HomeMy WebLinkAbout516392 ELERT & ASSOCIATES NETWORKING DIVISION - CONTRACT - RFP - 7454 INFORMATION TECHNOLOGY INFRASTRUCTURE ASSESSMPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City" and Elert & Associates, hereinafter referred to as 'Professional'.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance
with the scope of services attached hereto as Exhibit "A", consisting of seven (7) pages, and
incorporated herein by this reference.
2. Contract Period. This Agreement shall commence March 1, 2013, and shall
continue in full force and effect until August 1, 2013, unless sooner terminated as herein
provided.
3. Early Termination by City. Notwithstanding the time periods contained herein,
the City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to
the termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
Professional: City: With Copy to:
Elert & Associates City of Fort Collins City of Fort Collins
Attn: Gary Elert, President Attn: Dan Coldiron, Chief Attn: Purchasing Dept.
140 Third Street South Information Officer PO Box 580
Stillwater, MN 55082 PO Box 580 Fort Collins, CO 80522
Gary. Elert(d-)elert.com Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
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TASK 3 - Professional will review all data collected above, and clarify information as
needed.
TASK 4 - Professional will conduct on -site information gathering(s) to review needs,
as appropriate. Meetings may include:
a. Mayor
b. City Manager
c. Technology Director
d. Selected Council members
e. Department heads — as appropriate (assume 8 meetings)
f. IT Applications Manager
g. IT Infrastructure Manager
h. Help Desk
Appropriate building and department management staff to ascertain
current level of technology services and future requirements —
equipment, features, support (assume 16 meetings, some may be small
group) Attention will be given to the unique needs that cities typically
have.
Others as designated small group, etc.
TASK 5 - Professional will conduct IT staff assessment services. Professional
proposes to discover the City's needs for IT technology support.
Professional will determine the skills needed to provide that level of
support, assess capabilities of the current staff members, perform a
comparison of needs to current support, and make recommendations for IT
staffing to meet the City's existing and recommended needs. Professional
will conduct the following tasks:
a. Review needs and identify required functions.
b. Review job descriptions for current technology staff positions.
c. Conduct technology -staffing interviews.
1. Interview internal users representing a cross-section of
departments to understand:
a) Potential roadblocks to effective support of technology —
equipment, processes, etc.
b) User needs and requirements for support.
2. Interview up to fifteen (15) technology support personnel
one-on-one to determine:
a) How each person rates his/her own skills and comfort level
with various types of technology.
b) Knowledge level regarding factors related to networking
(e.g., Quality of Service, system uptimes/reliability).
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d. Evaluate skills sets of current technology staff to meet needs:
1. Summarize needs from interviews with users.
2. Add a list of requirements based on knowledge gained from work
with other clients.
3. Formulate a list of job functions and roles and responsibilities
required to meet the City's support needs.
4. Construct a matrix comparing roles needed to those provided by
current staffing, and highlighting any missing areas.
e. Tabulate additional required skills/functions and assign full-time
equivalent (FTE) weighting.
f. Provide written report to the City of Fort Collins to include the following:
1. Summary of findings of assessment process
2. Conceptual design and cost/benefit analysis for alternative
campus -wide IT support structure including recommendation on
centralized vs. decentralized support. Compare to present and
future costs of existing system.
3. Staffing matrix
4. Recommendations regarding current and future staffing support
including position descriptions, if different from current
5. Recommendations regarding in-house versus outsourced support
6. Recommended next steps
TASK 6 - Professional will conduct service level assessment by performing the
following tasks:
a. Interview up to 10 typical users.
b. Draft a survey instrument to distribute to user community.
TASK 7 - Professional will review systems and services by performing the following
assessments:
a. On -site server and storage environments. Professional understands the
City may not have detailed documentation of this environment, so
Professional will perform an inventory, to include:
• Location and physical connectivity
Manufacturer(s) and model numbers
Operating system(s) and virtualization platform(s)
Amount and type (e.g., Tier 1, 2 or 3) of storage
b. Hosted and cloud -based applications and services, including
• Satisfaction with current services
• Strategic selection of applications for hosted/cloud services
• Issues and areas for improvement
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c. Network and telecommunications infrastructure, broadcast
communications and audio visual infrastructure
d. Virtualized desktop environment(s)
e. Security systems and procedures
• Data classification strategy/plan
• Sensitive data flow diagram
• IT operations process strategies (monitoring and controls; testing;
change control, etc.)
