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HomeMy WebLinkAboutRESPONSE - RFP - 7542 PERFORMANCE MEASUREMENT SOFTWARE�of t Collins City of Fort Collins Proposal 7542 Performance Measurement Software Presented by Ascendant Strategy Management Group Ascendant August 14, 2013 STRATEGY MANAGEMENT GROUP August 14, 2013 Ascendant Response to City of Fort Collins options x Add Status x: Scorecards Users Periods Setup Custom Field_ Data Status Ee —ts Status Indicators (Drag and drop to reorder) Status Dekmthon ' On Target i.,� o Status Name Aknost 1 J Use Custom Status Indicator yT Needs Help I�2 _d Score . No Data 13 p = `9� Under Construction � 0 Custom Status t olor Odd Stabu J [._Save Order status Cnarts Menus labels A . Save U Default Coior Status Indicators d. Strategy Map Linkages d. Linkages to Strategy Maps by March 31", 2014 Upload Custom Status Icon Choose File I No file chosen Custom Indicators Can Have Custom Shapes And Colors Ascendant has seen some of the Priority Based Budgeting work completed in Fort Collins and we understand that as a part of the process, graphics and strategy maps were in development. We understand that these graphics may change and additional maps may be developed at the department level. ClearPoint has built-in functionality to support a wide variety of strategy maps with the ability to drill down from graphics to more detailed pages for goals, measures and projects, too. ClearPoint has the ability to link metrics to strategy maps today, and if Fort Collins has metrics already associated with strategy maps, then Ascendant will set this up during the configuration process. Screenshots are included below showing how linkages can be placed on top of a strategy map graphic. One map uses the Priority Based Budgeting format and the second screenshot shows a traditional Balanced Scorecard Strategy Map. When Fort Collins makes the measure linkages available, Ascendant can link them quickly to the type of strategy map that is used at Fort Collins. Page 5 Ascendant Response to City of Fort Collins August 14, 2013 �. m eepc —n S..0.eoerq... 54R Hp1+Saod Gao.emn .' Rewpxe Cmporc tof sRM •, <wsn �t ov ny+v Il suu ue.�ex assssrc�r 1.,. Mar ;vTaent of re $IM reap puebkreeda a Mo.cops repo.dy.,pr... +of sorOma n SoaW DWv stnrdenx Pe.aenupe �arN R.renue � f sewKm cn�r overact vrovrees Jor o Junaronpi banspartp network that offers efficient, occessible and 'hob/' mobility Pr ,drs leadership in developi g oPp 10n that sbmulotr thr regional rronpmy IiWptlrrs .- Mlm Uemf liidn Center for Priority Based Budgeting IV.ap u rap — IT' m_wo I gpb— / csxo _r�S+eh 0..ebq... /. S..' saved ryagyopn ... /. Ree Corrawmtaf SR T °'. arises wgnr Dv ng+v Q... of s,e sRMt re,rre. West�ean . or n+mds �eoaoro rear... ersmd,srso— /. apdrea smvp evpoex PRIORITY -DRIVEN BUDGETING Promotes qu0/ify1ob creation and rttenbon Mot encourogrs mdiwduoh to wcore and stay rn Me romm—tp I Commerce and Jobs i fncourogrs end fosters the development of small buss— that provide fw thr basic needs of neghboMoods Invests in momrmmnp o safe. omoctive one 1h,1 i q unity that wppoM a w 1'.bolonced—of b.".— ­­' m pragmmS, mernb one bchnolovy thor wpp— bmmess ptttttl , growth and rrtentran SAWDC Strategy Map h%sslon To develcp strategic partnerships which attrat, edtate and trae sbAwks and wc6ers to belts rreet empbye' needs and foster eorom growth ina gbbal rr�ke�lae _ Swdviduv Dxwi ss employers a,d the mnxn.rdtses where that' exist SW pldlarw hy5 a system fa w kf� r. ,jw 4,4)rr*" thet T rr s a I v } Il I bare acte55 to aU aWaates for my needs r WE) car W I SAWDCSTafi, committees, ad Carnclls Lev &X partnershps to effectlw lv Erxiw* rye ctxncil and increase xcotrphJh�yoals ___. �r Fvrtrc�at�m � rv,drg ii CYrsre government i Geate beeriness Fa�.a 17 hrdlnp v� rniuewr. ` pa[kpabm Irl. ppatior� mi55iorrrelated Dro�art6 Traditional Norton Kaplan Strategy Map Page 6 Ascendant Response to City of Fort Collins August 14, 2013 e. Call/Share Charts and Graphs e. Call/Share Charts and Graphs by March 315, 2014 Ascendant understands that the performance measures and related charts and graphics within ClearPoint will need to be included in the bi-annual budget being developed in 2014 and may also be used in the public dashboard in the future. ClearPoint has a publishing module built into its standard application. With this module, Fort Collins can create a URL that will display charts and graphs outside of ClearPoint. The Fort Collins administrator can choose what measures and elements to publish. Examples of charts as well as supporting text from the City of Durham, NC, and the City of Charlottesville, VA, are shown from public sites below. Charts built within ClearPoint will be available to call/reference as necessary in the budget preparation application. The best method for sharing this information will need to be discussed between ClearPoint engineers and responsible personnel in the Fort Collins Budget and IT departments. 8 s,re a S.Q. c.�..lir' s o fl a City of Durham, NC, published website Page 7 ('IIaI'IUlll'Nl ilk. \Ica.wc. Ili' O©©Q©OOno City of Charlottesville, VA, published website Ascendant Response to City of Fort Collins August 14, 2013 f. Mobile Device Compatibility f. Define Mobile Device Compatibility and Functionality ClearPoint is designed to be compatible with all browsers (Internet Explorer, Chrome, Firefox, and Safari), and there is an iPad/iPhone, and Android application for ClearPoint. Use of the mobile applications is free and requires the same login as for the application itself. There is also a demo account online, so you can download an app today to explore the mobile apps. Page 8 Ascendant Response to City of Fort Collins August 14, 2013 g. Ongoing Technical Support ClearPoint provides two levels of support: Basic and Premium support. With both levels of support, users get access to the online solutions center which has support videos, articles, and additional help files. The Solution Center can be found at http://www.clearpointstrategV.com/promo/support/. For 40 users at Fort Collins, Ascendant recommends that all requests be channeled through a designated Fort Collins support contact who will relay the questions to the ClearPoint Support Team to schedule phone, email, or screen -sharing sessions as needed. This is the Premium Support option, which is described in the below table. ClearPoint Support Options Basic Support Access to Support Forum Included Premium Support Included Email Support 24-Hour Response 4-Hour Response Telephone Support Included Video Screen -Sharing Support Included Dedicated Support Representative Included Configuration Support Included Page 9 Ascendant Response to City of Fort Collins August 14, 2013 Custom Field Support Included Calculated Field Support Included Report Layout Support Included Custom Chart Types Time and Materials New Feature Requests Database Integration Time and Materials Time and Materials h. System Environment If not a hosted solution, define ability to operate in the following environment: Server Platform - Windows platform, Windows Server 2008 R2, VMWare compatible, VMWare 5 and Database - Oracle 11g or SQL Server 2008 Ascendant is recommending the hosted solution for the City of Fort Collins, CO. i. Implementation Plan i. Provide a detailed implementation plan and schedule that documents the implementation steps with stated start dates, completion dates and assigned task responsibilities for both City and Vendor At Ascendant, we believe in a collaborative work approach, that ensures knowledge transfer and effective implementation. Our goal is to deliver the highest quality implementation in the fastest possible timeframe -which is only possible through effective partnership and communication. Our project plan has three major phases. Step 1 - Software Configuration and Data Entr_v After the contracting process is complete, Ascendant will have a kick-off call with Fort Collins staff to confirm the project plan as outlined in this document. For configuration, Ascendant will work with Fort Collins to determine the appropriate layouts and summary screens. This will be completed through an interview process and then by delivering sample screens. When Fort Collins has agreed upon the layouts and requirements, Ascendant will configure ClearPoint. Ascendant will also request all of the current information from Fort Collins. We can see some of the information on the current Fort Collins website, but if there is additional information, Ascendant will request it and then load all of the information into ClearPoint with the appropriate reporting frequencies. Page 10 Ascendant Response to City of Fort Collins August 14, 2013 Step 2 - Training The training is described in this proposal in multiple places. Ascendant will train the Administrators and end users over a two-day period with some additional office hours to allow for practice while experts are on site. Additional training may be offered one month later to ensure effective use of ClearPoint. The RFP spoke about adding data and maps to ClearPoint by March 31, 2014. Any information that is not added in the initial data upload in Step 1 may be added by Fort Collins staff after the training in Step 2. If additional support from Ascendant is needed, it can be requested. Step 3 - Proactive Support Ascendant knows that one of the most important drivers of a successful software implementation is to ensure that users are effectively trained and using the software as designed. For the first six months, Ascendant will provide monthly check in calls and web -sharing sessions to ensure that Fort Collins is effectively using ClearPoint. Ascendant will conduct a brief audit and then have a discussion with the project manager, and provide web -based training as necessary throughout this time. During these proactive support calls (and during the training), Ascendant will ensure that Fort Collins is trained