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Home My WebLink AboutCIT COM INC. 1B -2005 1i~3Ukr~f'.jLt. Oi',: [ U ~\'U~\K ~F\.Y [-'~;0C EC Ur{dL H'-lSUf<I\I'~C EXPIRL~ '1- 2- ~- f!)~ CLERK OF COUNCil DATE \ - 2.. 5 -Olp C ~ PD '{IH p. THIS SECOND AMENDMENT TO CONSULTANT AGREEMENT is entered t~M \~h into on December 5, 2005, by and between Cit Com, Inc. a Nevada corporation ~OJ\~ ("Consultant") and the City of Santa Ana, a charter city and municipal corporation of the State of California ("City"). A-2005-289 SECOND AMENDMENT TO CONSULTANT AGREEMENT RECITALS: A. The parties entered into Agreement A-2004-180, dated September 7,2004, (hereinafter "said Agreement") by which Consultant has provided Information Technology and grant management services to the City's Police Department. B. The City requires additional services to assist in meeting grant requirements for Computer Aided Dispatch, Jail Management and Mobile Booking systems in the Police Department; technology and grant management services regarding mobile data computing, personnel accountability system and Computer-Aided-Dispatch in the Fire Department; and technology services to evaluate alternative wireless infrastructures and deployment within the City. C. ln accordance with the terms and conditions of said Agreement, the parties wish to renew said Agreement for an additional six-month period and to increase compensation to pay for the additional services requested by City. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Consultant Agreement, the parties agree as follows: I. Section l, SCOPE OF SERVICES, will be deleted in its entirety and replaced with the following: "Consultant shall provide consulting services implementing technology initiatives to upgrade the Computer-Aided-Dispatch, Jail Management and Mobile Booking systems for the Police Department as set forth in Exhibit A to said Agreement; implementing technology initiatives including mobile data computing, personnel accountability and Computer-Aided-Dispatch systems for the Fire Department as set forth in Exhibit A-I to this First Amendment to Agreement; and evaluate alternative wireless infrastructures and deployment options for the City Manager. All services not set forth in Exhibits A and A- l,will be performed on a project basis upon the submission of a written Proposal by Consultant and written authorization of the Department Head requesting said services." 2. Section 2.a, COMPENSATION, shall be amended to increase the compensation $175,000.00 for a total not to exceed amount of $275,000.00 3. Section 3, TERM, shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence on September 7, 2004 and terminate upon expenditure of allocated funds, unless terminated earlier in accordance with paragraph l2, below." IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Consultant Agreement on the date and year first written above. CITY OF SANTA ANA ATTEST: /---~) .- ~ / ~A..-G~<-- Y PATRICIA E. HEALY U Clerk of the Council (}~a DAVIDN. REAM City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: rj: 11 1t( Laura Sheedy Assistant City Attorney ~\ 0; (.lu I CIT COM, INC. W~MESBURG Vice President EXHIBIT A-I Proposed Scope of Work Cit Com, Inc. proposes a multi-phased approach, which is based on our understanding of the needs of the City of Santa Ana Fire Department. The result of using our management services will be a library of comprehensive information technology resources, coupled with personal support services provided by Monica Lynn. To provide structure to our services, and to serve as a benchmark for our performance, we have prepared the following scope of services to govern our activities. Phase I: Develop a Framework for Technology Management Phase II: Assessment of Existing Technology Environment Phase Ill: Strategic Planning Phase IV: Specific Technology Project Planning INITIALPROJECT MANAGEMENT RESPONSIBILITIES On Site Assistance Nothing can substitute for face to face contact with organizational leaders and staff. Cit Com, Inc has assigned Monica Lynn and Bill Romesburg to the Fire Department's engagement. Upon approval of the scope, Monica Lynn will be onsite, conducting interviews and acting as a key resource in the department's current, planned and future information technology endeavors. Ensuring Quality Deliverables In addition to our own quality assurance procedures, we routinely provide draft documents to our clients, affording discussion and review before considering them to be final. For each major deliverable, we provide an on-site meeting of key stakeholders to thoroughly discuss the document's content and make necessary amendments. While we rely upon many source documents, we do not treat our client documents with a cookie-cutter approach: each deliverable must be specific, useful and tailored in fashion so that the document will be realistic and useful. Project Status Reporting Cit Com provides all clients with monthly status reports which include the following elements: . Summary of tasks completed in reporting period . Summary of tasks scheduled for completion in the next reporting period . Detailed