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Home My WebLink AboutMS IT Project Management Services; Phoenix GroupCITY OF na Agenda Item No: 3. c Meeting Date: July 6, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Gus Bush, Information Teclniology Manager City Manager Approval: )� / r I TOPIC: Information Technology Project Management Services SUBJECT: Resolution authorizing the City Manager to enter into a Professional Services Agreement with The Phoenix Group for information technology project management services. RECOMMENDATION: Staff recommends that the City Council authorize the City Manager to enter into a Professional Services Agreement (Attachment 2) with The Phoenix Group for Information Technology (IT) project management services for an initial period of one year at a cost not to exceed $120,000 in accordance with SRMC Chapter 2.60. Staff further recommends that Council delegate to the City Manager the authority to extend this agreement for up to an additional two years at a total cost not to exceed an additional $120,000 per year, subject to the availability of funds appropriated by the Council through the City's normal budget process. BACKGROUND: In March 2014, the City initiated a planning process to develop an IT Projects Roadmap document that would identify and prioritize IT projects for the next 12-18 months. The Roadmap document was delivered in June 2014 and included a list of 10 projects already underway, a "top 10" list of proposed new projects, and a large list of other department needs that represented potential future projects. Council then approved budgets of approximately $750,000 in FY 2014-15 and $1,500,000 in FY 2015- 16 for work on the Roadmap projects as well as other projects that have been identified since. These efforts have been led by the Information Technology Division (ITD) in coordination with department representatives to the City's Technology Committee. For a current list of projects and their status, see Attachment 3. During the first year of the Roadmap process, it became clear to staff that the complexity of several individual projects required a higher level of project management support than City staff could handle on its own. A perfect example was the recently completed Police Department (PD) Communications Network Upgrade project. This endeavor required the management of resources from ITD, San Rafael FOR CITY CLERK ONLY File No.: L1-3-s�93 Council Meeting:-�b/�orS Disposition: �GS©c.0 iron) 13�lS?,. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 PD, four police partner agencies, and several contractors and vendors over the course of 14 months. Because of their previous experience with similar projects, The Phoenix Group was selected to help City staff ensure the project's success. The methodology they brought to this project is being applied to other Roadmap projects along the way. As the City continues with the Roadmap process, FY 2015-16 is shaping up to be even busier than last year. There are currently 11 ongoing technology projects with at least 14 more upcoming this fiscal year (and others needing initial planning for next year). Staff believes that keeping up with this large number of projects will again require outside assistance. It will be important to not only manage resources and schedules but also to stay organized and ensure communications with all stakeholders. As part of the IT Process Improvements project, The Phoenix Group has helped staff develop documentation forms to cover project initiation, scope, and status. Sample initiation and scope forms for the PD Cominunications Network Upgrade project are provided as Attachments 4 and 5. ANALYSIS: The Phoenix Group has submitted a proposal (Exhibit A to Attachment 2) to assist the City in managing its technology projects, establishing a formal IT project management office (PMO) to oversee all ongoing projects. They would also train ITD and department staff on a project management methodology that could be applied as needed for projects of varying complexity. Projects identified as "managed" would be overseen by The Phoenix Group using the full PMO methods and processes. Projects not requiring such extensive oversight, would be identified as "monitored" with The Phoenix Group assisting staff project leaders as needed with the process. Additionally, The Phoenix Group would make available its online PMO Portfolio website to serve as a central repository for information about all ongoing technology projects. All project stakeholders within the City, including City Councilmembers, would have access to this website to view monthly and quarterly reports as needed. See Attachment 6 for sample screenshots from this website. COMMUNITY OUTREACH: (if applicable) None planned. FISCAL IMPACT: The value of the proposed Professional Services Agreement with The Phoenix Group is $120,000 per year, for a total potential cost of $360,000 if extended for two additional years after the initial one year term. The funding to cover this agreement would come primarily from the technology projects supported during this period. Sufficient funds to cover the initial one year term in FY 2015-16 have already been appropriated for various projects in the City's Technology Fund (fund 601). The funds required for future years will continue to be appropriated through the normal budget process. OPTIONS: The City Council has the following options to consider on this matter: 1. Staffs recommended action to adopt the proposed resolution (Attachment 1). 2. Adopt a resolution with modifications. 3. Direct staff to pursue a different approach. 4. Take no action at this time. SAN RAPAEL CITY COUNCIL AGENDA REPORT / Page: 3 RECOMMENDED ACTION: City Council adopt the proposed resolution to authorize the City Manager to enter into a one year agreement with The Phoenix Group and to delegate the authority to the City Manager to extend the agreement for up to two additional years. ATTACHMENTS: 1. Proposed Resolution 2. Proposed Professional Services Agreement with Exhibit 3. IT Roadmap Projects Status 4. Sample Project Initiation Form 5. Sample Project Scope Form 6. Sample PMO Portfolio Website Screenshots RESOLUTION NO. 13953 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH THE PHOENIX GROUP FOR INFORMATION TECHNOLOGY PROJECT MANAGEMENT SERVICES. WHEREAS, the City requires assistance with the development and implementation of an Information Technology (IT) Project Management Office (PMO); and WHEREAS, the City requires project management services to help track, monitor, and guide various technology projects as well as to develop project plans, policies, procedures, and other related documentation; and WHEREAS, The Phoenix Group is an acknowledged leader in specialized project management methodology for private entity and public agency clients; and WHEREAS, the City wishes to enter into an agreement with The Phoenix Group to implement an IT PMO and to provide project management services for various technology projects; and WHEREAS, the City Council finds that such an agreement falls under the Professional Services Agreement provisions of San Rafael Municipal Code Chapter 2.60. NOW, THEREFORE, IT IS HEREBY RESOLVED that (1) the Council does hereby authorize the City Manager to enter into a Professional Services Agreement with The Phoenix Group, in a form approved by the City Attorney, for IT project management services for an initial period of one year at a total cost not to exceed $120,000; and (2) the Council does hereby delegate to the City Manager the authority to extend such agreement for up to an additional two years at a total cost not to exceed an additional $120,000 per year, subject to the availability of funds appropriated by the Council through the City's normal budget process. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 6th day of July, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips None Colin ESTHER C. BEIRNE, City Clerk AGREEMENT FOR PROFESSIONAL SERVICES FOR INFORMATION TECHNOLOGY PROJECT MANAGEMENT This Agreement is made and entered into this .2 (14.