and comfortable in the use of publishing to create the URLs needed for sharing charts and data outside of ClearPoint. Future Optional Steps ClearPoint has additional capabilities that may be desired by Fort Collins in the future. While they have not been requested, we have added these to the timeline as optional activities with an approximation of when you might implement these based on our experience with other municipalities. These activities may include using ClearPoint to update a community dashboard, creating strategic alignment, and conducting benchmarking activities. Premium support is included as a separate service and will be available throughout the kickoff and use of ClearPoint, based on our proposal. A Gantt chart of the implementation plan is on the next page. Page 11 Ascendant Response to City of Fort Collins August 14, 2013 Kickoff Meeting, Confirm Timeline Receive and Review Documents n. Import Data, °' Prepare Scorecards Administrator Training (Online) Setup Review & Acceptance Onsite User & Admin Training fl. a� v, Add Data and Maps to ClearPoint Proactive Support Calls M d Create URLs for charts and data U) Update Community W Dashboard Cn Strategic o Alignment y C. Benchmarking Maintenance & Premium Support Fort Collins Project Plan for ClearPoint Implementation j. Client Security Describe the system security and safeguards to prevent access to data and hacking. ClearPoint Client Securit% Ascendant Responsibility Fort Collins Responsibility Shared Responsibility Optional Services ClearPoint utilizes industry standard 128-bit SSL encryption with Extended Validation to ensure the safety and security of all user communications between the ClearPoint datacenter and browsers. Password complexity is enforced and clients can optionally elect to restrict access to their accounts to a particular IP address range. ClearPoint Datacenter ClearPoint is hosted in a Tier 3 SAS70 Type 2 Datacenter, with redundant network, power, cooling, and fire suppression systems. No physical access to the servers is allowed except by employees of the Page 12 Ascendant Response to City of Fort Collins August 14, 2013 datacenter to manage the servers. Additional information about the datacenter security and access control policies can be found in the SAS70 audit control report, which is available upon signing of a mutual NDA with Ascendant. Firewall and Network Security ClearPoint uses a dedicated Juniper firewall between web servers and the Internet. Only HTTP and HTTPS traffic (TCP 80 and 443) traffic is allowed through this firewall. Database servers are in a separate VLAN from the web servers. ClearPoint monitors and filters the URL strings and page content to ensure against cross -site scripting and SQL injection attacks. Firewall rules are reviewed quarterly or as needed by changes to the configuration. Only network administrators can access firewall configuration. (Standard server administrators do not have this capability). All changes to the firewall configuration are logged and approved by Ascendant management before application. Anti -Virus, Intrusion Detection, and Log File Management All servers have anti -virus and intrusion detection software that is updated nightly. Windows event logs from all production database, web, application, and file servers are archived and reviewed regularly. Firewall logs are monitored regularly to detect any anomalous traffic (i.e., DDOS, etc.) in and out of the network. Microsoft, CERT, Symantec and other security bulletins are monitored regularly. Identified security deficiencies are identified and remediated as quickly as possible. Server Hardening and Patch Management Production servers are hardened using the Microsoft Security Compliance Manager, using a least permissive policy based on the type of server (i.e., database, web, application, or file). All production servers are scanned daily and patches are applied after being tested on staging servers. Critical patches are installed within days of release, while non -critical patches are applied during scheduled application downtime. Disaster Recovery and Business Continuity Ascendant has implemented a warm failover Disaster Recovery location in California (approximately 2,700 miles from our main datacenter in Delaware). The warm failover location utilizes SQL Server log shipping (at 15-minute increments) and maintains a synced copy of the application source code and file server contents. In the event of an emergency where our primary datacenter goes offline, we will be able to switch over to the secondary datacenter within 120 minutes (time to update DNS servers, etc.). All critical data, including database, file, and source code is backed up nightly and stored in an offsite facility. In addition, SQL Server transaction logs are backed up every 15 minutes and log shipped to our warm failover facility in California. The Business Continuity Plan is continually updated by Ascendant management as we make changes to server configurations, disaster recovery, data backups, and other Page 13 Ascendant Response to City of Fort Collins August 14, 2013 relevant aspects of our security and redundancy. This document is kept up to date as a result of any changes. Database Configuration The database is shared between all clients. This type of application is called multi -tenant, and is the foundation of all cloud -based applications (like Salesforce.com, QuickBooks.com, etc.) All client information is tagged with a unique identifier and can only be accessed via the application server if the unique identifiers match. This allows us to quickly scale the application if necessary by either adding additional database servers (clustering), additional application servers (load balancing), or additional web servers (more load balancing). k. Future Engagements / Consulting Future engagements/consulting to implement system functionality like project management and ETL interface with our data warehouse. Provide costs. Ascendant offers a variety of consulting, implementation and project management capabilities to help the City of Fort Collins manage and execute its strategy going forward. These services are usually scoped based on the need and final pricing can be done on a fixed basis or time and materials basis. Scorecard Setup, Configuration and Data Entry As a service, Ascendant can assist with initial configuration, organizational alignment, data entry, structuring Excel and text file data imports and designing custom dashboards. This service is billed by the day and can be completed on -site or remotely. The Ascendant daily rate for this type of work is $1500/day. Additional Technical Capabilities Fort Collins also has the option of utilizing additional configuration, consulting and facilitation services from Ascendant. Ascendant has in-house ClearPoint development and integration expertise available as a service. Several features that Fort Collins may be interested in are listed below. Active Directory / LDAP Integration 1 $5,000 1 Not Included Database Integration (Excludes specific query $5,000 per connection Not Included writing) Page 14 1• Ascendant Response to City of Fort Collins Lawrence Pollack, Project Manager Pat Johnson, CPPB, Buyer Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 Dear Mr. Pollack: August 14, 2013 On behalf of Ascendant Strategy Management Group (Ascendant), I am pleased to submit the following proposal to the City of Fort Collins in response to your Performance Measurement Software Request for Proposal (RFP) due August 16, 2013. Ascendant has extensive experience implementing strategic planning and performance measurement processes across a wide variety of organizations including Federal and State agencies, municipalities, economic development organizations, schools, hospitals, and more. With both consulting and software implementation experience, Ascendant is uniquely positioned to deploy a stable, cost-effective, and user-friendly performance measurement software solution called ClearPoint Strategy. ClearPoint is a modern, web -based application that leverages Web 2.0 technologies and easily scales from tens to hundreds of users. In addition, ClearPoint software is supported by a world -class team that understands both technology and performance measurement requirements of leading organizations. ClearPoint is unique in that we designed it to help organizations manage better, not simply report better. To that end, ClearPoint offers the capability to: • Quickly migrate existing Excel reports, • Record performance measurement data including Red/Yellow/Green indicators, • Generate reports that can be customized, filtered and exported in a variety of formats, • Incorporate strategy maps to align measures with the strategic plan, • Centralize project management in alignment to the strategic plan, • Publish reports and dashboards to public websites for viewing by leaders, community members, taxpayers and other stakeholders with minimal rework, • Ultimately, create a systematic, enterprise -wide performance measurement system. We work with cities such as Durham, North Carolina, Fort Lauderdale, Florida, Tamarac, Florida, and Charlottesville, Virginia, who regularly win awards for excellence and innovation. We have seen an equally impressive standard of excellence and achievement in Fort Collins and we look forward to working with your team to implement an effective performance measurement system. Page i Ascendant Response to City of Fort Collins August 14, 2013 Additional support for publishing information $1,500/day Not included to a public internet. Note: the publishing module is included, but some clients request additional custom coding or help with Wrames or other HTML support API development for additional data Time and Materials Not Included integration for project information or other elements Page 15 Ascendant Response to City of Fort Collins August 14, 2013 2. Project