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25D - AGMT - DIGITAL RECORDS SRVS
REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 5, 2016 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED AGREEMENT WITH THIRDWAVE CI As Recommended As CORPORATION FOR DIGITAL RECORDS ❑ Or Amended [] Ordinance on 1 "Reading MANAGEMENT CONSULTING SERVICES 71 Ordinance on a "d Reading {STRATEGIC PLAN NO. 7, 3A} ❑ Implementing Resolution © Set Public Hearing For_ III_,tl .�L� .ail RECOMMENDED ACTION CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with ThirdWave Corporation, for a term beginning April 5, 2016 through June 30, 2017, to provide digital records management consulting services, in an amount not to exceed $74,370, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency is developing a strategy to establish a protocol for digital processing and storage of all agency communications, documents, and project files. The Agency is interested in contracting with a records consultant expert for these services. The consultant will be required to perform a three -phase process that includes a Needs Assessment, System Design, and Implementation Plan. During the Needs Assessment, the consultant will conduct an unbiased and objective assessment of the Public Works Agency's records management business practices. This assessment will also include stored documents and files, to determine imaging opportunities for the purpose of storage elimination and improved operational efficiency. The System Design phase will provide recommendations for the appropriate hardware /software, staff skills, and governance structures to support the workflows identified in the needs assessment. The consultant will develop a roadmap identifying projects required to execute the proposed strategy. The final phase of the Implementation Plan will require the consultant to detail the relevant findings of the Needs Assessment outlining time and cost schedules necessary for the Agency to achieve the goals of digital records management. 25D -1 Agreement with ThirdWave Corporation for Digital Records Management Needs Assessment and Implementation Plan April 5, 2016 Page 2 Staff issued a Request for Proposals (RFP) (Exhibit 1) for the Digital Records Management Needs Assessment and Implementation Plan on the City's website on January 12, 2016. Four proposals were received. Each proposal was evaluated and ranked by a review committee comprised of staff from the Public Works Agency and the City of Tustin. The ranking criteria included the experience of the firm and team, relevant project experience, understanding of the scope of work, references, schedule, and fee. The top two firms were interviewed with the following ranking results: Firm Score Proposed Fee ThirdWave Corporation 94.25 $74,370 Imerge Consulting, Inc. 84.75 $40,000 Staff recommends awarding a contract to ThirdWave Corporation, based on its experience with similar work and expertise in the document management industry, and approach to complete the work within the specified time. The proposal contains a clear path toward achieving City goals and objectives as required by the RFP. The total agreement compensation is in the amount of $74,370 (Exhibit 2). STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #7 - Team Santa Ana, Objective #3 (improve communication between all levels of the organization), Strategy A (confirm the organization's commitment to transparency by establishing an internal communication plan to engage and inform employees). ENVIRONMENTAL IMPACTS There is no environmental impact associated with this action. FISCAL IMPACT Funds in the amount of $74,370 are available in the Public Works Admin Services Contract Services- Professional account (No. 10117601- 62300) for expenditure as follows: Fiscal Year Amount FY 2015/16 $66,933 FY 2016/17 $7,437 TOTAL $74,370 25D -2 Agreement with ThirdWave Corporation for Digital Records Management Needs Assessment and Implementation Plan April 5, 2016 Page 3 Executive Director Public Works Agency Ja Ciulla Ch f Technology Innovations Officer Information Technology Department FM /MLM/VK Exhibits: 1. Request for Proposals 2. Agreement APPROVED AS TO FUNDS AND ACCOUNTS: r ode i b. r � - %11 e G ranciscGutierrez - V Executive Director Finance & Management Services Agency 25D -3 25D -4 REQUEST FOR PROPOSALS (RFP) FOR DIGITAL RECORDS MANAGEMENT NEEDS ASSESSMENT AND IMPLEMENTATION PLAN RFP NO.: 16 -007 CITY OF SANTA ANA Santa Ana Public Works Agency 20 Civic Center Plaza Santa Ana, CA 92701 Valerie Kellert Project Manager 14) 647 -5022 Office KEY RFP DATES (Subject to change at discretion of City): Issue Date: Deadline for Requests for Information: Proposal Due Date: Interviews: Projected Award Date: 2 Fred Mous"avipour Executive Director Public Works Agency Tuesday, January 12, 2016 Tuesday, January 26, 2016 (See Sec. IN. C. for contact) Monday, February 8, 2016 – 4:00 pm. Week of February 22, 2016 Tuesday, March 15, 2016 M, all .01MI City of Sarg§Wr) 16 -007 — -- - -- NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for the Digital Records Management Needs Assessment and Implementation Plan. Responses to this Request for Proposals (RFP) will be accepted until Monday, February 8, 2016, at 4:00 p.m. Proposals received after this date /time will not be considered. It is the responsibility of the proposer to ensure that any proposals submitted have sufficient time to be received by the City of Santa Ana prior to the proposal due date and time. All notifications, updates and addenda will be posted on the City's RFP Bid page at santa- ana.orglbids -rfp_s. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal. Proposals shall be enclosed in a sealed envelope and marked clearly with following information, formatted as follows: "SEALED PROPOSAL FOR RFP NO. 16 -007; Digital Records Management Needs Assessment and implementation Plan IN THE CITY OF SANTA ANA DO NOT OPEN WITH REGULAR MAIL." City of Santa Ana Attn.: Valerie Kellert Public Works Agency; 20 Civic Center Plaza; 4th Floor, Ross Annex Santa Ana, CA 92701 City of Santa Ana RFP 16 -007 216 (9) CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR DIGITAL RECORDS MANAGEMENT NEEDS ASSESSMENT AND IMPLEMENTATION PLAN RFP NO. 16 -007 TABLE OF CONTENTS I. INTRODUCTION / DESCRIPTION OF WORK 11. PROPOSAL TERMS AND CONDITIONS III. INSTRUCTIONS TO PROPOSERS A. CI "IY RESPONSIBIL.ITIES B. PROPOSER RESPONSIBILITIES C. REQUEST FOR INFORMATION OR CLARIFICATION U. ADDENDA 1:. LICENSES & PERMITS F. INSURANCE G. PAYMENT INFORMATION PACKET TI. PRE - PROPOSAL MEETING 1. CITY RIGHT TO REJECT IV. SUBMITTALREQUIREMENTS A. GENERAL B. PROPOSAL CONTENTS L STATEMENT OF QUALIFICATIONS 2. FEE PROPOSAL V. PROPOSAL REVIEW (CONSULTANT SELECTION) � A. EVALUATION AND RATING B. SELECTION VI. AWARD OF AGREEMENT g A. REQUEST FOR COUNCIL ACTION B. EXECUTION OF AGREEMENT VILPUBIAC RECORDS EXHIBIT A: SCOPE OF WORK EXHIBIT B: SAMPLE AGREEMENT City CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR DIGITAL RECORDS MANAGEMENT NEEDS ASSESSMENT AND IMPLEMENTATION PLAN RFP NO. 16 -007 INTRODUCTION / PROJECT DESCRIPTION The City of Santa Ana is seeking a consultant to develop a Digital Records Management Needs Assessment and Implementation Plan. A detailed Scope of Work is attached herein as Exhibit A. ..