•day of July, 2015, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and The Phoenix Group, (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY requires assistance with the development and implementation of an Information Technology (IT) Project Management Office (PMO); and WHEREAS, the CITY requires project management services to help track, monitor, and guide various technology projects as well as to develop project plans, policies, procedures, and other related documentation; and WHEREAS, CONTRACTOR is an acknowledged leader in implementing a specialized project methodology that includes planning, business process analysis, enhancement identification, focused process management and well defined project deliverables review and acceptance; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The Information Technology Manager is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Darren D. Jimenez is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties as described in the Proposal, dated June 5, 2015, attached as Exhibit A hereto. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as follows: - Assist CONTRACTOR in gathering current/ongoing information on CITY technology projects. - Identify projects as managed (requiring formal oversight at the PMO level) or monitored (managed by internal CITY resources with minimum tracking at the PMO level). - Participate in PMO and project-specifc meetings with CONTRACTOR as needed. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR on a time and materials basis as specified in Exhibit A, provided that the total amount paid to CONTRACTOR for its services and expenses will not exceed $120,000.00 per year. Payment will be made upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 1 year commencing on July 1, 2015, and ending on June 30, 2016. Upon mutual agreement of the parties, and subject to the availability of appropriated funds, the City Manager may elect to extend the term of this Agreement for up to a year at a time for a total period not to exceed a maximum of 3 years. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of two million dollars ($2,000,000) per occurrence/four million dollars ($4,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. CONTRACTOR'S worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 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. 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. 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: Gus Bush City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 TO CONTRACTOR's Project Director: Darren D. Jimenez 2701 Del Paso Road, Suite 130-244 Sacramento, CA 95835 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the 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. 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 LA 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 XkAC (!I 8L*� - NANCY MACKLE, City Manager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: L - (-,),PL ROBERT F. EPSTEIN, City A orney CONTRACTOR By: ................:...... Name: Damen D. Jimenez Title: Principal, The Phoenix Group CITY OF SAN RAFAEL PROJECT MANAGEMENT OFFICE PROPOSAL JUNE 5, 2015 Exhibit A TABLE OF CONTENTS EXECUTIVE SUMMARY...............................................................3 GENERAL INFORMATION............................................................4 FIRM BACKGROUND AND EXPERTISE .............................................. 4 SUMMARY OF QUALIFICATIONS......................................................5 SUMMARY OF PROJECT METHODOLOGY AND APPROACH ........ 7 SCOPE OF WORK.........................................................................9 OVERVIEW.................................................................................. 9 PHASE I - PMO STRATEGY DEVELOPMENT......................................9 PHASE II - PMO INFRASTRUCTURE DESIGN 8v BUILD ........................ 9 PHASE III - PMO PROJECT MANAGEMENT INITIATION ..................... 10 PHASE IV - OPERATIONAL PMO MANAGEMENT .............................. 10 COST QUOTE............................................................................. 11 EXECUTIVE SUMMARY The Phoenix Group (TPG) is pleased to submit the following proposal for the development, implementation and ongoing management of a Project Management Office for the City of San Rafael's Information Technology Department. TPG has led the development and implementation of multiple PMO structures of this type, and is the Project Management team for the San Rafael Police Department's current upgrade effort. We have a wealth of experience in working with California municipalities. The TPG team brings broad experience in areas that are essential to developing and managing an effective and integrated PMO effort. We have worked extensively in the public sector arena, project management, strategic planning, technology planning, program development and implementation, needs assessments and business process reengineering. We look forward to assisting the City of San Rafael Information Technology Department team develop and implement a structure that ensures the successful completion of both the current project calendar and the heavy workload ahead. This statement of work and cost proposal will remain in effect for 60 days from the date of proposal submission. If awarded the contract, Darren Jimenez will serve as Executive Sponsor Director and manage our team of highly qualified and experienced specialists. Should you require any further information, or if it is necessary to schedule an interview/ presentation, please contact: Darren D. Jimenez, Principal The Phoenix Group (530) 383-7315 darrenjimenez@tpgonline.net CoSR PMO Project Proposal �'� The , -rnr GENERAL INFORMATION FIRM BACKGROUND AND EXPERTISE Darren Jimenez, a former law enforcement officer, long-time public sector/public safety consultant and former Director of Project Management for an international, vertical market software vendor, founded The Phoenix Group (TPG) in 1996. Since its inception the focus of the firm has been public sector project management and business process consulting. The Phoenix Group is a multi -discipline consulting firm certified as a Small Business by the State of California. The company has earned a reputation for innovative solutions to complex business and management issues, and has the ability to make information technology understandable and adaptable for public sector organizations. The Phoenix Group's customer base is largely public sector/public safety at the state and local levels, and we have forged numerous ongoing consulting relationships with other municipalities in the western United States. The firm's expertise lies in helping clients assess business and strategic needs and then helping to develop programs and business solutions for meeting those needs. This is made possible by placing a strong emphasis on strategy, productivity, and a systems approach to information management and analysis. Through the firm's expertise in strategy, business operations, people and information management, The Phoenix Group has become a recognized leader in the design and implementation of innovative solutions. And by combining management consulting, business process and strategic planning services The Phoenix Group uniquely positions clients to make the most of opportunities created by the network economy. The Phoenix Group provides expertise in: ♦ Organizational Strategic Planning ♦ Information Technology Strategic Planning ♦ Multi -Agency Systems/ Projects ♦ Contract Negotiations ♦ Business Process Analysis/ Reengineering ♦ Continuous Improvement Processes ♦ Needs Assessments ♦ Case Management System Requirements The CoSR PMO Project Proposal' ♦ Grant Writing ♦ Integrated Criminal Justice Information Systems ♦ Court Case Management Systems ♦ Computer Aided Dispatch ♦ Records Management Systems ♦ Jail Management Systems ♦ Field Reporting Systems ♦ Information Technology Project Management ♦ Hardware & Software Integration SUMMARY OF QUALIFICATIONS The Phoenix Group brings to the table a unique alternative to traditional consulting firms by combining knowledge of and experience in the public sector with a Total Quality Management