Deliverables Project Success Factors a. Data conversion including documented methodology to convert existing data in Microsoft Excel to the new system — including, but not limited to, requirements definition, analysis of files, design, development and testing of conversion programs, installation and acceptance. b. Creation of scorecards with Red/Yellow/Green performance indicators with a target completion of October 2013. Implementation of various scorecards and reports. c. Linkage of metrics to strategy maps by the end of Q1 2014 (March 31, 2014) d. Ability to dynamically create/call a URL or formatted file to display charts and graphs outside of the application, or equivalent solution to view charts and graphs by the end of Q1 2014 Basic Deliverables Our approach to these four elements in the Project Approach and Methods section of our Proposal (pages 2-14) Provide a short description of your product, including Ascendant's clients are currently using version 6.0 of the current version number. ClearPoint Strategy, and we expect that version 6.5 will be in use by all Software as a Service clients by September 1. ClearPoint Strategy is focused on helping customers in three key areas: executive meeting management, scorecarding and dashboarding, and project management. In addition to this functionality, municipalities can "publish" information from ClearPoint into a publically available website to promote transparency in managing city resources. b. Training for Budget staff (administrators) and end- Ascendant recommends training for administrators and users, as applicable. end users. We described our training on pages 3-4 of this proposal. Page 16 Ascendant Response to City of Fort Collins August 14, 2013 c. If a hosted or cloud -based solution, how does the Ascendant is recommending the cloud solution of City get access to the underlying data for use with ClearPoint Strategy. In the cloud solution, Ascendant our existing Business Intelligence (BI) tools? Describe manages security, uptime, backup, and redundancy. In the advantages/disadvantages of hosted or cloud the cloud solution, you are always on the most recent based. version of the application. For data linkages in the cloud, Ascendant recommends Excel imports, flat file imports, or direct database connections via secure point-to-point VPN connection. The underlying data is available via summary reports that can be exported via Excel. Ascendant has an AN planned for a future release that will make access to underlying data within ClearPoint more readily available for other uses in existing tools. d. Ongoing technical support. Ongoing technical support is described on pages 9-10 of this proposal. e. Manuals and Documentation? ClearPoint provides a welcome tour as well as extensive manuals, help articles and videos. All are available in the ClearPoint support center, which can be found at www.clearpointstrategy.com/promo/support/ Additional Capabilities a. Manual data entry b. Report design & queries c. Audit Security Page 17 Any user with updater rights or higher can manually input data into ClearPoint. This can be typed or cut and pasted from Excel or similar files. Reports can be easily created by editors and above to view objectives and measures from multiple scorecards throughout the city on one page without the need for additional programming ClearPoint has an audit log built in to show each user's changes and activity throughout the system. The audit log can be accessed and searched by administrators. Security is described on pages 12-14of this proposal. Ascendant Response to City of Fort Collins August 14, 2013 e. Interfaces ClearPoint is designed with an interface that is familiar to most users as it operates like a common desktop application, but in a browser. The look and feel is like Microsoft Outlook. There are easy to design summary and detail pages. f. System configuration The ClearPoint technical team will provide initial configuration as part of the setup process, and additional configuration can be completed by end -users. ClearPoint does not require IT infrastructure to manage. g. F uture enhancements of PM and ETL capabilities Ascendant can provide additional support and product enhancements based on Fort Collins requests on a time and materials basis outside of this proposal. Our clients maintain a priority for future enhancement requests. Additional Recommended Services This proposal includes all necessary services given the scope of the current RFP. Page 18 Ascendant Response to City of Fort Collins August 14, 2013 3. Qualifications and Experience a. Brief Company History Ascendant was founded in April of 2008 by Dylan Miyake, Laura Downing, and Ted Jackson, who had worked together for the previous nine years at Balanced Scorecard Collaborative and Palladium, firms founded by Drs. Kaplan and Norton, creators of the Balanced Scorecard concept. The focus of Ascendant is to help mission -driven organizations, like Fort Collins, manage and execute its strategy. Ascendant has helped some of the premier mission -driven organizations in America, including the World Bank, the U.S. Office of Management and Budget, the CFA Institute, Catholic Charities, and the Los Angeles Unified School District. Ascendant has offices in Boston, MA, Arlington, VA and Atlanta, GA. Either Ted Jackson or Mark Cutler will lead this engagement and will be assisted by Dylan Miyake, Jeremy Sutherland, and they may be assisted by other qualified Ascendant personnel as necessary. b. Performance Measurement Software Experience ClearPoint Strategy was initially launched in early 2009 and Ascendant has been enhancing the software with updated versions being released every six months. The number of clients and use of ClearPoint has grown consistently for 14 consecutive quarters, and the application has become one of the most cost- effective software suites on the market. Ascendant provides US -based customer support and is responsible for 100% of the development of the application. c. Municipality Specific Experience Ascendant has been fortunate to work with the municipalities and agencies who are listed below. In addition, we have extensive experience working with other community organizations including major school systems, universities, economic development authorities, healthcare organizations, and environmental groups. We are happy to provide additional references from this other organizations as necessary. City of Durham, NC Jay Reinstein jay.reinstein@durhamnc.gov City of Charlottesville, VA Leslie Beauregard beauregard@charlottesville.org City of Fort Lauderdale, FL Amy Knowles aknowles@fortlauderdale.gov City of Ferndale, MI Joseph Gacioch jgacioch@ferndalemi.gov City of Tamarac, FL Bernadette Hughes Bernadette.hughes@tamarac.org Page 19 (919) 560-4111 (434) 970-3105 (954) 828-5987 (248)546-2360 (954) 597-3518 Ascendant Response to City of Fort Collins August 14, 2013 City of Wellington, FL Francine Ramaglia framaglia@wellingtonfl.gov (561) 791-4000 d. Three Municipal Projects City of Durham, NC Durham is home to 300+ restaurants, Duke University, Raleigh -Durham International Airport, The Research Triangle Technology Park, art and science museums, and world -class medical facilities. In 2010- 11, the City had a $353 million budget and served over 230,000 residents. Durham is using ClearPoint to track 81 strategic measures, manage 37 key initiatives, and clearly report results to both citizens and taxpayers. ClearPoint support staff collaborated with City personnel to publish a subsection of the system for the public to view. This public dashboard has been seamlessly embedded into the City's website and a live version is available here: http://www.durhamnc.gov/StrategicPian/Goals/ Jay Reinstein, jay.reinstein@durhamnc.gov, (919) 560-4111 ext. 20102 City of Charlottesville, VA Charlottesville is an independent city in the foothills of Virginia, and is best known as the home of the University of Virginia. "Cities Ranked and Rated" by Bert Sperling listed Charlottesville as the "best place to live in the US" based on cost of living, climate, and quality of life. The City utilized a $33 million budget to serve 48,000 residents and 20,000 students in FY 2010-2011. Charlottesville is using ClearPoint Strategy software to track performance measures and to align strategic projects across 24 departmental scorecards to best match the City Council's Strategic Plan, Leslie Beauregard, beauregard@charlottesville.org, (434) 970-3105 City of Fort Lauderdale, FL Fort Lauderdale, also known as the "Venice of America" for its expansive network of waterways, is situated on the Atlantic Coast of Florida, about 23 miles north of Miami. Fort Lauderdale has a population of 165,000 and hosts over 10 million visitors per year. Fort Lauderdale recently completed a comprehensive community visioning and strategic planning process. The city uses ClearPoint Strategy to align and track over 200 performance measures and over 300 projects across ten departments, including: finance; fire and rescue; public works; sustainable development (planning); transportation; and police. Using ClearPoint as its tool, the city manager's office recently called a meeting with all department heads and had a daylong FL2STAT meeting to review performance measures and progress on initiatives across the entire city. These meetings will be repeated monthly and hold full support by the city manager as well as department leadership. Amy Knowles, aknowles@fortlauderdale.gov, (954) 828-5987 Page 20 August 14, 2013 Ascendant Response to City of Fort Collins 4. List of Project Personnel Ascendant expects three people to be involved in this project: Ted Jackson or Mark Cutler, Dylan Miyake, and Jeremy Sutherland. Either Ted Jackson or Mark Cutler will play the role of the project manager, Dylan Miyake will be the lead technical architect, and Jeremy Sutherland will provide software support