• *• a • • By submitting a Proposal in response to RFP No. 16 -007, the Proposer acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFP as described below: A. Examination of RFP 16 -007: Proposer represent that it has thoroughly examined and become familiar with the services and responsibilities required under RFP No. 16 -007 and that it is capable of effectively and efficiently performing quality work to achieve the City's objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in the relation to this RFP are fully incorporated as part of RFP No. 16 -007, B. Execution of Agreement: The City and the selected Proposer will enter into an Agreement similar to that as shown on Exhibit B of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to select the next most qualified Proposer or call for new Proposals, whichever the City deems most appropriate. C. Proposal Validity: Services, pricing and warranties indicated in a respondent's Proposal must be valid for a period of 120 days after the submission of the Proposal. D. Pre - Contractual Expenses: Santa Ana shall not, in any event, be liable for any pre - contractual expenses incurred by Proposers in the preparation of its proposal. E. Joint Offers /Subconsultants: Where two or more Proposers desire to submit a single Proposal in response to this RFP, they should do so on a prime - subconsultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of subconsultants be offered, the Proposer shall provide the same assurances of competence for the subconsultant plus the demonstrated ability to manage and supervise the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all subconsultants in the same manner as the Proposer. City of Santa Ana RFP 16 -007 2604.8 III. INSTRUCTIONS TO PROPOSERS A. CITY RESPONSIBILITIES The City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. B. PROPOSER RESPONSIBILITIES Point of Contact: The selected proposer will assume responsibility for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited financial statement, evidencing proposer's financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, proposer may include a letter of credit as evidence of supplemental capacity. C. REQUEST FOR INFORMATION OR CLARIFICATION All questions or requested clarifications shall be made in writing via e -mail to the Administrative Services Manager (contact information as noted below) no fewer than seven (7) calendar days prior to the Proposal Due Date. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP, as indicated in Section III.D. Margaret Mercer Administrative Services Manager (714) 847 -5050 Office mmercerpsanta- ana.orq D. ADDENDA Any changes in the RFP frorn the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City's website, sa n to -a na. org /bid s-rfps. E. LICENSES & PERMITS The selected Proposer shall be required to obtain a City of Santa Ana Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in Santa Ana. Additionally, Proposer will be responsible for obtaining any licenses /permits required by the Scope of Work. F. INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the sample agreement within ten (10) business days after receipt of notice of award. G. PAYMENT INFORMATION PACKET The selected Proposer shall return a completed payment information packet within ten (10) business days after the successful Proposer has received notice that the agreement has been awarded. The packet is available on the City's website: santa- ana.orglbids -rfp_s. H. PRE - PROPOSAL MEETING A pre- proposal meeting has not been scheduled for this RFP. I. CITY RIGHT TO REJECT The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. The City reserves the right to reject, replace and approve any and all subcontractors. All subcontractor(s) shall be identified in the response to the RFP. Subcontractors shall be the responsibility of the successful Proposer and the City shall assume no liability of such subcontractors. IV. SUBMITTAL REQUIREMENTS A. GENERAL Number of Copies and signature: Four (4) hard copies and one (1) digital file on USB Flash Drive (or equivalent) of your Statement of Qualifications shall be signed by a company official with the power to bind the company and submitted to the City of Santa Ana, per the "Notice Inviting Proposals ". One (1) copy of your Fee Proposal shall be submitted, as outlined below. Deadline: Proposals are due to the City of Santa Ana, at the date, time, and location set forth above in the Notice Inviting Proposals. B. PROPOSAL CONTENTS A responsive proposal shall contain the following documentation: 1. STATEMENT OF QUALIFICATIONS The Statement of Qualifications shall be limited to a MAXIMUM of (10) DOUBLE -SIDED PAGES (excluding front and back covers, section dividers and attachments). Font size shall be minimum 11 -point Arial. The Statement of Qualifications includes the following: a. Cover Letter — Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. b. Agreement Statement: Proposal shall include a statement outlining your concurrence or concerns with any and all provisions as contained in the sample agreement attached as Exhibit B. City of Santa � � AnnaRFP 16 -007 2S0 c. Understanding of Need: Proposal shall include an outline which demonstrates the firm's understanding of the scope of work. This outline should include anticipated approach, tasks necessary for successful completion, deliverables, and suggestions or special concerns that the City should be made aware of. Identify any assumptions and /or exclusions used in preparation of the scope of work and associated fee estimate. Firm and Team Experience: Proposal shall include a profile of the firm's experience. Include resumes of project team /sub- contractors who will be providing services that outline their technical and design experience. At a minimum, this should include the project manager /principal agent, associates in charge when project manager /principal agent is unavailable, key personnel, firm size, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual's time devoted to this project. The project manager /principal agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited for an interview. e. Relevant Proiect Experience: Proposal shall include a list of projects which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed, client name, along with a person to contact and their telephone number. f. Schedule: Proposal shall include a timeline to complete the project, based upon the Scope of Work as detailed in Exhibit A of this RFP and availability of skilled labor force. g. References: Proposal shall include a listing of relevant projects with references for three public entities for which Proposer has performed similar work within the past five (5) years. 