approach to project management and exceeding customer expectations. We have real world experience with a broad spectrum of clients at the federal, state and local level. The Phoenix Group has experienced significant success in managing high profile projects to established budgets, and in maintaining project schedules and task completion timelines. In developing this proposal we have assembled a team tailored to the specific needs of the City of San Rafael. In our experience we have found that successful project management is as much about effective coordination and communication with key stakeholders as it is planning and attention to detail. TPG has developed a project methodology that is well suited to enabling success and meeting critical time constraints. It is our goal to provide the City of San Rafael with the highest quality service while adopting a value added approach. TPG is an acknowledged leader in implementing a specialized project methodology that includes planning, business process analysis, enhancement identification, focused process management and well defined project deliverables review and acceptance. Among our qualifications: ♦ The Phoenix Group focuses exclusively on public sector/public safety organizations. ♦ We have assembled a team of professionals with extensive expertise and experience in all required disciplines. e CoSR PMO Project Proposal �'��"' , q•�� 5 N ♦ We maintain our knowledge of cutting edge and emerging technology through a comprehensive program of in-house training and research. ♦ We place a high degree of emphasis on aligning our project process with client expectations and requirements. ♦ Our team has successfully completed hundreds of real- world municipal project management engagements. CoSR PMO Project Proposal,' Tlieee�`, Cot ell 6 -_. SUMMARY OF PROJECT METHODOLOGY AND APPROACH Originally focused on the high tech industry, The Phoenix Group has brought the exacting standards of this industry to public safety projects. The Phoenix Group utilizes a Total Quality Management approach to project management, with a focus on exceeding customer expectations. TPG's project methodology supports the project team reviewing the success of each task and measuring quality for continuous improvement. The key to this approach is that each phase is fully documented and builds upon the deliverables and new discoveries of the previous phase. Signoff by all stakeholders occurs at each stage so there are no surprises and the final deliverable exceeds the client's expectations. This detailed project -planning methodology provides successful deliverables in the high-pressure technical development environment, as well as for politically sensitive projects. The Phoenix Group's baseline methodology for this project is: 1) Definition of Project Requirements and Deliverables - Project planning defines the project activities and end tasks that will be performed and describes how the activities will be accomplished. The purpose of project planning is to define each major task, estimate the time and resources required, and provide a framework for management review and control. 2) Activity Definition and Sequencing - Activity sequencing involves dividing the project into smaller, more manageable components (activities) and then specifying the order of completion. The list of activities is often called a Work Breakdown Structure (WBS). The goal is to integrate the WBS, the schedule, and the budget into a written plan. 3) Development of a Project Schedule - The project schedule provides a graphical representation of predicted tasks, milestones, dependencies, resource requirements, task duration, and deadlines. The project's master schedule interrelates all tasks on a common time scale. 4) Budgeting - Budgeting is the determination of costs associated with the defined activities. The steps associated with budgeting are highly dependent upon both the estimated length of tasks and the resources assigned to the project. 5) Resource Planning - Resource planning comprises establishing a team that possesses the skills required to perform the work, as CoSR PMO Project Proposal `' The well as scheduling the non -labor resources (tools, equipment, and processes) that enable staff to complete the project. 6) Project Execution - The project plan serves as the basis for the project's monitoring, controlling, and reporting activities. By following the plan and gathering relevant data for the status meetings and reports, information will be available to accurately identify issues and problems early, minimize project risks, and monitor, control, and report progress. 7) Approval Milestones - The approval process ensures that each defined project phase and associated deliverables are successfully completed before beginning subsequent phases. Management gets a comprehensive view of the current project status. Information necessary to ensure that deliverables satisfy the specific business needs of the state organization is also received. Project approval also allows management to reassess the direction of the project, as necessary, and to provide project planning updates, as required. 8) Project Conclusion - Closeout is performed once objectives have been met and the user has accepted the project's product. The primary activities in the project conclusion phase are: to complete and archive project records, document the successes and issues of the project, celebrate project completion, and conduct a lessons learned session. CoSR PMO Project Proposal; The 8 SCOPE OF WORK O V E R V I E W The Phoenix Group's project management professionals are experts in successfully executing complex public sector technology projects, adapting our approach and process to meet the needs of municipalities in all environments and of all sizes. The process of developing a technology Project Management Office infrastructure, and then implementing those controls and methodologies across all departments is an extremely involved process with many moving parts. It takes rigorous project management to ensure schedules are met, risks are properly assessed and mitigated and all requirements are addressed. From collaborative business process reviews to formal status reports, TPG partners closely with the San Rafael project team to ensure mission success. The Phoenix Group proposes the following phases in the development of a Project Management Office for the Information Technology Department: 1) PMO Strategy Development 2) PMO Infrastructure Design & Build 3) PMO Project Management Initiation 4) Operational PMO Management PHASE I - PMO STRATEGY DEVELOPMENT The process of crafting a comprehensive Project Management Office infrastructure begins with a series of planning meetings in which the strategic goals of the effort are defined and an in-depth review of existing processes/ resources is performed. The resulting information is used to develop an overarching strategy document that defines input, process and output. PHASE II - PMO INFRASTRUCTURE DESIGN & BUILD Once the strategy and objectives have been defined for the new CoSR ITD PMO, TPG will collaborate with the Information ." Tile CoSR PMO Project Proposalemph-��) Technology Department in developing the design of and building the infrastructure for the PMO technology framework, including Office 365 SharePoint individual and rollup project status webpages, online Microsoft Project Work Breakdown Structure project plans and a complete portfolio issue and risk management structure. PHASE III - PMO PROJECT MANAGEMENT INITIATION TPG will lead technical and line staff in creating project initiation documentation for all existing and upcoming projects, including scope, funding, resource and timeline development. PHASE IV - OPERATIONAL PMO MANAGEMENT Once operational process is finalized TPG will initiate ongoing management of all assigned projects, including required financial, timeline and resource reporting to ITD, the Technology Committee and City Management. CoSR PMO Project Proposal ' lite 10 COST QUOTE The costs quoted below are for a 12 -month term of engagement for the tasks described in the above listed Scope of Work. This is a time and materials cost quote with a not -to -exceed amount of $120,000. All allowable and pre -approved costs will be passed through with a 0% markup. The total amount of assigned staff will be contingent on current workload and may fluctuate. Executive Sponsor: Project Manager: Project Coordinator: $100/hour $100/hour $ 60/hour CoSR PMO Project Proposalf'°77te �.