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RPVCCA_CC_SR_2012_06_05_08_Received_Proposals_From_RFQ_For_IT_ConsultantsCITY OF MEMORANDUM RANCHO PALOS VERDES TO: FROM: DATE: SUBJECT: REVIEWED: HONORABLE MAYOR &CITY COUNCIL MEMBERS ~ DENNIS McLEAN,DIRECTOR OF FINANCE &INFORMATION TECHNOLOGY JUNE 5,2012 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM (Supports City Council 2012 Goal for Government Efficiency, Fiscal Control and Transparency)........() CAROLYN LEHR,CITY MANAGER~ RECOMMENDATION 1)Select NexLevel to serve as the City's Information Technology ("IT")consulting firm in accordance with the direction established by the City Council on February 7, 2012. 2)Approve the attached Professional Services Agreement (PSA)between the City and NexLevellnformation Technology,Inc.,in an amount not to exceed $15,000. EXECUTIVE SUMMARY (Author's Note:the Executive Summary is intended to provide the reader with a 2 page overview of Staff's findings and recommendations and is repeated in the body of this Staff Report) Recommendation by Interview Panelists On May 18th ,Staff hosted consecutive 45 minute interviews with representatives of the four IT consulting firms that submitted proposals.The interviews were conducted by a panel of two highly-regarded information technology management professionals (the "Panelists") who currently serve Southern California cities.One Panelist serves a neighboring full- service city as its IT Director.The other Panelist serves a comparable city as its chief information officer,and has served the Municipal Information Society of California ("MISAC")as a past-President. Upon completion of all of the interviews,the Panelists provided Staff with their comments 8-1 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 2 of 9 and their ranking.Based upon a review of the proposal submitted,as well as the discussion with the three professionals of NexLevel,the interview Panelists recommended that NexLevel should perform the assessment directed by the City Council on February 7, 2012.The rankings of the interview Panelists follow: Strongly recommended:NexLevellnformation Technology,Inc.("NexLevel") Distant Second: Thitd: Fourth: ClientFirst Technology Consulting Group,LLC ("ClientFirst") Pacific Technologies,Inc.("Pacific Technologies") Bluecrane,Inc.("Bluecrane") A financial summary of the four (4)price proposals submitted by IT consulting firms follows: Ranking Total Fee Range -by Estimate per Expense Billing Interview Firm Proposal Estimate Rates/Hour Panelists NexLevel $13,740 None $135 to 150 1 Client First $7,950 None $150 2 $6,000 to $100 to Pacific Technologies $32,230 $10,000 130 3 Bluecrane $62,700 None $165 4 Upon completion of the interviews with all four IT consulting firms,the interview Panelists offered the following observations about the proposal submitted by NexLevel,as well as their understanding of their reputation among IT peers: ~NexLevel clearly understood the scope and provided a valid fee estimate of $13,740,based upon 100 hours with a blended rate of $137/hour; ~NexLevel has a significant southern California presence serving municipal governmental agencies; ~NexLevel has conducted 27 assessments of government agencies in southern California;therefore,have a deep,current database for making comparisons; ~The recent assessment of the IT department for the City of Orange provides NexLevel with very current fee comparisons;and ~NexLevel is highly-regarded among other peer MISAC IT professionals. During the discussion with the interview Panelists,NexLevel suggested that if selected, they would like to interview each Council member early in its review. The observations provided by the interview Panelists about the four IT consulting firms have been summarized in Attachment A -Summary of Comments Provided by Interview Panelists.Based upon a review of the fee estimates included in the proposals submitted 8-2 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 3 of 9 and follow-up discussions between the interview panelists and the IT consultants when they were interviewed,it's apparent that both Pacific Technologies and Bluecrane prepared fee estimates based upon a significantly broader set of tasks then what was set forth in the RFQ;thus a higher fee estimate. Reference Checks Performed Independently by Senior Administrative Analyst A Senior Administrative Analyst at the City independently performed reference checks with NexLevel receiving the highest score. Staff confirmed that NexLevel,ClientFirst and Pacific Technologies have conducted a significant number of overall IT assessments of California municipalities,while Bluecrane's recent experience appears to have been more narrowly focused on governmental projects, rather than overall IT assessments of California municipalities. BACKGROUND AND DISCUSSION: In late 2011,the City Council approved a significant IT upgrade,including the replacement of dedicated servers with a virtual server and file storage configuration,commonly referred to as a virtual machine (the "V/M"),an enterprise-wide Microsoft licensing and support agreement,migrating the current voice over Internet Protocol ("VOIP")phone and messaging system to the Microsoft unified communication system for voice,messaging, email and eventually video-conferencing and replacement of about 2/3 of the City's desktop computers (referred to as the "2012 IT Upgrade Plan"). In early 2012,the Mayor requested the Director to provide an overview to the City Council regarding the history,services provided,terms of the professional/technical services agreement with the City,and staffing provided by PVNET in its delivery of IT services.The Mayor also requested that the Recommendation include the opportunity for the City Council to consider a competitive process to replace Palos Verdes on the NET ("PVNET") with other IT providers.In its staff report presented on February 7,2012,Staff recommended that such a competitive process be conducted in early 2013,after the 2012 IT Upgrade Plan is completed in late 2012. At its meeting on February 7,2012,the Council directed Staff to obtain proposals from at least three vendors to review: 1)the 2008 Management Partners Organization Assessment; 2)the status of the 2012 IT Upgrade Plan; 3)the existing IT Service Plan [provided by PVNET]; 4)the timing and nature of the competitive bid process;and 5)to return to Council within four weeks with the proposals. 8-3 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 4 of 9 The Process The following is a brief overview of the process followed during the Request for Qualifications (the "RFQ")that led to Staff's presentation of four (4)bona-fide proposals from IT consulting firms: A.Preparation and issuing a RFQ (including a review by the City Attorney), establishing minimum qualifications,detailed scope of services and customary representations,certifications and warranties,as well as requesting an estimate of fee rates and hours; B.Selection of IT management professionals to serve as independent interview panelists; C.Review of proposals by the Director and a Senior Administrative Analyst and independent interview panelists; D.Interviews of IT consulting firms on May 18,2012,immediately followed by discussion of observations and a consensus recommendation by the interview panelists; E.Reference checks conducted by a Senior Administrative Analyst;and F.Formation of the recommendation by the Director,with the concurrence of the City Manager. Request for Qualifications The attached RFQ was posted on the City's website and emailed to fifteen reputable IT consulting firms known to be serving California government agencies.Staff developed the list of possible RFQ proposers based upon discussions with IT peers,the directory of IT vendors posted on the website of the Municipal Information Society of California ("MISAC"), vendors gleamed from email activity of the MISAC listserver system,as well as several IT consulting firms that had previously contacted the City.Several other IT consulting firms notified Staff of their interest and were added to the RFQ process. Minimum Qualifications The RFQ included the following minimum qualifications for the IT consulting firms: 1)Must be an IT consulting firm serving local California government agencies for at least three (3)years; 2)Must have performed a comprehensive information technology assessment of the entire IT operation of at least two (2)local California government agencies during the last two years; 3)The primary consultant (i.e.project manager)that would be assigned to the city must have a minimum of three (3)years of general IT consulting experience of local California governmental agencies and must have been employed by Proposer for at least one (1)year; 8-4 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 5 of 9 4)Must be directly responsible for the management of the tasks described in the RFQ, and all personnel must be employees of the firm; 5)Must not have a conflict of interest with the City,including,but not limited to,any member of the City Council,City staff,its IT advisor and contractors,PVNET,its auditor,or other consultants currently serving the City;and 6)Must provide references of local California government agencies that can be contacted. The proposing IT consulting firms certified their satisfaction of the minimum qualifications in the proposal they submitted. Scope of Services The RFQ included the following Scope of Services based upon the direction provided Staff by the City Council at its meeting on February 7,2012: Task 1: Review the following relevant documents that accompany the RFQ: A.2008 Organizational Assessment Report by Management Partners; B.Staff Report to City Council,dated November 1,2011,IT Infrastructure Plan (referred to as the IT Plan in 2)above);and C.Staff Report to City Council,dated November 15,2011,Professional/Technical Services Agreement for Services Regarding the Information Technology System between the City and Palos Verdes on the Net. Task 2: Perform an on-site review of the City's IT System and conduct interviews with Staff and PVNET regarding: A.Existing IT System; B.The 2012 IT Upgrade Plan; C.Services provided by PVNET in accordance with the Professional/Technical Services Agreement for Services Regarding the Information Technology System; D.Services provided by others;and E.The status of the 2012 IT Upgrade Plan,as well as the continuing implementation and completion of phases of the IT Plan,including the impact on expected operational changes, including the transfer of multiple applications that have been running on dedicated servers to the Dell virtual machine,implementation of the Microsoft ("MS")Enterprise licensing and software assurance,implementation of MS System Center Operations Manager that will centralize operational management of the IT System,the migration from a Cisco VOIP voice and messaging system to MS Exchange and MS Lync for unified communications,and reconfiguration of the existing high efficiency (redundant)Sonicwall NSA E7500 firewall. Task 3: A.Write a report to be presented to the City Council that considers whether or not to 8-5 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 6 of 9 recommend to the City Council to establish and conduct a competitive process with other IT providers,for some,or all,of the information technology services currently provided by Palos Verdes on the Net in early 2013,after completion of the information technology upgrade that is currently in process or prior to completion or some other timeline; B.Include in the report to the City Council any other comments regarding the process for conducting a competitive process for IT services currently provided by Palos Verdes on the Net;and C.Include in the report to the City Council any other comments to the City Council about the IT System,the IT Plan,the Professional!Technical Services Agreement for Services Regarding the Information Technology System or any other noteworthy observations made during the on-site review of the City's IT System and interviews with Staff and PVNET. Prior to the deadline for submitting proposals,one of the IT consulting firms inquired whether the written report to be provided the City Council upon completion of the review, as described in Task 3 (above),was to be a comprehensive report similarto the focused IT review conducted by Management Partners in 2008 (33 pages)or a non-comprehensive "top-level"report.Upon inquiry,the Mayor advised Staff that the written report should be a top-level report.The Director emailed all (fifteen)IT consulting firms that were on the possible RFQ proposers list and advised them of the Mayor's clarification that the written report should be top-level. General Requirements The RFQ contains certain business requirements and proVISions that have been incorporated into the attached proposed Professional Services Agreement ("PSA") between NexLevel and the City.The RFQ was reviewed and approved by the City Attorney.The proposed PSA was provided to the City Attorney and NexLevel when this staff report was published;therefore,it has not been reviewed and approved by either the City Attorney or the IT consulting firm beforehand. The RFQ required each proposing IT consulting firm to disclose any relationship that exists with any City Council members,consultants,or employees,and disclose any discussions they have had with such.A follow-up question was asked by the interview panelists and answered during the interviews with the four IT consulting firms that submitted proposals. No reports of any discussions were made by the IT consulting firms,except in the ordinary course of the RFP process (e.g.scheduling interviews). Summary of Proposals and Interviews with IT Consulting Firms Proposals The City received only two proposals pursuant to the original RFQ published in March 2012;therefore,Staff extended the deadline until May 14,2012.The financial summary of the four (4)proposals submitted by IT consulting firms presented in the Executive Summary reflects a wide range offee estimates ($7,950 -$62,700).The wide range offee estimates leads to the question: 8-6 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 7 of 9 Why did the City receive proposals from two IT consulting firms for $32,000 and $62,000 and two for about $10,ODD? It's apparent that both Pacific Technologies and Bluecrane prepared fee estimates based upon a significantly broader set of tasks then what was set forth in the RFQ;thus a higher fee estimate.A review of the Management Partners'2008 report was directed by the City Council.A comprehensive assessment and reconciliation of the City's implementation of the recommendations offered by Management Partners four years ago provides little benefit.The most important recommendations have been implemented (e.g.separation of IT assets"use of commercial servers and desktop computers,establishment of a PSA with PVNET with service level expectations and set fees).Furthermore,Staff believes that the status of the implementation of the recommendations offered by Management Partners' can be assessed and validated on-site by the selected IT consulting firm in about 8 hours or so. Bluecrane also proposed to assess the level of the City's readiness to conduct a competitive bid process using a (comprehensive)gap analysis not identified as a Task in the RFQ.Staff believes that the readiness assessment may be pre-mature because the 2012 IT Upgrade Plan is still in progress and the day-to-day management of VIM and dedicated servers is in transition.The revised network support processes in the VIM environment with centralized support management needs to be finalized,as well as the update of network documentation prior to conducting a competitive process. Recommendation -NexLevel Upon completion of the interviews with all four IT consulting firms,the interview Panelists offered the following observations about the proposal submitted by NexLevel,as well as their understanding of their reputation among IT peers: )-NexLevel clearly understood the scope and provided a valid fee estimate of $13,740,based upon 100 hours with a blended rate of $137/hour; )-NexLevel has a significant southern California presence; )-NexLevel has conducted 27 assessments of government agencies in southern California;therefore,have a deep,current database for making comparisons; )-The recent assessment of the IT department for the City of Orange provides NexLevel with current fee comparisons;and )-NexLevel is highly-regarded among other peer MISAC IT professionals. Based upon a review of the proposal submitted,as well as the discussion with the three professionals of NexLevel,the interview Panelists recommended that NexLevel to perform the assessment directed by the City Council on February 7,2012.During the discussion with the interview Panelists,NexLevel suggested that if selected,they would like to interview each Council member early in its review. 8-7 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 8 of 9 Interviews Staff summarized the oral comments and provided them to the Panelists for review and approval (see Attachment A -Summary of Comments Provided by Interview Panelists). Staff concurs with the recommendation offered by the interview Panelists. Reference Checks Performed Independently by Senior Administrative Analyst Reference checks were conducted of all four IT consulting firms that submitted proposals by a Senior Administrative Analyst,including questions about the following: ~Whether the work performed by the IT consulting firm was an overall IT assessment of the government agency;and ~Ratings of customer satisfaction,impartiality and competency. The details of reference check score comparisons follows: Reference Check Score Comparison May 30,2012 BlueCrane Work Systems Inc.,Or.10 10 10 City of Olympia,Wash.10 8 10 Oregon Dept of Rev.9 10 10 City of Pico Rivera 10 7 8 Totals 39 35 38 Total Score:112/120 Avera e Score:9.33 Client First City of Dublin,CA 10 8 7 City of Simi Valley,CA 10 9 9 City of Brentwood,CA 9 9 8 Totals 29 26 24 Total Score:79/90 Average Score:8.78 NexLevel San Luis Obispo,CA 10 10 10 City of Oranqe,CA 10 9 10 City of Stockton,CA 10 10 10 Totals 30 29 30 Total Score:89/90 A vera e Score:9.89 PTI City of Palo Alto,CA 9 7 8 West Basin Muni District,CA 9 10 9 Irvine Ranch Water,CA 10 9 10 Totals 29 26 27 Total Score:82/90 Average Score:9.11 Note:Scores were based on a 1-10 scale with 10 representing the highest possible score. 8-8 PROPOSALS RECEIVED FROM REQUEST FOR QUALIFICATIONS FOR INFORMATION TECHNOLOGY CONSULTING FIRM June 5,2012 Page 9 of 9 All four IT consulting firms received satisfactory references.Based upon the reference check scoring for impartiality,competence and satisfaction,NexLevel received the highest score. 2012 IT Upgrade Plan -In Process The IT Upgrade Plan includes the implementation of a Dell virtualized high availability (redundant)server configuration and storage array,Microsoft ("MS")enterprise licensing, migration to the MS unified communication platform (including voice)and replacement of about 60 desktop workstations.The enterprise licensing has been acquired.The installation of the Dell virtual machine,storage array and MS Exchange are in process. The migration to unified communication is in the final design phase.Once completed, unified communications is expected to be followed by the replacement of desktop computers culminating with migration to Windows 7 and Office 2010.Industry standard network support documentation will be developed by PVNET during the implementation process. The 2012 IT Upgrade Plan will include the installation of enterprise management software that will enable the upgrade of software onto each desktop computer from one central remote console;thus saving substantial time and cost.Currently,14 servers operate applications (e.g.Permit tracking and issuance,accounts payable,cashiering and inventory at PVIC,document management).The IT Plan includes the migration of the most of the dedicated servers onto 3 Dell servers configured redundantly VIM.The time and cost supporting servers will be reduced.The actual support process,time required and frequency will not be known until the IT Plan is executed and support processes are finalized.Therefore,the development of the bid specifications for support services cannot be accurately finalized until after the IT Plan is implemented. FISCAL IMPACT The FY11-12 budget for the IT program can absorb the cost of the fee estimate provided by NexLevel,the IT consulting firm recommended by the Panelists.No budget adjustment is required. The attached PSA provides for an amount not to exceed $15,000 to be paid the IT consulting firm for the review.It's expected that up to $4,000 will be paid PVNET for additional services while participating in meetings during the review. Attachments: Professional Services Agreement Request for Qualifications -Information Technology Consulting Firm Proposals Attachment A -Summary of Comments Provided by Interview Panelists 8-9 PROFESSIONAl/TECHNICAL SERVICES AGREEMENT This Agreement is made and entered into this 5th day of June,2012,by and between the City of Rancho Palos Verdes (hereinafter referred to as the "CITY")and NexLevellnformation Technology,Inc.(hereafter referred to as "CONSULTANT"). WHEREAS,At its meeting on February 7,2012,the City Council of CITY directed Staff to obtain proposals from at least three vendors to review: 1)the 2008 Management Partners Organization Assessment; 2)the status of the 2012 IT Upgrade Plan; 3)the existing IT Service Plan [provided by Palos Verdes on the NET];and 4)·the timing and nature of the competitive bid process. WHEREAS,CITY published a Request for Qualifications ("RFQ"),attached hereto and made a part of this Agreement;and WHEREAS,CONSU LTANT submitted a proposal to provide services pursuant to the RFQ (the Proposal"),attached hereto and made a part of this Agreement; WHEREAS,at its meeting on June 5,2012,the City Council of CITY selected CONSULTANT to perform services pursuant to RFQ and Proposal; WHEREAS,at its meeting on June 5,2012,the City Council of CITY approved this Agreement and authorized its execution by an authorized representative of CITY; IN CONSIDERATION of the covenants hereinafter set forth,the parties hereto mutually agree as follows: ARTICLE 1 SCOPE OF SERVICES 1.1 Project Description IT consulting services as directed by CITY,including the services described in 1.2 below. 1.2 Description of Services CONSULTANT shall perform IT consulting services,as described in CITY'S RFQ and Consultant's Proposal,which are attached hereto as Exhibit "A"and incorporated herein by this reference. 1.3 Schedule of Work Upon receipt of written Notice to Proceed from the CITY,CONSULTANT Page 1 of 12 R6876-0001\1463803.1 doc 8-10 shall perform with due diligence the seNices requested by the CITY and agreed on by CONSULTANT.Time is of the essence in this Agreement.CONSULTANT shall not be responsible for delay,nor shall CONSULTANT be responsible for damages or be in default or deemed to be in default by reason of strikes,lockouts,accidents,or acts of God,or the failure of CITY to furnish timely information or to approve or disapprove CONSULTANT's work promptly,or delay or faulty performance by CITY,other consultants/contractors,or governmental agencies,or any other delays beyond CONSULTANT's control or without CONSULTANT's fault.CONSULTANT shall complete the seNices described herein and issue its report to the City Council on or before August 21,2012. ARTICLE 2 COMPENSATION 2.1 Fee (a)CITY agrees to compensate CONSULTANT a not to exceed amount of $15,000 for seNices as described in ARTICLE 1. (b)CITY may request additional specified work underthisAgreement.All such work must be authorized in writing by the Director of Finance and Information Technology prior to commencement,provided that the cost for such additional work does not exceed the total contract price of $15,000.CONSULTANT shall be paid for such additional seNices in accordance with CONSULTANT's schedule of hourly rates included in its Proposal,attached hereto as Exhibit "A"and incorporated herein by reference.If CITY requests additional specified work that exceeds $15,000,such additional work must be approved by the City Council,prior to commencement of the work. 2.2 Payment Address All payments due CONSULTANT shall be paid to: NexLevel Technologies,Inc. 6829 Fair Oaks Blvd.,Suite 100 Carmichael,CA 95608 2.3 Terms of Compensation CONSULTANT will submit invoices monthly for the percentage of work completed in the previous month.CITY agrees to authorize payment for all undisputed invoice amounts within thirty (30)days of receipt of the invoice.CITY agrees to use its best efforts to notify CONSULTANT of any disputed invoice amounts or claimed completion percentages within ten (10)days of the receipt of each invoice.However, CITY's failure to timely notify CONSULTANT of a disputed amount of claimed completion percentage shall not be deemed a waiver of CITY's right to challenge such amount or percentage. Additionally,in the event CITY fails to pay any undisputed amounts due Page 2 of 12 R6876-0001 \1463803.1 doc 8-11 CONSULTANT within forty-five (45)days after invoices are received by CITY then CITY agrees that CONSULTANT shall have the right to consider said default a total breach of this Agreement and be terminated by CONSULTANT without liability to CONSULTANT upon ten (10)working days advance written notice. 