2. FEE PROPOSAL. Proposer's fee proposal shall be submitted concurrently with the Statement of Qualifications, but in a separately sealed envelope, clearly labeled as "Fee Proposal." This shall include the firm's Standard Hourly Fee Schedule, and /or a Project Fee Schedule where applicable and as outlined in the Scope of Work. If required by the funding source, the fee proposal will not be opened until the proposals have been evaluated by the proposal selection committee. The City will select the consultant based on qualifications, and then negotiate a contract price based on available funding. V. PROPOSAL REVIEW (CONSULTANT SELECTION) A. EVALUATION AND RATING The criteria for evaluating the proposals submitted will take the following items into consideration: + Understanding of Need 20% + Relevant Project Experience 20% • Firm/Team Experience 20% • Schedule 15% • References 10% • Cost 15% 16 -007 VI. 1`Jle The City has established a proposal review committee to evaluate proposers based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth above. A final score will be calculated for each submitted proposal and used to rank the proposers. B. SELECTION The committee may interview the top ranking proposers, The City will recommend award of the agreement to the proposer who will provide the best quality and value to the City. City reserves the right to begin negotiations and enter into an agreement without interview or further discussions. AWARD OF AGREEMENT A. REQUEST FOR COUNCIL ACTION Following evaluation and rating by the proposal review committee, the Project Manager will recommend award of an agreement to the proposer providing the best quality and value to the City. B. EXECUTION OF AGREEMENT A sample agreement is attached as Exhibit B. 'Proposer" will hereinafter be referred to as "Consultant" in sample agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. PUBLIC RECORDS All responses to the RFP shall become property of the City, and proposals will become public record after award of agreement. Proposer information identified as proprietary information shall be maintained confidential, to the extent allowed under the California Public Records Act. EXHIBIT A SCOPE OF WORK CITY OF SANTA ANA REQUEST FOR PROPOSALS FOR DIGITAL RECORDS MANAGEMENT NEEDS ASSESSMENT & IMPLEMENTATION PLAN RFP NO.: 16 -007 Introduction and Background: The City of Santa Ana is requesting proposals from experienced consulting firms to conduct a comprehensive Digital Records Management Needs Assessment and a detailed Implementation Plan for the Public Works Agency. In order to ensure the highest quality of the proposer's responses and to facilitate the fair and objective assessment of those responses, this document provides specific guidance to all of the proposers regarding the city's strategic vision for its records management, the scope and requirements for a digital record management needs assessment, and the format and content requirements for vendor proposal submissions. Currently, the Public Works Agency (PWA) does have an Enterprise Document Management System (Laserfiche); however, many documents continue to be stored in decentralized locations. Some of the divisions within PWA have opted to develop and maintain their own records physically in file cabinets or on network folders throughout the Agency. Due to the lack of established protocols, it is difficult to search and retrieve existing documents and it has led to decreased operational effectiveness. The primary focus of this needs assessment and implementation plan will be to establish a protocol for digital processing and storage of all agency communications, documents, and project files for the Agency. The goals of the Digital Records Management Needs Assessment and Implementation Plan are as follows: Needs Assessment — Conduct an unbiased and objective assessment of the Public Works Agency's current records management business practices. This assessment will include currently stored documents and files to determine imaging opportunities for the purpose of storage elimination and improved operational efficiency. Evaluate the existing systems, resources, equipment, and develop recommended workflows for the individual divisions within the Agency. System Design - Provide recommendations for the appropriate hardware /software, staff skills and governance structures to support the workflows identified in the needs assessment and implementation plan. Develop a roadmap identifying projects required to execute the proposed strategy. Implementation Plan - Develop a thorough implementation plan relevant to the findings of the needs assessment which details time and cost schedules necessary for the Agency to achieve the goals of digital records management. Description of Work: Needs .Assessment Objectiveldescription: Conduct an overall needs assessment of the agency's current records management business practices while evaluating existing system and resources throughout the Agency. • Inventory and review the existing records in PWA as part of the City's records retention policy. • Identify integrations with existing Agency software, including exchange emails and Laserfiche. • Identify potential new resources, (e.g., hardware, software, data, and staff) that will include the ability to import, capture, and perform Optical Character Recognition on paper documents. • Conduct a needs assessment for functionality in the divisions listed below: • PWA - Administration Division • PWA - Engineering Divisions • Traffic Engineering Section • Design Engineering Section • Construction Engineering Section • Transportation and Development Engineering Section • PWA —Water Resources Division • PWA — Maintenance Services Division • Develop workflows based on the needs identified for each division. Deliverable: A detailed report to include findings dealing with potential applications, necessary data, required resources, and identified workflows. Provide for one review and edit cycle of the document with the Agency's Administrative Services project team. System Design Objectiveldescription: Provide a general framework for structuring documents within the organization. The conceptual system design should address the following: • Software recommendations Physical system configuration (computers, network requirements, etc.) • Staff skills and training requirements • Governance structures including the ability to define, manage and apply the agency's record retention policies • Ability to search and retrieve records including the ability to print, export, email, save, and create web links • The ability to preserve and archive documents, produce audit reports of deleted records, or certification of deletions for compliance • Ability to classify /tag documents /content with pre - defined metadata • Identify all projects, their interdependencies, and tlmeframes required to execute the strategy Deliverable: A detailed system design document. Provide for one review and edit cycle of the document with the Agency's Administrative Services project team. Implementation Plan Objectiveldescription: Provide a detailed description of how to implement the Digital Records Management within the organization that includes the following: • Written analysis of the current state, documenting staff interviews. • Detailed written analysis of the effective deployment of the Document Records Management concepts and technologies throughout the agency. • Discrete steps to implement the workflows identified in the needs assessment with task dependencies and critical decision points. Include the steps required to implement the migration of existing data identified in the system design phase. • Separate the implementation of the identified workflows into discrete phases to allow for adaptable funding over multiple years. • Provide estimated costs to implement the phases of the plan, including costs for data upgrade/ acquisition, additional software licensing and maintenance and possible hardware costs. Plans for near -term projects should provide significant implementation details, with more general information provided for steps to be undertaken over the longer. term. Specifics should address applications to