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TO:
CITY OF
NEWPORT BEACH
City Council Staff Report
Agenda Item No. 8
November 12, 2013
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Rob Houston, Assistant to the City Manager /IT Manager
(949) 644 -3033, rhouston @newportbeachca.gov
PREPARED BY: Rob Houston
APPROVED:, 0.
TITLE: Information Technology Consulting Services — Amendment No. One
ABSTRACT:
In order to capitalize on the knowledge and experience of the private sector we have
engaged the Synoptek, Inc. Company, to provide IT Strategic Advice and Project
Management Services. The contract for these services has lapsed and needs to be
renewed and updated to properly describe additional services not part of the original
scope of their work. An amendment is presented for approval to complete these new
tasks.
RECOMMENDATION:
To approve the amendment of the contract.
FUNDING REQUIREMENTS:
Funding for these services will be covered from the budgets for both the CAD /RMS
project and for the ERP project.
DISCUSSION:
The City's Information Technology Department strives to provide a high level of service
using modern technology to empower City residents, business owners, and staff. In
order to achieve this goal the City conducted an organizational assessment and then
developed an IT Strategic Plan and roadmap to modernize our Technology platform.
The assessment highlighted two top priorities of upgrading our aging Police CAD /RMS
and Finance /HR (ERP). The IT department understands the benefits of working with
private sector technology knowledge experts to provide strategic advice and project
Information Technology Consulting Services — Amendment No. One
November 12, 2013
Page 2
management assistance in order to achieve our IT goals. The City originally engaged
the Synoptek, Inc., to provide IT Strategic Advice and Project Management Services
over a year ago to assist in these efforts. Prior projects completed by Synoptek include:
IT Governance Initiation and Project Management Advice and Assistance for the Data
Center Migration to the new City Hall building and for enhancing and strengthening our
City Network infrastructure.
Synoptek has now spent the last four months providing both assistance in the RFP and
selection process for the CAD /RMS and ERP software systems, and also CAD /RMS
implementation Project Management services. The contract for Synoptek unfortunately
lapsed on June 30th and now needs to be renewed and updated to properly describe the
current scope of their new work. An amendment is presented for approval to complete
these tasks.
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
—0�d-
Rob Houston
Assistant to the City Manager
Attachments: A. Consulting Contract Amendment
OA
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH SYNOPTEK, INC. FOR
INFORMATION TECHNOLOGY ADVISORY AND PROJECT MANAGEMENT
SERVICES
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
( "Amendment No. One ") is made and entered into as of this 13th day of November,
2013 ( "Effective Date "), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ( "City "), and SYNOPTEK, INC., a California
corporation ( "Consultant'), whose address is 19520 Jamboree Rd., Suite 110, Irvine,
CA 92612, and is made with reference to the following:
RECITALS
A. On October 1, 2012, City and Consultant entered into a Professional Services
Agreement ( "Agreement') for information technology governance and program
and project management advice and assistance ( "Project').
B. City desires to enter into this Amendment No. One to reflect additional services
not included in the Agreement, to extend the term of the Agreement to
September 30, 2014 and to increase the total compensation.
C. City and Consultant mutually desire to amend the Agreement, as provided below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the October 1, 2012, and
shall terminate on September 30, 2014, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by reference ( "Services"
or "Work "). Exhibit A of the Agreement and Exhibit A of Amendment No. One shall
collectively be known as "Exhibit A ". The City may elect to delete certain Services
within the Scope of Services at its sole discretion.
3. COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference.
Exhibit B of the Agreement and Exhibit B of Amendment No. One shall collectively be
known as "Exhibit B ".
3
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to-
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Four
Hundred Three Thousand Two Hundred Dollars and 00 /100 ($403,200.00), without
prior written authorization from City. No billing rate changes shall be made during the
term of this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Two Hundred Eighty Eight Thousand Dollars and 00/100 ($288,000.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
a
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: I u 1 50/0
By: r�- f�• l
Aaron C. Harp'p
City Attorney
ATTEST:
Date:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
Bv:
Keith D. Curry
Mayor
CONSULTANT: SYNOPTEK, INC., a
California corporation
Date:
By: By:
Leilani I. Brown Tim Britt
City Clerk Chief Executive Officer
Attachments:
Date:
By:
Eric Codomiz
Chief Technology Officer
[END OF SIGNATURES]
Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
SYNOPTEK. INC Page 3 5
EXHIBIT A
SCOPE OF SERVICES
1.0 SCOPE OF SERVICES
The scope of services for this amendment is to assist the City of Newport Beach in
progressing towards their strategic IT goals, outlined in the 2011 IT Strategy. At the core of
those goals are the selection and implementation of an Enterprise Resource Planning (ERP)
system and CAD /RMS implementation for the Newport Beach Police Department.
2.0 SCOPE OF SERVICES SCHEDULE
The schedule below outlines the scope of services.
Objectives
Key Activities
Individual Project Management and
Develop and manage the Request for Proposal
Control
(RFP) process for the ERP
• Review all submitted RFPs for completeness
and compliance to RFP requirements
• Compile quantitative results from responses
based on functional requirements
• Summarize and present results from RFP and
costs
• Create vendor demonstration agendas,
administer demos and evaluation forms
• Contact and conduct vendor reference checks
including site visits
• Manage and assist city employees with
questions and additional requests to vendor
• Review and comment on proposed contract
• Assist implementation planning
Manage the RFP process for the CAD /RMS vendor
selection and project manage the implementation
through acceptance (City sign off)
• Ensuring the deliverables and activities in the
SunGard contract are delivered as planned (e.g.
number of training classes delivered)
• Develop workplan that requires departmental
resources to complete (e.g. build testing,
scenario building)
• Develop departmental communication plan and
specific departmental and command staff
communications
• Ensure all technical issues are resolved and
5.
escalated for resolution, when necessary
• Manage issues that will impact the project
CAD /RMS con't
• Manage risks that will impact the project
• Manage interrelated projects that will impact
the project, such as CAD /RMS server, desktop
and mobile infrastructure
• Manage Lifeguard CAD project
• Manage city and contractor resource activities
that will be directly working on CAD /RMS and
interrelated projects
• Reviewing SunGard Audit schedule and
processes to ensure CMPD required work is
complete
• Manage the budget in the form of Change
Requests (e.g. additional SunGard modules,
new custom forms)
• Develop and manage a Change Impact Matrix
(Gap Analysis) to track major procedural
business process changes to support the
CAD /RMS system
• Create training schedule based on
departmental resources and SunGard trainer
availability
• Develop Go Live Plan including Post Go Live
Training
Subject Matter Expertise and
• As requested, provide Synoptek resourced to
Advisory Services
assist and advise on IT projects
5.
EXHIBIT B
SCHEDULE OF BILLING RATES
COST PROPOSAL
1. Time and Materials - this Statement of Work (SOW) will be billed an hourly rate of
$120.
2. Synoptek bills for time and materials services monthly for the service provided the
prior month. We invoice on net -30 terms.
Role
Hourly Rate
Average
Not to Exceed
Hours Month
Daily/Monthly Daily/Monthly Rate
Principal
$120
$960 /day, &
Consultant
160
$19,200 /Month
Program Manager
$120