summary of budget status; to include ho urs used and expenses incurred to date . Summary of issue status and resolutions At the Department's option, Cit Com will prepare and maintain a dedicated web site which would serve as the medium for disseminating project status reports and other valuable information. PHASE I - DEVELOP A FRAMEWORK FOR TECHNOLOGY MANAGEMENT As an initial task, Cit Com will develop the framework for the development of the organization's strategic information technology plan. The project structure includes both a project management plan that identifies project scope, the business justification, risks and benefits, budget, timeline and milestones, and a governance structure. Cit Com will work with Fire Department leadership to identify a governance structure that will be responsible for decisions associated with creating the strategic plan and prioritizing projects. The governance structure will include an executive steering committee and a user committee, for which Cit Com will identify the roles and responsibilities. Deliverables include: - Project Management Plan - Microsoft Project Timeline - Governance Structure Documentation PHASE II - ASSESSMENT OF EXISTING TECHNOLOGY ENVIRONMENT Identifying Current Technology Initiatives Cit Com will identify all current information technology projects that the Fire Department is undertaking. Specifically, Cit Com will: . Meet with project leads, both as a group and individually. . Review project scopes, objectives, history, plans, risks, benefits, business cases, funding sources and resource requirements. . Document on-going and proposed technology initiatives (electronically, in hard-copy, or both). . Establish a technology website to act as a clearinghouse for technology initiatives. Deliverables include: - Documentation of City of Santa Ana Fire Department projects. - Technology website. Define End-User Needs An essential element of strategic planning is an understanding of end-user needs. An End-User Needs Analysis involves an objective assessment of how the agency does business today with a focus on improving efficiency and effectiveness. Technology acquisition must be driven by business objectives. Documenting current business processes and identifying how they can be improved establishes the starting point of a conceptual system design. Furthermore, technology implementation involves organizational change and involving end- users in planning lowers future resistance to change that can undermine implementation etTorts. Specifically, Cit Com, Inc will: . Conduct interviews and focus groups with representative end-users from throughout the agency, including fire fighters, supervisors, command staff, and administrative staff to identify their specific needs and map critical business processes. . Define end-user needs. . Document critical business processes. De/iverables include: - End-User Needs Documentation - Business Process Mapping Identify Current Environment In developing a strategic plan for technology use, the agency must articulate the various strategic forces that facilitate or hinder the agency's strategic choices. These forces include both internal factors, such as organizational structure and decision- making patterns, culture, history, and existing technology efforts, and external factors, such as City government influences, the community and other stakeholders, grant awards, available technology and the local economy. To that extent, Cit Com will: . Use information gleaned from end- user interviews and focus groups to identifY environmental factors that bear upon the Fire Department's strategic choices. . Conduct additional interviews with appropriate personnel to further identify, understand, and hone the impact of the environmental factors. . Present the information to the Governance committees for feedback. De/iverables include: - Analysis of environmental factors PHASE 11I- STRATEGIC PLANNING Cit Com will work with the City of Santa Ana Fire Department to develop a Strategic Information Technology Plan. The plan will guide information technology activities for a time-frame that will be agreed upon with Chief Garcia (generally strategic plans are developed for a five year time-frame and updated annually). The plan will include a clearly laid out road map with a vision, strategic goals, prioritized projects, and estimated budgets. The Fire Department will be able to use the Strategic Information Technology Plan to develop operational budgets and undertake organizational changes that will assist in attaining the Department's strategic information technology goals. Cit-Com will: . Provide thought leadership in strategic planning. . Facilitate strategic planning sessions with governance committees and any other identified key constituents. During these sessions we will create a vision, develop goals, and identify technology initiatives. . Write a rough draft of a strategic plan to generate feedback and additional thought. . Conduct feedback sessions with governance committees. . Finalize the Strategic Information Technology Plan. De/iverables include: - Strategic