be developed as well as estimated costs and required resources (particularly for shorter term implementations). Deliverable: A detailed implementation plan document. Provide for one review and edit cycle of the document with the Agency's Administrative Services project team. Final Presentation Objective /description: Present an overview of the project findings and recommendations to the Agency's Administrative Services project team. This is essentially an executive summary with an opportunity for a question and answer session. Deliverables: • Presentation, utilizing electronic visuals to enhance understanding of the information presented. The presentation should be approximately 1 hour long, but not exceed 1.5 hours. • Ten (10) full -color copies of an executive summary of the presentation, to share with people unable to attend the presentation. Presentation should include, at a minimum, the Project Tasks, Deliverables /Summary of Products, Implementation Schedule, etc. Delivery of Final Documents Objective /description: Deliver the final documents of the Needs Assessment, System Design and Implementation Plan in hard copy and digital format. Deliverables: Deliver three (3) hard copies of each document, printed in full color and bound with a protective cover. City of Sa EXHIBIT B SAMPLE AGREEMENT CONSULTANT AGREEMENT THIS AGREEMENT is made and entered into this day of , 201_ by and between , a sole ownership entity, (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City'), RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES Consultant shall perform those services as set forth in Exhibit A to this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit B. The total sum to be expended under this Agreement shall not exceed $ during the term of this Agreement. b. Payment by City shall be made within forty -five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on _ 201_, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non - exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ( "Documents & Data "). Consultant shall require all subcontractors to agree in writing that City is granted a non - exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in anyway in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit C upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C, Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. City of Sa+at&AAa RSPIA 6 -007 e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (i1) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to Indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City City of Santa Ana RFP 16 -007 for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and /or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Fax 714- 647 -6956 With courtesy copies to: Executive Director City of Santa Ana 20 Civic Center Plaza (M -21) P.Q. Box 1988 Santa Ana, California 92702 Fax 714 -647 -5622 And City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.Q. Box 1988 Santa Ana, California 92702 Fax 714- 647 -6515 To Consultant: A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above, For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver City of to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the Unified States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement, IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council CITY OF SANTA ANA DAVID CAVAZOS City Manager City of Sa�a� NI APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Name of Attorney City Attorney RECOMMENDED FOR APPROVAL: CONSULTANT (NAME) Executive Director — (Agency) (Title) Tax ID# s City of Santa Ana RFP 16 -007 250122 EXHIBIT A SCOPE OF SERVICES C GW--.I 7 FEE SCHEDULE (OR) RATES AND CHARGES EXHIBIT C ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are named as additional insureds ( "additional insureds ") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective this endorsement form as a part of Policy # Issued to Named Insured Countersigned by Authorized Representative CONSULTANT AGREEMENT THIS AGREEMENT is made and entered into this 5t4 day of April 2016, by and between ThirdWave Corporation ( "Consultant') and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City "). RECITALS A. The City desires to retain a Consultant having special skill and knowledge to develop a Digital Records Management Needs Assessment and Implementation Plan for the Public Works Department, if possible implementation on a city -wide basis. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant with Roy Hernandez acting as Project Manager, shall perform those services as set forth in the Exhibit A and incorporated by reference to this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services the rates and charges identified in Exhibit B and incorporated by reference to this Agreement. The total sum to be expended under this Agreement shall be Seventy Four Thousand and Three Hundred and Seventy Dollars ($74,370.00) during the tern of this Agreement. b. Payment by City shall be made within forty -five days (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Exhibit 2 Page 1 of 8 25D -25 TERM The term of this Agreement shall commence on the date first written above and terminate on June 30, 2017, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended for an additional one (1) year period upon a writing executed by the City Manager and the City Attorney 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City, This Agreement is not intended nor shall it be construed to create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to its employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non - exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tarigible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant tinder this Agreement ( "Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non - exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents & Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk, 6. INSURANCE Prior to mtdertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's negligent operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to Page 2 of 8 25D -26 bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence and $2,000,000 in the aggregate. Such insurance shall (a) natne the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self- insurance programs maintained by the City; and (c) contain standard separation of insured provisions, b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non owned automobiles. c. Worker's Compensation Insurance, In accordance with California State law, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e, The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. (iv) Consultant shall supply City with fully executed additional insured endorsement. f If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to famish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to terminate this Agreement. Such term'inatio'n shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. Page 3 of 8 25D -27 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal 'injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terns of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, .just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terns of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code §2782.8, the above indemnity shall be limited, to the extent required by Civil Code §2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. Page 4 of 8 25D -28 10. CONFIDENTIALITY If Consultant received from the City information which due to the nature of such information is reasonably understood to be confidential and /or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and /or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant and disclosed without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11, CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified 1.nder this Agreement. 