and user training. Ted K. Jackson Ted Jackson is a co-founder and managing partner with Ascendant Strategy Management Group. At Ascendant he is an engagement leader supporting many for profit and mission -driven organizations. Some of his clients are Rexam, Los Angeles Unified School System, BGF Industries, Alabama Gulf Coast Recovery Council, CFA Institute, and Seguros Bolivar. He is also responsible for sales, customer support, and partnerships of ClearPoint Strategy, the Ascendant -recommended strategy management software solution. Prior to Ascendant, Ted was a Vice President at Balanced Scorecard Collaborative / Palladium and was responsible for global sales and support of the Executive Strategy Manager software. He was also an active consultant and facilitator for 9 years with BSCol. Before that, Ted worked at ICF International, an engineering and environmental consulting firm. At ICF, Ted's team helped the EPA develop the Energy Star program and worked with organizations to reduce their energy consumption. Ted has written three articles about the Balanced Scorecard in the Balanced Scorecard Report publication by Harvard Business School Press. He is an active speaker and has spoken at Balanced Scorecard training and conference events in North America, Europe, and Brazil each year from 2002 to present. Ted graduated from Duke University with a degree in Public Policy focused on the Environment and later received his MBA from Harvard University. Personal References: • Laura Chandler Executive Director Southwest Alabama Workforce Development Council (251) 445-2090 • Donna Orem Chief Operations Officer National Association of Independent Schools (202) 973-9760 • Leslie Beauregard Director of Budget and Performance Management Page 21 Ascendant Response to City of Fort Collins August 14, 2013 City of Charlottesville (434) 970-3105 Dylan N. Miyake Dylan Miyake is a founder and managing partner of Ascendant Strategy Management Group. Dylan has worked closely with Drs. Kaplan and Norton, developers of Balanced Scorecard management system, since 1997. At Ascendant, Dylan's primary area of focus is helping social and public sector organizations develop the internal capabilities to manage strategy via implementing a repeatable and efficient meeting and governance process. Prior to founding Ascendant, Dylan was a vice president and executive team member at Balanced Scorecard Collaborative (BSCol). At BSCol, Dylan focused on helping international organizations execute strategy with the Balanced Scorecard. At Ascendant and BSCol, Dylan has worked in the education, social services, environmental, media, and technology sectors, helping organizations implement strategic management systems. A frequent speaker and writer, Dylan has contributed articles to DM Review, Intelligent Enterprise, School Administrator, and Balanced Scorecard Report. He has spoken at leading industry forums, including the Balanced Scorecard Summits in Europe, North America, and Asia, Hyperion Global User Conference, and the SAS Global User Conference. Dylan earned his BA in government, magna cum laude, from Bowdoin College and his MBA from the Sloan School of Management at the Massachusetts Institute of Technology. Personal References: • Jamie Jackson Strategic Planning Coordinator CFA Institute (434) 9S1-5384 • Noah Bookman Director of Performance Management, Los Angeles Unified School District (213) 241-2415 • Angela Smith Director of Strategic Planning Atlanta Public Schools (678) 612-4903 Page 22 Ascendant Response to City of Fort Collins August 14, 2013 Mark I. Cutler Mark Cutler is an engagement manager with Ascendant Strategy Management Group where he has led and worked on Balanced Scorecard and strategy and performance management engagements that include clients such as the World Bank Latin America and Caribbean Region, the Wayne County Airport Authority, the National Association of Independent Schools, the Rochester City School District, Navajo Area Indian Health Services, and Defense Threat Reduction Agency. Before joining Ascendant, Mark was a managing consultant with the Public Sector Strategy & Innovation practice of IBM Global Business Services. Mark has led and been a key member of strategy management engagements at US Air Force, US Army, NATO, Loyola University of Maryland, the Naval Surface Warfare Center, Chevron Corp. and Huawei Technologies Co. Mark earned his BA in English, cum laude, from Tufts University; his JD from Georgetown University Law Center; and his MBA from the George Washington University. Personal References: • Carl Brown Deputy COO, Chemical/Biological Technologies Department Defense Threat Reduction Agency (703) 767-3340 • Martha Kyrillidou Senior Director, Statistics and Service Quality Programs Association of Research Libraries (202) 296-2296 x139 • Lisa Yarbrough Associate Partner, Strategy & Innovation IBM Global Business Services (703) 981-6135 Jeremy Sutherland Jeremy Sutherland is a Management Consultant with experience developing, managing and reporting strategic plans across a variety of community organizations including cities, schools, hospitals and nonprofits. He has been supporting the City of Charlottesville's ClearPoint Strategy account setup since 2010 and been involved in many on -site support calls discussing specific measures, charts and reports. In addition to the work in Charlottesville, Jeremy has supported the cities of Durham, NC, Fort Lauderdale, FL, Wellington, FL and has been a regular attendee at ICMA and Alliance for Innovation events. Other projects include consulting and facilitation with the Navajo Area Indian Health Services, the Government of New Brunswick, Los Angeles Public Schools, The Saint Louis Regional Chamber and Growth Page 23 Ascendant Response to City of Fort Collins August 14, 2013 Association, and the CFA Institute. Jeremy received a Bachelor of Science in Industrial and Systems engineering from Virginia Polytechnic Institute and Statue University (Virginia Tech). Personal References: • Amy Knowles Assistant to the City for Structural Innovation City of Fort Lauderdale (954) 828-5987 • Jay Reinstein Strategic Initiatives Manager City of Durham, NC (919) 560-4111 • Linda White Kayenta Health Center CEO Navajo Area Indian Health Service (928) 697-4234 Page 24 Ascendant Response to City of Fort Collins August 14, 2013 Ted Jackson, Managing Partner, is authorized to negotiate on behalf of Ascendant and is also an authorized sales representative. If there are any questions, or to schedule a live demonstration, please contact me at 866-568-0590 or +1-617-379-0918 or tjackson@ascendantsmg.com. Best regards, i Ted Jackson Managing Partner Ascendant Strategy Management Group Page ii Ascendant Response to City of Fort Collins August 14, 2013 5. List of Pending Software Upgrades and Release Dates ClearPoint Strategy is on a semiannual release cycle with the main release features through 2014 listed below starting with the current version, ClearPoint 6.0. The roadmap below serves as a guide, but we believe strongly that those who use the tool every day, our clients, should also have a voice in future releases. With this in mind, please recognize that the below roadmap is subject to change as we try to evolve ClearPoint into the most powerful and useful tool for our clients. There is no additional cost to the upgrades listed. ClearPoint Version 6.0 ClearPoint 6.0 was released in January of 2013 and is the most current version of the software. This release included many new and enhanced features from both an end -user perspective and on the backend for improved speed and functionality. From the end -user perspective, we made 15+ enhancements in six major categories. This update included enhanced layout features, new elements (risks and themes), greater flexibility in linking elements and evaluating objectives, improved user controls, more intuitive layouts and navigation, and additional language support. On the backend, we upgraded our servers and tripled the amount of memory on each, improved our calculation engine to handle over 1 million calculations with one data upload, and fixed a few minor bugs that were captured during the testing process. ClearPoint Version 6.5 ClearPoint 6.5 is scheduled to be released by September 1, 2013. This release of ClearPoint will include new global save capabilities that enable administrators to more efficiently update layouts and summary reports globally within the account, decrease the click path for updating/editing reporting frequencies within elements, and continue to build out our already robust calculation engine by adding support for time measurements. In addition, we also plan to roll out a new "Welcome Tour" which will allow new users to more quickly get up to speed using the information already in your account. We will also include three to five client requested enhancements in this release. Behind the scenes, we are also conducting some significant upgrades to the data structure to allow for a faster response time with less caching throughout the application. Page 25 Ascendant Response to City of Fort Collins August 14, 2013 ClearPoint Version 7.0 The 7.0 release of ClearPoint is tentatively scheduled for May of 2014 and will include five to seven client requested enhancements to the tool. In addition to those client requested upgrades, this release will focus on enriching the user experience both at the team and individual level. This translates into a more robust "My Scorecard" functionality that allows the individual user to more easily view and control all of the of the elements they own. At the team level, we will increase the flexibility of summary reports, providing users greater control over format and improved ability to manipulate the information. ClearPoint 7.0 will also have an API that will allow for more easily integrated data options for importing and exporting underlying data