• Incident response and integration with BC/DR plan
f. Business continuity and IT disaster recovery planning (current and
desired states)
g. IT staffing (refer to Task 5)
h. IT support and Help Desk — review:
• Current help desk reports provided to management
• Integration of help desk system with other systems such as problem
management, change management, asset management,
configuration management, etc.
• Help desk process description
• IT Service Catalog (if exists)
• Help desk statistics such as:
• Average response time
• Rate of problem resolution on the first call
• Cost per help desk call
i. IT planning, policies, and procedures
j. Document/data management/security
k. Telephone/Unified Messaging Systems
I. Desktop imaging/replacement practices
m. Software and licensing
n. Video display/presentation systems
o. Internet services
TASK 8 - Professional will identify systems that upon initial review have the best
potential for success for consolidation/centralized savings.
TASK 9 - Professional will conduct workflow analysis of systems that appear to have
merit for streamlining, to include:
a. Walk through the current system as a 'customer' and note areas that
need improvement.
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b. Create a table summarizing the gathered information.
c. Offer recommendations for re -design, attempting to eliminate
duplicative tasks/processes, with efficiencies in mind.
TASK 10 - Professional will evaluate existing practices and compare them with
industry best or "good" practices. (Professional often utilizes ITIL Service
Management metrics.)
TASK 11 - Professional will discuss and agree upon the current process maturity level
as defined by the Capability Maturity Model Index (CObIT).
TASK 12 - Professional will identify any projects or improvements to move the
organization to the desired maturity level.
TASK 13 - Professional will then create a written summary of the information gathered
and preliminary findings and provide for review. Items to be summarized
include, but are not limited to:
a. User interviews
b. Infrastructure systems
c. Staffing and support issues
d. IT staff and infrastructure
e. Suggestions on how the City should manage and deal with innovation
and pilot testing of new media and new technology
f. Identify IT services to be considered for reduction or elimination.
g. Identify IT services that the City should consider providing to improve
the efficiency of customers.
h. Provide training recommendations for IT staff as well as IT training for
City employees.
i. Review IT policies and City best practices to allow the City to leverage
IT services to support the City's mission.
j. Identify duplications of technical as well as IT support functions with the
central and distributed IT support organizations. Identify opportunities to
reduce duplication and cost.
k. Identify specific actions that IT can take to better meet the expectations
of City staff and residents.
TASK 14 - Professional will conduct IT governance assessment, to include:
a. Review existing IT governance to identify what policies and procedures
are in place.
b. Recommend governance model(s) that include responsibility for the
development of specific policies/practices and procedures.
c. Recommend governance strategies.
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TASK 16 - Professional will summarize assessment findings and present to City for
review.
At this point, the City will review the submitted documents, ask any needed
clarification questions, correct any factual errors or misinterpretations,
provide feedback regarding additional information required, and suggest
any other information or analysis that should be included in the documents.
TASK 16 - Professional will prepare tactical and strategic planning reports with an
Executive Summary addressing all items in the scope of work, including a
road map for action enabling the City to achieve the goals identified
including:
a. IT Infrastructure
i. Inventories
ii. Activities
iii. Systems architecture
iv. Strategic direction
v. Cyber-security
vi. Service delivery
vii. Organizational structure
viii. SWOT analysis
ix. Best in class organizational comparison
x. Gap analysis
xi. Tactical recommendations
xii. Strategic recommendations
xiii. Impact analysis of (xi) and (xii) listed above
b. Create a future vision
i. Industry trends
ii. Delta identification
iii. Tactical options and recommendations
iv. Strategic options and recommendations
v. Risk analysis
vi. Overall recommendations
TASK 17 - Professional will work with the City to develop a City -approved list of
strategic directions and high-level implementation plan.
TASK 18 - Professional will provide a suggested process for annual review and update
of the plan.
TASK 19 - Professional will present plan to selected audience(s).