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the Council City of Santa Ana, 20 Civic Center Plaza (M -30) Santa Ana, CA 927.01 Fax 714 -647 -6956 With courtesy copies to: Fred Mousavipour Executive Director Public Works Agency City of Santa Ana 20 Civic Center Plaza (M -36) P.O. Box 1988 Santa Ana, CA 92702 Fax 714647 -5622 Page 5 of 8 25D -29 And City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, CA 92702 Fax (714) 647 -6515 To Consultant: ThirdWave Corporation Roy Hernandez 11400 W. Olympic Blvd., Suite 200 Los Angeles, CA 90064 Office 310 - 914 -0186 www.ThirdWaveCot-o.com A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the now address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail and will serve to fully supersede existing Agreement. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, that terns or conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, Page 6 of 8 25D -30 promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any parties which are not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 15, TERMINATION This Agreement may be terminated by the City with thirty (30) days written notice of termination to the Consultant. a. As a condition of such payment, the City may require Consultant to deliver to the City all the work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement. 16. NON DISCRIMINATION Consultant shall not discriminate because of race, color, creed, relation, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or any activities under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 17. JURISDICITON - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, pernits, approvals, waivers, and exemptions necessary for the provision of the services Page 7 of 8 25D -31 hereunder and required by the laws and regulations of the United Sates, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terns of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. CITY OF SANTA ANA ATTEST: MARIA D. HUIZAR Cleric of the Council APPROVED AS TO FORM: Sonia R. Carvaiho City Attorney 13y: lb ANDOVAC - Chie Assistant City Attorney RECOMMENDED FOR APPROVAL: FRED MOUSAVIPOUR Executive Director Public Works Agency DAVID CAVAZOS City Manager CONSULTANT: ThirdWave Corporation By:,_ Tax ID# Page 8 of 8 25D -32 EXHIBIT A RFP No. 16 -007; Digital Records Management Needs Assessment and Implementation Plan °f City of Santa Ana Public Works Agency March 21, 2016 identify operating opportunities through business process analysis and solution development. The application of Enterprise Content Management best practices based on decades of experience and award winning project delivery in the government sector. The project will use a logical and structured approach consisting of Discovery (e.g., systems assessment and document inventory, Requirements Definition via management interviews, online staff surveys, and As -Is business process workshops with stakeholders) to identify enterprise requirements; to articulate a responsive ECMS Roadmap. 1.2.1 Scope of Work The following provides a description of the proposed Scope of Work. The proposed project work plan reflects the Phases /Tasks identified in the Agency's RFP document to ensure the desired project outcomes and success. All of the deliverables identified in the RFP are addressed in this Proposal. Each task and subtask in the work plan will produce a deliverable, e.g., a workshop, document, meeting, etc. In tasks where the deliverable is a document, ThirdWave will provide an electronic copy, either in MS Word, PowerPoint or a PDF, as appropriate. Some key draft deliverables will be provided to the Agency's Project Manager for review and comment by appropriate staff, i.e., As -Is Rapid Workflow® business process maps, taxonomy, and ECMS Strategic Plan. Agency review and comment tasks are denoted with the prefix "CSA." Obtaining the client's review and comments on key deliverables is a risk management /quality control techniques that will ensure the desired results are obtained as the project proceeds. The following provides a narrative description of proposed tasks that will be carried out in the Scope of Work. Task 0.1 Project Kick -off Meeting This task will entail holding an onsite project kickoff meeting with key Agency stakeholders and ThirdWave's Project Team. A PowerPoint presentation will be produced to review the project goal and objectives, project plan, deliverables, project schedule, ThirdWave /Agency responsibilities, and the PMBOK`nA project management protocol. Deliverable 0.1: Project Kickoff Meeting Task 0.2 Ongoing Project Coordination This task will entail holding ongoing project progress and coordination meetings or conference calls with the Agency's Project Manager, i.e., on a weekly basis. This will serve to review /discuss the project's progress; issues identified to date, and plan /prepare for future tasks. Deliverable 0.2: Ongoing Project Coordination Proposal 02016 3 ThirdWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -33 RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan _ City of Santa Ana Public Works Agency March 21, 2016 Task 0.3 Monthly Status Reports This task will entail providing written progress reports to the Agency's Project Manager each month. Progress reports will outline the status of the project, including the following, as appropriate: • Project Status Dashboard • Description of progress made during the reporting period • Deliverables completed and delivered during the reporting period • Outstanding issues and recommendations for resolution (if any) • Scope, cost and schedule integrity status Deliverable 0.3: Monthly Status Reports This task will entail conducting an overall needs assessment of the agency's current records management business practices while evaluating existing system and resources throughout the Agency. Task 1.1 Document Inventory This task will entail carrying out an onsite physical document inventory of existing hardcopy, microfilm and Microfiche documents at PWA. The document inventory will use a linear inch approximation method of documents contained in filing cabinets /boxes. The data collected in this task will be used to establish a baseline of quantity /types of documents currently processed and stored by business units. This information will be referenced in subsequent tasks, primarily the Taxonomy task. This task will entail documenting the findings of the document survey. The data collected in the document inventory will be compiled, Including the following: • Department /Division /Business Area • Inventory Date • Record Series • Location of document: Building, floor, areas (as appropriate) • Format: letter, legal, C, D, E paper formats, Microfilm, Microfiche • Linear Inches (or rolls in the case of Microfilm) • Total Number of Documents • Retention policy / legal requirement (if known) This information will be used in subsequent tasks, i.e., in developing the taxonomy and developing recommendation In Phase 3, ECMS Implementation Plan. Assumptions: 1. To avoid misunderstanding or delays, PWA staff will be notified in advance of ThirdWeve's Inventory team's presence, and the purpose for being in their areas. 