2.4 Term of Agreement: This Agreement shall commence on June 5,2012 and shall terminate on the date services are completed,or December 31,2012,whichever occurs first. ARTICLE 3 INDEMNIFICATION AND INSURANCE 3.1 Indemnification CONSULTANT will defend,indemnify and hold harmless CITY and its officials,officers,employees,agents and volunteers free and harmless from all tort liability,including liability for claims,suits,actions,expenses or costs of any kind, whether actual,alleged or threatened,actual attorneys'fees,experts'fees,or court costs incurred by the CITY,arising out of,pertaining to,or in any way connected with,in whole or in part,the negligent or reckless acts or omissions or willful misconduct of CONSULTANT or any of CONSULTANT's officers,agents,employees or contractors in the performance of this Agreement.This includes but is not limited to claims,suits and liabilities for bodily injury,death or property damage to any individual or entity,including officers,agents,employees or contractors of the CONSULTANT.The provisions of this paragraph shall not apply to claims to the extent arising out of the sole negligence or willful misconduct of the CITY and its officials,officers,employees,agents and volunteers. In addition to the foregoing,CONSULTANT shall indemnify,defend and hold free and harmless the CITY and the CITY's officials,officers,employees,agents and volunteers from and against any and all losses,liabilities,damages,costs and expenses,including reasonable attorneys'fees,experts'fees,and costs to the extent the same are caused by negligence or willful misconduct of the CONSULTANT,or any of the CONSULTANT's officials,officers,agents,employees or volunteers,in the performance of professional services pursuant to this Agreement. All duties of CONSULTANT under this section shall survive termination of this Agreement. 3.2 General Liability CONSULTANT shall at all times during the term of the Agreement carry, maintain,and keep in full force and effect,a policy or policies of Commercial General Liability Insurance,with minimum limits of one million dollars ($1,000,000)for each occurrence and two million dollars ($2,000,000)general aggregate for bodily injury,death, Page 3 of 12 R68 76-000 1\1463803.1 doc 8-12 loss or property damage for products or completed operations and any and all other activities undertaken by CONSULTANT in the performance of this Agreement.Said policy or policies shall be issued by an insurer admitted to do business in the State of California and rated in A.M.Best's Insurance Guide with a rating of A:VII or better. 3.3 Professional Liability CONSULTANT shall at all times during the term of this Agreement,carry, maintain,and keep in full force and effect a policy or policies of professional liability insurance with a minimum limit of one million dollars ($1,000,000)per claim and aggregate for errors and/or omissions of CONSULTANT in the performance of this Agreement.Said policy or policies shall be issued by an insurer admitted to do business in the State of California and rated in Best's Insurance Guide with a rating of A:VII or better.If a "claims made"policy is provided,such policy shall be maintained in effect from the date of performance of work or services on the CITY's behalf until three (3)years after the date of work or services are accepted as completed.Coverage for the post-completion period may be provided by renewal or replacement of the policy for each of the three (3)years or by a three-year extended reporting period endorsement,which reinstates all limits for the extended reporting period.If any such policy and/or policies have a retroactive date,that date shall be no later than the date of first performance of work or services on behalf of the CITY.Renewal or replacement policies shall not allow for any advancement of such retroactive date. 3.4 Automobile Liability CONSULTANT shall at all times during the term of this Agreement obtain, maintain,and keep in full force and effect,a policy or policies of Automobile Liability Insurance,with minimum of one million dollars ($1,000,000)per claim and occurrence and two million dollars ($2,000,000)in the aggregate for bodily injuries or death of one person and $500,000 for property damage arising from one incident. 3.5 Worker's Compensation CONSULTANT agrees to maintain in force at all times during the performance of work under this Agreement worker's compensation insurance as required by the law.CONSULTANT shall require any subcontractor similarly to provide such compensation insurance for their respective employees. 3.6 Notice of Cancellation A.All insurance policies shall provide that the insurance coverage shall not be cancelled by the insurance carrier without thirty (30)days prior written notice to CITY,or ten (10)days notice if cancellation is due to nonpayment of premium. CONSULTANT agrees that it will not cancel or reduce said insurance coverage. B.CONSULTANT agrees that if it does not keep the aforesaid insurance Page 4 of12 R6876-0001 \1463803.1 doc 8-13 in full force and effect,CITY may either immediately terminate this Agreement or,if insurance is available at a reasonable cost,CITY may take out the necessary insurance and pay,at CONSULTANT's expense,the premium thereon. 3.7 Certificate of Insurance At all times during the term of this Agreement,CONSULTANT shall maintain on file with the CITY Clerk a certificate of insurance showing that the aforesaid policies are in effect in the required amounts.The commercial general liability policy shall contain endorsements naming the CITY,its officers,agents and employees as additional insured. 3.8 Primary Coverage The insurance provided by CONSULTANT shall be primary to any coverage available 'to CITY.The insurance policies (other than workers compensation and professional liability)shall include provisions for waiver of subrogation. ARTICLE 4 TERMINATION 4.1 Termination of Agreement (a)This Agreement may be terminated at any time,with or without cause, by the CITY upon thirty (30)days prior written notice or by CONSULTANT upon ninety (90) days prior written notice.Notice shall be deemed served if completed in compliance with Article 6.13. (b)In the event of termination or cancellation of this Agreement by CONSULTANT or CITY,due to no fault or failure of performance by CONSULTANT, CONSULTANT shall be paid compensation for all services performed by CONSULTANT, in an amount to be determined as follows:for work satisfactorily done in accordance with all of the terms and provisions of this Agreement,CONSULTANT shall be paid an amount equal to the percentage of services performed prior to the effective date of termination or cancellation in accordance with the work items;provided,in no event shall the amount of money paid under the foregoing provisions of this paragraph exceed the amount which would have been paid to CONSULTANT for the full performance of the services described in Article 2.1. ARTICLE 5 OWNERSHIP OF DOCUMENTS 5.1 Ownership of Documents and Work Product All documents,plans,specifications,reports,photographs,images,video files and media created or developed by CONSULTANT pursuant to this Agreement ("Written Products")shall be and remain the property of the CITY without restriction or limitation Page 5 of 12 R6876-0001 \1463803.1 doc 8-14 upon its use,duplication or dissemination by the CITY.All Written Products shall be considered "works made for hire,"and all Written Products and any and all intellectual property rights arising from their creation,including,but not limited to,all copyrights and other proprietary rights,shall be and remain the property of the CITY without restriction or limitation upon their use,duplication or dissemination by the CITY.CONSULTANT shall not obtain or attempt to obtain copyright protection as to any Written Products. CONSULTANT hereby assigns to the CITY all ownership and any and all intellectual property rights to the Written Products that are not otherwise vested in the CITY pursuant to the paragraph directly above this one. CONSULTANT warrants and represents that it has secured all necessary licenses,oonsents or approvals to use any instrumentality,thing or component as to which any intellectual property right exists,including computer software,used in the rendering of the services and the production of all Written Products produced under this Agreement, and that the CITY has full legal title to and the right to reproduce the Written Products. CONSULTANT shall defend,indemnify and hold the CITY,and its elected officials,officers, employees,servants,attorneys,designated volunteers,and agents serving as independent contractors in the role of CITY officials,harmless from any loss,claim or liability in any way related to a claim that CITY's use of any of the Written Products is violating federal,state or local laws,or any contractual provisions,or any laws relating to trade names,licenses, franchises,copyrights,patents or other means of protecting intellectual property rights and/or interests in products or inventions.CONSULTANT shall bear all costs arising from the use of patented,copyrighted,trade secret or trademarked documents,materials, equipment,devices or processes in connection with its provision of the services and Written Products produced under this Agreement.In the event the use of any of the Written Products or other deliverables hereunder by the CITY is held to constitute an infringement and the use of any of the same is enjoined,CONSULTANT,at its expense, shall:(a)secure for CITY the right to continue using the Written Products and other deliverables by suspension of any injunction,or by procuring a license or licenses for CITY; or (b)modify the Written Products and other deliverables so that they become non- infringing while remaining in compliance with the requirements of this Agreement.This covenant shall survive the termination of this Agreement. Upon termination,abandonment or suspension of the Project,the CONSULTANT shall deliverto the CITY all Written Products and otherdeliverables related to the Project.If CONSULTANT prepares a document on a computer,CONSULTANT shall provide CITY with said document both in a printed format and in an electronic format that is acceptable to the CITY. ARTICLE 6 GENERAL PROVISIONS 6.1 Representation A CITY representative shall be Director of Finance and Information Technology or his or her designee,and a CONSULTANT representative shall be Page 6 of12 R6876-000 1\1463803.1 doc 8-15 designated by CONSULTANT as the primary contact person for each party regarding performance of this Agreement. 6.2 Fair Employment Practices/Equal Opportunity Acts In the performance of this Agreement,CONSULTANT shall comply with all applicable provisions of the California Fair Employment Practices Act (California Government Code Sections 12940-48)and the applicable equal employment provisions of the Civil Rights Act of 1964 (42 U.S.C.200e-217),and the Americans with Disabilities Act of 1992 (42 U.S.C.§11200,et seq.). 6.3 Personnel CONSULTANT represents that it has,or shall secure at its own expense,all personnel required to perform CONSULTANT's services under this Agreement.Any person who performs engineering services pursuant to this Agreement shall be licensed as a Civil Engineer by the State of California and in good standing.CONSULTANT shall make reasonable efforts to maintain the continuity of CONSULTANT's staff who are assigned to perform the services hereunder and shall obtain the approval of the Director of Public Works of all proposed staff members who will perform such services. CONSULTANT may associate with or employ associates or subcontractors in the performance of its services under this Agreement,but at all times shall be responsible for their services. 6.4 Conflicts of Interest CONSULTANT agrees not to accept any employment or representation during the term of this Agreement orwithin twelve (12)months after completion ofthework under this Agreement which is or may likely make CONSULTANT "financially interested" (as provided in California Government Code Sections 1090 and 87100)in any decisions made by CITY on any matter in connection with which CONSULTANT has been retained pursuant to this Agreement. 6.5 Legal Action (a)Should either party to this Agreement bring legal action against the other,the validity,interpretation,and performance of this Agreement shall be controlled by and construed under the laws of the State of California,excluding California's choice of law rules.Venue for any such action relating to this Agreement shall be in the Los Angeles County Superior Court. (b)If any legal action or other proceeding,including action for declaratory relief,is brought for the enforcement of this Agreement or because of an alleged dispute, breach,default or misrepresentation in connection with this Agreement,the prevailing party shall be entitled to recover reasonable attorneys'fees,experts'fees,and other costs,in addition to any other relief to which the party may be entitled. Page 7 of 12 R68 76-0001 \1463803.1 doc 8-16 (c)Should any legal action about a project between CITY and a party other than CONSULTANT require the testimony of CONSULTANT when there is no allegation that CONSULTANT was negligent,CITY shall compensate CONSULTANT for its testimony and preparation to testify at the hourly rates in effect at the time of such testimony. 6.6 Assignment Neither this Agreement nor any part thereof shall be assigned by CONSULTANT without the prior written consent of the CITY.Any such purported assignment without written consent shall be null and void,and CONSULTANT shall hold harmless,-clefend and indemnify the CITY and its officers,officials,employees,agents and representatives with respect to any claim,demand or action arising from any unauthorized assignment. Notwithstanding the above,CONSULTANT may use the services of persons and entities not in CONSULTANT's direct employ,when it is appropriate and customary to do so.CONSULTANT's use of subcontractors for additional services shall not be unreasonably restricted by the CITY provided CONSULTANT notifies the CITY in advance. 6.7 Independent Contractor CONSULTANT is and shall at all times remain,as to the CITY,a wholly independent contractor.Neither the CITY nor any of its agents shall have control over the conduct of CONSULTANT or any of the CONSULTANT's employees,except as herein set forth,and CONSULTANT is free to dispose of all portions of its time and activities which it is not obligated to devote to the CITY in such a manner and to such persons,firms,or corporations as the CONSULTANT wishes except as expressly provided in this Agreement. CONSULTANT shall have no power to incur any debt,obligation,or liability on behalf of the CITY or otherwise act on behalf of the CITY as an agent.CONSULTANT shall not,at any time or in any manner,represent that it or any of its agents,servants or employees,are in any manner agents,servants or employees of CITY.CONSULTANT agrees to pay all required taxes on amounts paid to CONSULTANT under this Agreement,and to indemnify and hold the CITY harmless from any and all taxes,assessments,penalties,and interest asserted against the CITY by reason of the independent contractor relationship created by this Agreement.CONSULTANT shall fully comply with the workers'compensation law regarding CONSULTANT and its employees.CONSULTANT further agrees to indemnify and hold the CITY harmless from any failure of CONSULTANT to comply with applicable workers'compensation laws.The CITY shall have the right to offset against the amount of any fees due to CONSULTANT under this Agreement any amount due to the CITY from CONSULTANT as a result of its failure to promptly pay to the CITY any reimbursement or indemnification arising under this Article. Page 8 of 12 R6876-0001 \1463803.1 doc 8-17 6.8 Titles The titles used in this Agreement are for general reference only and are not part of the Agreement. 6.9 Entire Agreement This Agreement,including any other documents incorporated herein by specific reference,represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations,representations or agreements, either written or oral.This Agreement may be modified or amended,or provisions or breach may be waived,only by subsequent written agreement signed by both parties. 6.10 Construction In the event of any asserted ambiguity in,or dispute regarding the interpretation of any matter herein,the interpretation of this Agreement shall not be resolved by any rules of interpretation providing for interpretation against the party who causes the uncertainty to exist or against the party who drafted the Agreement or who drafted that portion of the Agreement. 6.11 Non-Waiver of Terms,Rights and Remedies Waiver by either party of anyone or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement.In no event shall the making by the CITY of any payment to CONSULTANT constitute or be construed as a waiver by the CITY of any breach of covenant,or any default which may then exist on the part of CONSULTANT,and the making of any such payment by the CITY shall in no way impair or prejudice any right or remedy available to the CITY with regard to such breach or default. 6.12 Severability If any term or portion of this Agreement is held to be invalid,illegal,or otherwise unenforceable by a court of competent jurisdiction,the remaining provisions of this Agreement shall continue in full force and effect. 6.13 Notice Except as otherwise required by law,any notice,request,direction,demand, consent,waiver,approval or other communication required or permitted to be given hereunder shall not be effective unless it is given in writing and shall be delivered (a)in person or (b)by certified mail,postage prepaid,and addressed to the parties at the addresses stated below,or at such other address as either party may hereafter notify the other in writing as aforementioned: Page 9 of 12 R6876-0001 \1463803.1 doc 8-18 To CITY: Responsible Person: Dennis McLean,Director of Finance and Information Technology City of Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes,CA 90275 To CONSULTANT: Responsible Person: Terry Hackelman,Managing Director NexLevel Technologies,Inc. 6829 Fair Oaks Blvd.,Suite 100 Carmichael,CA 95608 A party may change its address by giving written notice to the other party. Thereafter,any notice or other communication shall be addressed and transmitted to the new address.If sent by mail,any notice,tender,demand,delivery or other communication shall be deemed effective three (3)business days after it has been deposited in the United States mail.For purposes of communicating these time frames,weekends and federal, state,religious,County of Los Angeles or CITY holidays shall be excluded.No communication via facsimile or electronic mail shall be effective to give any such notice or other communication hereunder. IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the date and year first above written. Dated:_ CONSULTANT BY:-------------Its: BY:-------------Its:------------- Dated:_CITY OF RANCHO PALOS VERDES A Municipal Corporation BY:-------------Its:Mayor Page 10 of 12 R6876-0001 \1463803.1 doc 8-19 ATTEST: CITY CLERK R6876-0001\1463803.1doc Page 11 of 12 8-20 Exhibit "A":RFQ and CONSULTANT'S Proposal Page 12 of 12 R6876-0001\1142862v5.doc 8-21 CITY OF RANCHO PALOS VERDES REQUEST FOR QUALIFICATIONS Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) INTRODUCTION Request for Qualifications In this Request for Qualifications ("RFQ"),the City of Rancho Palos Verdes (the "CITY") is seeking an Information Technology Consulting Firm ("Consultant")with significant experience and expertise serving California municipalities to provide expert information technology ("IT")advice and assistance in accordance with the direction given by the City Council,as well as the Scope of Services described in Attachment 4.Although the City Council has not made a decision to conduct a competitive process for day-to-day IT services that are completely outsourced,the Consultant shall offer its advice regarding the timing and process,in the event the City Council elects to do so. At its meeting on February 7,2012,the City Council directed Staff to obtain proposals from at least three vendors to review: Staff Note:Staff offers a brief explanation of each action item included in the City Council's direction within [J below,as well as links to the reports provided for review by the Consultant: 1)the 2008 Management Partners Report [Management Partners conducted a citywide organizational assessment in 2008 that was primarily focused on the CITY's IT System]; Management Partners Organizational Assessment August 2008 Final Report.pdf 2)the status of the 2012 IT Upgrade Plan [also titled the "Information Technology Infrastructure Plan",which was approved by the City Council, includes the implementation of a Dell virtualized high availability (redundant) server configuration and storage array,Microsoft ("MS")enterprise licensing, migration to the MS unified communication platform (including voice)and replacement of about 60 desktop workstations.]; Staff Report to City Council IT Infrastructure Plan.pdf 3)the existing IT Service Plan [The Professionalrrechnical Services Agreement between Palos Verdes on the NET ("PVNET")and the CITY establishes the scope of services,service levels,and fees for day-to-day IT services that are completely outsourced]. Staff Report to City Council Professional Technical Agreement For IT System Services PVNET.pdf Attachments 8-1 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 2 of 21 4)the timing and nature of the competitive bid process [although the City Council has not made a decision to conduct a competitive process for IT services,the Consultant shall offer its advice regarding the timing and process in the event the City Council elects to do so];and 5)[for Staff]to return to Council within four weeks with the proposals [submitted by IT consulting firms]. In the event the City Council decides to conduct a competitive process for day-to-day IT services,the IT Consultant may also be asked to assist the City with the competitive process';therefore,would not be a participant in the competitive process. Background PVNET PVNET is a non-profit organization formed in 1995 as a center for community services, including computer education,IT internships,web-hosting,free email services and technology support for PV residents and community-based organizations.PVNET began providing the City with day-to-day IT services in accordance with a Professional Services Agreement (the "PSA")dated September 2,1998,after selection by the City Council pursuant to a formal bid process.The PSA was modified on September 20, 2005 to reflect then-current service levels and fees.The PSA was replaced with the attached Professional/Technical Services Agreement (the "Agreement")with a two-year term that was approved by the City Council on November 15,2011. The City has no employees that support the day-to-day operations of the IT program. The Director of Finance &Information Technology manages the IT program,including the services provided by PVNET.PVNET provides all necessary services to maintain the City's IT System.PVNET provides necessary technical staff on-site at City Hall in its delivery of Help Desk,Server &IT Infrastructure,Website,Email and GIS services. The combined total of technical support to perform Help Desk,Server &IT Infrastructure,Website and GIS services is estimated to be about 2.5 FTE's.However, support provided by Ted Vegvari,Executive Director of PVNET,reaches the rate of about 1.0 FTE,depending on project management demands and requests for technical advisory services. 