� 11 ..,. o"e�� Policy Number: Date Entered: 7/13/2015 A4COR6r CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) F7/13/2015 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(les) 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 Styrsky Insurance Agency 706 56th Street, Suite 150 Sacramento, CA 95819 CONTACT NAME: PHCN o t . (916) 361-8114 NC No : (916) 366-6415 E-MAIL ADDRESS: asher@ teamsia . com X COMMERCIAL GENERAL LIABILITY INSURER(S) AFFORDING COVERAGE NAIC # INSURERA:Atain Specialty Insurance Company INSURED The Phoenix Group INSURER B INSURER C; CLAIMS -MADE ®OCCUR INSURER D: 2701 Del Paso Road, Ste 130-244 Sacramento, CA 95835 INSURER E: INSURER F: PREMSESOEaoccurrence $100,000 COVERAGES CERTIFICATE NUMBER: 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/YYY POLICY EXP MMIDD/YYYY LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $1,000,000 CLAIMS -MADE ®OCCUR \/ /\ CIp2622$$ 7/13/2015 7/13/2016 PREMSESOEaoccurrence $100,000 MED EXP (Any one person) $5,000 PERSONAL 8 ADV INJURY $ Excluded GEN'L AGGREGATE LIMIT APPLIES PER. GENERAL AGGREGATE $2,000,000 POLICYF] JECT F LOC PRODUCTS - COMP/OPAGG $1,000,000 $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Ea accident BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ Per accident NON -OWNED HIRED AUTOS AUTOS $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN PER OTH- STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVEF7 E.L. EACH ACCIDENT s OFFICER/MEMBER EXCLUDED? N / A (Mandatory In NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required) PRIMARY AND NON-CONTRIBUTORY WORDING IS ENDORSED CERTIFICATE HOLDER IS NAMED ADDITIONALLY INSURED IN REGARDS TO GENERAL LIABILITY. **THIS POLICY WILL NOT BE CANCELLED, TERMINATED OR HAVE THE TERMS AND CONDITIONS MODIFIED WITHOUT PROVIDING THE ADDITIONAL INSURED(PROJECT MANAGER) 10 DAYS PRIOR WRITTEN NOTICE** CERTIFICATE HOLDER CANCELLATION City of San Rafael; It's Officials, SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Agents, Employees and Volunteers THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 1400 Fifth Avenue, Room 207 San Rafael, CA 94915 AUTHORIZED REPRESENTATIVE Jenny Swanson ACORD 25 (2014/01) ©1988-2014 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Produced using Forms Boss Plus software. www.FormsBoss.com; Impressive Publishing 800-208-1977 COMMON POLICY CONDITIONS All Coverage Parts included in this policy are subject to the following conditions. A. Cancellation 1. The first Named Insured shown in the Dec- larations may cancel this policy by mailing or delivering to us advance written notice of cancellation. 2. We may cancel this policy by mailing or de- livering to the first Named Insured written notice of cancellation at least: a. 10 days before the effective date of can- cellation if. we cancel for nonpayment of premium; or b. 30 days before the effective date of can- cellation if we cancel for any other reason. 3. We will mail or deliver our notice to the first Named Insured's last mailing address known to us. 4. Notice of cancellation will state the effective date of cancellation. The policy period will end on that date. 5. If this policy is cancelled, we will send the first Named Insured any premium refund due. If we cancel, the refund will be pro rata. If the first Named Insured cancels, the refund may be less than pro rata. The cancellation will be effective even if we have not made or offered a refund. 6. If notice is mailed, proof of mailing will be sufficient proof of notice. B. Changes This policy contains all the agreements between you and us concerning the insurance afforded. The first Named Insured shown in the Declara- tions is authorized to make changes in the terms of this policy with our consent. This policy's terms can be amended or waived only by endorsement issued by us and made a part of this policy. C. Examination Of Your Books And Records We may examine and audit your books and records as they relate to this policy at any time during the policy period and up to three years afterw ard. D. Inspections And Surveys 1. We have the right to: a. Make inspections and surveys at any time; IL 00 17 11 98 b. Give you reports on the conditions we find; and c. Recommend changes. 2. We are not obligated to make any inspections, surveys, reports or recommendations and any such actions we do undertake relate only to insurability and the premiums to be charged. We do not make safety inspections. We do not undertake to perform the duty of any person or organization to provide for the health or safety of workers or the public. And we do not warrant that conditions: a. Are safe or healthful; or b. Comply with laws, regulations, codes or standards. 3. Paragraphs 1. and 2. of this condition apply not only to us, but also to any rating, ad- visory, rate service or similar organization which makes insurance inspections, surveys, reports or recommendations. 4. Paragraph 2. of this condition does not apply to any inspections, surveys, reports or recom- mendations we may make relative to certifi- cation, under state or municipal statutes, or- dinances or regulations, of boilers, pressure vessels or elevators. E Premiums The first Named Insured shown in the Dec- larations: 1. Is responsible for the payment of all premiums; and 2. Will be the payee for any return premiums we pay. F. Transfer Of Your Rights And Duties Under This Policy Your rights and duties under this policy may not be transferred without our written consent except in the case of death of an individual named insured. If you die, your rights and duties will be transferred to your legal representative but only while acting within the scope of duties as your legal representative. Until your legal represen- tative is appointed, anyone having proper tem- porary custody of your property will have your rights and duties but only with respect to that property. IL 00 17 11 98 Copyright, Insurance Services Office, Inc., 1998 Hart Forms & SerHces Reorder No 14-8234 Page 1 of 1 ENDORSEMENT This Endorsement Changes the Policy -Please Read it Carefully PRIMARYAND NON-CONTRIBUTING INSURANCE (Third -Party's Sole Negligence) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART OWNERS AND CONTRACTORS PROTECTIVE LIABILITY COVERAGE PART PRODUCTS/ COMPLETED OPERATIONS LIABILITY COVERAGE PART RAILROAD LIABILITY COVERAGE PART BUSINESSOWNERS LIABILITY COVERAGE FORM The following is added to Section IV - Commercial General Liability Conditions, Paragraph 4: Section IV: Commercial General Liability Conditions 4. Other Insurance: d. Notwithstanding the provisions of sub -paragraphs a, b, and c of this paragraph 4, with respect to the Third Party shown below, it is understood and agreed that in the event of a claim or "suit" arising out of the Named Insured's sole negligence, this insurance shall be primary and any other insurance maintained by the additional insured named as the Third Party below shall be excess and non-contributory. The Third Party to whom this endorsement applies is: CITY OF SAN RAFAEL IT'S OFFICIALS, AGENTS, EMPLOYEES, AND VOLUNTEERS 1400 FIFTH AVE, ROOM 207 SAN RAFAEL, CA 94915 Absence of a specifically named Third Party above means that the provisions of this endorsement apply "as required by written contractual agreement with any Third Party for whom you are performing work." All other terms and conditions of this policy remain unchanged. This endorsement is effective on the inception date of the policy unless otherwise stated herein. (The information below is required only when this endorsement is issued subsequent to preparation of the policy.) Policy Number: CIP262288 Named Insured: THE PHOENIX GROUP Endorsement Effective Date: 7/13/15 Endorsem ant Serial No. AF 001 397 0712 Includes copyrighted material of