2. The Agency will provide a guide to accompany the ThirdWave survey team in each departmenf/floor or, each department will make one contact person available in each business unit to provide access to document storage locations for the ThirdWave document survey team. 3. Documents will not be read by ThirdWave staff. 4. Documents stored in staff cubicle will not be Inventoried. Proposal © 2016 4 ThlydWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -34 RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan ° City of Santa Ana Public Works Agency March 21, 2016 5. ThirdWave will provide the Agency a separate spreadsheet where appropriate Agency staff can gather the amount of electronic files stored on existing servers and /or document management systems. 6. Information on shared drives or existing ECMS systems will be gathered by Agency staff and provided to ThirdWave, and will be Incorporated into the final requirements / ECMS strategy as appropriate. Deliverable 1.1: Document Inventory Task 1.2 Systems Inventory This task will entail two activities. First, an inventory spreadsheet of ECMS systems: software, hardware (servers), and peripherals (scanners /multifunction devices) will be developed and provided to the Agency for filling in. Secondly, a meeting will be held to identify integrations with existing Agency software, including exchange emails and Laserfiche. Deliverable 1.2: System Inventory'& Integration Task 1.3 Rapid Workflow Business Processes Task 1.3.1 Hold Rapid Workflow Workshops This task will entail holding As -Is business process workshops for mission critical business processes to review existing content /records management challenges and identify business, functional and technical challenges, inefficiencies and opportunities for improvement through the application of ELMS. The workshops will also identify: • Potential new resources, (e.g., hardware, software, data, and staff) that will include the ability to import, capture, and perform Optical Character Recognition on paper documents, • ECMS functionality required in each business process. • Workflows based on the needs identified for each division. For the purpose of this proposal, ThirdWave has assumed holding thirty -five (14) half -day onsite workshops. The final subject matter and specific number of the ECMS workshops will be determined by Agency in contract negotiations. PWA Administration Division ..................... ..............................1 PWA Engineering Divisions Traffic Engineering Section.... ..... ............................ ............ 2 Design Engineering Section .................... ..............................2 Construction Engineering Section ........... ..............................2 Transportation and Development Engineering Section ...... ...2 PWA Water Resources Division ................. ..............................2 PWA Maintenance Services Division ......... ..............................2 ECMSGovernance ...................................... ..............................1 14 Assumptions: 1. Working sessions will typically last up to 4 hours depending on the complexity of the business process being modeled. 2. To maximize project resources, and contain the project timeline, two (2) workshops will be held per day on consecutive days, to the extent possible. Proposal © 2016 5 ThirdWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -35 RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan m __/ City of Santa Ana Public Works Agency March 21, 2016 3. The Agency Project Manager will start scheduling working sessions upon execution of a contract, per the published MS Project Schedule. Delays in the Agency's ability to make staff available for the workshops will delay the project. 4. Workshop participants will be highly knowledgeable and experienced In the business processes being modeled. There should be sufficient participants in the workshops to represent the cross section of staff for the business process being modeled. Workshops must have at least two participants. 5. Workshops rooms will be large enough to hold the number of participants. 6. Workshops rooms with have plenty of wall space to post large flip chart paper (12 feet wide), which the Agency will provide along with thick color markers and a projector. (ThirdWave will provide a notebook computer for the workshops.) Deliverable 1.3.1: Hold Rapid Workflow Workshops Task 1.3.2 Document Rapid Workflow Workshops This task will Include documenting the data collected in the As -Is workshops. A detailed summary will also be included documenting findings dealing with potential applications, necessary data, required resources, and identified workflows. The Rapid Workflows deliverable will be provided to the Agency Project Manager for distribution to the participants of each group for review, comments and /or corrections. Deliverable 1.3.2: Document Rapid Workflow Workshops CSA 1.3.2 Agency Review / Comments Appropriate Agency staff will review the draft deliverable and providing comments/ suggested revisions. City comments will be reconciled i consolidated by the Agency Project Manager into one set of comments, and transmitted to ThirdWave. The review / comments will be provided within the turn- around time specified in the Project Schedule, e.g., 5 business days. CSR Deliverable 1.3.2: Comments Task 1.3.3 Final Rapid Workflow Workshops This task will entail incorporating Agency's comments and incorporating them to produce the final Rapid Workflow'a process maps and ECMS requirements. Deliverable 1.3.3: Final Rapid Workflow Findings Task 1.4 To -Be (Future State) Workshops Task 1.4.1 Hold To -Se Process Workshop This task will entail holding To -Be Rapid Workflow" workshops to identify the future state business process the proposed ECMS solutions will satisfy. Drawing upon the information gathered from business process owners in the previous workshops, the As -Is business process maps and findings, this task will modify the process maps to reflect business, functional and technical requirements. Future state workshops will be carried out in a similar manner with stakeholder input, except they will be done electronically. This documentation will be used not only developing ECMS requirements (and in the future, could be used in an ECMS RFP), Assumptions: 1. Same assumptions as in Task 2.1 apply here. 2, The City will identify, contact and confirm the participation of appropriate participants from relative business units, In addition to scheduling the meeting facilities. This task Proposal 02016 6 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -36 RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan _ City of Santa Ana Public Works Agency March 21, 2016 assumes that appropriate City staff, participants from the As-Is workshops, will be made available to participate in the To -tae workshops. Deliverable 1.4.1: Fourteen (14) To -Be Rapid Workshops Task 1.4.2 Document To -Be Workshops This task will entail taking the notes from the To -Be Rapid Workflow® sessions, and producing To -Be (or future state) business processes in MS Vislo for each function reviewed in the working