documentation relative to processes, policies, and procedures, standards, file retention, operating manuals and training. Administration - Review of technology procurement processes, contract management, vendor management, software license management, budget/charge back management and physical inventory processes. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 16 # Activity Description City of San Rafael — IT Roadmap Proposal Deliverables 2.3 Business NexLevel will facilitate a series of on-site workshops with City Business Technology departments to identify the current technology environment Technology Assessment within each organization, barriers to full utilization of those Assessment technologies, and planned uses and expansion of technology in Working the future. The workshops will be held for each department and Papers attended by department managers and key staff as directed by the City. It should be noted that in some cases, particularly for the larger departments, NexLevel anticipates there may be multiple workshops. As part of this activity, NexLevel will create an Application Effectiveness Matrix that evaluates how key applications are used by the departments to fit their current and future needs. 2.4 Gap Analysis NexLevel will compile an IT Assessment Report, which will include IT a written overview of the current state of the City's technology Assessment systems and practices. This assessment will summarize technology Report strengths, weaknesses, opportunities and threats (SWOT), as well (Draft) as potential solutions for the City's consideration. The Gap Analysis will include all the findings obtained from Tasks IT 2.1— 2.3. NexLevel will provide the City a Draft IT Assessment Assessment Report for review and comment. If necessary, NexLevel will meet Report with staff to further elaborate or discuss the contents of the IT (Final) Assessment Report. Once all the feedback is obtained, NexLevel will publish and distribute a Final IT Assessment Report. As shown in Figure 5, the purpose of Task 3 is to focus on the review and analysis of the findings of previous tasks in order to identify, analyze, and prioritize projects that need to be included in the ITSP. NexLevel brings the City proven methods and tools to ensure identified projects are well defined, understood by the stakeholders, and prioritized using agreed upon criteria. During this task, NexLevel will facilitate a Project Prioritization Workshop that uses a multi -step process to arrive at a City-wide prioritization of identified projects that will provide the basis for a roadmap in the ITSP. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 17 City of San Rafael — IT Roadmap Proposal /Pm�c uxiva ---r 1���� /Prum/zac_:A xxaal ials �p^oruueupooe",usc/om 'iT^P(Hrai> Figure 5'Strategize Activities VVedetail the Strategize activities and deliverables inTable 8. Table 8 -Task 3 Activities and Deliverables IN Description Deliverables 3.1 Project NexLevel will utilize the results of the IT Assessment Report to Project Formalization create various projects that will improve the use of technology Listing within the City. The projects will be designed to serve the City's immediate and long-term needs and create the foundation for Prioritization the project listing. Workshop In addition, NexLevel will conduct research of benchmarks and Materials comparisons to similar implementation approaches used by similar sized agencies. This activity will provide anopportunity toapply "lessons learned" from other organizations tothe |TSP. The output ofthis effort will bealist ofrecommended projects, along with aproject description, cost estimates, implementation timeframes, and other criteria toprepare for project prioritization. 3.2 Department NexLeve|will meet with each department toreview proposed Updated Prioritization projects and discuss priorities. This meeting provides the Project Meetings opportunity for department leadership and the NexLeve|Team to Listing discuss each project indetail. |tprovides avenue for City staff to collaborate with NexLeve|and obtain the benefit ofNexLeve|'s experience from working with more than 50public agencies. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 18 City of San Rafael — IT Roadmap Proposal # Activity Description Deliverables 3.3 City-wide NexLevel believes we have many unique and proven methods to Prioritized Prioritization develop an ITSP; however, this activity alone sets us apart from all Project Workshop our competitors. NexLevel encourages the City to call our Listing references and inquire about our innovative "Blue Wall Prioritization Workshop" approach that drives enterprise -wide consensus and acceptance of the ITSP. 3.4 Publish Plan Our Blue Wall approach uses a multi -step prioritization methodology and tools that encourages staff participation and collaboration. The workshop is designed to help drive consensus