Insurance Services Office, Inc. with its perm ission Copyright, Insurance Services Office, Inc. 1994 POLICY #: CIP262288 COMMERCIAL GENERAL LIABILITY CG 20 10 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location(s) Of Covered Operations CITY OF SAN RAFAEL 2701 Del Paso Blvd # 130-244 IT'S OFFICIALS, AGENTS, EMPLOYEES, Sacramento, CA 95815 AND VOLUNTEERS 1400 FIFTH AVE, ROOM 207 SAN RAFAEL, CA 94915 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II - Who Is An Insured is amended to in- clude as an additional insured the person(s) or or- ganizations) shown in the Schedule, but only with respect to liability for "bodily injury", "property dam- age" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured(s) at the location(s) desig- nated above. B. With respect to the insurance afforded to these ad- ditional insureds, the following additional exclusions apply: This insurance does not apply to "bodily injury" or "property damage" occurring after: 1. All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or re- pairs) to be performed by or on behalf of the ad- ditional insured(s) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the in- jury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor en- gaged in performing operations for a principal as a part of the same project. CG 20 10 07 04 Copyright ISO Properties, Inc.,2004 Page 1 of 1 COMMERCIAL GENERAL LIABILITY CG 32 34 01 05 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CALIFORNIA CHANGES This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART ELECTRONIC DATA LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART OWNERS AND CONTRACTORS PROTECTIVE LIABILITY COVERAGE PART POLLUTION LIABILITY COVERAGE PART PRODUCT WITHDRAWAL COVERAGE PART PRODUCTS/ COMPLETED OPERATIONS LIABILITY COVERAGE PART U N DERG RO U N D STO RAG E TAN K PO LICY The term "spouse" is replaced by the following: Spouse or registered domestic partner under California law. CG 32 34 01 05 Copyright, ISO Properties, Inc., 2004 Page 1 of 1 INSURED GI'�'� California Evidence of Liability Insurance 1-800-841-3000 Evidence of Insurance ge1co.00M Here are your Evidence of Liability Insurance GEICO INDEMNITY COMPANY Cards. One card must be carried in the proper PO BOX 509090 SAN DIEGO, CA 92150-9090 insured vehicle. Proof of insurance is required NAIC Code: 22055 to register or renew the registration of your Policy Number Effective Date Expiration Date vehicle. A law enforcement officer can ask you 4287667739 05-15-15.1 11-15-15 to prove that you have liability insurance meeting Year Make Model Vehicle ID No. the basic requirements of California law. 2005 BMW 645C1 WBAEK734456328103 A violation of these requirements can result in a fine Insured: of up to: DARREN DOUGLAS JIMENEZ $1,000 for the first time 5433 DUCK WALK WAY $2,000 for additional times SACRAMENTO, CA 95835-2452 Also, a Judge can have your vehicle Impounded. False proof of insurance may result in a fine up to $750 and 30 days in prison. 1,119 %'Y(r�Qo r-fov"lord L'y Vnv� �Q4� W rnoe� a the mnmum mquraTen,s 0 wed c;ris,,0C056 e "500 o 1he cM(iorq, a Due to space limitations on the I D card, only the Voh,��o CO,30.. minn rr, ��abiioy r""' yew Named Insured and the Co-insured are listed. For a full list of drivers covered under this policy, please reference the Drivers section of your Declarations Page,which is included with your insurance packet. If you would like additional ID cards you can go online to geico.com or call us at 1-800-841-3000. What to do at the time of an accident. • Do not admit fault. • Do not reveal the limits of your liability coverage to anyone. • Exchange contact information; get year, make, model, plate number, insurance carrier and policy number of all involved. Also, identify witnesses and collect contact information. • Contact the police or 911 if applicable. • Contact GEICO by calling 1-800-841-3000 or visit gelco.com to report the accident. U -4 -CA (11-09) m co f7 0 0 v - M to Cq N v 0 0 0 0 N GEICO geico.com GEICO INDEMNITY COMPANY P.O. Box 509090 San Diego, CA 92150-9090 Date Issued: April 11, 2015 DARREN DOUGLAS JIMENEZ 5433 DUCK WALK WAY SACRAMENTO CA 95835-2452 Tel: 1-800-841-3000 Declarations Page This is a description of your coverage. Please retain for your records. Email Address: tpgone@gmail.com Named Insured Darren D Jimenez Vehicle 1 2005 BMW 645Ci Coverages* Bodily Injury Liability VIN Policy Number: 4287-66-77-39 Coverage Period: 05-15-15 through 11-15-15 12:01 a.m. standard time at the address of the named insured. Additional Drivers None Vehicle Location WBAEK7344513328103 Sacramento CA 95835 Limits and/or Deductibles Finance Company/ Lienholder Capital One Vehicle 1 Each Person/Each Occurrence $15,000/$30,000 $65.70 Property Damage Liability ....... ................... . ....... ...... ......_ $25,000 ..-.. , . ....... ............ $93.80 ...... Uninsured & Un derinsured Motorists Each Person/Each Occurrence $15,000/$30,000 -------------------------- $12.60 Uninsured Motorists Property Damage Insured Rejects - Comprehensive $500 Ded $84.30 Collision $500 Ded/Waiver $229.70 Emergency Road Service .... ..... ------------- -- _....Full..,.,...... .,................... , r .,.- ----- ..... ......,.,..,. .- - .. .---.._... $10.60 Rental Reimbursement $50 Per Day $21...00 ..---- -------- ------- -- ------ $1500 Max _ . ................. ------------------------------ - - Total Six MonthPrem--- ium $517.70 *Coverage applies where a premium or $0.00 is shown for a vehicle. If you elect to pay your premium in installments, you may be subject to an additional fee for each installment. The fee amount will be shown on your billing statements and is subject to change. Discounts Anti -Theft Device (All Vehicles) Multi Line - Cycle (All Vehicles) California Good Driver (All Vehicles) DEC—PAGE (03-14) (Page 1 of 2) Continued on Back Renewal Policy Page 5 of 22 Discounts continued California Persistency (All Vehicles) Geico Safe Driver (All Vehicles) Designated Professional Group (All Vehicles) Contract Type: A30CA Contract Amendments: ALL VEHICLES - A30CA A54CA A54ED1 Unit Endorsements: CRA115 (VEH 1); CRA343C (VEH 1); CRA431 (VEH 1); UE316C (VEH 1) Class: A - 34SMP T (VEH 1) Important Policy Information -The estimated annual mileage figures applicable to the vehicles on your policy for the current and upcoming policy periods are: Vehicle Current Mileage Upcoming Mileage 2005 BMW 645CI 12,000 12,000 -Active Duty, Guard, Reserve or Retired Military: Call 1 -800 -MILITARY to see if you qualify for the Military Discount. -Congratulations! You are receiving a $142.80 discount based on your professional or group affiliation. -Please verify that the coverages you requested are accurately reflected on your Declarations Page. Visit geico.com to review additional coverages and/or limits available to you. -No coverage is provided in Mexico. -Reminder - Physical damage coverage will not cover loss for custom options on an owned automobile, including equipment, furnishings or finishings including paint, if the existence of those options has not been previously reported to us. This reminder does NOT apply in VIRGINIA and NORTH CAROLINA. Please call us at 1-800-841-3000 or visit us at geico.com if you have any questions. -You have elected to receive your insurance documents via electronic delivery at the following electronic mail address: tpgone@gmail.com. To change the address where you receive your policy documents, visit geico.com, or call 1-800-841-3000. -In accordance with Section 1872.87 of the California Insurance Code, in addition to your premium, a $0.88 charge per vehicle is assessed to fund auto insurance fraud reduction initiatives. This charge is applied once per policy term per vehicle. -Confirmation of coverage has been sent to your lienholder and/or additional insured. DEC—PAGE(03-14) (Page 2 of 2) Renewal Policy Page 6 of 22 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 1 Responsible Department City Attorney Description Review, revise, and comment on draft agreement. ula Completion Date 2 Contracting Department Forward final agredmeni to contractor for their signature. Obtain at least two signed originals from contractor. 