2008 Organizational Assessment by Management Partners Management Partners conducted a citywide organizational assessment in 2008 that was primarily focused on the CITY's IT System (see pages 36-69).Management Partners offered a total of 65 recommendations,including 21 recommendations as a result of their review of the IT System.In its February 2008 Organizational Assessment Report,Management Partners states that the IT system: Attachments 8-2 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 3 of 21 "...have several elements that,while common to California cities,are much more fully functionally developed than in many contract cities. These include .:.Full featured financial software package .:.Development management system .:.GIS system including web based information resource available to .:.all employees (still under development) .:.Document management system (under implementation) .:.Robust computer network including voice over Internet Protocol (VoIP)telephone services" At the core of Management Partner's observations and comments was the following: "Foremost among them is the need to define all relationships with PVnet in a formal and transparent manner.Additionally,the City's IT assets must be configured with clearly defined boundaries between the City and PVnet.At the time this assessment began,it would have been impossible for the City to have released a competitive bid for IT services.The physical networks of the City and PVnet were blended to an extraordinary degree and several other obstacles to substitution of other service providers existed." The 2012 IT Upgrade Plan was developed after the completion of nearly all of the recommendations offered by Management Partners regarding the IT System.Several policy recommendations that were offered by Management Partners were incorporated into the 2012 Upgrade as well (i.e.purchasing major brand servers). 2012 IT Upgrade Plan -System Upgrade in Process The City Council approved the IT Upgrade Plan on November 1,2011 and the Professional!Technical Services Agreement for Services Regarding the Information Technology System with Palos Verdes on the Net on November 15,2011 [also referred to as the IT Service Plan]. The IT Upgrade Plan includes the implementation of a Dell virtualized high availability (redundant)server configuration and storage array,Microsoft ("MS")enterprise licensing,migration to the MS unified communication platform (including voice)and replacement of about 60 desktop workstations.The enterprise licensing has been acquired.The installation of the Dell virtual machine,storage array and MS Exchange are in process.The migration to unified communication is in the final design phase and is expected to be followed by the replacement of desktop computers culminating with migration to Windows 7 and Office 2010. Attachments 8-3 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 4 of 21 Background Documents for Review by Consultant -As Directed by City Council The following documents accompany the RFQ: ~2008 Organizational Assessment Report by Management Partners; ~Staff Report to City Council,dated November 1,2011,IT Infrastructure Plan (referred to as the IT Upgrade Plan in 2)above);and ~Staff Report to City Council,dated November 15,2011,Professional!Technical Services Agreement for Services Regarding the Information Technology System b.etween the City and Palos Verdes on the Net. Time Schedule RFQ available to Proposers: Final date for Proposal submission: Interviews of Finalists by IT Panel: Expected Date -City Council Selection: Engagement Start Date: Engagement Completion Date: MINIMUM QUALIFICATIONS March 26,2012 April 9,2012 (Extended -May 14,2012) Tentatively May 18,2012;a second interview of the Finalist selected by the IT Panel is expected to be conducted by the Selection Committee on/or before June 5,2012) June 5,2012 TBD (expected immediately after decision by City Council) TBD (approximately 45 days after selection of the IT Consultant is decided by City Council -presentation of findings to the City Council expected on July 17,2012) A proposing consulting firm (a "Proposer")must meet all of the following Minimum Qualifications to the CITY's satisfaction to be given further consideration.The Proposer must complete the Minimum Qualification Certification (Attachment 1)substantiating that the Proposer satisfies all Minimum Qualifications and requirements.Failure to satisfy each of the Minimum Qualifications may result in the immediate rejection of the proposal. Attachments 8-4 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 5 of 21 1)The Proposer must have been in the information technology (lilT")consulting business serving local California government agencies for at least three (3) years. 2)The Proposer must have performed a comprehensive information technology assessment of the entire IT operation of at least two (2)local California government agencies during the last two years. 3)The Proposer's primary consultant (ex.project manager)assigned to the CITY must have a minimum of three (3)years of general IT consulting experience of 16cal California governmental agencies and must have been employed by Proposer for at least one (1)year. 4)The Proposer must be directly responsible for the management of the account, and all personnel responsible for the account must be employees of the firm. 5)The Proposer must not have a conflict of interest with the CITY,including,but not limited to,any member of the City Council,City staff,its IT advisor and contractor,Palos Verdes on the Net ("pVNET"),its auditor (Diehl Evans & Company),or other consultants currently serving the CITY. 6)The Proposer must provide references of local California government agencies that can be contacted. MINIMUM INSURANCE REQUIREMENTS The selected Consultant must carry the following insurance coverage or must have applied for it by the submission date of the RFQ: Commercial General Liability Insurance Minimum limits of one million dollars ($1,000,000)for each occurrence and two million dollars ($2,000,000)in the aggregate,combined single limit,for bodily injury,death,loss or property damage resulting from the activities undertaken by the selected Consultant; Professional Liability Minimum limit of one million dollars ($1,000,000)per claim and in the aggregate.Said policy or policies shall be issued by an insurer admitted to do business in the State of California and rated in AM.Best's Insurance Guide with a rating of AVII or better;and Workers Compensation The selected Consultant shall maintain workers compensation insurance in force at all times during the performance of work as required by the law. Attachments 8-5 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 6 of 21 At all times during the term of this Agreement, the selected Consultant shall maintain on file with the CITY Clerk certificates of insurance showing that the aforesaid policies are in effect in the required amounts.All Minimum Qualifications must be met by April 9, 2012. INFORMATION AND REQUIREMENTS General Requirements In addition to all other restrictions pursuant to laws,Council members and Staff will accept no entertainment or gifts of any kind from any firm that is a potential candidate for award of the engagement.All proposals must be complete and comply with all of the requirements and specifications of this RFQ: Conditions If the CITY is unable to agree to terms and conditions with the Proposer first selected to negotiate with or if the Proposer has not fulfilled all conditions of the RFQ at the time of final selection and retention,the CITY reserves the right to terminate negotiations with that Proposer without undertaking another RFQ process,therefore enabling the CITY..to negotiate with another Proposer. Withdrawal of RFQ The CITY reserves the right to cancel this RFQ at any time,and to reject any and all proposals submitted in response to this RFQ,if the CITY determines such action or actions are in its best interest. Proposal Appficabilfty To allow sufficient time for negotiation,all prices and conditions stated in the proposal must be binding on the Proposer for a period of ninety (90)days from the deadline for submission of proposals. Legal Review The CITY expects that all Proposers will agree to be bound by the terms and conditions articulated in this RFQ.For this reason,it is strongly recommended that Proposers have the terms and conditions contained herein reviewed with their respective legal counsel and that any Proposer concerns be brought to the CITY's attention immediately. Attachments 8-6 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 7 of 21 Governing Law This procurement and any engagement with selected Consultant shall be governed by the laws of the City of Rancho Palos Verdes and the State of California.Submission of a proposal constitutes acceptance of this condition. Basis for Proposal Preparation of proposals should be responsive-specific only to questions asked in the RFQ and consistent with the instructions provided in the RFQ. Proposer Qualification The CITY may make such inquiries as necessary to determine the ability of the Proposer to complete the scope of services described in this RFQ to the complete satisfaction of the CITY.The CITY reserves the right to reject the proposal of any Proposer for whatever reason it unilaterally deems in the CITY's best interest. Fair Employment Practices/Equal Opportunity Acts In the performance of this engagement,selected Consultant shall comply with all applicable provisions of the California Fair Employment Practices Act (California Government Code Sections 12940-48)and the applicable equal employment provisions of the Civil Rights Act of 1964 (42 U.S.C.200e-217),and the Americans with Disabilities Act of 1992 (42 U.S.C.§11200,et seq.). Non-Discrimination Selected Consultant shall not discriminate in the employment of persons engaged in the performance of this engagement on account of race,color,national origin,ancestry, religion,sex,marital status,physical handicap,or medical condition,in violation of any federal or state law. Terms of Compensation The selected Consultant will submit invoices monthly for the percentage of work completed in the previous month.CITY agrees to pay all undisputed invoice amounts within thirty (30)days of receipt of the invoice.CITY agrees to use its best efforts to notify selected Consultant of any disputed invoice amounts or claimed completion percentages within ten (10)days of the receipt of each invoice.However,CITY's failure to timely notify selected Consultant or of a disputed amount of claimed completion percentage shall not be deemed a waiver of CITY's right to challenge such amount or percentage. Attachments 8-7 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 8 of 21 mdependentConifacror The selected Consultant is and shall at all times remain,as to the CITY,a wholly independent contractor.Neither the CITY nor any of its agents shall have control over the conduct of the selected Consultant or any of the selected Consultant's employees, except as herein set forth.The selected Consultant expressly warrants not to,at any time or in any manner,represent that it,or any of its agents,servants or employees,are in any manner agents,servants or employees of CITY,it being distinctly understood that the selected Consultant is,and shall at all times remain to City,a wholly indepen.dent contractor and Consultant's obligations to City are solely such as are prescribed by this RFQ. Assignment This Agreement shall not be assignable by either party without the prior written consent of the other party. Notwithstanding the above and with the written consent of the CITY,the selected Consultant may use the services of persons and entities not in selected Consultant's direct employ,when it is appropriate and customary to do so.However,all personnel responsible for the account (e.g.a project manager)must be employees of the firm. Cost of Preparation of RFQ The CITY will not pay any costs borne by the Proposer in the preparation of its Proposal,including the costs of printing,demonstrations,negotiations,travel,lodging or other related expenses.All costs for the preparation of the Proposal,including,but not limited to those described above,shall be the responsibility of the Proposer. Notification of Withdrawal of RFQ Proposals may be modified or withdrawn by written notice by an authorized representative of the Proposer delivered to the CITY prior to the final due date and time specified for Proposal submission. Right to Reject The City reserves the right to reject any and all Proposals or any part of any Proposal, to waive minor defects or technicalities,or to solicit new bids on the same project or on a modified project which may include portions of the originally proposed project as the CITY may deem in its best interest.The CITY will not be obligated to select the Consultant solely on the basis of any response made to this RFQ. Attachments 8-8 City of Rancho Palos Verdes Request for·Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 9 of 21 Exceptions to the RFQ The format of the RFQ must be followed and all requested information must be submitted as indicated.Proposers must address each of the required sections of this Request for Qualifications. Completeness,clarity and brevity are stressed in the RFQ proposal binders.The CITY is receptive to any additional suggestions pertaining to the Scope of Services,or any alternative methods of completing the work product as described in the RFQ.Any exceptions to the RFQ terms and conditions must be included in writing in the Proposal. Interpretations and Addendum Any Proposer may request a clarification in writing from the CITY.No interpretation made to any Proposer as to the meaning of the RFQ shall be binding on the CITY unless repeated in writing and distributed as an addendum by the CITY to all potential Proposers.Responses to requests for interpretations and/or clarification shall be provided in writing by the CITY. City Staff Contact The City Staff contact is: Dennis McLean,Director of Finance &Information Technology City of Rancho Palos Verdes 30940Hawthorne Boulevard Rancho Palos Verdes,CA 90275 dennism@rpv.com D L:31 0-544-5212 Submission Requirements The content and sequence of the proposal will be as follows: Title for cover page:"RFQ for Information Technology Consultant". Table of Contents Immediately following the cover page,there must be a comprehensive Table of Contents of the material included in the proposal.The Table of Contents must clearly identify the proposal section/subsection and the applicable page numbers. Attachments 8-9 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 10 of 21 Letter of Transmittal A letter of transmittal must be included in the Proposal submitted by the Proposer pursuant to the RFQ and placed as the first page of the Proposal.The letter of transmittal must: ~identify the submitting organization; ~identify the names,titles,telephone and fax numbers,and e-mail addresses of persons to be contacted for clarification; ~Tax ID number; ~certify that your firm has fully complied with all provisions of the RFQ and that all statements are true and accurate,and that the firm has not knowingly made any false or misleading statements in its proposal;and be signed by a person authorized to contractually obligate the organization. Completion of Attachments 1,2,3,5 and 6 Attachment 1 -Minimum Qualifications Certification Attachment 2 -Company Questionnaire Attachment 3 -Warranties Attachment 5 -Fee Proposal Attachment 6 -Questionnaire Hard Copy Eight (8)hard copies of the proposal shall be submitted.The name of the firm shall be placed on the front cover with "RFQ for Information Technology Consultant for the City of Rancho Palos Verdes". Word (or PDF)Electronic Versions In addition to the hard copy responses of the proposal,please provide the proposal and the responses in Microsoft Word (or PDF). Deadline All eight (8)completed and fully signed copies of the final proposals must be received at the CITY office by 5PM (PT),April 9,2012,addressed to: City of Rancho Palos Verdes 30940Hawthorne Rancho Palos Verdes,CA 90275 Attention:Dennis McLean,Director of Finance &Information Technology Attachments 8-10 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 11 of 21 ATTACHMENT 1 MINIMUM QUALIFICATIONS CERTIFICATION Proposer Firm Name The Proposer must substantiate that the firm satisfies all of the Minimum Qualifications stated within this RFQ,to the CITY satisfaction,to be given further consideration.The statement must contain sufficient information as prescribed to assure the CITY of its accuracy.Failure to satisfy each of the Minimum Qualifications,based on the CITY's sole judgment,will result in the immediate rejection of the Proposal. The Proposer must complete all of the Minimum Qualification statements listed below before signing.The signature of the authorized representative of the Proposer warrants that the Proposer has met all of the Minimum Qualifications. 1)The Proposer has been in the information technology ("IT")consulting business serving local California government agencies for at least three (3)years. Yes /No 2)The Proposer has performed a comprehensive information technology assessment of the entire IT operation of at least two (2)local California government agencies during the last two years. Yes /No 3)The Proposer's primary consultant (ex.project manager)assigned to the CITY has a minimum of three (3)years of general IT consulting experience of local California governmental agencies and has been employed by Proposer for at least one (1)year. Yes /No 4)The Proposer has direct responsibility for the management of the account,and all personnel responsible for the account are employees of the firm. Yes /No 5)The Proposer does not have,nor potentially have,a conflict of interest with the CITY,including,but not limited to,any member of the City Council,City Staff,its IT advisor and contractor,Palos Verdes on the Net ("PVNET"),its auditor (Diehl Evans &Company),or other consultants currently serving the CITY. Yes /No Attachments 8-11 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 12 of 21 6)The Proposer can provide references of local California government agencies that can be verified. Yes /No Authorized Signature Print or Type Name Title Date Attachments 8-12 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 13 of 21 ATTACHMENT 2 COMPANY QUESTIONNAIRE Proposer Firm Name Proposer's Legal Name Type of Business (Corporation,Partnerships,Individual,etc.) Headquarter Address Address of Office of Proposer That Would Manage the Account (if different) Proposer Contact Name Telephone Number Fax Number Email Address Proposer Back-up Contact Name Telephone Number Fax Number Email Address Signer (authorized to bind the Proposer )Date Name and Title of Authorized Signer (Please type or print) Signer (authorized to bind the Proposer) Name and Title of Authorized Signer (Please print) Date Attachments 8-13 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 14 of 21 ATTACHMENT 3 WARRANTIES Proposer Firm Name Proposer agrees to the incorporation of the following warranties in a proposed engagement: Proposer warrants that it maintains or will obtain,at its expense prior to engagement,required insurance policy as stated herein for negligent acts or omissions and that such coverage is applicable. Proposer warrants all information and statements in this RFQ are complete and true.Any statement or claim found to be incomplete,misleading,or false will be grounds for immediate disqualification or dismissal and may be sUbject to legal action. Proposer warrants this proposal is genuine,and not sham or collusive,nor made in the interest or on behalf of any person not named therein;the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham bid,or any other person,firm or corporation to refrain from submitting a proposal,and the Proposer has not in any manner sought by collusion to secure for themselves an advantage over any other proposer. Authorized Signature Print or Type Name Title Date Attachments 8-14 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 15 of 21 ATTACHMENT 4 SCOPE OF SERVICES The scope of services is based upon the direction established by the City Council at its meeting on February 7,2012 as follows: Task 1: Review,the following relevant documents that accompany the RFQ: A.2008 Organizational Assessment Report by Management Partners; B.Staff Report to City Council,dated November 1,2011,IT Infrastructure Plan (referred to as the IT Plan in 2)above);and C.Staff Report to City Council,dated November 15,2011,Professional/Technical Services Agreement for Services Regarding the Information Technology System between the City and Palos Verdes on the Net. Task 2: Perform an on-site review of the City's IT System and conduct interviews with Staff and PVNET regarding: A.Existing IT System; B.The IT [upgrade]Plan; C.Services provided by PVNET in accordance with the Professional/Technical Services Agreement for Services Regarding the Information Technology System; D.Services provided by others;and E.The status of the IT [upgrade]Plan,as well as the continuing implementation and completion of phases of the IT Plan,including the impact on expected operational changes,including the transfer of multiple applications that have been running on dedicated servers to the Dell virtual machine,implementation of the Microsoft ("MS")Enterprise licensing and software assurance, implementation of MS System Center Operations Manager that will centralize operational management of the IT System,the migration from a Cisco VOIP voice and messaging system to MS Exchange and MS Lync for unified communications,and reconfiguration of the existing high efficiency (redundant) Sonicwall NSA E7500 firewall. Task 3: A.Write a report to be presented to the City Council that considers whether or not to recommend to the City Council to establish and conduct a competitive process with other IT providers,for some,or all,of the information technology services currently provided by Palos Verdes on the Net in early 2013,after completion of Attachments 8-15 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 16 of 21 the information technology upgrade that is currently in process or prior to completion or some other timeline; B.Include in the report to the City Council any other comments regarding the process for conducting a competitive process for IT services currently provided by Palos Verdes on the Net;and C.Include in the report to the City Council any other comments to the City Council about the IT System,the IT Plan,the Professional!Technical Services Agreement for Services Regarding the Information Technology System or any other noteworthy observations made during the on-site review of the City's IT ~ystem and interviews with Staff and PVNET. Attachments 8-16 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 17 of 21 ATTACHMENT 5 FEE PROPOSAL Proposer Firm Name Subject to advance approval by the CITY,the CITY shall reimburse the selected Consultant for reasonable travel costs incurred,including airfare,transportation,lodging and meals in conjunction with attending local meetings in the performance of the engagement.Consultant shall furnish the CITY with evidence of such costs incurred along with written request for reimbursement.The selected Consultant shall be solely responsible for incidental costs,including but not limited to,printing,clerical support in delivery of services and the production of written reports. Because of the uncertainty of the time that may be required to fulfill the engagement by the selected Consultant,each Proposer shall provide its Fee Proposal based upon the details of the hourly rates and estimated time incurred for services performed by Proposer's personnel as follows: Estimated Personnel Hourlv Rate No.Hours Total TOTAL Attachments 8-17 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 18 of 21 ATTACHMENT 6 QUESTIONNAIRE Organization Provide the address of the office that will service this account. Give a brief history of your firm's involvement in the information technology ("IT") consulting business serving California municipalities,including the year of organization. As of December 31,2011,how many years has your firm provided information technol6gy ("IT")consulting business serving California municipalities? What are your firm's consulting specialties and strengths? What differentiates your firm from your competitors? What are your firm's limitations? Clients Please provide a listing of clients that may be used as reference checks: Name of Client Standards of Conduct Contact Contact Number Disclose any relationship you have or have had with any City Council members, consultants,or CITY employees.Briefly describe your philosophy relating to the selected Consultant's relationship with Council members and staff. Disclose any gifts (meals,tickets,anything of value over $50,etc.)that you have given to any City Council member,consultants,or CITY employee in the last 12 months.If 'Yes',please disclose them using "Gift Disclosure Form." For the past 10 years,has the firm,its officers or principals or any affiliate ever: Attachments 8-18 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 19 of 21 a.been the focus of a non-routine inquiry or investigation or a similar inquiry or investigation from any federal,state or self regulatory body or organization; b.settled any litigation concerning breach of fiduciary responsibility or other investment related matters;or c.submitted a claim to your error &omission,fiduciary liability and/or fidelity bond insurance carrier(s)? If 'yes',please provide details and the current status of proceedings. Attachments 8-19 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 20 of 21 Gift Disclosure Form Proposer Firm Name GiftS could be In the form of meals,tickets,paid travel,anything of value over $50,etc. Date Value No.