to/from the application. ClearPoint Version 7.5 ClearPoint 7.5 is tentatively scheduled to be released in November of 2014. In addition to the five to seven client requested enhancements to the tool, we will upgrade our ClearPoint Mobile platform, providing our users with increased functionality on the go. The ClearPoint 7.5 release will also increase the functionality of our publishing platform, allowing organizations more flexibility in deploying their published scorecards. Along with other small usability enhancements, we will also improve the email alert tool, increasing the ability of ClearPoint users to communicate information within the system both internally and externally. Page 26 Ascendant Response to City of Fort Collins August 14, 2013 6. Training Ascendant will provide a complimentary two-hour training session via screen -sharing software during the data conversion phase to a core team of Fort Collins administrators. Based on 40 active users, Ascendant also recommends on -site training to ensure users are comfortable navigating and using ClearPoint Strategy. Fort Collins will be responsible for the meeting room and ensuring that each trainee has a computer with high-speed internet access. On -site training topics are listed below. Ascendant will work with the Fort Collins project manager to build the appropriate combination of training such that administrators will have a full day of training and the end -users will have one half day of training. For 40 users, this training will be delivered over two days and include some time for "office hours" or one on one questions with the trainer. ClearPoint End -User Training In this on -site training session, data analysts and end -users will learn the basic skills needed to add, manage, chart, and report performance measurement information in ClearPoint. Trainees will also practice using the tools and functionality to add strategy maps, set status indicators, rearrange screen layouts and generate reports. When the session is over, trainees will know how to: • login to ClearPoint and update their password • Navigate ClearPoint • Configure data tables and reporting frequencies • Add definitions, data sources, formulas, evaluation criteria • Enter or import data • Configure calculations • Create and customize charts • Print a page • Create a briefing book • Send an email from the system • Access the resources of the support center • Utilize ClearPoint Apps on the go with Android and iPad • Plus, the trainer will be available to answer any specific questions related to specific measures or projects already configured in the system Page 27 Ascendant Response to City of Fort Collins August 14, 2013 ClearPoint Administrator Training In this on -site session, administrators will learn about using the Administrator's "Options" console, a convenient tool for adding users and scorecards, customizing status icons as well as menus and fields, customizing reporting periods, importing data, and more. When the session's over, ClearPoint administrators will know how to: • Manage user access privileges • Manage department scorecards • Configure status indicators • Configure reporting periods, including fiscal years • Configure custom fields • Change page layouts • Generate custom reports and grid views • Review the Audit Log • Configure measure series and charts • Use calculated fields and evaluations • Import and use structured data imports • Utilize the public publishing functionality • Plus, the trainer will be available to answer any specific questions related to specific measures or projects already configured in the system Recommendations Fort Collins has stated that it expects to have 40 active users in ClearPoint. Ascendant recommends two End User training sessions onsite as well as one Administrator training and one half day of "office hours" where any user can practice ClearPoint and ask experts specific questions about use and configuration. This two days of training is priced in Section 12 of this proposal. Ascendant will also offer web -based training sessions as part of its premium support package. Page 28 Ascendant Response to City of Fort Collins August 14, 2013 7. Maintenance & Support Ascendant provides two levels of support (Basic and Premium support). Ascendant is recommending Premium Support for Fort Collins based on our understanding of the project scope and implementation. Access to Support Forum Email Support Telephone Support Video Screen -Sharing Support Dedicated Support Representative Configuration Support Custom Field Support Calculated Field Support Report Layout Support Service Commitment Included 24-Hour Response Included 4-Hour Response Included Included Included Included Included Included Included Ascendant and its partners are committed to having an error free application and will use commercially reasonable efforts to be responsive to all reported issues in the application. Any errors or perceived bugs must be submitted to Ascendant and its partners, and upon verification of the issue, Ascendant will categorize the bug/issue and respond according to the table below. Bugs and perceived issues must be reported via support@clearpointstrategy.com to create a ticket. Hours of coverage Standard Standard business hours Premium Standard business hours (240 for Severity 1 and 2) Support Channel Web and email Web, email, and phone Number of Cases Response Times Unlimited Initial and Ongoing Unlimited Initial Response Ongoing Response Severity 1 Severity 2 Severity 3 1 business day 4 hours 4 hours or as agreed 8 hours or as agreed 2 business days or as agreed 2 business days 5 business days 10 business days 8 hours 1 business day Severity 4 2 business days 5 business days or as agreed Page 29 Ascendant Response to City of Fort Collins August 14, 2013 In order to provide the responsiveness for premium support, Ascendant requests that organizations identify a primary point of contact who will be available until the issue is resolved. Definitions Initial Response: The time it takes from when the initial problem is identified and confirmed to when Ascendant and its partners have communicated to the client what the issue is and when the resolution will take place. Ongoing Response: As long as the confirmed issue is still not resolved, this is the expected resolution time or maximum time before communication between Ascendant and the client. Severity 1 (urgent): A problem that severely impacts your use of the software in a production environment (such as loss of access to ClearPoint). The situation halts your business operations and no procedural workaround exists. Severity 2 (high): A problem where the software is functioning but your use in a production environment is severely reduced. The situation is causing a high impact to portions of your business operations and no procedural workaround exists. Severity 3 (medium): A problem that involves partial, non -critical loss of use of the software in a production environment or development environment. For production environments, there is a medium -to -low impact on your business, but your business continues to function, including by using a procedural workaround. For development environments, where the situation is causing your project to no longer continue or migrate into production. Severity 4 (low): A general usage question, reporting of a documentation error, or recommendation for a future product enhancement or modification. For production environments, there is low -to -no impact on your business or the performance or functionality of your system. For development environments, there is a medium -to -low impact on your business, but your business continues to function, including by using a procedural workaround. Provide a description of maintenance & support programs that are available. Provide the cost if not included in your software cost. The City prefers that the pricing be held firm for a minimum of two years with a not to exceed increase of no greater than 5% in the following years. Page 30 Ascendant Response to City of Fort Collins August 14, 2013 8. Organization Chart/Proposed Project Team Ascendant expects three people to be involved in this project: Ted Jackson or Mark Cutler, Dylan Miyake, and Jeremy Sutherland. Ted Jackson or Mark Cutler will play the role of the project manager, Dylan Miyake will be the lead technical architect, and Jeremy Sutherland will provide setup and configuration support as well as user training. Ascendant will work as a team to ensure that we meet the Fort Collins team and come to a complete agreement on the technical design and implementation of the project. Ted Jackson or Mark Cutler will have regular meetings with the project manager at Fort Collins. Dylan Miyake will manage any technical issues and help with the data import. Jeremy Sutherland will lead the project configuration and training of Fort Collins staff. Project Steering Committee Project Manager Fort Collins Ted Jackson or Mark Cutler, j Ascendant J 1 . - User Acceptance Team Jeremy Sutherland, Ascendant User Acceptance/Training Delivery Page 31 Technical Team Dylan Miyake, Ascendant Configuration and Migration Ascendant Response to City of Fort Collins August 14, 2013 9. Availability Ascendant expects to have full availability to meet the needs of Fort Collins as outlined in this RFP. If the expected dates change by more than 60 days, then Ascendant will work with Fort Collins to manage new completion dates as appropriate. Page 32 Ascendant Response to City of Fort Collins August 14, 2013 10. Estimated Hours by Task Based on our experience with other municipalities and clients of a similar size/scope, Ascendant expects our hourly breakdown of tasks to be as follows. This time does not include the time to have planning phone calls, sign off meetings, and other conversations throughout the implementation process. Our prices in this response are also fixed based on