3 ....... ............._..........,a.....�,,,,m.....�.,,,, ... �.. Contracting Department _ . _......w..._...._.............._....__.. Agendize contractor -signed agreement for qPM(."'� m( Council approval, if Council approval necessary (as defined by City Attorney/City -7/6 /Z v + � Ordinance*). 1 4 City Attorney Review and approve form of agreement; > bonds, and insurance certificates and d. endorsements. 5 _.._ .... City Manager /Mayor / or _ _ Agreement executed by Council authorize �� m.... Department Head official. _._....._._..._..................... la ................................ ........ 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the -il tol rnntrnrtina r`lpnartmPnt To be completed by Contracting Department: Project Manager: _Gus Bush, IT Manager Project Name:—Phoenix Group PMO_ Agendized for City Council Meeting of (if necessary): _July 6, 2015 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. CITY OF SAN RAFAEL PROJECT MANAGEMENT OFFICE PROPOSAL JUNE 5, 2015 The TABLE OF CONTENTS EXECUTIVE SUMMARY..............................................................3 GENERAL INFORMATION...........................................................4 FIRM BACKGROUND AND EXPERTISE ............................................. 4 SUMMARY OF QUALIFICATIONS..................................................... 5 SUMMARY OF PROJECT METHODOLOGY AND APPROACH ........ 7 SCOPEOF WORK.......................................................................9 OVERVIEW................................................................................9 PHASE I - PMO STRATEGY DEVELOPMENT......................................9 PHASE II - PMO INFRASTRUCTURE DESIGN & BUILD........................9 PHASE III - PMO PROJECT MANAGEMENT INITIATION ..................... 10 PHASE IV - OPERATIONAL PMO MANAGEMENT .............................. 10 COSTQUOTE...........................................................................11 EXECUTIVE SUMMARY The Phoenix Group (TPG) is pleased to submit the following proposal for the development, implementation and ongoing management of a Project Management Office for the City of San Rafael's Information Technology Department. TPG has led the development and implementation of multiple PMO structures of this type, and is the Project Management team for the San Rafael Police Department's current upgrade effort. We have a wealth of experience in working with California municipalities. The TPG team brings broad experience in areas that are essential to developing and managing an effective and integrated PMO effort. We have worked extensively in the public sector arena, project management, strategic planning, technology planning, program development and implementation, needs assessments and business process reengineering. We look forward to assisting the City of San Rafael Information Technology Department team develop and implement a structure that ensures the successful completion of both the current project calendar and the heavy workload ahead. This statement of work and cost proposal will remain in effect for 60 days from the date of proposal submission. If awarded the contract, Darren Jimenez will serve as Executive Sponsor Director and manage our team of highly qualified and experienced specialists. Should you require any further information, or if it is necessary to schedule an interview/ presentation, please contact: Darren D. Jimenez, Principal The Phoenix Group (530) 383-7315 darrenjimenez@tpgonline.net The CoSR PMO Project Proposal Poerd Cm- 3 GENERAL INFORMATION FIRM BACKGROUND AND EXPERTISE Darren Jimenez, a former law enforcement officer, long-time public sector/public safety consultant and former Director of Project Management for an international, vertical market software vendor, founded The Phoenix Group (TPG) in 1996. Since its inception the focus of the firm has been public sector project management and business process consulting. The Phoenix Group is a multi -discipline consulting firm certified as a Small Business by the State of California. The company has earned a reputation for innovative solutions to complex business and management issues, and has the ability to make information technology understandable and adaptable for public sector organizations. The Phoenix Group's customer base is largely public sector/public safety at the state and local levels, and we have forged numerous ongoing consulting relationships with other municipalities in the western United States. The firm's expertise lies in helping clients assess business and strategic needs and then helping to develop programs and business solutions for meeting those needs. This is made possible by placing a strong emphasis on strategy, productivity, and a systems approach to information management and analysis. Through the firm's expertise in strategy, business operations, people and information management, The Phoenix Group has become a recognized leader in the design and implementation of innovative solutions. And by combining management consulting, business process and strategic planning services The Phoenix Group uniquely positions clients to make the most of opportunities created by the network economy. The Phoenix Group provides expertise in: ♦ Organizational Strategic Planning ♦ Information Technology Strategic Planning ♦ Multi -Agency Systems/ Projects ♦ Contract Negotiations ♦ Business Process Analysis/ Reengineering ♦ Continuous Improvement Processes ♦ Needs Assessments ♦ Case Management System Requirements CoSR PMO Project Proposal Te 4 ♦ Grant Writing ♦ Integrated Criminal Justice Information Systems ♦ Court Case Management Systems ♦ Computer Aided Dispatch ♦ Records Management Systems ♦ Jail Management Systems ♦ Field Reporting Systems ♦ Information Technology Project Management ♦ Hardware & Software Integration ............. ................ SUMMARY O F QUALIFICATION S The Phoenix Group brings to the table a unique alternative to traditional consulting firms by combining knowledge of and experience in the public sector with a Total Quality Management approach to project management and exceeding customer expectations. We have real world experience with a broad spectrum of clients at the federal, state and local level. The Phoenix Group has experienced significant success in managing high profile projects to established budgets, and in maintaining project schedules and task completion timelines. In developing this proposal we have assembled a team tailored to the specific needs of the City of San Rafael. In our experience we have found that successful project management is as much about effective coordination and communication with key stakeholders as it is planning and attention to detail. TPG has developed a project methodology that is well suited to enabling success and meeting critical time constraints. It is our goal to provide the City of San Rafael with the highest quality service while adopting a value added approach. TPG is an acknowledged leader in implementing a specialized project methodology that includes planning, business process analysis, enhancement identification, focused process management and well defined project deliverables review and acceptance. Among our qualifications: ♦ The Phoenix Group focuses exclusively on public sector/public safety organizations. ♦ We have assembled a team of professionals with extensive expertise and experience in all required disciplines. CoSR PMO Project Proposal The cf n 5 ♦ We maintain our knowledge of cutting edge and emerging technology through a comprehensive program of in-house training and research. ♦ We place a high degree of emphasis on aligning our project process with client expectations and requirements. ♦ Our team has successfully completed hundreds of real- world municipal project management engagements. CoSR PMO Project ProposalMe �� 6 SUMMARY OF PROJECT METHODOLOGY AND APPROACH Originally focused on the high tech industry, The Phoenix Group has brought the exacting standards of this industry to public safety projects. The Phoenix Group utilizes a Total Quality Management approach to project management, with a focus on exceeding customer expectations. TPG's project methodology supports the project team reviewing the success of each task and measuring quality for continuous improvement. The key to this approach is that each phase is fully documented and builds upon the deliverables and new discoveries of the previous phase. Signoff by all stakeholders occurs at each stage so there are no surprises and the final deliverable exceeds the client's expectations. This detailed project -planning methodology provides successful deliverables in the high-pressure technical development environment, as well as for politically sensitive projects. The Phoenix Group's baseline methodology for this project is: 1) Definition of Project Requirements and Deliverables - Project planning defines the project activities and end tasks that will be performed and describes how the activities will be accomplished. The purpose of project planning is to define each major task, estimate the time and resources required, and provide a framework for management review and control. 