(mm/dd/yy)Given to Description of Gifts 1 (US$) 1 Attachments 8-20 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11 ,2012 -Extended Deadline) Page 21 of 21 Disclosure Form -Communication With City Staff,City Council Members and/or Palos Verdes on the Net Proposer Firm Name Names,Dates and Description Of Information Provided/Received And/Or Nature No Of Communication. Attachments 8-21 Attachments 8-22 Proposal to the City of Rancho Palos Verdes Table of Contents RFQ for Information Technology Consultant Table 0/Contents •••••••••••••••••••••••••••••••••••••••.••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••:1. Letter ofTransmittal ••••••••••••.•••••.•••••.•••••.•.••••.••.•••••••.•••••••••.••••••••••••••••••••••••••.••••.••••...••.••.•.•••...••.•.••.•••••·.•3 Attachment 1 -Minimum Qualifications Certification 9 Attachment 2 -Company Questionnaire•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••1.:1. Attachment J -Warranties 1.3 Attachment 5 -Fee PropDsa/••••••••••••••••.•••••••••••••••.•.••.................................................................................1.5 A ttQchment 6 -QuestlonnQlre•••••••••••••••••••••••••••••••••••'•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••:1.7 Organization 17 Cl.lents •.~•.•,21 Standards of Conduct 24 Proposed Methodology to Complete Scope ojServices (Supplementallnjormation}25 Introduction 25 Tlsk 1•Inltl·ate •••••••••••••••••••.•••.••.•••••••••••.•••••••••.••••••••••••••••••••••••••••••••.••••••••••.••••••••••••••••••••••••••.••••••••••••••.•••••••••••••••.•.••25 Task 2 •Assess 26 Task J -Delive·r •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••.•••••••••••••••••••••••••••••••••••••.••••••••••••••••••••••••••••••••••••28 LISTEN.PLAN.DELIVER.Pagel Attachments 8-23 Proposal to the City of Rancho Palos Verdes Letter of Transmittal RFQ for Information Technology ConsuJtant NexLevel provides our Letter of Transmittal on the following page. LISTEN.PLAN.DELIVER.Page 3 Attachments 8-24 Proposal to the CIty of Rancho Palos Verdes May 3,2012 City of Rancho Palos Verdes Mr.Dennis McLean Director of Finance &Information Technology 30940 Hawthorne Boulevard Rancho Palos Verdes,CA 90275 Dear Mr.McLean, RFQ for Information Technology Consultant Nexlevel'nformation Technology,Inc.(NexLevel)respectfully submits this proposal to the City of Rancho Palos Verdes to provide expert information technology (IT)advice and assistance pursuant to the City's Request for Qualifications seeking a qualified information technology consultal)t.Specifically,NexLevel proposes to provide comprehensive and expert level information technology consulting services to address the request of the City Council to review various management reports,review the status of certain IT plans,evaluate specific service agreements,and provide professional recommendations relating to any potential bid process for IT services. Our Company.Founded In 1999,NexLevel (a California Corporation)is a ma.nagement consulting firm that helps California public sector clients plan,procure,implement,and operate technology solutions. NexLevel focuses exclusively on California public sector agencies. Our Experience.NexLevel's track record includes supporting over 40 different cities,counties, districts,and state agencies.Nexlevel has completed 23 IT service delivery assessments for California local government agencies.As a result of our experience,we bring the City a proven methodology and approach to ensure an objective and accurate assessment of the IT services. Most indicative of our success is that our clients refer us to other organizations without hesitation. Our Understanding.Based on a comprehensive review of the Citys Request for Qualifications and all documents referenced therein,and after reviewing City Council meeting reports and videos,NexLevel understands that the City Council is seeking consulting services to perform the follOWing: •Review the status of the recommendations in the 2008 Management Partners Report; •Review and report on the current status of the 2012 IT Upgrade Plan; ..Review and report on the existing IT Service Plan currently being provided by Palos Verdes on the NET (PVNET);and •Provide recommendations regarding any potential competitive bid process for IT services. LISTEN.PLAN.DELIVER.PageS Attachments 8-25 Proposal to the Cltv of Rancho Palos Verdes RFQ for Information Technology Consultant We appreciate the opportunity to submit a proposal and look forward to working with the City of Rancho Palos Verdes. Terry Hackelman Managing Principal NexLevellnformation Technology,Inc. 6829 Fair Oaks Blvd.,Suite 100 carmichael,CA 9S608 Email:terrv.hackelman@nexlevelit.com LISTEN.PLAN.DELIVER.Page 7 Attachments 8-26 Proposal to the City of Rancho Palos Verdes RFQ fOl'Information Technology Consultant Attachment 1 -Minimum Qualifications Certification ATTACHMENT 1 MINIMUM QUALIFICATIONS CERTIFICATION NexLevellnform.8tio.n Techngl9IY.IDC. Proposer Firm Name The Proposer must substantiate that the firm satisfies all of the Minimum Qualifications stated within this RFQ,to the CITY satisfaction,to be given further consideration.The statement must contain sufficient information as prescribed to assure the CITY of its a.ccuracy.Failure to satisfy each of the Minimum Qualifications,based on the CITY's sole judgment,will result in the immediate rejection of the Proposal. The Proposer must complete all of the Minimum Qualification statements listed below before signing.The signature of the authorized representative of the Proposer warrants that the Proposer has met aU ofthe Minimum Qualifications. tt Question Yes No 1.The Proposer has been in the information technology ("IT")consulting X business serviing local California government agencies for at least three (3) years. 2.The Proposer has performed a comprehensive information technology X assessment of the entire IT operation of at least two (2)local California government agencies during the last two years. 3.The Proposer's primary consultant (ex.project manager)assigned to the X CITY has a minimum ofthree (3)years of general IT consulting experience of local California governmental agencies and has been employed by Prop.oser for at least one (1)year. 4.The Proposer has direct responsibility for the management of the account,X and all personnel responsible for the account are employees of the firm. 5.The Proposer does not have,nor potentially have,a conflict of interest with X the CITY,including but not limited to,any member of the City Council,City Staff,its IT advisor and contractor,Palos Verdes on the Net ("pVNET"),its auditor (Diehl Evans &.Company),or other consultants currently serving the CITY. 6.The Proposer can provide references of local California government agencies X that can be verified. LISTEN.PLAN.DELIVER.Page 9 Attachments 8-27 Proposal to the City of Rancho Palos Verdes RFQ for Information Tec:hno.logy Consultant Attachment 2 -Company Questionnaire ATTACHMENT 2 COMPANY QUESTIONNAIRE NexLevellnformation Te.chnology,Inc Proposer Firm Name NexLevellnformation T,sbnolg8Y.Inc. Proposer's Legal N.ame califgrnla $Cprporation Type of ~usiness (Corporation,Partnership,Individual,etc.) U~9 Flir Oak,!Bgyl,vard.Syit,100.carmichael,CaUforni,95608 Hea.dquarter Address §8~9 F,;r giN Bgyleyari.$uit,109.Carmich'''.caUfgrnialliRl Address of Office of Proposer That Would Manage the Account Proposer Contact Name 911i-f,i9.Z-200g.ext.201 Telephone Number '16-6'2-2022 Fax Number terry.hackelman@nexlevelit.com Email Address Patric.k Griffi.n.Busin.D,yglgpment Director Proposer Ba.ck-up Contact Name Igner (authorized to bind the Proposer)Date 714-971-415g Telephone Number 916·"2-2022 Fax Number 5'/3 jd. patrick.griffin@nexlevelit.com Email Address T,rry Hackelman.Ma.naging Princip,l Name and Title of Authorized Signer (Please type or print) LISTEN.PLAN.DELIVER.Page 11 Attachments 8-28 Proposal to the City of Rancho Palos Verdes Attachment 3 -Warranties ATTACHMENT 3 WARRANTIES RFQ for Information Technology Consultant NexLevellnformation Technology,Inc. Proposer Firm Name Proposer agrees to the incorporation of the following warranties in a proposed engagement: Proposer warrants that it maintains or will obtain,at its expense prior to engagement, required insurance policy as stated herein for negligent acts or omissions and that such coverage is appli.cable.. Proposer warrants all information and statements in this RFQ are complete and true. Any statement or claim found to be incomplete,misleading,or false will be grounds for immediate disqualification or dismissal and may be subject to legal action. Proposer warrants this proposal is genuine,and not sham or collusive,nor made in the interest or on behalf of any person not named therein;the prop.oser has not directly or indirectly induced or solicited any other proposer to put in a sham bid,or .any other person,firm or corporation to refrain from submitting a proposal,and the Proposer has not in any manner sought by collusion to secure for themselves an advantage over any other proposer. Terry Hackelman Print or Type Name Manae;n,Principal Title May 3,1012 Date LISTEN.PLAN.DELIVER.Page 13 Attachments 8-29 Proposal to the City of Rancho Palos Verdes RFQ for Information TechnololV Consultant Attachment 5 -Fee Proposal ATTACHMENT 5 FEE PROPOSAL Nexlevellnformation Technology,Inc. Proposer Firm Name Subject to advance approval by the CITY,the CITY shall reimburse the selected Consultant for reasonable travel costs incurred,including airfare,transportation,lo.dging,and meals in conjunction with attending local meetings in the performance of the engagement.Consultant shall furnish the CITY with evidence of such costs incurred along with written request for reimbursement.The selected Consultant shall be solely responsible for incidental costs, including but not limited to,printing,clerical support in delivery of services and the r>roduction of written reports. Because of the un.certainty of the time that may be required to fulfill the engagement by the selected Consultant,each Proposer shall provide its Fee Proposal based upon the details of the hourly rates and estimated time incurred for services performed by Proposer's personnel as follows: $150.00 4 $600 $135.00 4 $540 $135.00 4 $540 12 $1,680 $150.00 8 $1,200 $135.00 24 $3,240 $135.00 32 $4,320 64 $8,760 $150.00 4 $600 $135.00 8 $1,080 $135.00 12 $1,620 24 $3,300 100 $13,740TotalProjectEstimate Total Task 3 Cindy Abbott,Managing Consultant Patrick Griffin,Managing Consultant Terry Hackelman,Managing Principal TotalTask~ Terry Hackelman,Managing Principal Cindy Abbott,Managing Consultant Patrick Griffin,Managing Consultant Terry Hackelman,Managing Principal Cindy Abbott,Managing Consultant Patrick Griffin,Managing Consultant Total Task 1 LISTEN.PLAN.DELIVER.Page 15 Attachments 8-30 Proposal to the City of Rancho Palos Verdes RFQ for Information Technology Consultant In summary,NexLevel's foundation is in a team of experienced,high-caliber professionals guided by the principles of honesty,integrity,quality,and a commitment to client satisfaction. Our business philosophy can be summed up in three simple words: LISTEN.PLAN.DELIVER. RFQ Requirement -Give a brief history of your firm's involvement in the information technology ("IT")consultina business servina California municipalities,including the year of oraanization.As of December 31,2011,how many years has your firm provided information technology ("IT")consulting business service California municipalities? Founded in 1999,NexLevel is a management consulting firm that helps California public sector clients plan,procure,implement,and operate technology solutions.Since 1999,NexLevel has worked 'o(Vith more than 40 California public sector agencies to complete a wide range of services as illustrated in Figure 2. Figure 2 -NexLevel Services Nexlevel's experience includes completing 23 IT assessments for California public agencies, including five within the past year.Our extensive experience includes assessing technology services for in-house and outsourced IT service models.Most indicative of our success is that LISTEN.PLAN.DELIVER.Page 19 Attachments 8-31 Proposal to the City of Rancho Palos Verdes RFQ for Information Technology Consultant ca/lf~r:f1ia,~~ate Go",r:mn~f1t~nc;il!s California Highway Patrol (CHP)./././././././ CalPERS ./ Department of Child Support Services ./././ Department of Corrections ././ Department of Fish and Game ./././ Department of Health Care Services ./././ Department of Justice ./././ Department of Public Health ././ Department of Motor Vehicles ././ Because of the breadth and depth of our engagements,Nexlevelconsultants have extensive, hands-on knowledge of the technologies and applications typically used by California local government agencies as identified in Table 2. Table 2-Experience in Specific Technologies Common Municipal Applications Finance,Payroll,and Human Resources 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 Ma.nagement System (RMS) Asset Management/Computerized Maintenance Management System (CMMS) Geographic Information System (GIS) Business Lieense 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 Energy Management Systems Library Systems (catalog,check In/out,etc.) Online Procurement and Vendor Management Systems Supervisor Control and Data Acquisition (SCADA) Systems 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 Pavement Management Systems Common Municipal Technologies Storage Area Network (SAN)Server Virtualization Mobility Devices Network Monitoring Help Desk Systems Online (Web)Services /Collaboration RFQ Requirement -What are your firm's consulting specialties and strengths? NexLevel was founded for the sole purpose of prOViding public agencies management consulting services focused on planning,implementing,and managing technology.To this end, NexLevel has built a team of consultants that specialize in planning,analysis,and project LISTEN.PLAN.DELIVER.Page 21 Attachments 8-32 Proposal to the City of Rancho Palos Verdes RFQ for Information Technology Consultant ..We have completed more than 25 technology service delivery assessments and strategic plans -numerous of which relied on IT outsourced services. ..NexLevel is financially strong and has been profitable since its inception.The company does not have any debt. •NexLevel consultants are fully-benefited employees ofthe company. ..NexLevel is vendor-independent -we work for the City. RFQ Requirement -What are your firm's limitations? NexLevel is well positioned to provide the services requested by the City.For this project, NexLevel does not have any limitations.The RFQ scope of work aligns with our core competencies and consultant expertise.NexLeveJ has local resources that are prepared to immediately begin the project and are confident of meeting the short timelines identified in the RFQ. Clients RFQRequirement ..Please provide a Iistin.g of clients that may be used as reference checks. NexLevel would be happy to provide reference information for any or all of our clients identified in our proposal.The following table provides reference information for recent client projects that are similar in nature to what the RFQ is requesting. Name of Client/Project Contact City of Orange Rick Otto,Assistant City Manager IT Outsourcing Service Level 300 East Chapman Avenue Assessment and Procurement Orange,CA 92866 Support rotto@cityoforange.org 714-744-2206 City of San Luis Obispo Mary Bradley,Interim Director of Finance/IT (Retired) IT Assessment and Strategic mbradleysv@aol.com Planning 408-981-4021 City of Walnut Creek Laura Peabody-Park,cia IT Assessment and Strategic 1666 North Main Street Planning Walnut Creek,CA 94596 925-943-5896 City of Stockton Susan Mayer,CFO (Retired) IT Assessment and Strategic susanmayercpfo@gmail.com Planning 916-350-1702 LISTEN.PLAN.DELIVER.Pa.ge 23 Attachments 8-33 Proposal to the City of Rancho Palos Verdes RFQ for Information Technology Consultant Proposed Methodology to Complete Scope of Services (Supplemental Information) Introduction NexLevel provides the following information to help the City understand the detailed tasks and activities that would be completed to perform the services identified in Attachment 4 Scope of Services.NexLevel is open to discussing alternatives or modifications to the methodology outlined below;however,we felt it was important that the City understand in more detail"how the work will get done"by the NexLevel consultants. NexLevel commits to delivering on 100%of what is described in Attachment 4 Scope of Services in the RFQ.What is presented in the remainder of this section of our proposal is not intended to modify the scope of services as proposed in the RFQ. Task 1 -Initiate The primary purpose of the Initiate Task is to prepare for and initiate the project under a we.ll~ defined plan and ensure alignment of expectations (i.e.purpose,timel.ine,resources, participants,communications,activities,etc.)among all participants.Figure 3 -Initiate Work Breakdown Structure (WBS),provides an overview of the activities associated with Task 1. Initiate j 1.0 ! 1...."..- I RFQ Document I Review 1.1 "._".. Project Scope I Review 1.2......- Figure 3 -Initiate Work Breakdown Structure As described in Table 3 -Task 1 -Activities and Deliverables,this task includes confirming our understanding,as well as the understanding of the stakeholders regarding the scope of work and the process for accomplishing the work. LISTEN.PLAN.DELIVER.Page 2S Attachments 8-34 Proposal to the City of Rancho Palos Verdes RFQ for Information TechnololV Consultant We wIll develop this understanding by completing the activities show in Figure 5 -Assess Work Breakdown Structure. Assess I 20 Document I Review 2.1 Online User I Survey 2.2... Workshop I Preparation 23...". City and PVNETI Workshops 2.4.,..-. Fill,lre 5-Assess Work Breakdown Strl,lctl,lre This understanding will provide the foundation upon which the Task 3 Report will be developed.To obtain this understanding.Nexlevel will interview City staff,interview PVNET personnel,review available docum.entation,and observe on-site activities.Our consultants use an iterative process where we confirm what we collect and provide staff opportunities to provide corrections or additional feedback. Table 4 •Task 2 •Assessment Activities and Dellverables Activity Activity Description Deliverable Number 2.1 Documentation NexLevel will request and analyze documentation Review including,but not limited to,the following:..Planning documents..IT Inventory (PCs,software,peripherals, servers,storage and backup devices, applications,etc.)..IT Policies and Procedures..IT Disaster Recovery Plan..Network architecture documentation..Organization charts,including job titles and role descriptions..Documentation of projects in process..Service Level Agreements..Performance statistics..Vendor agreements 2.2 Online User NexLevel will complete a web-based user survey to Summary Survey determine overall user satisfaction in terms of IT Survey service delivery and support.The survey will be Results available to all City technology users and will provide an opportunity to obtain input from 100%of the users. The information gathered from the online survey will aid in conducting more meaningful interview I workshops (Task 2.4). LISTEN.PLAN.DELIVER.Page 27 Attachments 8-35 Proposal to the City of Rancho Palos Verdes RFQ for Information Technology Consultant Table 5 •Task 3,Report·Activities and Deliverables Activity Activity Description DeliverableNumber 3.1 Report Draft NexLevel will compile a Report with analysis and Report Draft consideration of the information learned during the workshops,the on line user survey,the professional/technical services agreement with PVNET,and the status of the recommendations made by M.anagement Partners,Inc.in the 2008 report. NexLevel subject matter experts will utilize the results of the assessment and their understanding of best practices to recommend to the City whether or not IT services should go out to competitive bid,and if so the appropriate time to do so.NexLevel will update the draft report based on fe·edback from City personnel. 3.2 Final Repo.rt NexLevel will prepare the final report.Nexlevel wifl Final Report and present the findings to the City Council and answer and Presentation any questions Council members may have.Presentation to City Council LISTEN.PLAN.DELIVER.Page 29 Attachments 8-36 ultant onse to ation Technology 11..:.H..•·.<'.•.:t;CITV.········..1;..:<,.,',..".,,.' Palos Verdes,CA May 14,2012 Authorized Contact:Mike Silverman,Co-CEO Pacific Technologies,Inc. 14711 NE 29th Place,Suite 216 Bellevue,WA 98007 (425)881-3991 Pacific Technologies l Inc.Practical Planning.Positive Change.® Attachments 8-37 (I-~of Contents ~""~----'_-.-II:a.nst·~~""'.!U"""""""''''''''''''''''''''_''''''''''''''''''''''''''''''''''''L''''''''''''''''''''''''''''''''''''''''''''''''''''''''A''''''''''''''''''''''''''''''''..3_ J.Attach ent 1:Minimum Qualifications Certification 4 ~_..~e ment 2:Company Questionnaire 6 I Attach ment 3:Warranties 7 !Attachment 5:Fee Proposal 8 Cost Detail 9 Attachment 6:Questionnaire 10 Organization 10 Clients 15 Standards of Conduct 15 Gift Disclosure Form 16 Communication Disclosure Form 16 Appendices A:Task Descriptions A-1 @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·April 9,2012 •©2012 Pacific Technologies,Inc.2 Attachments 8-38 Re:RFQ for Information Technology Consultant --------_.__._-_._._-------------- !May 14,'012___:-__----.,,_,L_._..._' \ !Dennis ~cLean!DirectorJof Finance &Information Technology 'I City oyRancho Palos Verdes 3~O Hawthorne "'--Rancho Palos Verdes,CA 90275 I <,I,.,Dear Mr.McLean: ;Pacific Technologies,Inc.(PTI)appreciates the opportunity to respond to the City of Rancho Palos Verde's (the City,Rancho Palos Verdes)request for qualifications (RFQ) from information technology consulting firms. PTI has provided similar IT planning services for over 120 public sector clients.We are extremely well-positioned to help the City achieve its project objectives.As you view our response,we encourage you to consider that: .......:;> We hereby certify that we have fully complied with all provisions of the RFQ and all statements included in our proposal are true and accurate.We have not knowingly made any false or misleading statements in our proposal.We are excited about this opportunity to work with Rancho Palos Verdes and will provide you the highest possible level of service on this important project. Sincerely, Mike Silverman Co-Chief Executive Officer (425)881-3991 (425)881-4244 fax msilverman@pti-consulting.com Tax ID:91-1614513 @PTI City of Rancho Palos Verdes'RFQ for Information Technology Consultant·May 14,2012'©2012 Pacific Technologies,Inc.3 Attachments 8-39 @PTI ,. City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 11 of 21 ATTACHMENT 1 MINIMUM QUAUFICAT10NS CERTIFICATION ?ACJr\L rWl®\1)b\~\Ne. Proposer Firm Name The Proposer must substantiate that the firm satisfies i!!!of the Minimum Qualifications stated within this RFQ.to the CITY satisfaction,to be given further consideration.The statement must contain sufficient information as prescribed to assure the CITY of its accuracy.Failure to satisfy each of the Minimum Qualifications,based on the CITY's sole judgment.will result in the immediate rejection of the Proposal. The Proposer must complete all of the Minimum Qualification statements listed below before signing.The signature of the authorized representative of the Proposer warrants that the Proposer has met all of the Minimum Qualifications. 