our estimates. Tasks Hours Step 1 Configuration and setup 8 Data Entry 16 Step 2 Administrator Training (1 day two people) 16 End User Training (1 day two people) 16 Step 3 Proactive Support (6, 1-hour calls with preparation) 12 Other: 4 project management calls during configuration, setup, and data entry 4 Total Hours 72 Page 33 Ascendant Response to City of Fort Collins August 14, 2013 11. Payment Ascendant is comfortable and agrees with the statement regarding payment from the RFP. Ascendant will work with the Fort Collins project team to ensure sign off on the following deliverables before invoicing. • Licenses provided • Creation of scorecards • Linkage of metrics to strategy maps • A formatted file or a URL created to display charts and graphs outside of the application. • Page 34 9 Ascendant Response to City of Fort Collins August 14, 2013 Contents ExecutiveSummary.......................................................................................................................................1 1. Methods and Approach............................................................................................................................2 a. Data Conversion...................................................................................................................................2 b. Training................................................................................................................................................3 c. Scorecard Creation...............................................................................................................................4 d. Strategy Map Linkages.........................................................................................................................5 e. Call/Share Charts and Graphs..............................................................................................................7 f. Mobile Device Compatibility................................................................................................................8 g. Ongoing Technical Support...................................................................................................................9 h. System Environment..........................................................................................................................10 i. Implementation Plan...........................................................................................................................10 j. Client Security..................................................................................................................................... 12 k. Future Engagements / Consulting...................................................................................................... 14 2. Project Deliverables................................................................................................................................16 Project Success Factors...........................................................................................................................16 BasicDeliverables...................................................................................................................................16 AdditionalCapabilities............................................................................................................................17 Additional Recommended Services........................................................................................................18 3. Qualifications and Experience.................................................................................................................19 a. Brief Company History.......................................................................................................................19 b. Performance Measurement Software Experience............................................................................19 c. Municipality Specific Experience........................................................................................................19 d. Three Municipal Projects...................................................................................................................20 4. List of Project Personnel.........................................................................................................................21 TedK. Jackson......................................................................................................................................... 21 DylanN. Miyake......................................................................................................................................22 MarkI. Cutler..........................................................................................................................................23 JeremySutherland..................................................................................................................................23 5. List of Pending Software Upgrades and Release Dates..........................................................................25 ClearPointVersion 6.0............................................................................................................................25 ClearPointVersion 6.5............................................................................................................................25 ClearPointVersion 7.0............................................................................................................................ 26 ClearPointVersion 7.5............................................................................................................................26 Page iii Ascendant Response to City of Fort Collins August 14, 2013 12. Schedule of Rates and Fees a. Billing Rates by Employee For this proposal, Ascendant is offering fixed price billing, but for reference for future proposals, Ascendant's rates are as follows: • Partner = $2500/day (Dylan Miyake, Ted Jackson) • Engagement Manager = $2000/day (Mark Cutler) • Consultant = $1500/day (Jeremy Sutherland, Brandon Kline) We also have standard prices for our configuration and data entry at $1500/day, regardless of who does the work. Our training has a standard price of $1500/session, not to exceed $3,000 in one day. b. Anticipated Costs per Task • Step 1— data entry and configuration, 3 days at $1,500/day or $4,500 • Step 2 — training onsite, 2 days at $3,000/day or $6,000 • Step 3 — proactive support, 1.5 days at $2,500/day or $3,750 c. Optional, Additional Modules Service Price Total Active Directory / LDAP Integration $5,000 Not Included Database Integration (Excludes specific query writing) $5,000 per connection Not Included Additional support for publishing information to a public $1,500/day Not included internet. Publishing is included, but some clients request additional custom coding or help with iFrames or other HTML support ETL/API development for additional data integration for Time and Materials Not Included project information or other elements d. All Direct Costs (i.e., travel, printing, postage, etc.) • Ascendant estimates that much of this work can be completed remotely, but three trips to Fort Collins will be made by Ascendant staff during this project. Each trip will have airfare from Washington, DC, or Atlanta, GA, car, hotel, and meals using the Fort Collins travel policies. Page 35 Ascendant Response to City of Fort Collins August 14, 2013 • Ascendant prefers to bill these expenses at cost and for the purposes of estimating has determined that it will costs about $1500/trip, or $4,500. • For training and other onsite events, Ascendant requests that Fort Collins completes any printing required. e. Provide a Breakdown of Cost for the Licenses Browser Users (View Only) Up to 50 licensed users Per user for 51-100 licenses Per user for 101-250 licenses Per user for 251-500 licenses Unlimited user license Free and Unlimited $30,000 $50,000 $87,500 $150, 000 Free and Unlimited $600 per user plus $400 per user over 50 users plus $250 per user over 100 users plus $100 per user over 250 users Fort Collins has requested 40 user licenses, and thus the annual fee would be 40 x $600 or $24,000. Browsers are free of charge. If. Provide for Additional Users Should the City Decide to Add Users Should Fort Collins decide to add any users during this contract, the pricing in the table in Section "e" will apply, and the rate will be pro -rated so that Fort Collins as an account has one renewal date. g. Provide Costs for Maintenance & Support as Well as Upgrades This is a Software as a Service subscription, so the prices in Section "e" are annual prices, and it includes all maintenance and upgrades as they happen. Ascendant also recommends Premium Support as described in Section 7 on pages 29-30, and for 40 users, Ascendant recommends 2 named contacts at $3,500/contact or $7,000/year. Page 36 Ascendant Response to City of Fort Collins August 14, 2013 Summary of Rates and Fees ClearPoint SaaS Browse only users Free and Unlimited Software User Licenses 40 licensed users $24,000 (to start in year 1) 0 additional licenses - (expected in year 2) Scorecard configuration 3 days remotely or on -site $4,500 and data entry Training 4 training classes (2 days) $6,000 Proactive Support 6, monthly audit calls $3,750 Premium Support 2 designated contacts $7,000 Publishing Module Allows approved data to be Included published to a publicly available site Additional Services Travel Expenses Billed at cost Billed at cost Total - $45,250 Page 37 Free and Unlimited $24,000 $7,000 Included Billed at cost $31,000 Ascendant Response to City of Fort Collins August 14, 2013 13. Demonstration Process Ascendant is expecting to provide a demonstration of ClearPoint onsite if selected. For the week of September 91h, we can be available any time, and our preferred times would be from the