Information Technology Plan. PHASE IV - SPECIFIC TECHNOLOGY PROJECT PLANNING It is likely that once the Strategic Information Technology Plan is complete, the governance structure identified in Phase I will change based upon the identified strategic technology initiatives. Specific projects will have their own governance structures. In Phase II, Cit Com will provide documentation of current information technology projects. The documentation will include project scopes, objectives, history, plans, risks, benefits, business cases, funding sources and resource requirements at a cursory level. The documentation will provide a starting point for further rigorous project planning on a project by project basis, including: . Creation ofa governance structure for each project (there may be overlap). . Development ofrisk management, communication, change management, and training plans. . Generation of a project schedule (using Microsoft Project) and budget depicting funding sources and the true cost of the project (which includes, for example, recurring costs, backfill costs, and overhead). . Establishment of project web sites with links to the overall technology website. Deliverables im:lude: - Project Team Organization Chart - Risk management plan. - Communication plan. - Change management plan. - Training plan. - Project Work Plan (Microsoft Project). - Budget documents. - Project website. Professional Fees Hourly Rate and Total Hours Our professional fees are based upon our experience with similar projects and upon the information we ascertained during our meetings. We propose a level of assistance based upon the scope of work identified above. Our hourly composite rate, under the current agreement with the City is $l80/hour. In order to accomplish the tasks included in the scope, we estimate the use of 533 hours through assistance completion (or, $96,000). Normally, we are reimbursed for travel expenses at a rate not to exceed federal government standards. The project manager may amend the scope of work and related hours (increase or decrease), as necessary, and we fully expect the scope and details to be modified shortly after Monica Lynn is on site and begins her work with the Department. JlI.. -.21,..2\195 09: 52 ~TR RNR POLICE DEPT ~:A1AJER[l'~ AG1:M<'''''''''7'l . 714 245 80'34 P.03 SEP-14-2005 11:02 P,l'1 - JlQI~~ ~tiuot', ~JZtJ.$ lJIl$):"~$_~7 461 '"... JIll; A-;J.oo-f /80 lliI.. ":;'513 ... A-,:;uy./ 18'u.-ol UIIIIlj:aia. ""'~!I:I A ~ UXJS _~ ~ ......ili ..0Ui; . 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IlllJlllEDlUlI'~ _._ 1IB1NeY&.tD mB ~an or_ .~~. :n: IXl. ....... .'lJnonR =n'. CI" ___. ..- _. a.ftiOl ~___Mr'tw'l14I"'~rCIoaEB--' _ t '-'0........:............. -_...:'------_..-.~_.._. .-.::.a.l'4'I~~ . lP.......;lIin'~".DQ..""'!"L .~...,. . < l~"""""'" ~~......piE..........~........ - .. ...C!.,IM"....rrlll7t /. ( '-J. "- r I :nllN'_ TOTRL P.03 , . CONSENT CALENDAR 25.8. AGMT 2005-284 - CITYWIDE SPEED LIMIT STUDY (PROJECT 06-1017) - With Albert Grover & Associates in an amount not to exceed $38,335 - Public Works Agency 25.C. AGMT 2005-285 - SEWER SYSTEM FATS, OILS AND GREASE CONTROL PROGRAM MANAGEMENT With Environmental Engineering and Contracting, Inc. for a one year agreement with the option to extend a second one-year term at the same contract amount for an annual amount not to exceed $182,000 - Public Works Agency 25.D. AGMT 2005-286 - UASI COUNTYWIDE STRATEGIC PLAN FOR TERRORISM PREPAREDNESS - Amend the agreement with URS Corporation, in an additional amount of $40,000, for a total aggregate amount not to exceed $435,100 - Police Department Alma Ramirez addressed the Council on this matter 25.E. AGMT 2005-287 - MASTER FUNDING AGREEMENT - Execute Amendment No. 11 to the Master Funding Agreement with the Orange County Transportation Authority for projects in the Combined Transportation Funding Program and the Bicycle and Pedestrian Facilities Program - Public Works Agency 25.F. AGMT 2005-288 - PAYROLL CONSULTING SERVICES - With Dawna Whaley in an amount not to exceed $120,000 - Finance & Management Services Agency 25.G. AGMT 2005-289 - CONSULTING SERVICES - Amend the agreement with CitCom, Inc. extending the term of the agreement by an additional six months and increasing the compensation by $175,000, for a total amount not to exceed $275,000 - Police Department, Fire Department, and Finance & Management Services Agency 25.H. AGMT 2005-290 - TECHNICAL TEMPORARY PERSONNEL SERVICES AND CONSULTING - renew the agreements in a total amount not to exceed $2,850,000 with the following vendors: 2005-290 - APR Consulting, Inc. 2005-302 - Nakoma Group (formerly Data Design Corporation) 2005-303 - International Management Systems Corporation 2005-304 - SoftMaster, Inc. 2005-305 - Telfords 25.1. AGMT 2005-306 - FREEWAY AGREEMENT - With the California Department of Transportation for State Route 55 - Public Works Agency CITY COUNCIL MINUTES 426 DECEMBER 5, 2005 ~t;-4-20a6 113: 3S F'RO'f;ATAC€RO ua.F!:~ AG t9t39:3~M1"j ~~ber^ ACORD" CERTIFICATE OF LIABILITY IN THIS CEIl ONLY HOltlu. ALTER. t -.. 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