to obtain City-wide prioritization of projects. The end result of the workshop will be a prioritized list of projects assigned to a timeframe. In addition, the workshop is designed to identify ITSP enabling factors which are defined as key elements that must be in place or occur to allow the plan to be a success. Examples of enabling factors could include training, staffing, budget, governance, project management, change management. NexLevel will incorporate work products from previous tasks as the foundation for the development of the ITSP. NexLevel will use this information, as well as other information provided by staff and independent research, to create a draft of the ITSP. ITSP (Draft) ITSP (Final) NexLevel will revise and update the ITSP based on feedback from City staff. NexLevel will conduct a technical and quality review of ITSP City the final ITSP before submission to the City's management team. Council NexLevel will develop a Microsoft PowerPoint presentation of the Presentation ITSP that will describe how it was developed and its key components. NexLevel strongly supports the City's desire to implement an ITSP that provides a roadmap for the future, while remaining current as technologies and organizations change. NexLevel has worked with many municipalities to implement an IT Governance structure along with their IT Strategic Plan. To obtain the full value from an ITSP, it is necessary to establish ongoing processes to ensure the ITSP is proactively managed, remains dynamic and flexible to adapt to new or unanticipated needs, and continues to have the support of the organization. IT governance provides the structure for the City's technology decision making in order to achieve business and operational goals. IT governance relationships and processes are used to guide the City's IT assets and resources (staff, hardware, software, and network). IT governance allows the City's management to address issues such as alignment of IT with business objectives, mitigation of IT risks, and ensuring a return on investment for IT expenditures. Task 4 — Govern will develop, implement, and train City staff on an IT governance framework that is supported by all stakeholders. The IT Governance framework must unite the goals of the City with the available IT resources and budget. An effective IT Governance framework encourages the City departments to take responsibility for the use of IT within their areas and not abdicate business functional design or project prioritization to the IT organization. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 Page - 19 City of San Rafael — IT Roadmap Proposal To complete Task 4, NexLevel will follow a proven structured approach that will result in the implementation of an IT Governance framework that has the City's leadership buy -in. Figure 6 below outlines the tasks associated with Task 4 and the deliverables. 1. Initiate 2_ An 4. Govern .� 4.1 E=aciF�tate Governance: ,�.. LVcrksnop 4.2 Oevelop Governance Tools 4,3 GoverGoner ie mitiBE nance Nieettng ✓: t ,ante nao,� o 'qT ✓j :,!,tirtndnce .icroet,, �, A� en<ta ✓ n` Governance Tao: s Figure 6 — Govern Activities The following table describes each activity and associated deliverables. Table 9 - Task 4 Activities and Deliverables Activity Description u Deliverables VAN .1 0-, ,, . 4.1 1 Facilitate NexLevel will prepare for and facilitate an IT Governance IT Governance workshop with City management to develop an IT Governance Governance Workshop j structure and supporting processes. More specifically, the Workshop workshop will address the following questions: PowerPoint + What is IT Governance? s Why IT Governance and what are the benefits? + What is the potential scope of IT Governance? * What is the best IT Governance model for the City? What are the roles and responsibilities of City staff? The workshop will be designed to create an open discussion to encourage collaboration. The workshop will gather the appropriate input to develop an IT Governance Charter and Policy document. 4.2 Develop Based on the results from the workshop, NexLevel will create a IT Governance formal IT Governance Charter and, if necessary, policy statement. Governance Tools In addition, NexLevel will create a standardized agenda and other Charter and process documents, such as project tracking tools, required to Tools support ongoing IT Governance. 