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EXHIBIT B
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to
this Agreement (the "Agreement'), the Contractor hereby acknowledges that it has been
informed that the City has established policies and procedures with regard to the handling of
confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter individually and
collectively, regardless of nature, referred to as "information") that are the property of and/or
relate to the City or its employees, customers or suppliers, which access is related to the
performance of services that the Contractor has agreed to perform, the Contractor hereby
acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection with the
performance of services for the City may be confidential and/or proprietary. The Contractor
agrees to treat as confidential (a) all information that is owned by the City, or that relates to the
business of the City , or that is used by the City in carrying on business, and (b) all information
that is proprietary to a third party (including but not limited to customers and suppliers of the
City) . The Contractor shall not disclose any such information to any person not having a
legitimate need -to -know for purposes authorized by the City. Further, the Contractor shall not
use such information to obtain any economic or other benefit for itself, or any third party, except
as specifically authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no
obligation under this Agreement with respect to information and material that (a) becomes
generally known to the public by publication or some means other than a breach of duty of this
Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the
request for such disclosure is proper and the disclosure does not exceed that which is required.
In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this
Agreement to anyone to whom it is required to make such disclosure and shall promptly advise
the City in writing of each such disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so requests
for any reason, the Contractor shall promptly return to the City any and all information described
hereinabove, including all copies, notes and/or summaries (handwritten or mechanically
produced) thereof, in its possession or control or as to which it otherwise has access.
The Contractor understands and agrees that the City's remedies at law for a breach of the
Contractor's obligations under this Confidentiality Agreement may be inadequate and that the
City shall, in the event of any such breach, be entitled to seek equitable relief (including without
limitation preliminary and permanent injunctive relief and specific performance) in addition to all
other remedies provided hereunder or available at law.
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rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole
right and remedy for such termination.
4. Design Proiect Indemnity and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and the
coordination of all services rendered by the Professional, including but not limited to designs,
plans, reports, specifications, and drawings and shall, without additional compensation,
promptly remedy and correct any errors, omissions, or other deficiencies. The Professional
shall indemnify, save and hold harmless the City, its officers and employees in accordance with
Colorado law, from all damages whatsoever claimed by third parties against the City; and for the
City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000 combined single
limits and errors and omissions insurance in the amount of $NA.
5. Compensation. In consideration of the services to be performed pursuant to
this Agreement, the City agrees to pay Professional a fixed fee in the amount of Sixty -Nine
Thousand Three Hundred Dollars ($69,300.00) plus reimbursable direct costs. All such fees
and costs shall not exceed Seventy -Nine Thousand Six Hundred Ninety -Five Dollars
($79,695.00). Monthly partial payments based upon the Professional's billings and itemized
statements are permissible. The amounts of all such partial payments shall be based upon the
Professional's City -verified progress in completing the services to be performed pursuant hereto
and upon the City's approval of the Professional's actual reimbursable expenses. Final
payment shall be made following acceptance of the work by the City. Upon final payment, all
designs, plans, reports, specifications, drawings, and other services rendered by the
Professional shall become the sole property of the City. For reference purposes; the blended
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hourly rate is $165/hour.
6. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
7. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of
Services, Work Schedule, and other material information. Failure to provide any required
monthly report may, at the option of the City, suspend the processing of any partial payment
request.
8. Independent Contractor. The services to be performed by Professional are those
of an independent contractor and not of an employee of the City of Fort Collins. The City shall
not be responsible for withholding any portion of Professional's compensation hereunder for the
payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
9. Personal Services. It is understood that the City enters into this Agreement
based on the special abilities of the Professional and that this Agreement shall be considered as
an agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
10. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The
City's approval or acceptance of, or payment for, any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement.
11. Default. Each and every term and condition hereof shall be deemed to be a
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material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default.
12. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting
party commences legal or equitable actions against the defaulting party, the defaulting party
shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees
and costs incurred because of the default.
13. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
14. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event any
provision of this Agreement shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this
Agreement.
15. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal alien who will
perform work under this Agreement; and
2. Professional will participate in either the e-Verify program created in Public Law
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208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of
Homeland Security (the "e-Verify Program") or the Department Program (the
"Department Program"), an employment verification program established
pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment
eligibility of all newly hired employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to perform
work under this Agreement or knowingly enter into a contract with a subcontractor
that knowingly employs or contracts with an illegal alien to perform work under this
Agreement.
c. Professional is prohibited from using the e-Verify Program or Department Program
procedures to undertake pre -employment screening of job applicants while this
Agreement is being performed.
d. If Professional obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Professional
shall:
1. Notify such subcontractor and the City within three days that Professional has
actual knowledge that the subcontractor is employing or contracting with an
illegal alien; and
2. Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Professional shall not
terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
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knowingly employed or contracted with an illegal alien.
e. Professional shall comply with any reasonable request by the Colorado Department
of Labor and Employment (the "Department") made in the course of an investigation
that the Department undertakes or is undertaking pursuant to the authority
established in Subsection 8-17.5-102 (5), C.R.S.
f. If Professional violates any provision of this Agreement pertaining to the duties
imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If
this Agreement is so terminated, Professional shall be liable for actual and
consequential damages to the City arising out of Professional's violation of
Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Professional violates this
provision of this Agreement and the City terminates the Agreement for such breach.