1)The Proposer has been in the information technology ("IT")consulting business serving local Califomia government agencies for at least three (3)years. 6.iiJNo 2)The Proposer has performed a comprehensive information technology assessment of the entire IT operation of at least two (2)local California government agencies during the last two years. ~NO 3)The Proposer's primary consultant (ex.project manager)assigned to the CITY has a minimum of three (3)years of general IT consulting experience of local California governmental agencies and has been employed by Proposer for at least one (1)year. <§i:JNO 4)The Proposer has direct responsibility for the management of the account.and all personnel responsible for the account are employees of the firm. @NO 5)The Proposer does not have.nor potentially have,a conflict of interest with the CITY.including,but not limited to.any member of the City Council,City Staff,its IT advisor and contractor,Palos Verdes on the Net ("PVNET"),its auditor (Diehl Evans &Company),or other consultants currently serving the CITY. @NO City of Rancho Palos Verdes'RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.4 Attachments 8-40 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 12 of 21 6)The Proposer can provide references of local California government agencies that can be verified. @NO Authorized Signature Mlt.f__$\L\JE\?t=1AN Print or Type Name Title @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012·©2012 Pacific Technologies,Inc.5 Attachments 8-41 Attachment 2:Company Questionnaire City of Rancho Palos Verdes Request for Qualifications .Infonnation Technology Consulting Finn Page 13 of21 ATTACHMENT 2 COMPANY QUESTIONNAIRE fMAf\c...1'FlJt~e2 I tJL Proposer Firm Name I Proposer's Legal Name Type of Business (Corporation,Partnerships.Individual,etc.) Address of Office of Proposer That Would Manage the Account (if different) Proposer Contact Name 41..<5 .is2s:\.:ftC\} Telephone Number <iff(\.'12.e.t4 Fax Number M\'f..'e-=a\.>J~N _ Proposer Back-up Contact Name DateSigner(authorized to bind the Proposer LIt'?·5$ls:IJi14l lslll·L.l'2-e.tLf ~\L\I~~MAtJ @ fnCoN?UJ.,l1 N&. Telephone Number Fax Number Email Address toH ~~ Signer (authorized to bind the Proposer)Date Name and Title of Authorized Signer (Please print) @PTI City of Rancho Palos Verdes'RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.6 Attachments 8-42 \. ~ Attachment 3:Warranties City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 140f21 ATTACHMENT 3 WARRANTIES YP-af\<...n;Gt\~~\N.c... Proposer Firm Name Proposer agrees to the incorporation of the following warranties in a proposed engagement: Proposer warrants that it maintains or will obtain,at its expense prior to engagement,required insurance policy as stated herein for neg.ligent acts or omissions and that such coverage is applicable. Proposer warrants all information and statements in this RFQ are complete and true.Any statement or claim found to be incomplete,misleading,or false will be grounds for immediate disqualification or dismissal and may be subject to legal action. Proposer warrants this proposal is genuine,and not sham or collusive,nor made in the interest or on behalf of any person not named therein;the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham bid,or any other person,firm or corporation to refrain from submitting a proposal,and the Proposer has not in any manner sought by collusion to secure for themselves an advantage over any other proposer. Authorized Signature Print or Type Name @PTI Title City of Rancho Palos Verdes'RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies.Inc.7 Attachments 8-43 $800 $2,160 $800 $1,840 $800 $2,760 $4,200 $4,480 $2,640 $3,920 8 8 6 6 6 18 8 8 4 4 8 16 8 8 6 6 12 24 10 10 16 36 8 8 24 40 4 4 16 24 12 12 8 322.5 Develop and Deliver Final Presentation 2.2 Conduct Validation Workshop 2.4 Prepare Final IT Assessment Memo 2.3 Prepare Draft IT Assessment Memo 1.1 Review Documentation 1.5 Conduct Budget and Spending Analysis 1.3 Assess Technical Configuration 1.2 Conduct Interviews and Focus Groups 2.1 Develop Findings and Recommendations 1.4 Assess IT Organization and Service Delivery .......---r--I C~DetaH I I The foil wing table presents a task-by-task breakdown of the proposed fees to facilitate a more t orough evaluation of our cost proposal.Please refer to Appendix A for task ---l:----....-.+...........,~Iptt .':-PTOVIete1tfISleV~I-Ol"-ctetl:iln(nje1ffe)l,stt-ate'-b"Ul'-mfffm1tm-e'fin()"1:h1S~-- ~I project d to provide a basis for making adjustments,if necessary. L- Totall'lours and Costs 93 58 126 2"l1 $32,230 Our cost proposal assumes the following: +Requested data will be returned in the formats specified in the associated data collection instructions and tools,and in the timeframe defined in the project schedule +Project stakeholders will be available to attend meetings and workshops as defined in the project schedule +All deliverable drafts will be electronically submitted to the City +There will be a single draft-to-final process for the IT assessment memo +No more than four (4)copies of final deliverable documents will be provided in paper format +Expenses are not included in the fees and will be billed as incurred with a 5% markup to cover administrative overhead;expenses will likely be in the range of $6,000-$8,000 @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012·©2012 Pacific Technologies,Inc.9 Attachments 8-44 '",nnairetachn~-_.1."- I I I~.i_, /....,.........,...~I Or anjzatio~~~~~~~~~.~. ~I Provi the address of the office that will service this account. !II71 NE 29th Place,Suite 216,Bellevue,WA 98007----.-Give a brief history of your firm's involvement in the information technology ("IT")consulting business serving California municipalities, including the year of organization.As of December 31,2011,how many years has your firm provided information technology ("IT")consulting business serving California municipalities?!. If Pacific Technologies,Inc.(PTI)incorporated on July 27,1993,and has a single office headquartered in Bellevue,Washington.Dan Borgen and Mike Silverman are the founding partners and co-chief executive officers.PTI employs six full-time staff members,including five consultants and one project administrator. We have been providing IT consulting services to California municipalities for over 10 years,beginning with the IT Master Plan we did for the City of Oxnard in 2001.Since then,we have worked with numerous California local governments,including the cities of Mountain View,Rialto,Roseville,Visalia,Fresno,Merced,Oxnard,Pasadena,Walnut Creek,Palo Alto,the Town of Truckee,and Los Angeles and Orange counties. What are your firm's consulting specialties and strengths? PTI specializes in providing information technology (IT)strategic planning,needs assessments,and procurement consulting services for the public sector-including cities,counties,and other public sector entities. PTI MISSION STATEMENT Helpmg the public sector plan effectIVe technology strategIes and solutIOns We have delivered IT management consulting and analysis services to more than 120 public sector clients similar to the scope of work requested in your RFQ.We offer expert IT management consulting services -with absolutely no ties to any software,hardware, or services vendors.Our primary service lines are: •Strategic IT Planning •IT Organizational Assessment •Needs Assessment/Return on Investment (ROI)Analysis •Software Systems and Services Procurement @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012·©2012 Pacific Technologies,Inc.10 Attachments 8-45 ---PTr~TRA TEGIC IT PLANNING process aligns your organization's IT staff and system~with your strategic priorities.This work delivers a complete assessment of - and futu~e strat.e.gy for -your IT staff and organization,applications,infrastructure,and decision-Jl1aking processes.We employ proven,industry-unique,analytical tools that -r-COrflpre21'r-JiSiVelyeVcIlucItFIT181>Or,inventory,ana spending.PTI C1evelops actionable tech nolo y road maps that deliver on their promises. ~Our ay roach to IT ORGANIZATIONAL ASSESSMENT is fact-based and!c~rehensive.The results of our work provide senior management with a detailed J_picture of IT labor effort and technical asset allocation within the organization.We employ proven analytical tools that are unique in the industry,enabling us to comprehensively assess the effort spent on IT-related functions across an organization. This also allows us to evaluate the use of servers and other infrastructure components, providing a clear picture of the organization's IT capability. We examine all IT functions and the effort applied to them in the areas of customer services,system services,business application services,IT planning,and IT administration.Our approach quantifies the workload of not only "official"IT staff,but non-IT titled staff and contractors,such as PVNET,as well.It also reveals opportunities for more efficient use of IT assets.Our goal is to understand the cost,content and allocation of IT effort and infrastructure across the enterprise so that fact-based recommendations can follow.Building upon this comprehensive analysis,we develop viable IT service models,with associated staffing and transition plans that get implemented -and work. Our NEEDS ASSESSMENT/RETURN ON INVESTMENT (ROI)ANALYSIS services include the definition of options (e.g.,build vs.buy,outsourcing,hosted solutions), identification of benefits and risks,long-term cost forecasting,development of cost/benefit models,and creation of associated recommendations and reports.Our clients use this work to identify opportunities for cost reductions,select preferred alternatives and/or justify associated funding requests. Our SOFTWARE SYSTEMS AND SERVICES PROCUREMENT services cover the entire solution selection Iifecycle.We have helped numerous municipalities identify requirements,develop requests for proposals (RFPs),evaluate vendors,and negotiate contracts for software purchases and installations.Our procurement work includes helping local governments purchase software for finance,human resources,land use, police and fire records management,asset management,utility billing and document management -giving us broad familiarity with the marketplace. In any type of engagement,PTI matches the individual needs of our clients with the appropriate solution.We encourage you to verify this with our references. The result?Independent,unbiased expertise and nearly two decades of successful results that live up to our company's credo: @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012 • ©2012 Pacific Technologies,Inc.11 Attachments 8-46 Los Angeles County (CA) Orange County (CA) Ramsey County (MN) Snohomish County (WA) Washoe County (NV) Will County (IL) Counties Benton County (WA) Clackamas County (OR) Clark County (WA) Deschutes County (OR) Johnson County (KS) King County (WA) ! ~ I i iLJ-~I Th'"ble below lists some of PTI's IT assess~ent and planning clients. I City of Annapolis (MD)City of Oxnard (CA) ---I r City of Bellevue (WA)City of Palo Alto (CA) \i City of Boise (ID)City of Pasadena (CA) !City of Bothell (WA)City of Redmond (WA) \!City of Boulder (CO)City of Rialto (CA) "-1 Town of Brookline (MA)City of Roseville (CA) ---City of Burien (WA)City of Scottsdale (AZ) City of Fresno (CA)City of Seattle (WA) City of Kirkland (WA)City of Sunnyvale (CA) City of Longmont (CO)City of Surrey (BC-Canada) City of Merced (CA)Town of Truckee (CA) City of Mercer Island (WA)City of Vancouver (WA) City of Mountain View (CA)City of Visalia (CA) City of Olympia (WA)City of Walnut Creek (CA) States State of Alaska State of North Dakota State of Washington Utilities/Special Districts Alderwood Water and Wastewater District (WA) Metropolitan Water District (CA) Sammamish Plateau Water and Sewer District (WA) West Basin Municipal Water District (CA) Education Adams 12 School District (CO) South Whidbey School District (WA) Seattle Community College District (WA) Tempe Union High School District (AZ) @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.12 Attachments 8-47 differentiates your firm from your competitors?(---~11 As previ usly indicated,PTI offers extensive public sector IT planning experience -from ,------y.el:¥-SIDa l..1o.JLeJ¥,larga.organizatians..wittL\lal¥ing..s.e.ndce portfoUos.-budgets>:>,,_ organizaional structures,and political environments.Bottom line:PTI has been effecting positive;ehange for our clients for over 19 years -we know the municipal environment. The foJfowing describes several factors that differentiate our company within the ~k,etPlace.--""--'--IT Planning Experts PTI is one of the premier strategic technology planning consultancies in the country.We have developed actionable IT strategies for more than 120 public sector clients - including cities,counties,states,utilities and school districts.Our work helped these organizations more effectively leverage their IT resources and plan for future technology investments.We have a consistent record of implementation success and frequently have clients who consult with us on a recurring basis.Our firm's owners have spoken nationally on the topic of public sector IT strategic planning.PTJ's consultants proposed for this project offer extensive,real-world IT planning experience. Local Government Perspective PTI truly understands this unique environment,where scrutiny comes from a variety of stakeholders -including the public,elected officials,private sector interests,unions, staff,and regulatory authorities.Accordingly,priorities can be difficult to establish. Business goals, such as cost-effective service delivery,often conflict with policy goals, such as providing equal access to services.Our methodology and consulting style are well adapted to addressing the distinctive aspects of local government.We are experienced in building consensus across departments and divisions.We understand the budgeting process as well as funding source complexities,and know what it takes to change business practices in local government.As a result,PTI's recommendations have an impressive track record of getting funded and implemented.Our background allows us to hit the ground running and effectively tailor services to your unique needs. Practical Planning Effective allocation and use of IT resources is not about producing a pretty report that gathers dust on a bookshelf.We deliver specific,practical recommendations that clearly outline short-and long-term steps necessary to address current issues and concerns and provide guidelines for implementation.This includes defining individual projects with low-and high-end cost and labor estimates,as well as an associated implementation schedule.We also validate our findings and recommendations with key stakeholders, allowing critical input and feedback before publishing our final document. High Quality Deliverables As a professional services firm,our reputation depends upon quality work.To ensure every deliverable is of the highest quality possible,at least one of PTI's co-owners takes an active part in reviewing all documents prior to completion.Although we do our best to produce a draft report that's ready for broad distribution,we understand the need for our clients to review it and offer suggestions for improvement.To make sure we're clear on any changes,PTI conducts a page-by-page walkthrough of the report before making final revisions.In addition to final reports and presentations,we often provide our clients with a series of analytic work products (e.g.,graphs,charts,tables)and detailed appendices containing most,if not all,of the underlying data.The quality and depth of @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.13 Attachments 8-48 I !~--+.- U ~~liverables consis tently impresses individuals with d.eC/'Sion.making au.thOrity (e.g., councJl\f!1embers,board members,commissioners).We encourage you to visit our website.\www.pti-consulting.com.and review our sample deliverables._____J. \ I Overall,'he most compelling reasons for choosing P TI come from our clients:~I ~pproach was analytical but also sensitive to the dynamics of a complex -----.J_municipal organization.The result galvanized executive management around the need for change." -Steve Mermell,Assistant City Manager,City of Pasadena,CA "We have been very pleased with the experience and depth of knowledge that PTI brought to the City of Boise.They managed to engage the participants at every level.The resulting plan is real world,practical,and executable." -Garry Beaty,Chief Information Officer,City of Boise,JD "PTI has a holistic,balanced method for information strategic plann ing that can move an entire organization from conflict to cooperation." -Glenn Olson,Budget Director, Clark County,WA "We found PTI consultants were knowledgeable,interesting,and also excellent facilitators.The process was highly interactive,and city staff enjoyed being involved." -Brenda Cooper,Director oflnformation Technology,City of Kirkland,WA @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012·©2012 Pacific Technologies,Inc.14 Attachments 8-49 ......"0""":&£••'•••@11111 760-434-2958 greg.hermann@carlsbadca.gov Greg Hermann,former Palo Alto Project Manager,now Senior Management Analyst for the City of Carlsbad,CA //.-~_._-~. ( I Wh~your firm's limitations? --.....;\---i-~:uegatdin9-ETIs-abllil\Lto..perfoctn.thet¥:s---_... ~-11 ~__C1Ients I Please provide a listing of clients that may be used as reference checks: I f .l_.IllJe.i%J~~ri~~&~&f{i ¥I~~··~Y.·:.~~~.~~:.::tflJJ~jA&milllfft&~~~tf4j~r I City of Palo Alto,CA Irvine Ranch Water District, CA Debby Cherney,Assistant General Manager &Chief Financial Officer (949)453-5350 cherney@irwd.com West Basin Municipal Water District,CA Margaret Moggia,Chief Financial Officer (310)660-6256 margaretm@westbasin.org City of Pasadena,CA Steve Mermell,Assistant City Manager (626)744-6936 smermell@cityofpasadena.net Standards of Conduct Disclose any relationship you have or have had with any City Council members,consultants,or CITY employees.Briefly describe your philosophy relating to the selected Consultant's relationship with Council members and staff. Disclose any gifts (meals,tickets,anything of value over $50,etc.)that you have given to any City Council member,consultants,or CITY employee in the last 12 months.If 'Yes',please disclose them using "Gift Disclosure Form." For the past 10 years,has the firm,its officers or principals or any affiliate ever: a)been the focus of a non-routine inquiry or investigation or a similar inquiry or investigation from any federal,state or self regulatory body or organization; @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.15 Attachments 8-50 We have given no gifts to any City Council members,consultants,or City employees,and as such,are not including the gift disclosure table. .'-------~'" ( /bl settled any litigation concerning breach of fiduciary responsibility or '\~ther investment related matters;or c)spbmitted a claim to your error &omission,fiduciary liability and/or _____--1 fi(telity bond insurance carrier{§.)L.__._.....__..__....._..~_ \-----P~Iheeby discloses we have no relationships with,nor have we given any gifts~to,a City Council members,consultants,or City employees . .... '----Since inception,PTI has not been the subject of any non-routine inquiries from regulatory bodies;has not made any insurance claims;and has not been involved in any litigation. II.Gift Disclosure Form I Communication Disclosure Form PTI received an email from Dennis McLean on Friday,March 30 th ,2012,that invited us to respond to the City's RFQ.The email included a link to download the RFQ.This represents the only communication PTI has had with any City Council members,consultants,or City employees. @PTI City of Rancho Palos Verdes'RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.16 Attachments 8-51 iCI~ &••• This att chment briefly describes our task Pia.n for the proposed scope.We based it on our prov n IT planning methodology,which has served as the framework for over 120 ---:,-asseszsnts of local governmenfTechnology operatfons.--·----------- ~Pro}ct Management Tasks "-----r--~ct management tasks span the life of the project,and are described below: PM.1 Manage Project This task incorporates the effort required for PTI to manage the assessment work and to perform quality assurance for each task.PTI's project manager confers with the City's I project manager as needed to coordinate work tasks,review progress,and discuss I,current findings and issues.In addition,PTI's project manager also submits detailed 'l monthly status reports. I PM.2 Develop and Distribute Information Request!Upon project initiation,PTI develops and distributes a request for salient City information l -including our proprietary,copyrighted tools used to collect and analyze IT labor, 'I'inventory, and spending data.In addition,we ask for germane documentation,such as 'I'key performance indicators,IT service level agreements,organization charts,and the IT service backlog to help us become more familiar with the City's IT environment.We will also review prior assessment reports,as identified in the City's RFQ (e.g.,2008 Organizational Assessment Report;IT Infrastructure Plan). In support of this task,PTI facilitates a training session,using an online collaboration tool (Le.,WebEx),with personnel assigned to collect IT resource data.PTI walks through the data collection tools,definitions,classifications,objectives,and fields associated questions.This improves data accuracy,streamlines the data collection process,and minimizes the need for subsequent follow-up and/or validation. PM.3 Conduct Project Kickoff PTI facilitates a project kickoff to introduce project participants,confirm objectives,and discuss the decision-making structure for the project and the role of the City's steering committee in reviewing and approving project deliverables.To begin the project on a forward-thinking note,we close the meeting with a brainstorm session focused on the City's IT service delivery objectives. Activity 1:IT System Assessment 1.1 Review Documentation PTI reviews the documentation provided by the City in response to task PM.2 to familiarize the PTI team with Rancho Palos Verde's business environment,service delivery goals,policy objectives,and current technology environment.The City is responsible for providing PTI the requested documentation within a reasonable timeframe,according to the project schedule. 1.2 Conduct Interviews and Focus Groups We conduct up to 12 one-on-one interviews with senior management and facilitate up to 4 focus groups comprised of 10 to 15 City stakeholders.We provide interview guides @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012·©2012 Pacific Technologies,Inc.A-1 Attachments 8-52 (--:~fQCUS group agendas in advance so that interviewees and participants can familiar·ze themselves with the likely content of these discussions,and prepare their .thought and responses if they so desire. ___j ...p...participaots to ideotify.J:bastreng1bs.aLUnd...L-_ \ I weaknes~es of the current technology position.We also surface attendant concernsIrelatedj,b key IT processes as well as document participants'vision for the future of IT\ I servic,delivery at the City. "---J~3-Assess Technical Configuration!Based on a completed IT inventory and other technical documentation,PTI reviews the !City's IT portfolio,including servers,operating systems,network components, I workstations,email,wireless network and remote access technologies,smartphones, peripheral devices,web services,and associated infrastructure1.PTI staff also conduct a I walkthrough of the PVNET data center(s)and/or other networking closets to assess their maturity in the areas of security,environmental controls,power,space allocation,and administrative monitoring.We also examine disaster recovery plans and policies. We leverage PTI's proprietary local government IT benchmarking database to compare the City's current IT environment against a set of key performance indicators.This analysis informs our recommendations related to optimizing and consolidating components of the current technical architecture. The graphics below provide samples of PTI's infrastructure analysis. Sample PTI Benchmarks and Analytical Charts PeAle PC tD EmaillCaiendaring Server Ratio server Operating System PC tD F'deJPrint ServerRatio @PTI 1 Note:this task relies on a copyrighted PTI analytical tool. City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.A-2 Attachments 8-53 Iilnorslawer IIF.... Network Connectivil;y 211I+---------- 1.