4.3 Facilitate NexLevel will assist staff in planning and facilitating the initial City Initial Initial IT Governance meeting. The initial meeting will include ratifying Governance Governance the Charter and introduce the ongoing agenda and processes for Meeting Meeting maintaining an effective IT Governance structure. NexLevel Information Technology, Inc. — Provided Exclusively for the City of San Rafael February 23, 2014 NEXLI-1 OP ID: A T '4D CERTIFICATE OF LIABILITY INSURANCE DATE/)� 02/27/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Phone: 916-784-1008 Placer Insurance Agency License #OC66701 Fax: 916-784-8116INC,No P. O. Box 619052 Roseville, CA 95661-9052 Kirk Kindelt NAME CT _ PHONE �AX Ext) (A/C, No): E-MAIL ADDRESS: - INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: Travelers Property Casualty Co 125674 INSURED Nexlevel Information INSURER B: INSURER C Technology, Inc. 6829 Fair Oaks Blvd Ste 100 XJ COMMERCIAL GENERAL LIABILITY Carmichael, CA 95608 INSURERD: ZLP13N222951315 05/01/2013 INSURER E: INSURER F : MED EXP (Any one person) $ 10,000 rnvFaer_Fc r.FRTIFIrATF NHMRFR- REVISION NUMBER: ------------------------ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF MM/DD/YYYY POLICY EXP MM/DD/YYYY LIMITS GENERAL LIABILITY AUTHORIZED REPRESENTATIVE San Rafael, CA 94915 EACH OCCURRENCE $ 1,000,000 ' A XJ COMMERCIAL GENERAL LIABILITY X ZLP13N222951315 05/01/2013 05/01/2014 DAMAGE TO RENTED PREMISES (Ea occurrence)_ $ 500,000 MED EXP (Any one person) $ 10,000 CLAIMS -MADE X OCCUR PERSONAL &ADV INJURY $ 1,000,000 - GENERAL AGGREGATE $ 2,000,000 i E- GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2,000,000 Emp Ben. s 1,000,000 POLICY' X PRO LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1,000,000 Ea accident $ BODILY INJURY (Per person) $ A ANY AUTO BA8141X98813TEC 1 05/01/2013 05/01/2014 BODILY INJURY (Per accident) $- ALL OWNED SCHEDULED __i AUTOS AUTOS NON—OWNED X HIRED AUTOS _X AUTOS — I PROPERTY DAMAGE $ Per accident $ A X UMBRELLA LIAB EXCESS LIAR X OCCUR cLAIMs-MADE ZUP13N223381315 05/01/2013 05/01/2014 EACH OCCURRENCE $_. 1,000,000 AGGREGATE $ - 1,000,000 _J DED I X 1 RETENTIONS 0 S ! A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY .ANYPROFRIETORFARTNER/EXECUTIVE Y/N OFFICERiMEMBER EXCLUDED (Mandatory in NH) INIA'', HJUB7615X00313 05/01/20131 05/01/2014 X NC STATU- j OTH- T RY LIM T� ER ,_ — E.L. EACH ACCIDENT S _1,000,0_00 E.L. DISEASE- EA EMPLOYEE 1,000,000 _$_ E.L. DISEASE - POLICY LIMIT $ 1,000,000 I If yes. describe under DESCRIPTION OF OPERATIONS below j A lProfessional Liab ZPL14R360811315 05/01/2013 05/01/2014 Limit 2,000,000 Deduct 10,000 i : DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) The City, its officers, agents, employees, and volunteers are additionally insured per GCd2480805 and CGD2110104. Insurance is primary and non- contributory per CGD4250708. � I I rFRTIFICATF HOLDER CANCELLATION CITYS-8 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of San Rafael 1400 Fifth Avenue AUTHORIZED REPRESENTATIVE San Rafael, CA 94915 © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD Polic-v number: ZLP13N222951.315 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED (CONTRACTORS OPERATIONS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART im 2 WHO IS AN INSURED - (Section II) is amended to include any person or or- ganization that you agree in a "written contract requiring insurance" to include as an additional insured on this Coverage Part, but: (a) Only with respect to liability for "bodily injury", "property damage" or "personal injury"; and (b) If, and only to the extent that, the injury or damage is caused by acts or omissions of you or your subcon- tractor in the performance of "your work" to which the "written contract requiring insurance" applies. The per- son or organization does not qualify as an additional insured with respect to the independent acts or omissions of such person or organization. The insurance provided to the additional insured by this endorsement is limited as follows: (a) In the event that the Limits of Insur- ance of this Coverage Part shown in the Declarations exceed the limits of liability required by the "written con- tract requiring insurance", the insur- ance provided to the additional in- sured shall be limited to the limits of liability required by that "written con- tract requiring insurance". This en- dorsement shall not increase the lim- its of insurance described in Section III - Limits Of Insurance. (b) The insurance provided to the addi- tional insured does not apply to "bodily injury", "property damage" or "personal injury" arising out of the rendering of, or failure to render, any professional architectural, engineering or surveying services, including: The preparing, approving, or fail- ing to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders or change orders, or the preparing, approv- ing, or failing to prepare or ap- prove, drawings and specifications; and ii. Supervisory, inspection, architec- tural or engineering activities. (C) The insurance provided to the addi- tional insured does not apply to "bodily injury" or "property damage" caused by "your work" and included in the "products -completed operations hazard". 