afternoon of the 101h through the morning of the 121h. If these times are not available, please contact Ted Jackson with a time that suits City personnel. Page 38 Ascendant Response to City of Fort Collins August 14, 2013 14. Summary In summary, we are confident our proposed solution meets the requirements outlined in Fort Collins' RFP for a performance measurement software solution. Here are four elements we believe are important to highlight about our proposal: • Ascendant uses a team led by managers with 15+ years' experience each in working with the Performance Management techniques and strategy management solutions • ClearPoint is a flexible and customizable software solution that supports custom report layouts, personal dashboards, and custom themes • Ascendant has the right combination of technology, service, and value • Ascendant has worked closely with several municipalities and understands that challenges that Fort Collins faces in creating an effective and transparent performance measurement system. We are excited about the opportunity to partner with Fort Collins in this effort and look forward to working together to make this a successful project. Page 39 Ascendant Response to City of Fort Collins August 14, 2013 Appendix A - Vendor Statement Vandor Statement: I have read and understand the specifications and requirements for this OW and I agree to comply with such specifications and requirements I further agree Mat the method of award is acceptable to my company I also agree to complete the attached agreements with the City of Fort Collins witfiin 30 days of notice of award If contrail is not Completed and signed within 30 days City reserves the right to wiicei and award to the next highest rated firm NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. FIRM NAME: ? 4Nt 51'hiltfa Ifha WQt4r v r� ADDRESS: EMAIL ADDRESS:VVl1 i1Y�AS(t1t t+14 HONE: K�w�7tG�-Q � BIDDER'S NAME: 1 lal� �+ �✓ SIGNATURE: _\ PRIMARY SERVICES ISSUES CONTACT: I -f 3uCV�10V, dU TELEPHONE: -5/" OS q0 FAX: le 7 -S�T 1 EMAIL: Ck ov► d S QkT "-, COw- CELL: (�7 EMERGENCY: BACKUP-1-t`��{{ ii ok CAly Wvt:(00aKCAJS.Aliwct-cc- Zci�3L-z-21q r Award and Contract Process 1 The City reserves the right to award directly as a result of Iris written proposals The City may or may no- opt to conduct oral intarvrewMs)online demos 2 The selected Contractor shall be expected to sign the City s standard Agreement prior to commencing services (see sample attached to this Request tot Proposal) 3 The Crty reserves the right to negotiate with any vendor as meets the needs of the City The City reserves the right to reject any or al) proposals. and to waive any %'regularities PLEASE GO TO www.fMv.conJpurrhasina TO REGISTER IN OUR E-PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES' BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES. COMMODITY CODES USED FOR THIS RFP: 918-29 Computer Software Consuning 208.10 AccounLnglFinancial Bookkeeping Billing and Invoicing Budgeting Payroll Taxes etc 208-11 Application Software MrcrocomWer 206-37 Database Software 208-53 Integrated Software 2D9-I I Accounring/Financial Bookkeeping 8,6ing and Invvcing Budgeting Payroll Taxes etc 209-38 Database Software 20983 Software Wri, 4lamfrarrie Computer (Not Otherwise Ciassdied 920-07 Applications Software for Microcomputer Systems Business Mathematicai/Stalmlica; Medical Scientific etc RFP 7542 Performance Measurement Software Page 40 Page 9 of 26 Ascendant Response to City of Fort Collins August 14, 2013 Appendix B - Acknowledgment of Addendum Ascendant Strategy Management Group acknowledges that it has received Addendum No. 1 to BID: 7542 Performance Measurement Software. Acknowledged by: f- Ted Jackson, Managing Partner Page 41 Ascendant Response to City of Fort Collins August 14, 2013 Appendix C - Excel Spreadsheet The following Excel spreadsheet is also included in this proposal package on a CD and USB memory stick. m m u c E E m 0 m m c Z Z L E u a o °' v c c W m N >vc o E$ = N LL n c � E m m O � t U p m � O c m c > � o c � t = v S o d u 2, C y O E E c o o U V � C L � X N � C o v m a m 60 F > v E U)r� c — T � N o U o m o `m E m � EE> �` `fU�- m 3 0 Did > mom L owl, UQ NQcLL c c .o U U LL Page 42 mm C 0 LL O C O Q c v c w m s aQ y �v m Z5 m ip �`c. oa (� C cE �E �=mm$ s.m5> sn mm m d > > ova $ dmm wvmm v L = u 3 t c $ E c t t c t c t aN 'e8 a4U a-� o o "1)o o -tiN �am m mE tr u u E 40 00 rmr.m t�c�m Ua�i vm �'m wUo U UU UU UU tuetjdwoo �oN yuepdwoo AlIeWed x 3uesjdwoo x x x x x x x x x x x x x x IX x E m 5 N E m ° y m t a o o 6 V t c O N N E' m C c j m p m o E O` E m L U o m c o E > ., m E E n > E m 2 m 2 E t g m c 0 m o U c c m U E C N> 'EE m LL n U o U E O m c> or 61 v m m m L_ 3 L m J 4 O E c _ N g W E W= v E m m E E T3 a 3 c b m 5 d t E ` `o S o A?L E m E ,E q o? o 0 v E $ E m mO V Q ry Q > > W Q U lL Q itIM Q Q Q Q U 7 ILL O 49 L) - x x x x x x x x x x x x x x x x x �- Ascendant Response to City of Fort Collins August 14, 2013 `o r W d 2 3 0 3 m m O 3 m ,op .a E o a c E 'o :S m 0 n t"E m _a o D c� ogm m 0 c c N E wdm N m m � m N x L m m a N o Z. m g y c m S N 0 w m m E` an d m o _ m m m J E D ro J d J J d J J J � C i0 tC 10 m l0 m t4 J iO !6 t6 i0 N m i6 L O m Y .`J. J m m Z' � N N N � J fU N n` m m m m m O W m W L m m L L W L m L m L L L L L L C m L C W W JC ,C Co C 0 0C C0 C0t OOO a a s Hm o a a aaaaa EI0�a0 Lm aw oW IV as Q. DE �0 m E m m N m w m w m w E o W g W g m m d Ly m m m m gA? w m d g W m m m U w o U UUUU,U U . m U U U U C U U U U U U vg x x x x x x x x x x x x x x x x x x x x x x x x x x x `c o m m n L C Z W L 3 H E m 0 m o `o N m =' m m a o E E> W ao p 041 m 0 tm COmE E E u o E m m r t N O J C C E U m9 ID _m i W c c m W N c m L V5 W m J E vm rn N d - r N u O O N fu O A C C ami L J o o m G `U o m m E _00 m U p L. CO 0 t o ] >� � � y N m N L y _ 0 o m a y w c C > o J a E E N "O c c E m =? a ai « > L` o 0 E y m E :0 N V _� � m E m N m J D m O y W (E' r E m° n u L rn C y o U W N m J c N m O E O m 'O j j O m N N O a' a o m n m m m U W y N N p N t0 E > W0 a o 0 0 m o� oom NA m LWE . o o-V m E o y E o N o D m E o `o _ _ ZO a- x x x x x x x x x x x x x x x x x x x x x x x x x N N N N V N N N N N M O 10 fD h W W V N f7 V • • Page 43 Ascendant Response to City of Fort Collins August 14, 2013 E _ m J L T C J m 10 E 0 m m E m E N m N D U m w m S c L O y w w ; 5D5pp a O L « m C m D m C E m m C O a E D m c m O 'C ma La 01 O O m m a L a� m� amiE 'Cc d m (D 9 L L L L .� O L C '_ E O] M m m m m m L D D %O D J m m N y m H J C C C > O pp n 0 U U U U U ry m C 3 m D w m �p m CO m D 14 m m m N J U O O O O O y m -c Gl E N m lm 32 m N " m .J. y m m C m O) O C m C L 0 N DC�� m m m m m p m m mN J O 0 m m` _(DO C «N! mm mV C O a O C m C U D-2 D U N E C OI E Q« L E D L O m 01 m Ol m O° m L O m N L N N 3 L v O 9 lC 0 m. .0 m .0 m.. d° O O D O O O N D D D O w O O C m O N m m m m m mum2 a��d a�amma w �. `a dN am `m cm co c d� S H m m E$ m y . G a' o t 8cg' c E y T t .c a v m t x x x x x x x x x x x x x x x x x x x x xxx x x x I = U m � O a m m m 'p Oj T a D J E a m m mm o a Oi m D N D D O D J O C C D m L C L p C m m 0 y E �• � m E� 9 u ? ° m c c D � ��� c a C N N c ` E E N m c c E E m W (0 N u N tmq> N m D m« N m C N m aci '= o D c c� c `o �c d rn m m EM N c .o ° m rn m m E m `o� D E w `o_ .L` L' W s m L c E of m a o a o° v c '° .� m G �, S �, v a mg u E v m H a m c L, m o a a m- m _ o m ` a N a 2 a N rL ¢ ci 0 rn ¢ D ¢ ¢ a a a` = a m Q a x x x x x x x x x x x x x x x x x x x x x x x x x rn o N 11) 10�- Page 44 Ascendant Response to City of Fort Collins August 14, 2013 6.Training ................................................................................................................................................... Z7 Recommendations.................................................................................................................................. 28 7. Maintenance & Support .......................................................................................................................... 29 ServiceCommitment ............................................................................................................................... ZQ Definitions............................................................................................................................................... 3O O.Organization Chart/Proposed Project Team ........................................................................................... 31 Q.Availability ............................................................................................................................................... 32 l0.Estimated Hours byTask ....................................................................................................................... 33 I1.Payment ................................................................................................................................................ 34 12.Schedule ofRates and Fees .................................................................................................................. 35 a.Billing Rates byEmployee ................................................................................................................... 35 b.Anticipated Costs per Task .................................................................................................................. 3S cOptional, Additional Modules ............................................................................................................ 35 d.All Direct Costs (ie,travel, printing, postage, etcj.......................................................................... 3S e.Provide aBreakdown ofCost for the Licenses ................................................................................... }6 tProvide for Additional Users Should the City Decide toAdd Users .................................................... 36 g.Provide Costs for Maintenance 8'Support asWell asUpgrades ....................................................... 