+---------1W- 111I +--------:40...---- ICI +---_~~--- a -I------L-.....,-- 4IlI .,--------------,mrr-- 4IlI HlI+---------- 311I +--------- 2IlI 1.4 Assess IT Organization and Service Delivery At the core of our methodology,PTI models the staffing levels and organizational structures that currently support delivery of IT-related services at the City.This provides a baseline to assess future staffing requirements and allows analysis of the alignment of IT service delivery with strategic objectives. Based on a completed IT labor analysis workbook2 and other IT organization-related documentation,we analyze all aspects of IT service delivery -including customer services,application and infrastructure services,and IT planning and administration. Employing tools unique to PTI,we quantitatively examine total labor effort provided to the City by PVNET,as well as by any 'shadow'staff -city staff that do not have job titles but spend time conducting IT activities. We help Rancho Palos Verdes understand how it compares to similar organizations and industry best practices in key cost and labor efficiency metrics,such as ratio of workstations to help desk staff and ratio of servers to server administration staff.The following graphics illustrate sample IT efficiency metrics from a similar engagement. Sample IT Staffing Metrics IT O&M FTEs as a %of Total City O&M FTls Meaningful performance metrics PCs to PC Support Staff IT O&M Spending as a %of Total City O&M Spending 2 A copyrighted PTI analytical tool. 1.5 Conduct Budget and Spend ing Analysis Based on a completed IT spending data collection tool and other budget-related documents,we analyze the City's current IT expenditures.We review operations and maintenance spending from a variety of perspectives, including: •Comparing IT operations and maintenance (O&M) spending as a percentage of the overall operating budget to the IT spending of other,similar agencies •Reviewing labor costs of specific IT activities @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012·©2012 Pacific Technologies,Inc.A-3 Attachments 8-54 Cj~~vieWing alignment of spending with strategic priorities ••AS~SSing whether the level of financial investment Is capable of supporting the City'~c~rrent and future ~eeds ---I ;-~.~llQeR.t~fy.I.R~8-Gf-GVer:-~lWestmeRl'E-t----------------.----- C I Acti)ty 2:Recommendation and Report Development ~~velop Fin dings and Recomm endations--This activity fleshes out our findings and associated recommendations.The work is informed by our quantitative and qualitative analysis as well as best practices at other local government agencies.We determine the needed staffing and skill sets,as well as the best sourcing strategies to support the City's technology priorities. 2.2 Conduct Validation Workshop In this WebEx session,we review our findings and recommendations with the project steering committee.This preview allows us to answer questions,validate major findings and recommendations,and ensure that we are on the right track before delivering our written report. 2.3 Prepare Draft IT Assessment Memo PTI distills,synthesizes,and documents our work in a draft IT assessment memo.The document will succinctly document our findings and recommendations.Prior to writing the memo,we review the table of contents with the City for approval.We submit the draft report to the steering committee for review and comment. 2.4 Prepare FinallT Assessment Memo Working from a set of consolidated comments from the City,we conduct a page-by-page walkthrough of the draft memo.We then incorporate any necessary revisions into the final assessment. 2.5 Develop and Deliver Final Presentation PTI prepares and delivers a presentation of our findings and recommendations.We typically target this presentation for an executive audience,although we can tailor it for other audiences should the City prefer. @PTI City of Rancho Palos Verdes·RFQ for Information Technology Consultant·May 14,2012 •©2012 Pacific Technologies,Inc.A-4 Attachments 8-55 City of Rancho Palos Verdes Response to Request for Qualifications for an Information Tech;nology Consuilting Firm &tffl.~u>: Dennis McLean Director of Finance & Information Technology City of Rancho Palos Verdes 30940 Hawthorne Boulevard Rancho Palos Verdes,CA 90275 May 14,2012 Submitted by: Bluecrans,Inc. bluecrane ® Bluecrane.Inc. 210 Avenue I,Suite E Redondo Beach,CA 90277-5608 Contact:Allen Mills,President/CEO Phone:310-792-6243 Fax:310-792-6246 e-mail:allen.mills@bluecranesolutions.com Attachments 8-56 (1 City of Rancho Palos Verdes Request for Qualifications "®Information Technology Consulting Firm May 14,2012 -In,.. Table of Contents Letter of Submittal •.••••.••.•••••••••••••.•••••••••••••••••••••••••••••••••.•.•.•••••••••••••••••••••••••••••••••••••••••••••••••••i 1.Minimum Qualifications Certification (RFQ Attachment 1)1 2.CQmpany Questionnaire (RFQ Attachment 2)3 3.Warranties (RFQ Attachment 3)•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••.•••••••.••••••4 4.Response to Scope of Services (RFQ Attachment 4)5 4.1 Task 1:Review Documents that Accompanied the RFQ 5 4.2 Task 2:On-Site Review of the City's IT System 5 4.3 Task 3:Prepare Final Report 7 s.Fee Proposal (RFQ Attachment 5)9 6.Response to City's Questionnaire (RFQAttachment 6)10 6.1 bluecrane Organization 10 6.1.1 Address of bluecrane Office for Engagement 10 6.1.2 History and Background of bluecrane and Our IT Professional Services 10 6.1.3 bluecrane Specialties and Strengths 10 6.1.4 bluecrane Differentiation 11 6.1.5 bluecrane Limitations 14 6.2 References 15 6.3 Standards of Conduct 17 Attachments 8-57 Corporate Headquarters 210 Avenue I,Suite E Redondo Beach,CA 90277·5608 310·792-6241 www.bluecranesolutions.com Letter of Submittal May 14,2012 Dennis McLean,Director Finance and Information Technology City of Rancho Palos Verdes 30940 Hawthorne Boulevard Rancho Palos Verdes,CA 90275 Bluecrane,Inc.("bluecrane")is pleased to submit our proposal to the City of Rancho Palos Verdes (RPV)to provide expert information technology advice and assistance. bluecrane is a results~oriented consulting firm specializing in Public Sector Information Technology solutions.We bring along history of successfully assisting state and local jurisdictions,primarily in California and other western U.S.states,in the management and coordination of information technology (IT)and high profile,complex projects that often involve multi-jurisdictional,multi~isciplined entities. As a resident of RPV for almost 15 years (and the South Bay for almost 32 years),I have a direct,personal interest in the City's stewardship of its IT investments.Providing professional services to the City to ensure that IT investments and the conduct of on~oing IT operations are in the best interest of RPV taxpayers would be more than a business engagement with a new government client;it would be an opportunity to serve my local community in a meaningful way. I will personally serve as the bluecrane Project Manager and primary consultant for this engagement.My home is located in RPV,approximately one mile from the City Hall,and my office is on Avenue I in the Hollywood Riviera section of Redondo Beach.I have at my disposal a team of IT professionals employed by bluecrane,as well as a wide network of technical specialists that I can call upon when needed. For the RPV IT Assessment effort,we believe we have the right team with the right solution and the right price.We understand and excel at leveraging client's resources and investments to help identify,plan,and achieve organizational goals and objectives.Highlights of our proposal include: •We have an exceptional track record of delivering expert information technology advice and assistance of the highest quality to government clients.Following are relevant examples. o City of los Angeles -bluecrane worked with the City's Chief Administrative Office (CAO),Information Technology Services (ITS)unit,and all other departments within the City to assess IT infrastructure and support for the American Recovery and Reinvestment Act (ARRA).bluecrane assessed the City's current IT infrastructure Page i Attachments 8-58 Dennis McLean,Director Finance and Information Technology City of Rancho Palos Verdes May 14,2012 Page ii and,given the urgency of the ARRA effort,developed an interim IT architecture that leveraged the City's current investments and supplemented existing infrastructure and reporting capability with a low-cost tracking and reporting capability for what grew to be a $1.5 billion portfolio of federal stimulus grant applications,awarded grants,and stimulus projects.I was the Project Manager and primary consultant for this effort. o Port of Los Angeles (POLA)-bluecrane provided professional services to the City of Los Angeles Harbor Department to develop and implement new strategies and operational processes for grants administration.bluecrane reviewed all business and support units within PO LA,including IT and the existing IT infrastructure,to develop a needs assessment,a future vision,a gap analysis,detailed requirements,and 'recommendations for addressing the requirements and achieving the future vision.I was the Project Manager and primary consultant for this effort,personally interviewing over 40 individual POLA staff,facUitating multiple group sessions with IT personnel,and authoring the resultant needs assessment. o California Governor's Office -bluecrane performed an IT Assessment of the IT unit within the California Governor's Office.I personally provided the professional services from bluecrane for this effort.I conducted interviews of business users and IT staff of the Governor's Office,developed a strategic gap analysis and needs assessment,and provided specific recommendations for improving technology services.Specifically,I: •Reviewed the current IT organization,staffing,and skill levels; •Reviewed the effectiveness of IT systems and services,and the customer perception of these; •Evaluated the effectiveness of the current infrastructure; •Reviewed the IT security;and •Reviewed the current IT management and development tools,processes, governance,and practices. In my final report,I provided recommendations for: •Placement options for the IT organization; •Organizational and staffing strategies that could streamline and improve the IT operations; •Enhancements to existing or new services and systems that would improve the productivity and effectiveness of the Office of the Governor;and •Other strategies to enhance the use of IT in the Office of the Governor. o City of Olympia,Washington -bluecrane developed of a long-term strategic technology plan that included facilitation of focus group sessions with a diverse set of City departments and all levels of City management,inclUding City Council members and the City Manager.bJuecrane developed the City's Strategic Technology Plan with a focus on the Citywide vision and business process drivers for IT investments.Our efforts included consideration of delivery of City services;structures for sustained planning;support and training of City staff;staffing allocations;development of on-going processes for review and updating the Strategic Technology Plan in the future;governance structures;and definition of the management practices needed to govern investment decision making. Attachments 8-59 I Dennis McLean,Director Finance and Information Technology City of Rancho Palos Verdes May 14,2012 Page iii My team and I worked closely with the City's IT department to develop a Strategic Technology Plan that provided: • A high-level framework for strategic direction over a five-year timeframe; •Specific project recommendations over a two-year time period;and •Governance structures and selection criteria for project selection and investment in the later years of the plan,consistent with the overall strategic framework. o Worksystems,Inc.(WSI),Portland,OR -bluecrane conducted a review and assessment of the IT organization of WSI,a non-profit entity in Port/and that provides work force training and job placement services through federally-funded and state-run programs.I personally performed these professional services,which included evaluating the efficiency and effectiveness of current IT systems,services,infrastructure,and organization in supporting the overall goals and objectives of WSI.My final report included recommendations for improvement,which have since been implemented by the client's internal staff with significant improvements to IT operations. o California Board of Equalization (BeE)-bluecrane has provided services for over four years to BOE,the tax authority in California for administration of sales tax and a wide variety of other taxes and fees.My team of consulting professionals and I have provided assessments and recommendations for improvements for the BOE IT organization that have included: •IT organizational assessment; •IT methods and approaches to the Systems Development Lifecycle (SOLe); •IT governance; •IT Project Management Office (PMO); •IT testing approach; •Other IT areas (a total of over 10 individual consulting projects). o Oregon Department of Revenue (DOR)-blue crane worked with DOR to establish and implement a Program and Portfolio Management Office (PMO).I personally provided the professional services for this engagement.I developed a Governance and Portfolio Management approach for Agency projects to select the best-value project work and to monitor progress of projects within the portfolio.In addition,I developed an Agency-wide Project Management methodology,with standard processes,procedures,and documentation requirements for all project work within DOR. o State of Oregon Employment Department -bluecrane provided planning and assessment services for the State of Oregon and its local partners through the Employment Department to review existing IT systems within the various Workforce partner organizations and made recommendations for an integrated management information system (IMIS)to provide the best information possible on training employment and workforce development activities and services provided under the Workforce Investment Act and through various workforce initiatives. We have an exceptional team of IT consulting experts: o As previously stated,I will be the bluecrane Project Manager and primary consultant. Attachments 8-60 Dennis McLean,Director Finance and Information Technology City of Rancho Palos Verdes May 14,2012 Page iv o Mr.Steve Bonham,MBA,ME,PMP will serve as a Senior Consultant on our team.Mr. Bonham has extensive experience in integrating and aligning organizational activities as a program manager and an enterprise architect.Mr.Bonham has over 20 years of experience in IT and software development and 12 years of experience managing successful IT projects and programs across multiple industries. •We have repeatedly demonstrated success in working with diverse,multi-disciplinary teams to develop and achieve common goals and objectives.bJuecrane works exclusively with state and local government clients.We understand your environment and the unique pressures under which you operate. •VYe have proven analytical skills and a demonstrated ability to communicate findings, recommendations,and other results to diverse audiences in a style and language that is effective and informative. •We have proven effectiveness at mentoring staff and transferring essential knowledge for self-sufficiency beyond the end of our consulting engagements. Following is the contact information of the person to be contacted for clarification: Company Name:Bluecrane,Inc. Namefritle:Allen Mills,CEO Address:210 Avenue I,Suite E,Redondo Beach,CA 90277 Telephone:310-792-6243 Fax:310-792-6246 Email:allen.mills@bluecranesolutions.com Tax 10 No.:33-0968469 bluecrane has fully complied with all provisions of the RFQ and all statements herein are true and accurate.bJuecrane has not knowingly made any false or misleading statements in our proposal.I the undersigned am authorized to contractually obligate the firm. Please contact me directly at 310-792-6243 (office),310-200-8535 (cell)or via email at allen.mills@bluecranesolutions.com if you have any questions or comments about our proposal. Sincerely, Allen Mills,CEO Attachments 8-61 o,® May 14,2012 City of Rancho Palos Verdes Request for Qualifications Information Technology ConSUlting Firm Page 1 Bluecrane,Inc. 1.Minimum Qualifications Certification (RFQ Attachment 1) Bluecrane,Inc. Proposer Firm Name The Proposer must substantiate that the firm satisfies aU of the Minimum Qualifications stated within this RFQ,to the CITY satisfaction,to be given further consideration.The statement must contain sufficient information as prescribed to assure the CITY of its accuracy.Failure to satisfy each of the Minimum Qualifications,based on the CITY's sole judgment,will result in the immediate rejection of the Proposal. The Proposer must complete aU of the Minimum Qualification statements listed below before signing.The signature of the authorized representative of the Proposer warrants that the Proposer has met all of the Minimum Qualifications. 1)The Proposer has been in the information technology ("lTD)consulting business serving local California government agencies for at least three (3)years. Yes 2)The Proposer has performed a comprehensive information technology assessment of the entire IT operation of at least two (2)local California government agencies during the last two years. Yes 3)The Proposer's primary consultant (ex.project manager)assigned to the CITY has a minimum of three (3)years of general IT consulting experience of local California governmental agencies and has been employed by Proposer for at least one (1)year. Yes 4)The Proposer has direct responsibility for the management of the account.and all personnel responsible for the account are employees of the firm. Yes 5)The Proposer does not have,nor potentially have,a conflict of interest with the CITY, including,but not limited to,any member of the City Council,City Staff,its IT advisor and contractor,Palos Verdes on the Net ("PVNET"),its auditor (Diehl Evans &Company).or other consultants currently serving the CITY. Yes Attachments 8-62 .d) May 14,2012 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 2 Bluecrane,Inc. 6)The Proposer can provide references of local California government agencies that can be verified. Yes Authorized Signature Allen Mills Print or Type Name CEO Title May 14.2012 Date Attachments 8-63 (l City of Rancho Palos Verdes.i.·.~·......-.r:::'~.:~~)Request for Qualifications ,.@ Information Technology Consulting Firm ~A,.\.1 Ll ?(\1?C,."..':l.,-OJ' Bluecrane,Inc. 2.Company Questionnaire (RFQ Attachment 2) Blyecrane.Inc. Proposer Firm Name Bluecrane,Inc. Proposer's Legal Name Corporation Type of Business (Corporation,Partnerships,Individual,etc.) 210 Avenue I,Suite E.Redondo Beach,CA 90277 Headquarter Address Address of Office of Proposer That Would Manage the Account (if different) Allen Mills Proposer Contact Name 310-792-6243 Telephone Number Margie Yee 310-792-6246 Fax Number allen.mills@bluecranesolutions.com Email Address Proposer Back-up Contact Name 916-849-4254 310-792-6246 Telephone Number Fax Number ~~ Signer (authorized to bind the Proposer) Allen Mills.CEO margie.yee@bluecranesolutions.com Email Address May 14.2012 Date Name and Title of Authorized Signer (Please type or print) Signer (authorized to bind the Proposer) Name and Title of Authorized Signer (Please print) Date Attachments 8-64 0 City of Rancho Palos Verdesiii:ii::',..;;.fi;"Request for Qualifications ,®Information Technology Consulting Firm u..""~it ?IH.,c ......'"A -I ,"::l' Bluecrane.Inc. 3.Warranties (RFQ Attachment 3) Bluecrane.Inc. Proposer Firm Name Proposer agrees to the incorporation of the following warranties in a proposed engagement: Proposer warrants that it maintains or will obtain,at its expense prior to engagement, required insurance policy as stated herein for negligent acts or omissions and that such coverage is applicable. Proposer warrants all information and statements in this RFQ are complete and true.Any statement or claim found to be incomplete,misleading,or false will be grounds for immediate disqualification or dismissal and may be subject to legal action. Proposer warrants this proposal is genuine,and not sham or collusive,nor made in the interest or on behalf of any person not named therein;the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham bid,or any other person, firm or corporation to refrain from submitting a proposal,and the Proposer has not in any manner sought by collusion to secure for themselves an advantage over any other proposer. Authorized Signature Allen Mills Print or Type Name CEO Title May 14.2012 Date Attachments 8-65 (l City of Rancho Palos Verdes)"::::::., .~Request for Qualifications..,Information Technology Consulting Firm,® U~.~A ''H'H')..,~~_r: 0',.-1:1--Bluecrane,Inc. 4.Response to Scope of Services (RFQ Attachment 4) 4.1 Task 1:Review Documents that Accompanied the RFQ In preparing our proposal,we have,of course,reviewed the documents that were provided by the City with the RFQ,namely: •2008 Organizational Assessment Report by Management Partners; •Staff Report to City Council,dated November 1,2011,IT Infrastructure Plan;and •Staff Report to City Council,dated November 15,2011,Professionalrrechnical Services Agreement for Services Regarding the Information Technology System between the City and Palos Verdes on the Net. If we are selected for this engagement,we would prepare a summary of our preliminary observations based on reviewing these documents alone. 