3. The insurance provided to the additional insured by this endorsement is excess over any valid and collectible "other in- surance", whether primary, excess, con- tingent or on any other basis, that is available to the additional insured for a loss we cover under this endorsement. However, if the "written contract requir- ing insurance" specifically requires that this insurance apply on a primary basis or a primary and non-contributory basis, this insurance is primary to "other insur- ance" available to the additional insured which covers that person or organization as a named insured for such loss, and we will not share with that "other insur- ance". But the insurance provided to the additional insured by this endorsement still is excess over any valid and col- lectible "other insurance", whether pri- mary, excess, contingent or on any other basis, that is available to the additional insured when that person or organization is an additional insured under such "other insurance". 4. As a condition of coverage provided to the additional insured by this endorse- ment: (a) The additional insured must give us written notice as soon as practicable of an "occurrence" or an offense which may result in a claim. To the extent possible, such notice should include: L How, when and where the "occur- rence" or offense took place; Ii. The names and addresses of any injured persons and witnesses; and CG D2 48 08 05 C 2005 The Travelers Indemnity Company. All rights reserved. Page 1 of 2 COMMERCIAL GENERAL LIABILITY iii. The nature and location of any in- jury or damage arising out of the "occurrence" or offense. (h) If a claim is made or "suit" is brought against the additional insured, the additional insured must: i. Immediately record the specifics of the claim or "suit" and the date received; and ii. Notify us as soon as practicable. 5• The additional insured must see to it that we receive written notice of the claim or "suit" as soon as practica- ble. (c) The additional insured must immedi- ately send us copies of all legal pa- pers received in connection with the claim or "suit", cooperate with us in the investigation or settlement of the claim or defense against the "suit", and otherwise comply with all policy conditions. (d) The additional insured must tender the defense and indemnity of any claim or "suit" to any provider of "other insurance" which would cover the additional insured for a loss we cover under this endorsement. How- ever, this condition does not affect whether the insurance provided to the additional insured by this endorse- ment is primary to "other insurance" available to the additional insured which covers that person or organiza- tion as a named insured as described in paragraph 3. above. The following definition is added to SECTION U. - DEFINITIONS: "Written contract requiring insurance" means that part of any written contract or agreement under which you are re- quired to include a person or organiza- tion as an additional insured on this Coverage Part, provided that the "bodily injury" and "property damage" occurs and the "personal injury" is caused by an offense committed: a. After the signing and execution of the contract or agreement by you; b. While that part of the contract or agreement is in effect; and c. Before the end of the policy period. Page 2' of 2 ® 2005 The Travelers Indemnity Company. All rights reserved. CG D2 48 08 05 POLICY NUMBER: ZLP-13N22295-13-15 COMMERCIAL GENERAL LIABILITY ISSUE DATE: 04/17/13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED PROJECT(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Project Designated Project(s): General Aggregate(s): Each "project" for which you have agreed, $2,000,000 in a written contract which is in effect during this policy period, to provide a separate General Aggregate Limit, provided that the contract is signed and executed by you before the "bodily injury" or "property damage" occurs. A. For all sums which the insured becomes completed operations hazard", and legally obligated to pay as damages for medical expenses under COVERAGE caused by "occurrences" under COVERAGE C., regardless of the number of: A. (SECTION 1), and for all medical ex- a. Insureds; penses caused by accidents under COV- ERAGE C (SECTION 1), which can be attrib- uted only to operations at a single des- or ignated "project" shown in the Schedule c. Persons or organizations making above: claims or bringing "suits". 