sessions. This draft deliverable will be provided to the City for review, comments and /or corrections. Deliverable 1.4.2: To -Be Business Process Maps CSA 1.4.2 Review & Comment This task will entail appropriate District staff reviewing the draft deliverable and providing comments / suggested revisions. Comments, revisions and corrections to the document will be reconciled and consolidated by District for each business process model, with one set of comments transmitted to the ThirdWave Project Manager. Deliverable 1.4.2: District Comments Task 1.5 Taxonomy for Public Works Documents f Records Task 1.5.1 Develop Taxonomy Spreadsheet This task will entail a review of the City's existing Records Retention Schedule, specifically the document /record types. The records will be incorporated into the classification /indexing spreadsheet. This task will allow the project team to gain a baseline understanding of City's existing documents and records. This task will entail preparing a spreadsheet of documents and records compiled from the document inventory, records retention schedule and the Rapid Workflow' process models in preparation of the taxonomy workshops. The spreadsheet will parallel the City departments /business processes or functions of the Rapid Workflow' workshops held. Deliverable 1.5.1: Taxonomy Spreadsheet Task 1.5.2 Hold Taxonomy Workshops This task will entail holding taxonomy (classification /indexing) working sessions with Agency Departments to produce a document classification /indexing schema. ThirdWave will work with appropriate Agency staff to determine which staff should attend each of the classification workshops. This Proposal assumes holding eleven (24) classification workshops, one per department. The taxonomy will be incorporated into an ECMS Strategic & Roadmap in the backfile conversion approach in the ECMS Strategy & Roadmap. Taxonomy Workshops PWA Administration Division ............................ ..............................1 PWA Engineering Divisions Traffic Engineering Section ............................ ..............................1 Design Engineering Section ......... .................. ..............................1 Construction Engineering Section.. ........... .................................. I Transportation and Development Engineering Section ............ .... I PWA Water Resources Division ....................... ..............................A PWA Maintenance Services Division ................ ..............................1 Proposal 02016 7 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -37 U E RFP No, 16 -007: Digital Records Management Needs Assessment and Implementation Plan City of Santa Ana Public Works Agency _ March 21, 2016 Assumptions: 1. Seven taxonomy workshops will be held. 2. Participants in the Taxonomy workshops will be staff that work on the documents being addressed on a day -to -day basis. Deliverable 1.5.2: Taxonomy Workshops (7) Task 1.5.3 Draft Document Taxonomy Using the data collected in the classification /indexing sessions with stakeholders, this task will entail developing a high -level taxonomy for the documents reviewed. Documents /records will be separated into logical groups to produce a taxonomy hierarchy organized into the following: • Function Process / Activity (Department / Division) • Document Type (Record Series) • Document Classes (documents /records belonging to a document type) • Index values (key words) The draft taxonomy will be provided for the workshop review and comments. Deliverable 1.5.3: Draft Document Taxonomy CSA 1.5.3 Agency Review /Comments Appropriate Agency staff will review the draft deliverable and providing comments /suggested revisions. Agency comments will be reconciled/ consolidated by the Agency Project Manager into one set of comments, and transmitted to ThlydWave. The review / comments will be provided within the turn - around time specified in the Project Schedule, e.g., 5 business days. CSA Deliverable 1.5.3: Comments Task 1.5,4 Final Taxonomy This task will entail taking the feedback from the stakeholder review sessions and incorporating it to produce a final taxonomy. Deliverable 1.5.4: ECMS Taxonomy Task 2.1 Draft System Recommendations This task will entail providing a general framework for structuring documents within the organization, The conceptual system design will address the following: • Systems recommendation: Physical system configuration (computers, network requirements, etc.) • Software recommendations: Physical system configuration (computers, network requirements, etc.) • Content / Records Management • Taxonomy, the ability to classify /tag documents /content with pre - defined metadata, • Ability to search and retrieve records including the ability to print, export, email, save, and create web links • The ability to preserve and archive documents, produce audit reports of deleted records, or certification of deletions for compliance • Training: Staff skills and training requirements Proposal © 2016 8 Third Wave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0166 V 310.312.9513 F 25D -38 RFP No. 16 -00_7: Digital Records Management Needs Assessment and Implementation Plan a?rP City of Santa Ana Public Works Agency March 21, 2016 • Governance: structures including the ability to define, manage and apply the agency's record retention policies • Projects; • Identify all projects, their interdependencies • Professional services: e.g., back file conversion • Schedule /timeframes required to execute the strategy Deliverable 2.1: Draft System Design Recommendations CSA 2.1 Agency Review /Comments Appropriate Agency staff will review the draft deliverable and providing comments /suggested revisions. Agency comments will be reconciled/ consolidated by the Agency's Project Manager into one set of comments, and transmitted to ThirdWave. The review / comments will be provided within the turn - around time specified in the Project Schedule, e.g., 5 business days. CSA Deliverable 2.1: Comments Task 2.2 System Recommendations This task will entail taking the feedback from the stakeholder review sessions and incorporating it to produce the final system design recommendations. Three (3) bound color hard copies of the Needs Assessment, System Design and Implementation Plan documents will be provided. Deliverable 2,2: System Design Recommendations Task 3.1 Draft Implementation Plan Drawing on the findings from the previous task, this task will a produce a detailed description of how to implement the Digital .Records Management within the organization that includes the following: • Analysis of the current state, documenting staff input. • Analysis of the effective deployment of the Document Records Management concepts and technologies throughout the agency. • Tasks to implement the workflows identified in the needs assessment and critical decision points, including steps required to implement the migration of existing data identified in the system design phase. • Implementation Schedule: identified workflows into discrete phases to allow for adaptable funding over multiple years. • Estimated costs: to implement the phases of the plan, including: • Data upgrade /acquisition • Additional software licensing and maintenance • Possible hardware costs Plans for near -term projects should provide significant implementation details, with more general information provided for steps to be