2) Activity Definition and Sequencing - Activity sequencing involves dividing the project into smaller, more manageable components (activities) and then specifying the order of completion. The list of activities is often called a Work Breakdown Structure (WBS). The goal is to integrate the WBS, the schedule, and the budget into a written plan. 3) Development of a Project Schedule - The project schedule provides a graphical representation of predicted tasks, milestones, dependencies, resource requirements, task duration, and deadlines. The project's master schedule interrelates all tasks on a common time scale. 4) Budgeting - Budgeting is the determination of costs associated with the defined activities. The steps associated with budgeting are highly dependent upon both the estimated length of tasks and the resources assigned to the project. 5) Resource Planning - Resource planning comprises establishing a team that possesses the skills required to perform the work, as The CoSR PMO Project Proposal 7 well as scheduling the non -labor resources (tools, equipment, and processes) that enable staff to complete the project. 6) Project Execution - The project plan serves as the basis for the project's monitoring, controlling, and reporting activities. By following the plan and gathering relevant data for the status meetings and reports, information will be available to accurately identify issues and problems early, minimize project risks, and monitor, control, and report progress. 7) Approval Milestones - The approval process ensures that each defined project phase and associated deliverables are successfully completed before beginning subsequent phases. Management gets a comprehensive view of the current project status. Information necessary to ensure that deliverables satisfy the specific business needs of the state organization is also received. Project approval also allows management to reassess the direction of the project, as necessary, and to provide project planning updates, as required. 8) Project Conclusion -- Closeout is performed once objectives have been met and the user has accepted the project's product. The primary activities in the project conclusion phase are: to complete and archive project records, document the successes and issues of the project, celebrate project completion, and conduct a lessons learned session. CoSR PMO Project ProposalC11 Me � , 1 � 8 SCOPE OF WORK O V E R V I E W The Phoenix Group's project management professionals are experts in successfully executing complex public sector technology projects, adapting our approach and process to meet the needs of municipalities in all environments and of all sizes. The process of developing a technology Project Management Office infrastructure, and then implementing those controls and methodologies across all departments is an extremely involved process with many moving parts. It takes rigorous project management to ensure schedules are met, risks are properly assessed and mitigated and all requirements are addressed. From collaborative business process reviews to formal status reports, TPG partners closely with the San Rafael project team to ensure mission success. The Phoenix Group proposes the following phases in the development of a Project Management Office for the Information Technology Department: 1) PMO Strategy Development 2) PMO Infrastructure Design & Build 3) PMO Project Management Initiation 4) Operational PMO Management PHASE I - PMO STRATEGY DEVELOPMENT The process of crafting a comprehensive Project Management Office infrastructure begins with a series of planning meetings in which the strategic goals of the effort are defined and an in-depth review of existing processes/ resources is performed. The resulting information is used to develop an overarching strategy document that defines input, process and output. PHASE II - PMO INFRASTRUCTURE DESIGN & BUILD Once the strategy and objectives have been defined for the new CoSR ITD PMO, TPG will collaborate with the Information CoSR PMO Project Proposal h�" �; 9 Technology Department in developing the design of and building the infrastructure for the PMO technology framework, including Office 365 SharePoint individual and rollup project status webpages, online Microsoft Project Work Breakdown Structure project plans and a complete portfolio issue and risk management structure. PHASE III - PMO PROJECT MANAGEMENT INITIATION TPG will lead technical and line staff in creating project initiation documentation for all existing and upcoming projects, including scope, funding, resource and timeline development. PHASE I V - OPERATIONAL P M O MANAGEMENT Once operational process is finalized TPG will initiate ongoing management of all assigned projects, including required financial, timeline and resource reporting to ITD, the Technology Committee and City Management. CoSR PMO Project Proposal The 10 COST QUOTE The costs quoted below are for a 12 -month term of engagement for the tasks described in the above listed Scope of Work. This is a time and materials cost quote with a not -to -exceed amount of $120,000. All allowable and pre -approved costs will be passed through with a 0% markup. The total amount of assigned staff will be contingent on current workload and may fluctuate. 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The Upgrade includes hardware, software, and network infrastructure. 2 Objective Upgrade outdated network environment. Increase storage capacity and network speeds to support new business requirements. Upgrade remaining servers to a VM infrastructure. Replace mobile devices prone to ineffective coverage and reliability. 3 Project Justification Storage and network needs of the PD are increasing at an alarming rate, due to new business requirements. Officers are required to utilize new technology, such as body cams, real time monitoring of network connected surveillance cameras. The network and servers must be enhanced to be able support these services. Current SRPD network and servers will not be able to adequately support new emerging technologies. The purpose of this project is to build a robust adaptable backbone that can support the technological requirements of the SRPD. 4 Project Budget Is this a planned and budgeted project, or an unfunded need? Please provide a brief explanation and fill out the Funding table with additional information, if known. This is a planned budgeted project. The project was identified and budgeted during the 2014-15 fiscal year. Funding Status: Funded Approved 6/2/2014 Source: General Fund CHck heue to enter text. Account(s):Fund 601 $227,000 Project Management Office 1 of 2 Project Initiation V2.0 A- i'AG{ Mrn4 Ll CITY Or Information Technology Division 5 Rating Criteria Rating Criteria (1 to 5, 5 is highest) PROJECT INITIATMN Public Safety: 4 Legal Requirement: 5 Community Engagement: 3 Cost Savings: 1 Economic Vitality: 2 Process Improvements: 4 Quality of Life: 2 System Viability: 5 Public sentiment has shifted to a desire that all police officers wear body cameras to facilitate accountability and fairness in administration of the law. DOJ directed security enhancement for all computers and networks accessing their data be implemented in 2014. Improvements to network speed and reliability will directly impact research and administrative tasks for officer's daily business processes. 