4.2 Task 2:On-Site Review of the City's IT System Mr.Mills will perform an on-site review of the RPV's IT systems and conduct interviews with City Staff and PVNet that will include: •The existing IT systems; •The IT Upgrade Plan; •Services provided by PVNet; •Services provided by others;and •The status of the IT Upgrade Plan,as well as the continuing implementation and completion of phases detailed in Task 2,Attachment 4,of the City's RFQ. Our initial recommended approach,which we will vet and modify as needed with the City's project manager for the assessment,is the following: •Interview RPV management and staff; •Interview PVNet management and staff; •Interview other stakeholders,as appropriate; •Conduct facilitated sessions (specifics to be developed based on results of foregoing interviews); Attachments 8-66 A;¥i ,ell> May 14,2012 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 6 Bluecrane.Inc. •Validate the implementation of "nearly all"of the recommendations of the 2008 Organizational Assessment Report by Management Partners; •Validate the status of the IT Upgrade Plan and the continuing implementation and completion of the various phase activities detailed in Task 2,Attachment 4,of the RPV's RFQ. •Create gap analysis that will identify gaps in: o The implementation of the Management Partners recommendations; o The IT Upgrade Plan and continuing phase activities; o Services provided by PVNet; o Services provided by others; o RPV's"readiness"to conduct competitive procurements; .:.Adequacy of separation of City IT assets from those of PVNet; .:.Adequacy of RPV's approach to identifying RPV's business needs for IT support (internal and external); .:.Adequacy of RPV's approach to IT governance and policy; •Policies on use of commercial products (over custom-built products)wherever possible; •Policy on use of major brand computers; •Inventory of license agre.ements with PVNet for existing custom-developed products; •Broader inventory of all software licenses owned by the City; and •Governance and policy support for IT purchases through standardized City processes; .:.Approach to telecommunications needs and support; (.Adequacy of RPV's approach to and capabilities in developing detailed requirements for competitive solicitations;and .:.Adequacy of support capabilities of other City organizations (purchasing,finance,legal,other)for supporting competitive IT procurements. Attachments 8-67 ge May 14,2012 City of Rancho Palos Verdes Request for Qualifications Information Technology ConSUlting Firm Page? Bluecrane,Inc. Template for Documenting Gaps We will utilize the following template to document gaps: The entry for "Overall Gap Assessment"is our qualitative assessment of the urgency of the gap. We will work with RPV to adopt definitions appropriate for this assessment.The following are examples of definitions we've used in the past: •Critical -gap should be addressed immediately (gap has potential to,or is,affecting business performance in a significant way) •Serious -gap should be addressed as soon as possible (gap has potential to,or is, affecting business performance) •Important -gap should be addressed but can wait until higher priority gaps have been addressed 4.3 Task 3:Prepare Final Report For Task 3,bluecrane will prepare a report to be presented to the City Council that: •Summarizes the results of our interviews and the gap analysis developed as part of Task 2; •Describes processes that will be required for conducting competitive procurements for IT services currently provided by PVNet and others.if RPV chooses to pursue such procurements; •Provides our assessment of the RPV's "readiness"to conduct competitive procurements for IT services for some or all of the information technology services currently provided by PVNet and others; •Provides our recommendations for ensuring that RPV move to a state of "readiness" for conducting competitive IT procurements by early 2013 or sooner,if possible; Attachments 8-68 (l ,® May 14,2012 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 8 Bluecrane,Inc. •Documents our findings regarding the RPV's IT System,the IT Upgrade Plan and the continuing implementation and completion of the various phase activities,and the Professional!Technical Services Agreement for Services Regarding the Information Technology System between the City and PVNet;and •Documents any other noteworthy observations made during the Task 2 on-site review of the RPV's IT System and interviews with City staff and PVNet. Our approach to preparing the Task 3 report will be: ,-Draft Task 3 report; •Deliver Draft Task 3 report for stakeholder review; •Incorporate comments into draft;and -Deliver Final Task 3 report. bluecrane is fully prepared to meet the City's aggressive 45-day timeline.Achieving the timeline is highly dependent on availability of stakeholders to: •Participate in interviews and facilitated sessions,and •Review and comment on draft documents. Attachments 8-69 0 City of Rancho Palos Verdes Request for Qualifications ,®Information Technology Consulting Firm U""l 1A ?n1?0",,.,..0-Bluecrane,Inc. 5.Fee Proposal (RFQ Attachment 5) Bluecrane,Inc. Proposer Firm Name Subject to advance approval by the CITY,the CITY shall reimburse the selected Consultant for reasonable travel costs incurred,including airfare,transportation,lodging and meals in conjunction with attending local meetings in the performance of the engagement.Consultant shaH furnish the CITY with evidence of such costs incurred along with written request for reimbutsement.The sel.ected Consultant shall be solely responsible for incidental costs, including but not limited to,printing,clerical support in delivery of services and the production of written reports. Because of the uncertainty of the time that may be required to fulfill the engagement by the selected Consultant,each Proposer shall provide its Fee Proposal based upon the details of the hourly rates and estimated time incurred for services performed by Proposer's personnel as follows: :GSA Discounted P I Commercial I St d d Hourly Estimated Ttlersonneanar0aHourlyRateIRateIRateforINo.Hours ,I the City I I I I Allen Mills Steve Bonham $260.00 $260.00 $200.00 $200.00 $165.00 $165.00 300 80 $49,500.00 $13,200,00 TOTAL $165.00 380 $62,700.00 bluecrane will conduct the IT Assessment,performing the tasks specified in the City's Request for Qualifications (RFQ),and provide the required deliverables for $62,700.00,as indicated in the table above.Mr.Mills will provide approximately 80%of the required services.Mr.Bonham will supplement Mr.Mills'efforts with in-depth technical analysis and assessment. bluecrane will provide the required services in accordance with the City's aggressive timeline. As noted in Section 4,achieving the timeline is dependent on the assumptions that City stakeholders will be made available for interviews and meetings in a timely manner during the course of our engagement and that City reviews of,and comments on,draft deliverables will be done in a timely manner. Attachments 8-70 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Bluecrane,Inc. 6.Response to City's Questionnaire (RFQ Attachment 6) 6.1 bluecrane Organization 6.1.1 Address of bluecrane Office for Engagement Our corporate headquarters office is located in the Hollywood Riviera section of Redondo Beach at: 210 Avenue I,Suite E Redondo Beach,CA 90277 6.1.2 History and Background of bluecrane and Our IT Professional Services bluecrane is a results-oriented conSUlting firm specializing in Public Sector Information Technology solutions.We bring a long history of successfully assisting state and local jurisdictions,primarily in California and other western U.S.states,in the management and coordination of information technology (IT)and high profile,complex projects that often involve multi-jurisdictional,mUlti-disci.plined entities. bluecrane commenced operations and incorporated in California in May 2001 and has had an average of 15 employees for the past three years.bluecrane is a certified small business by the State of California and the City of los Angeles.We maintain a base of very senior,talented,and experienced information technology consultants -and an extensive network of additional resources that we can call upon as needed. As of December 31,2011,bluecrane has provided IT consulting services to California municipalities for 10 years,7 months. 6.1.3 bluecrane Specialties and Strengths Consultants use words like "uniquely qualified"to respond to the requirements established in Requests for Qualifications.(We admit to having written words like these in proposals.)Those words are intended to convey the skills,knowledge,and experience necessary to successfully perform the tasks,which the client has established.Rarely,however,does the body of work that a consultant brings to an assignment match the requirements perfectly.But,on occasion,a consultant comes pretty close to being especially well-qualified for an engagement and very interested in providing its services.We believe this is such an occasion for bluecrane and we are delighted to present the credentials of our company and senior people. Our consulting services span a wide range of strategic,management,and technology consulting services for Public Sector clients,including: Attachments 8-71 May 14,2012 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm Page 11 Bluecrane,Inc. IT Assessments,IT Process Improvement,and IT Strategic Planning bluecrane provides IT assessments,process improvement,and strategic planning services. IT Program and Project Management,Quality Assurance,and Oversight bluecrane provides services in hands-on Program and Project Management,Quality Assurance,and Project Oversight;Project Management Office (PMO)establishment, method,practice and delivery;best practices assessments;process evaluation; governance framework development;and business/IT alignment. Technology Services bluecrane provides a variety of technology consulting services including requirements development and management;enterprise architecture planning,development and implementation;and business process and workflow management. Because we work extensively with state and local governments,we understand the challenges and unique issues inherent in government programs,operations,and technology projects.We know that government is different from commercial enterprise,and therefore requires solutions geared toward the environment in which it operates. We have proven skills to assess the kinds of significant,complex IT operations and projects that the RPV is undertaking,and a demonstrated ability to communicate findings,recommendations, and other results to diverse audiences in a style and language that is effective and informative. 6.1.4 bluecrane Differentiation bluecrane has "on the ground"experience wrestling with complex environments like the one facing RPV.We live in RPV and work in Southern California,and appreciate the pressures on government to deliver frugal,yet first-rate,program services.We have and continue to advise CIOs at the state,city,and department level on effective IT operations -and value the trust and reliance that these government officials place on our advice. To assure customer satisfaction and successful performance on our projects,bluecrane employs a proven method of managing engagements.We focus on five primary elements of internal project management: •Assignment of project managers and key technical staff •Development of statements of work and project timelines •Assessing and tracking progress •Communicating with the client •Proven methodologies Attachments 8-72 (l City of Rancho Palos Verdes Request for Qualifications ,®Information Technology Consulting Firm &I.AA ...."A ....n.A .... '·''''1 .~"'.~"'l:f".~ Bluecrane,Inc. Assignment of Project Managers and Key Technical Staff First,we involve at least one senior member of our firm's staff on every engagement-either as project manager or executive sponsor.Second,the key technical staff that we assign to each project will have years of experience and have been involved in several projects of similar size and scope.Third,whenever possible,the project manager and key technical staff will have worked together as bluecrane staff on previous projects. Development of Statements of Work and Project Timelines Drawing on our years of practical experience in undertaking a broad array of government projects, we take a pragmatic approach when archltecting statements of work (SOW)and project timelines. While we work with all due diligence,we do not commit to completing tasks or undertaking assignments that we know are beyond reasoned reach. Assessing and Tracking Progress Prior to initiation of any engagement,we define key markers from the project that are indicators of satisfactory progress.These markers mayor may not be some of the defined deliverables or milestone in the formal SOW or project timeline.They are internal bluecrane reference points that characterize progress towards successful project completion.The Project Manager tracks these key markers and recalibrates bluecrane resources and priorities as necessary throughout the life of the engagement. Communicating with the Client Just as bluecrane internally establishes a chain of command for the operation of the project.we work with our clients to understand their corresponding chain of command and reporting protocols.We understand and adhere to these defined structures and will provide frequent updates on projeetprogress,and any shortcomings and obstacles that may impede success of the progress.For each engagem.ent,bluecrane develops,in concert with our clients,the specifics of our reporting responsibilities -and we tightly adhere to those specifics throughout the engage.ment. Proven Methodologi.es bluecrane follows a defined management method for completing projects on time and to the satisfaction of our clients.In other words,we apply the same project management rigor and discipline to our own work that we assist our clients in applying to their projects! We meet timelines and client expectations through our dedication to project management, communications,and a team-like relationship with our clients.Because a major part of our business is built on providing Project Management,Quality Assurance and Project Management Office services,we have developed a comprehensive set of skills and tools that we use internally. Our approach to project management and monitoring is based on a strong foundation that follows guidelines from the Project Management Institute (PMI).bluecrane has adopted PMI's Guide to the Project Management Body of Knowledge (PMBO~Guide)as the basis for our project management method,and our QA services is consistent with current industry standards.Our approach is flexible,so that we may incorporate modifications needed to comply with the standards and practices of our individual clients.The following table summarizes our approach. Attachments 8-73 (l City of Rancho Palos Verdesiri::::-:::::1t'Request for Qualifications ;®Information Technology Consulting Firm u..A "'1'1.'"~---........1 ,e-w'e-""If'"'w Bluecrane,Inc. Approach to PMBO~Guide Requirements i PMBOK'Guide Requirement i bluecrane Approach •Develop a detailed project plan using Microsoft Project software or another project management and scheduling Project Integration tool,based on the project's SOW and metrics from previous,similar engagementsManagement-processes •Utilize the project plan as the basis for all work activitieswhichensurethatelementsof the project are properly and staff assignments coordinated •Track to the project plan •Make the baseline project plan a "living document"to incorporate changes discussed with and agreed to by the client •Refine activities into a Work Breakdown Structure (WBS) •Conduct kick·off meeting(s)with client to discuss scope of work and ensure a common understanding of the scope Project Scope Management -•Define all project deliverables and milestones processes which ensure that •Develop detailed deliverable outlines and Tables of the scope of work is defined Contents in advance of actual work on the deliverable and followed •Develop procedures for discussing potential changes in scope •Develop and maintain project issue lists,including any issues related to SCODe •Define and schedule task durations,and beginning and Project Time Management -ending dates •Define predecessors and successors so that dependenciesprocessesrequiredtoensureareknownthetimelycompletionofthe•Maintain client and staff calendars so that resourceprojectconstraintsareknown •CaDture and maintain data about task status and dates Project Cost Management -•Capture project resource utilization on a regular and on·processes required to ensure that the project budget is going basis complied with •Report to·date costs and compare against budget costs, with appropriate adjustments if necessary Project Quality Management·•Develop project Quality Assurance procedures and processes to ensure that the standards project satisfies the objectives •Implement Quality Assurance Project Human Resource •Define staffing requirements by skills and function •Identify appropriate resources and assign tasks to themManagement-processes to •Orient project members to the project's objectives,scope ofensureeffectiveuseofhuman resources work,deliverables,schedule,and budget •Monitor staff utilization and assignments Attachments 8-74 r---'------~-------------------~~f------, City of Rancho Patos Verdes Request for Qualifioa·tions Information Teohnology Consulting Firm Blueorane.Ino. PMBOK"Guide Requirement I bJuecrane Approach Project Communication Management -processes to ensure effective and timely communication with the client, team members,and project stakeholders Project Risk Management - processes to identify,analyze, and respond to project risk Project Procurement Management -processes to acquire goods and services, when required,from outside organizations •Develop project dlrectorylcall list for staff and client •Define project reporting and deliverable distribution protocols •Define project status report formats and contents •Define deliverable standards •Produce and distribute status reports and deliverables •Hold frequent verbal project status update sessionsl teleconferences •Develop a risk management plan •Involve bluecrane Management and Advisory Board in the review and analysis of deliverables,as appropriate •Include on-going assessment of project risks in status reDOrts to the client •bluecraneProjeet Manager and/or Team Lead have access to corporate administrative reaources should any goods or services be required 6.1.5 bluecrane Limitations Withrespeetto providing professional services for IT assessment,pla.nning,governance, stratE!Gic Planning,proj:ect ma,nagement,portf<:>Uo management,and related areas of IT,we believe that our credentials,experience,and proven ability to deliver aresecond..to-no:ne.Our abilities in these areas are,indeed,"world-class." There are areas of IT where we do not provide services.For example,we do not develop programming code.We do not provide commercial products or IT processing services (such as web services or website operattons).While not proViding those types of services could be perceived as a "limitation,"our business strategy is founded on the belief that not pursuing those actMties is a strategic strength.By not aligning our company with a provider of such services, we are able to maintain our "honest broker"perspective and offer our clients the truly Independent assessments,advice,and recommendations they seek.By not providing such services ourselves,we avoid the inherent conflicts-of-interest that are likely to interfere with our purposeful pursuit of serving the best interests of our clientsfJrstand foremost! Attachments 8-75 City of Rancho Palos ver~es Request for Qualificati ns Information Technology Consulting F rm I 0#.*'I ,,,-" '.::::~.....'" ,® May 14,2012 L 6.2 References City of Los Angeles I Local I ..j I ..j I ..j I William Creitz 662-254-7725 (home) (retired)billc4writina{Ci>-omaii.com Port of Los Angeles I Local I ..j ..j ..j Fernando Campos 310-732-3663 Director fcampos{Ci>-portla.org I California Governor's Office I State I ..j ..j T .Anna Brannen, Under Secretary,California 1916-319-9223 Technology Agency anna.brannen@state.ca.oov Board of Equalization I State I ..j I ..j I ..j I (formerly cia of BOE) City of Olympia,Washington Local ..j Shawn Ward IT Director 360-753-8069 sward@cLolympia.wa.us A t t a c h m e n t s 8 - 7 6 City of Rancho Palos vertes Request for Qualificati ns Information Technology Consulting Firm® May 14,2012 Christine Dunn 541-760-4423 (retired)ch berlin@earthlink.net (note:underscore ~fter "ch") OR Department of Revenue I State I I v I v I Eric Smith 503-945-8232 (woH<) PMO Manager eric.h.smith@state.or.us Pat Malone 503-478-7318 Worksystems,Inc.(WSI)I I I I .Director,Business Operations pmalone@worksystems.ora Non-""(non-profit training provider)profit I Janis Frater 1503-478-7346 CIO jfrater@worksystems.org I Riverside County Office of "Bonnie Reed 1951-415-4522 Emergency Services Local (retired)spinkittv7@aol.com Daysi Hernandez 1562-801-4410CityofPicoRiveraILocalI"I I "I Community Development dhernandeZ@pico-rivera.oraManager A t t a c h m e n t s 8 - 7 7 (l City of Rancho Palos Verdes ,'}.;Request for Qualifications I @ Information Technology Consulting Firm u_..~'"')1'\1"C"',,'"~7-,,-;::0' Bluecrane,Inc. 6.3 Standards of Conduct Disclose any relationship you have or have had with any City Council members, consultants,or CITY employees.Briefly describe your philosophy relating to the selected Consultant's relationship with Council members and staff. bluecrane has not had any relationships with any City Council members,consultants,or City employees. Our approach to all of our engagements is to interact with all stakeholders,including elected officials where appropriate,in a professional manner.Typically,if there is any interaction at all with elected officials,it is to present findings and recommendations.We provide draft and final deliverables to our contractually identified agency contact.We coordinate any contact with other agency stakeholders through the contractually identified agency contact unless the contract/statement of work specifically authorizes and requires us to do otherwise.Such exceptions are extremely rare (e.g.,some quality assurance contracts). Disclose any gifts (meals,tickets,anything of value over $50,etc.)that you have given to any City Council member,consultants,or CITY employee in the last 12 months.If 'Yes', please disclose them using "Gift Disclosure Form." None For the past 10 years,has the firm,its officers or principals or any affiliate ever: a.been the focus of a non-routine inquiry or investigation or a similar inquiry or investigation from any federal,state or self regulatory body or organization; No b.settled any litigation concerning breach of fiduciary responsibility or other investment related matters;or No c.submitted a claim to your error &omission,fiduciary liability and/or fidelity bond insurance carrier(s)? No If 'yes',please provide details and the current status of proceedings. Attachments 8-78 (1 City of Rancho Palos Verdes Request for Qualifications ..@ Information Technology Consulting Firm U~•.~A ')fH"l c"'....~g-,,.... Bluecrane,Inc. Gift Disclosure Form Bluecrane.Inc. Proposer Firm Name Date No.(mmJddJyy)Given to Description of Gifts 1 Value (US$) NONE 1 Gifts could be in the form of meals,tickets,paid travel,anything of value over $50,etc. Disclosure Form·Communication with City Staff,City Council Members and/or Palos Verdes on the Net Bluecrane.Inc. Proposer Firm Name Names,Dates and Description Of Information Provided/Received AndiOr Nature Of ~(\.-Communication 1 E-mail tOCitystaffandCityCouncilmembers(cc@rpv.com)with general quaHftcations and background in early February 2012,subsequent to Peninsula News article that Council had expressed an interest in seeking an independent consultant to review the City's current IT services agreement. Attachments 8-79 CLIENTFIRST TECHNOLOGY CONSULTING Client Locations Coast-to-Coast Practice Locations California Illinois 1.800.806.3080 R FOR INFORMATION TECHNOLOGY· CONSULTANT City of Rancho Palos Verdes Attachments 8-80 ...........'.'': ::. TABLE OF CONTENTS l.E:lrlrE:~O!=1r~~~~I1r1r~L.I •••••I •••••••I ••••IIIII •••••I ••1 I •••••••••••••••••1 RE:QUI~ED Allr ~CH~EN1rS 1.1 •••••••••••••••••••••••••••••••••••••••••••••5 AT·T~CH~E~lr 1 11 •••••••••••••••••••••••••E) A1r1r~CH~E~T ~I ••••••••••••••••••••••••••••••••••••••••••••••••••fI ArT ~CH~E~T 3 1 ••••••••••••••••••••••••••••••1.1.1 •••••••1 •••11 ••••••9 ATlr~CH~ENlr 5 10 A1r1r~CH~EN1r E)••••••••••••••••••••••••••••••••••••••••••••••••••,••••1 ••••••••••••••11 GIFT DISCL~OU~E Fo~~17 DISClOSU~E Fo~~•CO~~UNIC~TION 18 CALIFORNIA'ILLINOIS'800.806.3080 •FAX 888.478.0495 Attachments 8-81 ..:..:-:.:..:::: :..::.:.::.:::: ::: ::.:::..::-:.:.:::.:.:-:.:..::.:.::.::.:.::::.:..: : City of Rancho Palos Verdes Tom Jakobsen,Principal 1251 Stony Creek Way Rockford,IL 61108 800.806.3080 ljakobsen@c1ientfirstcg.com May 11,2012 Mr.Dennis McLean Director of Finance &Information Technology City of Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes,CA 90275 Re:RFQ for Information Technology Consultant Dear Mr.McLean: Thank you for the opportunity to present the City of Rancho Palos Verdes with this proposal for Information Technology (IT)consulting services.We are adept at building consensus and educating City staff,departmental leadership,City management,and elected officials.Our consultants have decades of cumulative experience,and have provided local governments throughout the US a full range of municipal technology services. Methodology and Approach -CUENTFJRST customizes industry best practices for IT assessment and planning in a practical way to meet the needs of mid-sized agencies.Our independent service area offerings include: •IT Management Consulting •IT Support &Operations •Application Consulting •IT Security •Public Safety Consulting •Disaster Recovery Planning •Development •Telecommunications •IT Infrastructure •Structured Cable Infrastructure Design Truly Independent -CUENTFJRST is a truly independent technical services and consulting firm.We are certified in multiple technologies,but we do NOT resell hardware and software nor represent those that do.Therefore,there is no risk that our analysis will be biased in any way towards certain solutions. Local Government Focus -CUENTFJRST'S consultants are highly skilled and certified technicians,designers,engineers,and business analysts specializing in all aspects of information technology and IT infrastructure.Our management team's career experience includes over 1,000 projects for more than 250 government agencies. Pursuant to the Submission Requirements listed in your Request for Qualifications (RFQ),please see the following information: Submitting Organization:CUENTFJRST Consulting Group,LLC Contact Information:David Krout,Principal 1181 California Ave.,Suite lOlA Corona,CA 92881 800.806.3080 dkrout@c1ientfirstcg.com Tax ID Number:20-2403791 Assigned Consultants Bios:See immediately following this Transmittal Letter CLiENTFJRSTTECHNOLOGY CONSULTING ~ Attachments 8-82 City of Rancho Palos Verdes CUENTFIRST has fully complied with all provisions of the City's RFQ and all statements provided are true and accurate.The firm has not knowingly made any false or misleading statements in this proposal. Please contact me at 800-806-3080 or dkrout@c1ientfirstcg.com with any questions regarding this proposal.We appreciate the opportunity to serve the City of Rancho Palos Verdes as one of our many satisfied clients. Sincerely, David Krout Principal CLiENTFIRST TECHNOLOGY CONSULTING Attachments 8-83 .:=:.:.::=:.:.::.:=..:.:::::::::..: :.