36 SummaryufRates and Fees .................................................................................................................... }7 13.Demonstration Process ......................................................................................................................... 3O 14. Summary ............................................................................................................................................... 39 Appendix A — Vendor Statement ................................................................................................................ 4O Appendix B—Acknowledgment ofAddendum ........................................................................................... 41 Appendix[— Excel Spreadsheet ................................................................................................................. 42 Page iv Ascendant Response to City of Fort Collins August 14, 2013 w a O o o-n J > o N o ON o o o w o w m g dl tll f011 O O d d 0 d m m $ > O U O d d O nO nnO nn O O O O o 0 E O L a w O- � U U U U N N N N N N C C X N O w 0 N 0 m O w w w w m m yw m w m O N o L o O 41 O .O m UW a O` O m m O O O O O j r ._.. L L w E N D w J m _C rn> w m w w m m m m yC_ 1] .8 .8 w H J N C C C C w C 0 m -- `-' - `° -- N m N w N N is N C "oono C C C -o C 'oo C C C 3 C 3 C 3 C 3 0 N N w W y C -6 o w C C -o w w N m N m N d d L d d d o a Y Y Y Y Y U E N d a U U U d Z Z Z Z H N H 3 U m¢ U x x x X X x x x x x x x x x x x X x x x x m O C t O C O N w C w (>D N N C O L p C C C = � T C V N w W tN N O Im t 'p O 2] w y N C m ID gcq w r N a o y E o an d E E m Z L w J o.5` w > 3 m> w o m U O w O C "O ryryw a N c, -_ w 3 o O C w o {UA C E C T m G) U w c N w w O w p C N O 8 Q o. t0 m e E aL. x O O m N m w O m a m n (7 w J m o co d o c o o c 3 w c >> o= L C w a)w E m O O. w N a y w w v E E N N f LL(D cn O 32 L A= o cn O L cn fn Q O d A Q W Q w X x X X X X x x X X X X X X X X X X X X x N c7 V N O ti Wt O N (h V O r c0 Ol O Page 45 Ascendant Response to City of Fort Collins August 14, 2013 Executive Summary Ascendant was founded by three partners in 2008 as a new kind of organization: one focused on helping organizations achieve results by providing a structure, processes, and tools to manage and execute their strategy. We built Ascendant with a strong knowledge of the Balanced Scorecard as our founders each worked at Balanced Scorecard Collaborative (BSCol) with Drs. Kaplan and Norton, the creators of the Balanced Scorecard methodology. ClearPoint Strategy, our software, is the result of 15+ years of experience in this space — the first platform that allows executives and managers to focus on what they were hired to do: actively manage the organization in alignment with the vision and strategic plan. Instead of shuffling through mountains of paper reports, ClearPoint structures and aligns strategic plans, performance measures, and projects with context to help managers make more informed decisions. ClearPoint is a modern web application, architected with a familiar user interface, drag and drop layouts, calculation wizards, and other tools that allow end users to design appropriate reports that quickly and easily combine quantitative and qualitative information to facilitate strategic discussions at any level in the organization. In addition, ClearPoint is highly adaptable to meet the needs of Fort Collins. Using simple administration options and wizards, authorized personnel can change defined elements of the strategy and plan, add data and charts, generate reports and dashboards, and easily export this information for review. Administrators can easily manage user access rights, adjust layouts, reset passwords, and manage data imports, data tracking fields, reports, and more. Email alerts and accountability functionality is also built into the application for more transparent management and communication. Ascendant is honored to have the opportunity to support Fort Collins' great work in performance measurement, and we will ensure a smooth setup and deployment process to help Fort Collins quickly and easily transition to using ClearPoint Strategy in minimal time. Ascendant Response to City of Fort Collins August 14, 2013 1. Methods and Approach The Ascendant team has implemented ClearPoint software many times in organizations of a similar size and complexity to Fort Collins. We have a structured and repeatable approach that will ensure that Fort Collins receives the configuration and setup it has requested within the requested timeline. a. Data Conversion Data Conversion from Microsoft Excel Spreadsheets Ascendant understands the structure and complexity of the performance measurement data that needs to be imported and is comfortable that this Excel workbook can be imported into ClearPoint Strategy within two weeks of receiving the data. We imagine that the actual import will take 3-5 days, which allows for documentation, analysis, and testing prior to a full import. In addition, there will be time for a review and any necessary adjustments required so the Fort Collins project manager is comfortable to accept and sign -off on the data conversion. We understand this first phase requires a quick turn -around and delivery of reports something like the "Measure Report" screenshot below. Measure Report Objectives Measure 2010 2009 2008 2007 Percent of citizens ♦ rating drinking muter 'good' ♦ 90.00 % i 40,00 % j 55.00 % 70.00 % quality assoor 'excellent' Healthy Existing City ♦ Tree Canopy: Percent ♦ 88.00 % ♦ 688.00 % ♦ 8,888.00 % ♦ 88,888.00 % Of city that is covered by a tree canopy Improving Tree Canopy: Nen' trees ♦ planted by the City in ♦ 88 ♦ 888 ♦ 8,888 ♦ 88,888 the current year as of Dec 31st A Healthy, Livable and Preserving Open Space: Sustainable City City has acquired sufficient park land to 5.51 5, 58 ♦ 6.45 ♦ 6.40 _ meet city residents' stated needs or goal Reducing Trash: Percent of total ♦ resdential trash that is ♦ 52.00 % 45.00 % j 29.00 % j 32.00 % recycled or diverted (RoG, from landfill Accessible Parks: Percent of residents ♦ ,vithm one Jialf mile of a ♦ 80.00 % It 80.00 % ♦ 80. 00 % ♦ 77.50 % park or other accessible open area Measure Summary Report Page 2 Ascendant Response to City of Fort Collins August 14, 2013 b. Training Training of City Staff (administrators and end -users) Ascendant will provide a complimentary two-hour training session via screen -sharing software to a core team of Fort Collins administrators during the data conversion phase. Based on 40 active users, Ascendant also recommends onsite training to ensure users are comfortable navigating and using ClearPoint Strategy. Fort Collins will be responsible for the meeting room and ensuring that each trainee has a computer with high-speed internet access. On -site training topics are listed below. Ascendant will work with the Fort Collins project manager to build the appropriate combination of training such that administrators will have a full day of training and the end -users will have one half -day of training. For 40 users, this training will be delivered over two days and include some time for "office hours" or one-on-one questions with the trainer. ClearPoint User Training In this on -site training session, data analysts and end -users will learn the basic skills needed to add, manage, chart, and report performance measurement information in ClearPoint. Trainees will also practice using the tools and functionality to add strategy maps, set status indicators, rearrange screen layouts and generate reports. When the session is over, trainees will know how to: • Login to ClearPoint and update their password • Navigate ClearPoint • Configure data tables and reporting frequencies • Add definitions, data sources, formulas, and evaluation criteria • Enter or import data • Configure calculations • Create and customize charts • Print a page • Create a briefing book • Send an email from the system • Access the resources of the support center • Utilize ClearPoint Apps on the go with Android and iPad • Plus, the trainer will be available to answer any specific questions related to specific measures or projects already configured in the system Page 3 Ascendant Response to City of Fort Collins August 14, 2013 ClearPoint Administrator Training In this on -site session, administrators will learn about using the Administrator's "Options" console, a convenient tool for adding users and scorecards, customizing status icons as well as menus and fields, customizing reporting periods, importing data, and more. When the session's over, ClearPoint administrators will know how to: • Manage user access privileges • Manage department scorecards • Configure status indicators • Configure reporting periods, including fiscal years • Configure custom fields • Change page layouts • Generate custom reports and grid views • Review the Audit Log • Configure measure series and charts • Use calculated fields and evaluations • Import and use structured data imports • Utilize the public publishing functionality • Plus, the trainer will be available to answer any specific questions related to specific measures or projects already configured in the system c. Scorecard Creation Creation of Scorecards with Red/Yellow/Green Indicators by October 2013 Following the data conversion and entry work mentioned above, this phase will structure and organize the performance measures into easily navigable scorecards and reports that will include all necessary information including Red/Yellow/Green status indicators. ClearPoint has Red, Yellow, and Green performance indicators by design, and if Fort Collins has targets, Ascendant can set up the indicators to automatically calculate based on rules provided by Fort Collins. The indicators and icons themselves can be customized. See the screen shots below from the panel within the Administrator's Options panel. Page 4