16. Special Provisions. Special provisions or conditions relating to the services to be
performed pursuant to this Agreement are set forth in Exhibit "B", consisting of one (1) page,
attached hereto and incorporated herein by this reference.
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THE CITY OF FORT COLLINS, COLORADOj�
By:����
Jafnes S. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
ATTEST: p
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City Clerk O :•
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APRBQYED)�S TO FORM: 4,9p0
ELERT & ASSOCIATES
By: (� lX�
Title: P t,2,j Qy,71
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: J1- a, k l 3
ATTEST:
(Corporate Seal)
o porate Secretar
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EXHIBIT A
SCOPE OF WORK
General Requirements
The City seeks to engage an independent, expert evaluation of its IT Infrastructure programs,
platforms, expenses, human resources, organizational structure, and strategic objectives in the
context of City customer service expectations, meaningful shifts in technology, and best -in -class
IT shops of equivalent size and business support requirements. The evaluation will provide an
assessment of the IT environment in terms of service demands and the capabilities and
capacity to meet current demands. Gaps, challenges, and risks will be identified.
The second key element of the evaluation will develop the "future state" environment. The next
generation of customer service demands and IT resource requirements will incorporate industry
trends of substance but avoid the "trendy' elements that misguide strategic direction and capital
investment. The "future state" will set a baseline for identifying required changes in platforms,
programs, and resources. There will likely be more than one path forward. Each will be
presented in terms of risks and impacts. Comparisons to best -in -class organizations will be
complete with benchmarks that define their success.
IT Department management expects to receive an honest and unfiltered evaluation. To that
end, the Professional will be provided confidential access to key stakeholders, customers, and
staff. Beyond providing necessary support for the evaluation, the Professional's work will be
independent of City and IT Department management guidance or direction. Reports, options,
and recommendations will not be shaped toward any preconceived outcomes. While the focus
of the evaluation will be on Infrastructure Services, there will be no boundaries on
recommendations. Where Application Services components play a role in reaching the future
state, recommendations are expected.
Success of the evaluation will be measured by its accuracy, clarity, thoroughness, and
relevance. Reports and recommendations must reflect clear understanding of the current
environment and present practical pathways to the "future state." Completion of this work
constitutes the entirety of the engagement. No future work or follow-on sales of hardware,
software, or other services should be anticipated.
Scope of Work
I. Assessment of IT Infrastructure
a. Inventories
b. Activities
c. Systems architecture
d. Strategic direction
e. Cyber-security
f. Service delivery
g. Organizational structure
h. SWOT analysis
i. Best in class organizational comparison
j. Gap analysis
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k. Tactical recommendations
I. Strategic recommendations
m. Impact analysis of (k) and (1) listed above
11. Create a future vision
a. Industry trends
b. Delta identification
c. Tactical options and recommendations
d. Strategic options and recommendations
e. Risk analysis
f. Overall recommendations
Approach to the Project
TASK 1 - Professional's work will begin with a Project Initiation Meeting, with the
following sub -tasks:
a. Introduce Professional's team members and reiterate their roles.
b. Ask the City team to identify the key contact(s) with whom Professional
will work.
c. Discuss communications procedures and formats. Who are contacts for
which areas/items, and how do they prefer to receive information? Who
should be copied on communications?
d. Review the Scope of Work with the City to ensure a full and mutual
understanding.
e. Review and discuss project timeline/schedule.
f. Discuss availability of the City's resources (e.g., personnel to guide
Professional within buildings, arrange meetings).
g. Set up periodic progress meetings, and determine who should attend,
how long meetings should be, and what is expected from attendees.
h. Determine dates for first series of on -site information -gathering visits
and meetings/interviews.
TASK 2 - Professional will next collect available needed data:
a. Systems' data
1. Inventories — all equipment assets
2. Usage data
3. Budget — broken down by cost center
b. LAN/WAN diagrams and equipment inventories
c. Software systems inventories
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