•.............,..'-;:.-;:..:::=..: :..::..: : :..::-=:•••: :••••••••••::••:•••••••:•••••••:.:•••••• City of Rancho Palos Verdes TOM JAKOBSEN,PRINCIPAL -IT INFRASTRUCTURE &SUPPORT PRACTICE LEADER San Jose Evergreen Community College City of Bloomington City of Lake Forest City of Naperville City of Rock Island Village of Glencoe Village of Libertyville Village of Lincolnwood Village of Matteson Village of Northfield Village of Oak Brook City of Salisbury Town of Southern Pines CA-NV American Water Works Association Castaic Lake Water Agency Cucamonga Valley Water District Mesa Consolidated Water District Lake Elsinore Unified School District Menifee Union SChool District Mountain View Elementary School District Romoland School District Tom Jakobsen has over 25 years of experience in the information technology arena.His interdisciplinary experience has given him a unique understanding of the inter-relationship between network infrastructures and the applications that run on them,as well as the usefulness of project management and system development life-cycles for infrastructure-related projects.Tom's dual roles as an IT Manager/Director and Consultant provide clients with a tremendously experienced resource that understands interdepartmental and vendor relationships,and the management of those relationships. Highlights •Former National Network Infrastructure Consulting Practice Leader for RSM McGladrey,the nation's sixth-largest CPA and consulting firm •Ongqing Contract IT Manager for multiple clients,including City of Laguna Niguel •Former CIO at Frame Relay Corporation •Interim CIO at AAA Colorado •Interim CIO at AAA Arizona •Two-time Interim CIO at Illinois Action For Children •Managed hundreds of IT consulting projects with dozens of public agencies •Industry experience includes municipalities,counties,school districts,medical institutions, manufacturing facilities,financial institutions,and non-profit organizations Specialty Areas •IT Operations Management •Network Design,Procurement,Implementation,and Oversight •IT Security •Disaster Recovery •Interim CIO/IT Management •Project Management •Assessments,Strategy,and Planning Education,Credentials,and Affiliations •Bachelor of Science in Mathematics and Economics from University of Iowa •Member,Project Management Institute,Midwest Chapter Similar Clients or Projects City of Laguna Niguel City of Simi Valley City of Camarillo City of Calabasas City of Port Hueneme City of Rancho Cucamonga City of Brentwood Town of Danville City of Dublin City of Lathrop City of Murrieta City of Palm Desert City of Rancho Mirage City of San Gabriel CLiENTFIRSTTECHNOLOGY CONSULTING Attachments 8-84 .:..:-::.::..-:.:::.::.-:..::::.:::.:.:: : : : ::.:..:..:~::..:::::.:..::.:-::.:::::.:.:::.:: : City of Rancho Palos Verdes DAVID W.KROUT,CPA (INACTIVE),PRINCIPAL -MANAGEMENT CONSULTING PRACTICE LEADER David Krout has over 15 years of experience assisting local governments with a broad scope of information technology (IT)needs.Mr.Krout specializes in working with organizations to identify their strategic,organizational,application,and functional requirements in order to determine which system and/or specific applications are a proper fit for both the customer and the vendor. David's unique and diversified background in business management,accounting,and management consulting has given him the ability to collaborate with C-Ievel executives and department staff from a practical,business-management perspective in order to maximize their IT utilization. Having also worked for a leading local government enterprise software provider,Mr.Krout brings a ,unique understanding of consulting,client representation,and vendor relationships to the collaboration between customers and software vendors. Highlights •Former Government IT Consulting Manager for RSM McGladrey,the nation's sixth-largest CPA and consulting firm •Served on the National Committee for Information Technology for the Institute of Management Accountants •Former President,Institute of Management Accountants,Inland Empire Chapter •Featured speaker for the California Society of Municipal Finance Officers (CSMFO)Annual Conference on the topic of "Risk Mitigation Strategies for Software Selection" •Worked nationally with dozens of public-sector agencies Specialties •Business Process Reviews •Application Requirements Definition •Current System Needs Analysis &Improvement •New Software Selection Assistance •IT Assessment &Master Planning •Project Management &Oversight •Conversion Assistance &Planning •Contract Reviews &Negotiations Credentials,Degrees,and Affiliations •Certified Public Accountant (CPA)(Inactive) •Bachelor of Science in Business Management in Accounting from California State University, San Bernardino Similar Clients or Projects City of Simi Valley City of Brentwood Town of Danville City of Dublin City of Hemet City of Indio City of Laguna Niguel City of La Habra City of Lomita City of Rosemead City of San Gabriel City of San Jacinto City of South Gate CUENTFIRSTTECHNOLOGY CONSULliNG CA-NV American Water Works Assoc. Castaic Lake Agency Cucamonga Valley Water District Glendale Water &Power Mesa Consolidated Water District Palmdale Water District Rosamond Community services District Walnut Valley Water District Riverside County San Bernardino County Menifee Union School District City of Bloomington City of Highland Park City of Lake Forest Village of Glencoe Village of Lincolnwood Village of Northfield City of Gastonia City of Burlington City of Salisbury Town of Southern Pines Attachments 8-85 ..:..:-:.:::.:::..:.:.:.:: : : : ::.::..-:::..: :..:::. City of Rancho Palos Verdes REQUIRED ATTACHMENTS ~Attachment 1-Minimum Qualifications Certification ../Attachment 2-Company Questionnaire ../Attachment 3-Warranties ..,.Attachment 5-Fee Proposal ~Attachment 6-Questionnaire v'.Gift Disclosure Form ../Disciosure Form -Communication with City Staff,City Council Members and/or Palos Verdes on the Net CUENTFIRSTTECHNOLOGY CONSULTING Attachments 8-86 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 11 of 21 ATTACHMENT 1 MINIMUM QUALIFICATIONS CERTIFICATION ClientFirst Consulting Group,LLC Proposer Firm Name The Proposer must substantiate that the firm satisfies all of the Minimum Qualifications stated within this RFQ,to the CITY satisfaction,to be given further consideration.The statement must contain sufficient information as prescribed to assure the CITY of its accuracy.Failure to satisfy each of the Minimum Qualifications,based on the CITY's sole judgment,will result in the immediate rejection of the Proposal. The Proposer must complete all of the Minimum Qualification statements listed below before signing.The signature of the authorized representative of the Proposer warrants that the Proposer has met all of the Minimum Qualifications. 1)The Proposer has been in the information technology ("IT")consulting business serving local California government agencies for at least three (3)years. ~/NO 2)The Proposer has performed a comprehensive information technology assessment of the entire IT operation of at least two (2)local California government agencies during the last two years. ~/No 3)The Proposer's primary consultant (ex.project manager)assigned to the CITY has a minimum of three (3)years of general IT consulting experience of local California governmental agencies and has been employed by Proposer for at least one (1)year. ~No 4)The Proposer has direct responsibility for the management of the account,and all personnel responsible for the account are employees of the firm. ~/No 5)The Proposer does not have,nor potentially have,a conflict of interest with the CITY,including,but not limited to,any member of the City Council,City Staff,its IT advisor and contractor,Palos Verdes on the Net ("PVNET"),its auditor (Diehl Evans &Company),or other consultants currently serving the CITY. ~/No Page 6 of 18 Attachments 8-87 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 12 of 21 6)The Proposer can provide references of local California government agencies that can be verified. ~/No Authorized Signature David Krout Print or Type Name Principal Title May 11,2011 Date Page 7 of 18 Attachments 8-88 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 13 of 21 ATTACHMENT 2 COMPANY QUESTIONNAIRE ClientFirst Consulting Group,LLC Proposer Firm Name ClientFirst Consulting Group,LLC Proposer's Legal Name Limited Liability Company Type of Business (Corporation,Partnerships,Individual,etc.) 1181 California Avenue,Suite 101A,Corona,CA 92881 Headquarter Address Address of Office of Proposer That Would Manage the Account (if different) David Krout Proposer Contact Name 800.806.3080 Telephone Number Tom Jakobsen 888.478.0495 Fax Number dkrout@clientfirstcg.com Email Address Proposer Back-up Contact Name 800.806.3080 Telephone Number ~ 888.478.0495 Fax Number tjakobsen@clientfirstcg.com Email Address May 11,2012 Signer (authorized to bind the Proposer David Krout,Principal )Date Name and Title of Authorized Signer (Please type or print) Signer (authorized to bind the Proposer) Name and Title of Authorized Signer (Please print) Date Page 8 of 18 Attachments 8-89 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 14 of 21 ATTACHMENT 3 WARRANTIES ClientFirst Consulting Group,LLC Proposer Firm Name Proposer agrees to the incorporation of the following warranties in a proposed engagement: Proposer warrants that it maintains or will obtain,at its expense prior to engagement,required insurance policy as stated herein for negligent acts or omissions and that such coverage is applicable. Proposer warrants all information and statements in this RFQ are complete and true.Any statement or claim found to be incomplete,misleading,or false will be grounds for immediate disqualification or dismissal and may be sUbject to legal action. Proposer warrants this proposal is genuine,and not sham or collusive,nor made in the interest or on behalf of any person not named therein;the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham bid,or any other person,firm or corporation to refrain from submitting a proposal,and the Proposer has not in any manner sought by collusion to secure for themselves an advantage over any other proposer. Authorized Signature David Krout Print or Type Name Prinicpal Title May 11,2012 Date Page 9 of 18 Attachments 8-90 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 17 of 21 ATTACHMENT 5 FEE PROPOSAL ClientFirst Consulting Group,LLC Proposer Firm Name Subject to advance approval by the CITY,the CITY shall reimburse the selected Consultant for reasonable travel costs incurred,including airfare,transportation,lodging and m~als in conjunction with attending local meetings in the performance of the engagement.Consultant shall furnish the CITY with evidence of such costs incurred along with written request for reimbursement.The selected Consultant shall be solely responsible for incidental costs,including but not limited to,printing,clerical support in delivery of services and the production of written reports. Because of the uncertainty of the time that may be required to fulfill the engagement by the selected Consultant,each Proposer shall provide its Fee Proposal based upon the details of the hourly rates and estimated time incurred for services performed by Proposer's personnel as follows: Estimated Personnel Hourly Rate No.Hours Total Tom Jakobsen $150 30.5 $4,575 David Krout $150 22.5 $3,375 TOTAL 53.0 $7,950 Travel-Related Expenses ClientFirst will make every attempt to minimize travel-related expenses by coordinating on-site visits with other munidpal client projects,when possible. Page 10 of 18 Attachments 8-91 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) ATTACHMENT 6 QUESTIONNAIRE Organization Provide the address of the office that will service this account. 1181 california Ave.,Suite lOlA,Corona,CA 92881 Give a brief history of your firm's involvement in the information technology ("IT") consulting business serving California municipalities,including the year of organization. CLiENTFIRST is a diversified and independent IT Consulting firm focused on local government, primarily municipalities.We are headquartered in Southern california. Our diversified IT divisions include:Management Consulting,Application Consulting,IT Infrastructure,IT Support Services,Public Safety IT,Telecommunications,Structured cable Infrastructure,and Development Services. Our independence philosophy precludes us for reselling any hardware or software or maintaining monetary relationships with any vendors of any kind. Our management team has project experience with approximately 25 california municipalities and over 100 municipalities nationwide.ApprOXimately 70%of our company revenue comes from services prOVided to municipalities and approximately 50%of company revenue comes from california clients. As of December 31,2011,how many years has your firm provided information technology ("IT")consulting business serving California municipalities? We have provided these services to California municipalities for 7.5 years.However,our management team originated from RSM McGladrey,the 6th largest CPA/Consulting firm in the US.We have been working together and servicing California municipalities for over 15 years. Page 11 of 18 Attachments 8-92 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) What are your firm's consulting specialties and strengths? Whatever your IT needs are,we offer a unique combination of experts to provide guidance in technology decision-making,planning,implementation,and management.Our unique combinations of experts are able to work as an integrated team to provide end-to-end consulting and services. .CUENTFIRsrlntegrated Technology Solutions Groups Page 12 of 18 Attachments 8-93 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) CLIENTFIRST'S INTEGRATED TECHNOLOGY SERVICES IT SERVICES /OPERA TlONS IT INFRASTRUCTURE Page 13 of 18Attachments 8-94 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) What differentiates your firm from your competitors? GOVERNMENT TECHNOLOGY Focusing on local governments means we understand the unique needs, processes,protocols,and political nuances involved in the industry.This understanding and experience ensures our strategies and recommendations are practical in all respects. BUSINESS MANAGEMENT ApPROACH We understand not all government executives are versed in the latest technology issues and opportunities.To assist these individuals in making better decisions,we provide a business management perspective that allows the layperson an understanding of the technology issues,strategies,and potential solutions. --(9 Time !;Expertise PRACTICAL RECOMMENDA TlONS We use technology as a tool to meet your business objectives,not just technology for technology's sake. We are serious in our quest to provide clients with practical solutions that meet their individual requirements.The most cost-effective and beneficial recommendations often involve using proven technology,without the need for cutting-edge solutions. ,Money ~Service TRUE INDEPENDENCE "Resources ~Efficiency CUENTFIRST believes in practicing true independence.We do not resell products and maintain no relationships that would result in any add-on profit margins or referral fees.We put the client first and meet their needs by finding solutions which prOVide the greatest value at the lowest competitive cost. NATIONAL RECOGNITION Our consultants are nationally recognized for their work by many of the industry's leading vendors.They appreciate the fairness and objectivity we demonstrate when dealing with their organizations. Page 14 of 18 Attachments 8-95 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) DIVERSIFIED EXPERIENCE Our extensive experience includes: •Partnerships with a wide variety of organizations •Work in numerous technology and processing environments •Significant knowledge regarding software and hardware providers •Current information on vendor and industry developments INTEGRATED TECHNOLOGY SOLUTIONS GROUPS Whatever your IT needs are,we offer a unique combination of experts to provide guidance in technology decision-making,planning,implementation,and management.Our unique combinations of experts are able to work as an integrated team to provide end-to-end consulting and services. What are your firm's limitations? •Complex application and database development •Complex web development •Large scale projects for very large municipalities except in the areas of Telecommunications and Public Safety Clients Please provide a listing of clients that may be used as reference checks: Name of Client Contact Contact Number Laguna Niguel Tim Casey 949.362.4300 City Manager Camarillo Richard Petro pulos 805.383.5633 Director,General Services Simi Valley Garry Boswell 805.583.6330 Deputy Director,Dept.of Administrative Services Palm Desert Clay Von Helf 760.346.0611 Manager of Information Technology Rancho Mirage Sarah Steepleton 760.324.4511 Information Systems Manager Page 15 of 18 Attachments 8-96 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Name of Client Contact Contact Number Danville Renee Collins 925.314.3324 IT Manager Brentwood Pam Ehler 925.516.5460 Director of Finance &Information Systems Dublin Steve Pappa 925.833.6604 IT Manager Paul Rankin 925.833.6640 Administrative Services Director/ Finance Director Standards of Conduct Disclose any relationship you have or have had with any City Council members, consultants,or CITY employees.Briefly describe your philosophy relating to the selected Consultant's relationship with Council members and staff. None. Disclose any gifts (meals,tickets,anything of value over $50,etc.)that you have given to any City Council member,consultants,or CITY employee in the last 12 months.If 'Yes',please disclose them using "Gift Disclosure Form." We work with municipalities across the country and have never had relationships with council members or city staff outside of assigned work or projects.However,if a relationship exists it may be beneficial to competitively bid such projects to maintain objectivity. For the past 10 years,has the firm,its officers or principals or any affiliate ever: a.been the focus of a non-routine inquiry or investigation or a similar inquiry or investigation from any federal,state or self regulatory body or organization; None. b.settled any litigation concerning breach of fiduciary responsibility or other investment related matters; None. c.submitted a claim to your error &omission,fiduciary liability and/or fidelity bond insurance carrier(s)? None. If 'yes',please provide details and the current status of proceedings. Page 16 of 18 Attachments 8-97 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 20 of 21 Gift Disclosure Form ClientFirst Consulting Group,LLC Proposer Firm Name GiftS could be In the form of meals,tickets,paid travel,anything of value over $50,etc. Date Value No.(mm/dd/yy)Given to Description of Gifts 1 (US$) NnnA-_..- '1 Page 17 of 18 Attachments 8-98 City of Rancho Palos Verdes Request for Qualifications Information Technology Consulting Firm (Revised April 11,2012 -Extended Deadline) Page 21 of 21 Disclosure Form -Communication With City Staff,City Council Members and/or Palos Verdes on the Net ClientFirst Consulting Group,LLC Proposer Firm Name Names,Dates and Description Of Information Provided/Received And/Or Nature No Of Communication 1 Dennis McLean,04/20/2012,Clarified questions regarding the RFQ Page 18 of 18 Attachments 8-99 Attachment A -Summary of Comments Provided by Interview Panelists On May 18th ,Staff hosted consecutive 45 minute interviews with representatives of the four IT consulting firms that submitted proposals.The interviews were conducted by a panel of two highly-regarded information technology management professionals (the "Panelists")who currently serve Southern California cities.One Panelist serves a nearby full-service city as its IT Director. The other Panelist serves a comparable city as its chief information officer,and has served the Municipal Information Society of California as a past-President. The interviews included several questions that were asked of each IT consulting firm interviewed.Staff provided an overview about the Scope of Services and the interview process and asked several questions for clarification.Upon completion of all of the interviews,the Panelists provided Staff with their comments and their ranking.This summary was reviewed,revised and approved by each Panelist prior to publication of the staff report it is attached to. Strongly recommended: Distant 2 nd : Distant 3rd : More distant 4th : NexLevellnformation Technology,Inc. ClientFirst Technology Consulting Group,LLC Pacific Technologies,Inc. Bluecrane,Inc. Comments about NexLevel: 1)NexLevel understood the scope described in the RFQ. 2)NexLevel has a significant Southern CA presence serving governmental agencies. 3)NexLevel has conducted 27 assessments of southern California governmental agencies in the last several years;therefore,have a current database for making comparisons of other governmental agencies with RPV. 4)The recent assessment of the IT department for the City of Orange by NexLevel (currently outsourced),provides NexLevel with current fee comparisons that provide a preview of possible results that may occur if the City Council elects to conduct a competitive process. 5)NexLevel is highly-regarded among other peer MISAC IT professionals. The Panelists have personal knowledge with one client referral provided by NexLevel. 6)"Best bet for success". Comments about ClientFirst,Inc. Attachments 8-100 1)Both Panelists expressed concern that Client First's Proposal did not include an overview about how they would carry-out the Scope of Services as outlined in the RFQ. 2)Upon completing the interviews,the Panelists expressed a concern that ClientFirst either did not understand the Scope or may be under- estimating the time required for interviews. 3)One Panelist expressed a concern that ClientFirst may have a bias because they currently provide outsourcing IT services to other agencies; therefore,may be hopeful to get an opportunity to perform day-to-day services in the future. Comments about Pacific Technologies,Inc.(PTI) 1)Panelists believe their location in WA was a significant disadvantage, 'citing that an assessment will require a significant amount of human discussion and meetings,preferably on-site. 2)Travel expenses will be greater,compared with local IT consulting firms. 3)PTI seems to have sufficient industry-wide resources to make comparisons if the City Council elects to conduct a competitive process, but do they have a close awareness of the Southern California marketplace for outsourced services. Comments about Bluecrane,Inc. 1)Both panelists noted that the Scope in the Proposal provided by Bluecrane went substantially beyond the Scope described in the RFQ. 2)Both Panelists thought that the inclusion of a "gap analysis"in the Proposal was beyond the Scope. 3)Both Panelists were concerned that the proposers'statement that it had sent an email with a Powerpoint presentation to the City Council was not disclosed in its Proposal.The concern was substantially heightened when Staff advised the panelists that it had not been included in the email; although the proposer said it had. 4)Both Panelists noted that the $165/hour billing rate was greater than the other Proposers,and the total Fee estimate of $62,700 was significantly greater than similar assessments it was familiar with. 5)The Proposer told the Panelists that costs may be a concern based upon emaiisreceivedfromthePVPWatch.slistserv. Attachments 8-101