undertaken over the longer term. Specifics should address applications to be developed as well as estimated costs and required resources (particularly for shorter term implementations). Deliverable 3.1: Draft Implementation Plan Proposal © 2016 9 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312,9513 F 25D -39 RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan City of Santa Ana Public Works Agency March 21, 2016 CSA 3.1 Agency Review / Comments Appropriate Agency staff will review the draft deliverable and providing comments /suggested revisions. Agency comments will be reconciled / consolidated by the Agency's Project Manager into one set of comments, and transmitted to ThirdWave. The review / comments will be provided within the turn - around time specified in the Project Schedule, e.g., 5 business days. CSA Deliverable 3.9: Comments Task 3.2 PWA ECMS Implementation Plan This task will entail taking the feedback from the stakeholder review sessions and incorporating it to produce the final system design recommendations. Deliverable 3.2: PWC ECMS Implementation Plan Task 3.3 ITSP Executive Presentation Task 3.3.1 Produce Executive Presentation This task will entail producing an executive level PowerPoint presentation of the findings and recommendations of the IT Strategic Plan /Implementation Roadmap. The presentation will be intended for the ITS Steering Committee and METRO'S Board of Directors Deliverable 3.2.9: Executive ECMS Presentation Task 3.2.2 Provide Executive ECMS Presentation This task will entail presenting an overview of the project findings and recommendations to the Agency's Administrative Services project team. The presentation will include a summary of Project Tasks, Deliverables, Summary of Products, Budget estimates and Implementation Schedule. Ten (10) full -color copies of an oxecutiva summary of the presentation will be provided. Deliverable 3.2.2: Provide Executive Presentation Proposal © 2016 10 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -40 EXHIBIT B RFP No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan � City of Santa Ana Public Works Agency March 21, 2016 Section • Proposal K *,, The following costs are based on the Scope of Work as we understand it, and as such, this estimate is open for further discussion, clarification during price negotiations should the City deem it appropriate. Upon mutual agreement of the Scope, services provided will be carried out on a Fixed- Fee Professional Services Agreement. The following provides a summary of costs, which is followed by a detailed payment / deliverable schedule. Figure 6.1.1: Cost Summary TASK 0 TASK 1 TASK 2 TASK 3 PROJECT MANAGEMENI . .................. .. .................................... ....................... 6,600 NEEDS ASSESSMENT ........... ........ ................. ....... ..... .... ......... ..................... 38,620 SYSTEM DESIGN RECOMMENDATIONS, ............................................ ....... 11,270 ECMS STRATEGIC PLAN & ROADMAP .................................. ...................... 17,880 TOTAL $74,370 6.2 Detailed Payment Schedule Figure 6.2.1: Payment Schedule Task 0 Project Management 6,600 Task 0.1 Project Kickoff Meeting ............................. ..................... ........... ......2,720 Deliverable 0.1: Project Kick -off Meeting Task 0.2 Ongoing Project Coordination ..................... ................................. ..2,720 Deliverable 0.2: Ongoing Project Coordination Task 0.3 Monthly Status Reports ......... . ............ .................... ....... ....... ........... 1,160 Deliverable 0.3: Monthly Status Reports ©2016 23 ThirdWavo 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310,914,0186 V 310.312.9513 F 25D -41 RFP No. 16 -007. Digital Records Management Needs Assessment and Implementation Plan r_ = =* City of Santa Ana Public Works Agency March 21, 2016 Task 1 Needs Assessment 38,620 Task 1.1 Document Inventory ............. ................... ......................................... 6,365 Deliverable 1.1: Document Inventory Task 1.2 Systems Inventory ...... .......... ... ... ................. ..................................... 1,770 Deliverable 1.2: System Inventory Task 1.3 Rapid Workflow' Business Processes ............... . ................... ...... 19,260 Task 1.11 Hold Rapid Workflow® Workshops ..... ............................... 10,780 Deliverable 1.3.1: Hold Rapid Workflow® Workshops Task 1.3.2 Document Rapid WorkfiowO Workshops ............................. 6,320 Deliverable 1,3,2: Document Workshops Task 1.3.3 Final Rapid Workflow® Process Maps ................ ................. 2,160 Deliverable 1.3.3: Final Rapid Workflow'"' Maps Task 1.4 To -Be Process Maps 14,935 Task 1.1 Hold To -Be Rapid Workflow® Workshops 8,085 Deliverable 1.1: Hold To -Be Workshops Task 1,2 Document To -Be Rapid Workflow' Workshops 4,850 Deliverable 12 Document To -Be Workshops Task 1.3 Final To -Be Rapid Workflow® Process Maps 2,000 Deliverable 1.3: Final To -Be Rapid Workfloe Process Maps Task 1.5 Taxonomy for Public Works Documents / Records ......... ........... 11,225 Task 1.5.1 Develop Taxonomy Spreadsheet.. .... ...................... .......... 1,540 Deliverable 1.5.1: Taxonomy Spreadsheet Task 1,5.2 Hold Taxonomy Workshops ( 7) ............ ............................... 5,390 Deliverable 1.5.2: Taxonomy Workshops Task 1,5.3 Draft Taxonomy ........................ .... ..... ... .......... ... .................. 3,430 Deliverable 1.5.3: Draft Taxonomy Task 1.5.4 Final Taxonomy ....................................... ............................... 865 Deliverable 1.5.4: Taxonomy Task 2 System Design Recommendations 11,270 Task 2.1 Draft System Recommendations .......................... .... ...................... 8,040 Deliverable 2.1: Draft System Recommendations Task 2.2 System Recommendations ......... ........ ........... ......... ............ ............. 3,230 Deliverable 2.2; System Recommendations © 2016 24 Third Wave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25D -42 10" RFP_No. 16 -007: Digital Records Management Needs Assessment and Implementation Plan City of Santa Ana Public Works Agency March 21, 2016 Task 3 Implementation Plan 17,880 Task 3.1 Implementation Plan ............... .......... .............................................. 14,070 Task 3.1.1 Draft Implementation Plan... ......... ......................... 11,570 90.00 Deliverable 3.1.1: Draft Implementation Plan Task 3.1.2 Implementation Plan ... ............................... .......................... 2,500 Deliverable 3.1.2; Implementation Plan Task 3.2 Executive Presentation ......................... ....................................... .... 3,810 Task 3.2.1 Produce Executive ECMS Presentation .............................. 2,270 Deliverable 3.2.1: Implementation Plan Task 3.2.2 Provide Executive ECMS Presentation ............................... 1,540 Deliverable 3.2.2: Implementation Plan TOTAL FIXED FEE COSTS PROPOSAL $74,370 Figure 8.2.2: Standard Hourly Fee Schedule Project Manager . ............................... 175,00 Enterprise Architect ........................... 175.00 Sr. Consultant .... ............................... 165.00 Sr. Analyst .......... ............................... 125.00 System Specialist ...... .......................... 90.00 © 2016 25 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 2501-43 25D -44