6 Project Sponsor Requested by: Chief Bishop Organization: SRPD Priority: 1 Sponsor: Chief Bishop Required by: Dec 31, 2014 Project Lead: Charly Taylor 7 Version Control Version Date Author Change Description 1.0 12/9/2014 Amy Willms Inital version. 1.1 12/30/2014 Darren Jimenz Draft version 1 1.2 1/28/2015 Amy Willms Draft version 2, Gus Bush edits 1.3 Click here tea enter a daTe, Chck heire to enter text, Chck here, to enter text, Project Management Office 2 of 2 Project Initiation V2.0 ,,,Gu..urlu�.�.u�..d.uzw� r,��.��,.,�.tau/uM1x,.11w.,nCC;vu✓41�.1.�:.:: n..,...�rl .,.,,�.x;,aM�r,,,mw.�,,,, 1..11= PROJECT SCOPE STATEMENT information Technology Division Project Name: PD Communications Upgrade Date: 12/26/2014 Project Number: 2014-04 Objective The objective of this project is to overhaul the PD Data Communications environment. The upgrade will include new server hardware, updated software (RIMS, NetMotion), expand capacity of the SAN and significantly increase the network bandwidth and reliability. 2 Business Need Currently the SRPD's mobile data network functions on, out of date and soon to be unsupported AT&T Frame Relay connections. The SRPD has also indicated they would like to implement additional services that will be new to the department, such as body cam functionality. In addition the SRPD is positioning itself to expand role as a CLETS access provider for other local police agencies. 3 Project Scope Initial clarification of scope and strong adherence to the project plan throughout the project lifecycle are critical to containing scope creep and associated costs. Please include any applicable assumptions and/or constraints that may affect the project. In outline form describe the scope of this project. Specifically address: • Application (sofhvare) and or Hardtvare component to be installed • Physical locations where install hill occur (including facilities and departments) • Technical components required, inchidingsystem interfaces, infrastructure modifications, devices, data center support, etc. • Descriptions of impacts to the organization, staff resources and business process changes. The server environment will be upgraded from outdated virtual servers to a new VM environment, replacing any remaining physical servers along the way. The RIMS and NetMotion Software will be upgraded to current versions The Servers will run an updated version of Windows and SQL Server. The SAN hardware will be upgraded to allow for future forecasted growth, including new services (video recordings) and future business. The mobile network will be upgraded from a partial T1 Frame relay to a scalable 20MB Direct to Internet Ethernet connection (Comcast), with MIDAS available as a failover if needed. The server room at San Rafael's City Hall will house all hardware, and the server room will be upgraded to meet new electrical requirements. Project Management Office 1 of 5 Project Scope Statement V4.0 A+ 4,qch meti+ 5 Information Technology Division The MDT's will be upgraded to a new OS (win7) with a new client version for NetMotion. The MDT's will be upgraded with new modems that allow 4G connectivity over a Verizon VPN. The Patrol Units will be upgraded with new antennas that will support the new modems and allow for future upgrades to the patrol units network capabilities. (GPS, wife, etc) 4 Deliverables Include a list of deliverables that will be created during and delivered at completion of the project. All deliverables should be related to the project scope and objectives. New San Hardware New VM Server Farm New Dedicated Circuit to the Internet. New Verizon 4G service with CradlePoint modems Updated OS and CAD/RMS software New policies and procedures as indicated by changes to the environment. 5 Issues and Risks Outline any issues that have been identified as having a negative impact on the project if they are not addressed/resolved prior to project completion. Additionally, add a single paragraph to define potential risks that may occur on the project and how they might impede project success. Possessing personally identifiable information (PH) is an inherit risk due to the possibility of unauthorized access. PII information includes criminal justice data, HIPAA health related data, PCI payment card data, and any other personal identity information (social security number, government ID number, etc). Will your project contain or have access to PIE? Yes M No ❑ There are many pieces to this project. The largest risk is poor coordination among all of the staff contributing to this project. Known issue is the resource availability for each of the technical areas. Highly technical and experienced staff will be required to piece together a comprehensive design plan to move forward successfully. Law enforcement data will be stored and processed with this system, and appropriate security measures will need to be implemented. Project Management Office 2 of 5 Project Scope Statement V4.0 w PROJECT SCOPE STATEMENT Resources 6.1 Level of Effort Estimated Department: Project lead from each affected police department, each spending 2 General Fund to 4 hours per week during their portion. (SRPD longer than others) IT Division: Project lead spending 4 -8 hours per week, network analysts 4 — 8 hours per week. Contractors: MarinlT 12 — 20 hours per week, SunRidge 20 hours during prep/go-live weeks, Auto cable installers 2 hours per vehicle. 6.2 Funding Status: Approved Source: General Fund Account(s): Fund 601, programs 44001 and 44003 6.3 Budget Initial Project Budget: $227,000 Completed Scope Revised Budget: Click here to eedter text. Variance: Click here to enter text Project Management Office 3 of 5 Project Scope Statement V4.0 CITY or �Mfbrnlotlon Technology Division Timeline SCOPEPROJECT STATEMENT Start Date: March 4, 2014 Planning Phase Complete: June 18, 2014 Design Phase Complete: September 24, 2014 Build Phase Complete: October 31, 2014 Implementation Phase Complete: January 8, 2015 Monitor Phase Complete: February 25, 2015 Project Complete: March 31, 2015 Version Control Version Date Author Change Description 1.0 1/2/2015 Amy Willms Inital version. 1.1 1/29/2015 Gus Bush Version 2.0 1.2 Click here to enter as date, Uick here to enter text. Uck here to enter text. 1.3 (.7 is k twee Qac enter as chat., Click here to enter text. Click hero to enter text. Project Management Office 4 of 5 Project Scope Statement V4.0 Sample Project Management Office (PMO) Portfolio Website Screenshots A. PMO Portfolio timeline for all ongoing projects + irnehne 4v'7- 7 15 Fire RI H B. PMO Portfolio executive status report for all ongoing projects :a.dru rl ,"V� ect y,C�L�lus , f,oi- h) use u ern rur echt tl•rs Icst. t4++A cA r+eoi+ (o f,rens 1" r,'T+P' ... _ _. PMO PORTFOLIO 111,311 0% uadre'tlnt / P0.) C0gnnrnur y�°hDtaaBns'1 Network ttO:Y6 Upgrade r,;'m. x';d/,711,f 7� It„;'";i qv "_� tl:�'sYtp” J I;yC��r Y 4 aVF laV 1. Ilarzr,;ect salt to c:l,:r,se by t}ae end Of 11Me d. t'kr" 2 Last ru.utstaanding task os to verify CAS,5 r( marlfylh ant ser unty 3 AT&T aircu t Ii:s r* longer berg used and, an E e an'ePed at tlih;s mei. P ubUr. Cornputer ReservaVa n Management WU % :18 d qo A. Pro,ect cempa etert on Urne.. 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Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 YEAR -> MEETING DATE 4 TOPIC Agenda Item # Date of Meeting: 7/6/2015 From: Gus Bush Department: Management Services - IT Date: 6/26/2015 Topic: Information Technology Project Management Services Subject: Resolution authorizing the City Manager to enter into a Professional Services Agreement with The Phoenix Group for information technology project management services. Type: ® Resolution ❑ Ordinance ® Professional Services Agreement ❑ Other: APPROVALS ❑ Department Director Remarks: ❑ Finance Director Remarks: Z City Attorney Remarks: f 6)J1,Q L �� * w $ Ww i d � e City Manager Remarks: (/(/L