1. A separate Designated Project Gen- 3. Any payments made under COVERAGE eral Aggregate Limit applies to each A. for damages or under COVERAGE C. designated "project", and that limit for medical expenses shall reduce is equal to the amount of the Gen- the Designated Project General Ag- eral Aggregate Limit shown in the gregate Limit for that designated Declarations, unless separate Desig- "project". Such payments shall not nated Project General Aggregate(s) are reduce the General Aggregate Limit scheduled above. shown in the Declarations nor shall 2. The Designated Project General Ag- they reduce any other Designated gregate Limit is the most we will Project General Aggregate Limit for "project" pay for the sum of all damages un- any other designated shown der COVERAGE A., except damages be- in the Schedule above. cause of "bodily injury" or "property damage" included in the "products - CG D2 1101 04 c The Travelers Indemnity Company, 2004 Page 1 of 2 COMMERCIAL GENERAL LIABILITY 4. The limits shown in the Declarations for Each Occurrence, Damage To Prem- ises Rented To You and Medical Expense continue to apply. However, instead of being subject to the General Ag- gregate Limit shown in the Declara- tions, such limits will be subject to the applicable Designated Project General Aggregate Limit. B. For all sums which the insured becomes legally obligated to pay as damages caused by "occurrences" under COVERAGE A. (SECTION 1), and for all medical ex- penses caused by accidents under COV- ERAGE C. (SECTION 1), which cannot be at- tributed only to operations at a single designated "project" shown in the Schedule above: 1. Any payments made under COVERAGE A. for damages or under COVERAGE C. for medical expenses shall reduce the amount available under the Gen- eral Aggregate Limit or the Products - Completed Operations Aggregate Limit, whichever is applicable; and 2. Such payments shall not reduce any Designated Project General Aggregate Limit. C. Part 2. of SECTION III - LIMITS OF INSUR- ANCE is deleted and replaced by the fol- lowing: 2. The General Aggregate Limit is the most we will pay for the sum of: a. Damages under Coverage B; and b. Damages from "occurrences" un- der COVERAGE A (SECTION 1) and for all medical expenses caused by accidents under COVERAGE C (SECTION Il which cannot be attrib- uted only to operations at a sin- gle designated "project" shown in the SCHEDULE above. D. When coverage for liability arising out of the "products -completed operations hazard" is provided, any payments for damages because of "bodily injury" or "property damage" included in the "products -completed operations hazard" will reduce the Products -Completed Op- erations Aggregate Limit, and not reduce the General Aggregate Limit nor the Designated Project General Aggregate Limit. E. For the purposes of this endorsement the Definitions Section is amended by the addition of the following definition: "Project" means an area away from premises owned by or rented to you at which you are performing operations pursuant to a contract or agreement. For the purposes of determining the applica- ble aggregate limit of insurance, each "project" that includes premises involv- ing the same or connecting lots, or premises whose connection is inter- rupted only by a street, roadway, wa- terway or right-of-way of a railroad shall be considered a single "project". F. The provisions of SECTION III - LIMITS OF INSURANCE not otherwise modified by this endorsement shall continue to apply as stipulated. Page 2 of 2 a The Travelers Indemnity Company, 2004 CG D2 1101 04 F,'_` T numk)e�: ZLPI3N222951315 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. OTHER INSURANCE - ADDITIONAL INSUREDS - PRIMARY AND NON-CONTRIBUTORY WITH RESPECT TO CERTAIN OTHER INSURANCE This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART The following is added to Paragraph 4. a., Primary Insurance, of SECTION IV - COMMERCIAL GENERAL LIABILITY CONDITIONS: However, if you specifically agree in a writ- ten contract or agreement that the insurance afforded to an additional insured under this Coverage Part must apply on a primary ba- sis, or a primary and non-contributory basis, this insurance is primary to other insurance that is available to such additional insured which covers such additional insured as a named insured, and we will not share with that other insurance, provided that: (1) The "bodily injury" or "property damage" for which coverage is sought is caused by an "occurrence" that takes place; and (2) The "personal injury" or "advertising in- jury" for which coverage is sought arises out of an offense that is committed; subsequent to the signing and execution of that contract or agreement by you. CG D4 25 07 08 ® 2008 The Travelers Companies; Inc. Page 1 of 1 PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date 1 City Attorney Review, revise, and comment on draft Ph J agreement. Aza2l 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. / 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval,i� necessary (as defined by City Attorney/City Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and endorsements. 5 City Manager / Mayor / or Agreement executed by Council authorized Department Head official_ 6 City Clerk City Clerk attests signatures, retains original�2 . agreement and forwards copies to the ILA contracting department. '� To be completed by Contracting Department: Project Manager: s &4Proiect Name: e�cl m Agendized for City Council Meeting of (if necessary): i - ��" If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis.