HomeMy WebLinkAbout20A - AA AGMT COST SAVINGS PWAREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 20, 2018
TITLE:
APPROVE AN AGREEMENT WITH CHAZEY
PARTNERS TO ASSESS AND IMPLEMENT
COST-SAVING MEASURES AND
OPERATIONAL EFFICIENCIES FOR THE
PUBLIC WORKS AGENCY
{STRATEGIC PLAN NO. 7,5E)
� r �
C MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
rs1=06111FA
❑ As Recommended
❑ As Amended
❑ Ordinance on 1 � Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Cl
1. Authorize the City Manager and Clerk of the Council to execute an agreement with Chazey
Partners to provide Best Management Practices Assessment of Public Works Agency internal
business processes and implementation of new procedures and technology, for the two-year
term beginning February 6, 2018, through February 5, 2020, with an optional one-year
extension exercisable by the City Manager and City Attorney, in an amount not to exceed
$413,000, which includes $359,120 as the base fee and $53,880 in expenses, subject to
nonsubstantive changes approved by the City Manager and City Attorney,
2. Approve an Appropriation Adjustment recognizing $200,000 from prior year fund balance in
the Public Works Administration & Planning revenue account, and appropriating the same into
the Public Works Administrative Services expenditure account.
DISCUSSION
In the Public Works Agency (PWA), most business processes currently in use were implemented,
in principle, over 30 years ago. While there have been efforts over the years to standardize
business processes across PWA, in many instances, a single procedure may now be handled in
different ways, depending on work location, available technology, and individual computer skill
levels. As each workgroup or individual developed methods to streamline their tasks, updating of
procedure documentation has not been consistent. Additionally, changes in Citywide financial
responsibilities and to address U. S. Office of Management and Budget (OMB) grant
management reforms have highlighted the need for better data collection and financial reporting.
There is considerable opportunity for streamlined operational efficiency, improved grants
management, better stewardship of public funds, and providing better support to those that serve
the citizens of Santa Ana. One such opportunity is in identifying how to take full advantage of
20A-1
Agreement with Chazey Partners to Assess and Implement
Cost-saving Measures and Operational Efficiencies for PWA
February 20, 2018
Page 2
technology already in use (i.e., Infor/Lawson — Citywide Enterprise Resource Management
System) and technology planned for the near future (i.e., Questica — Budgeting Software). The
benefits of efficient business practices include better organizational structures, reduced overtime,
improved project management, and modernized service delivery. Additionally, efficiencies
identified for PWA may be applicable in streamlining other City agency business processes, as
well.
On September 13, 2017, the Public Works Agency released a Request for Proposals (RFP) on the
City's website seeking consultant services to assess Agency business practices and recommend
operational changes for immediate implementation, including specifications for new computer
software, as needed (Exhibit 1). Proposers were also to consider and incorporate OMB Uniform
Guidance requirements in all proposed new procedures. Upon completion of the business
practices assessment and implementation, the Agency will have a detailed roadmap to achieving
streamlined financial and business processes agency wide. Expected outcomes include
operational improvement recommendations in the areas of Organizational Configuration, Roles
and Responsibilities, Policies and Procedures, and Grant Management. Additionally, the Agency
will benefit from seamless reporting and communication with external agencies, including the City's
Finance & Management Services Agency, and outside grant agencies.
Twelve proposals were received by the proposal due date of October 13, 2017. The proposals
were evaluated and ranked by a review committee comprised of staff from the Public Works,
Planning & Building, and Community Development agencies. Ranking criteria included firm/team
experience, understanding of need, relevant project experience, schedule and references. The top
four firms were invited to an initial round of interviews, afterwhich the Scope of Work was expanded
to include assistance with implementation of new procedures and software deployment, if required.
After the second round of interviews, the final rankings of the top four firms are as follows:
NAME OF FIRM
RATING
Chazey Partners
90.20%
Matrix
89.60%
Berry Dunn
86.20%
Management Partners
84.40%
Following evaluation and ranking, the fee rate schedules for the top four ranking firms were
reviewed. Chazey Partners proposed a fee range of $281,450 to $359,120, depending on the work
effort required for potential software implementation. Staff from the City's Information Technology
Department participated in the evaluation of the proposal and concurred with the approach. PWA
Staff is recommending awarding an agreement to Chazey Partners, the top ranked proposer, in an
amount not to exceed $413,000, which includes an estimated 15 percent for expenses (Exhibit 2).
As proposed, the project will be carried out in two phases. Phase 1 (not to exceed $271,500, with
expenses) includes Baseline & Benchmark, Assessment, and Roadmap. A key deliverable from
Phase 1 is an Opportunity Matrix and associated Business Case highlighting expected savings,
20A-2
Agreement with Chazey Partners to Assess and Implement
Cost-saving Measures and Operational Efficiencies for PWA
February 20, 2018
Page 3
both hard and soft, from the study recommendations. This Opportunity Matrix and Business Case
will be presented after 13 weeks of effort, allowing PWA to both understand the expected benefits
and approve subsequent work to achieve those benefits. If new software is indicated, Phase 1 will
also include development of software specifications and an RFP for software procurement and
integration. Phase 2 (not to exceed $141,500, with expenses) provides for implementation and
deployment of the recommended procedures, processes, and software (if needed).
The following is a summary of the benefits and expected outcomes of this Business Processes
Assessment Project:
Significant savings expected:
o Hard and soft savings, to be detailed no later than week 13 of the study in the
Opportunity Matrix and associated Business Case
o Operational efficiency
■ Critical to achieve, given reduced budgets
• Includes the potential to use existing staff more efficiently.
o Cost avoidance
• Study aims to make optimal use of existing technology investments
wherever possible.
o Reduced overtime, driven by inefficient and outdated procedures and ways of
working
Improved operational efficiency will "free time" for value added activities:
o Grant applications and justifications
o Addressing neglected obligations
o Providing better support to those that serve the citizens of Santa Ana
Study findings can be leveraged across City agencies
o Case study for similar efficiency gains
o Enhanced technology usage and training
o Both streamline and modernize service delivery Citywide
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 - Team Santa Ana, Objective #5
(create a culture of innovation and efficiency within the organization), Strategy E (identify best
practices and opportunities for process improvement and automation across City departments in
order to provide effective and efficient delivery of City services to the community).
20A-3
Agreement with Chazey Partners to Assess and Implement
Cost-saving Measures and Operational Efficiencies for PWA
February 20, 2018
Page 4
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
As previously noted, this project will be carried out in two phases. Phase 1 is estimated not to
exceed $271,500 (including expenses) and Phase 2 is estimated not to exceed $141,500 (with
expenses). The recommended appropriation adjustment will recognize $200,000 from prior year
fund balance in the Public Works Administrative Services revenue account (No. 10117002-50001)
and appropriate the same amount into the Public Works Administrative Services expenditure
account (No. 10117601-62300). Project funding will be budgeted and available for expenditure as
outlined in the following estimated spending plan. Unspent encumbered funds will be carried
forward into FY 2019-20, if needed.
Fiscal Year
Amount
FY 2017-18
$200,000
FY 2018-19
$213,000
TOTAL NOT TO EXCEED:
$413,000
odbus ipour
Director
Public Works Agency
APPROVED AS TO FUNDS AND ACCOUNTS:
FranciscoVutierrez
Executive Director
Finance & Management Services Agency
Chief Technology & Information Officer
FM/MLM
Exhibits: 1. RFP No. 17-072 — Business Process Assessment & Implementation Plan
2. Agreement with Chazey Partners (including Proposal & Fee Schedule)
20A-4
REQUEST FOR PROPOSALS (RFP)
FOR
BUSINESS PROCESS ASSESSMENT AND IMPLEMENTATION PLAN
RFP NO.: 17-.072
CITY OF SANTA ANA
Santa Ana Public Works Agency
20 Civic Center Plaza
Santa Ana, CA 92701
Margaret Mercer
Administrative Services Manager
(714) 647-5050 Office
mmercerAsanta-ana.org
for Release:
Fred Mousavipour
Executive Director
Public Works Agency
KEY RFP DATES (Subiect to change at discretion of City):
Issue Date: Wednesday, September 13, 2017
Deadline for Requests for Information: Monday, September 25, 2017 (See Sec. III.C. for contact)
Proposal Due Date: Friday, October 13, 2017 — 2:00 pm.
Tentative Interview Date: Monday, October 23, 2017 —
Tuesday, October 24, 2017
Projected Award Date: Tuesday, November 7, 2017
0
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for the Business Process
Assessment and Implementation Plan.
Responses to this Request for Proposals (RFP) will be accepted until Friday, October 13, 2017, at 2:00 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.org/bids-rips.
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. 17-072; BUSINESS PROCESS ASSESSMENT AND IMPLEMENTATION PLAN
IN THE CITY OF SANTA ANA
DO NOT OPEN WITH REGULAR MAIL."
City of Santa Ana
Attn.: Margaret Mercer
Public Works Agency;
20 Civic Center Plaza; 4th Floor, Ross Annex
Santa Ana, CA 92701
Proposals shall be MAILED, HAND DELIVERED, OR COURIERED.
LATE, TELEGRAPHIC, ELECTRONIC OR FACSIMILE PROPOSALS WILL NOT BE CONSIDERED.
City of Santa Ana RFP 17-072
26X -t
U
CITY OF SANTA ANA
REQUEST FOR PROPOSALS
FOR
BUSINESS PROCESS ASSESSMENT AND IMPLEMENTATION PLAN
RFP NO. 17-072
TABLE OF CONTENTS
I. INTRODUCTION/ DESCRIPTION OF WORK
II. PROPOSAL TERMS AND CONDITIONS
III. INSTRUCTIONS TO PROPOSERS
A. CITY RESPONSIBILITIES
B. PROPOSER RESPONSIBILITIES
C. REQUEST FOR INFORMATION OR CLARIFICATION
D. ADDENDA
E. LICENSES & PERMITS
F. INSURANCE
G. PAYMENT INFORMATION PACKET
H. PRE -PROPOSAL MEETING
I. CITY RIGHT TO REJECT
J. PROTEST
IV. SUBMITTAL REQUIREMENTS
A. GENERAL
B. PROPOSAL CONTENTS
—1. STATEMENT OF QUALIFICATIONS--- -
2. FEE PROPOSAL
V. PROPOSAL REVIEW (CONSULTANT SELECTION)
A. EVALUATION AND RATING
B. SELECTION
VI. AWARD OF AGREEMENT
A. REQUEST FOR COUNCIL ACTION
B. EXECUTION OF AGREEMENT
VILPUBLIC RECORDS
EXHIBIT A: SCOPE OF WORK
EXHIBIT B: SAMPLE AGREEMENT
City of Santa Ana RFP 17-072
2VA37
CITY OF SANTA ANA
REQUEST FOR PROPOSALS
FOR
BUSINESS PROCESS ASSESSMENT AND IMPLEMENTATION PLAN
RFP NO. 17-072
INTRODUCTION / PROJECT DESCRIPTION
The City of Santa Ana is requesting proposals from experienced consulting firms to complete a
Business Process Assessment and develop an Implementation Plan to improve and streamline
operations. In an effort to maintain an unbiased process, proposals will only be accepted from
consulting firms where the primary source of revenue does not come from sales and support of the
software system recommended as part of this RFP process. In order to ensure the highest quality of
the Proposer's responses and facilitate the fair and objective assessment of those responses, this
document provides guidance to all of the Proposers regarding scope/requirements for a business
process assessment and implementation plan and the format and content requirements for vendor
proposal submissions. A detailed Scope of Work is attached herein as Exhibit A.
II. PROPOSAL TERMS AND CONDITIONS
By submitting a Proposal in response to RFP No. 17-072, the Proposer acknowledges that it has
thoroughly examined and accepts the Terms and Conditions of this RFP as described below:
A. Examination of RFP 17-072: Proposer represent that it has thoroughly examined and become
familiar with the services and responsibilities required under RFP No. 17-072 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. 17-072.
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
City of Santa Ana RFP 17-072
2(f -8
as the Proposer.
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) by Monday, September 25, 2017. No
verbal requests or responses will be accepted. Significant interpretations or clarifications will be
addressed via addenda to this RFP, as indicated in Section II.D.
Margaret Mercer
Administrative Services Manager
(714) 647-5050 Office
mmercernsanta-ana.org
D. ADDENDA
Any changes in the RFP from 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,
santa-ana.org/bids-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.
City of Santa Ana RFP 17-072
20N-9
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.org/bids-rfps.
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.
J. PROTEST
Proposer with concerns or rebuttal of any staff determination of non -responsiveness or non -
responsibility may submit, in writing, within five (5) business days, to the Project Manager, any
concerns regarding the RFP process or staff determination. Such writing shall be considered by
the City Manager or his designated representative, and may be acted upon with five (5) business
days. If no action is taken within such time, there shall be no change to the staff determination.
The exercise by Proposer of its right to submit written concerns shall be a condition precedent to
seeking judicial review of any award of a contract hereunder.
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.
2. 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:
City of Santa Ana RFP 17-072
2UAg 1 U
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.
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.
d. 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.
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
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.
City of Santa Ana RFP 17-072
2TAII 1
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 25%
• Relevant Project Experience 25%
• Firm/Team Experience 20%
• Schedule 15%
• References 15%
City of Santa Ana RFP 17-072
MH9e 1,$ 2
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.
VI. 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.
VII. 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.
City of Santa Ana RFP 17-072
2M-13
EXHIBIT A
SCOPEOFWORK
CITY OF SANTA ANA
REQUEST FOR PROPOSALS
FOR
BUSINESS PROCESSES ASSESSMENT & IMPLEMENTATION PLAN
RFP NO.: 17-072
Introduction and Background:
The Public Works Agency (Agency) is responsible for building and maintaining all public streets, storm drains,
sewers, and water facilities. In addition, the Agency coordinates refuse collection and recycling, street
sweeping, landscaping of the public right-of-way, tree trimming, and graffiti removal. The Agency is also
responsible for ensuring that the community enjoys high-quality drinking water and is able to travel around the
City efficiently through the use of a state-of-the-art traffic management system. Agency staff works with
neighborhood associations to resolve speeding, parking, and traffic problems, and with developers to ensure
that City development standards are met.
The Agency is made up of four major divisions that include Administrative Services, Engineering Services,
Water Resources, and Maintenance Services. Within each division there are a total of 15 subdivisions with
potentially different ways of doing business. Over the years, each Public Works Division has developed its
own internal procedures to perform various business processes, including but not limited to accounting,
budgeting, cash receipting, payroll, fixed assets, etc. Documentation of these procedures is not consistent nor
is it standardized across all divisions.
The Administrative Services Division includes a Financial Services section that provides many of the
accounting and payroll services for the Agency. They also interact with the City's Finance and Accounting staff
on a regular basis. Operationally, staffing within the Administrative Services Financial Services Section has
remained essentially the same for the last 10 years or more, only instituting changes related to the City's
Enterprise Management System and incorporating internal upgrades to computer technology.
In December 2013, the U.S. Office of Management and Budget (OMB) issued comprehensive grant reform
rules titled, "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards" (Uniform Guidance). As a recipient of Federal funding, these OMB Uniform Guidance regulations
impact the Agency by regulating the way grants and contracts are to be managed, and the accounting
principles utilized. It is unknown if all of the relevant procedures being used across the Agency are in
compliance with the OMB requirements.
Description of Work:
The Public Works Agency is seeking professional consulting services to evaluate current financial and
administrative business practices and recommend operational changes to implement immediately and into the
future. The Scope of Work includes the following major areas:
1. Document all relevant "As -is" Agency business processes.
• Proposers should note that this includes processes currently in place as well as any
workarounds that are currently employed.
City of Santa Ana RFP 17-072
20A -f4
• The proposal must detail the methodology for documenting "As -is" processes and studying,
discovering, identifying, and formulating recommendations.
2. Provide recommendations for new procedures to streamline and standardize these processes
throughout the Agency.
3. Identify and incorporate OMB Uniform Guidance requirements as needed to bring all relevant current
and new procedures into compliance with the most up-to-date regulations. This includes establishing
procedures, checklists and other tools to assist the Agency in grant development, contract
management, performance tracking, grant reporting, and compliance requirements for the entire grant
life cycle.
4. Recommend operational and staffing improvements for the Administrative Services Financial Services
Section that will improve the efficiency and efficacy of the recommended procedures.
5. Recommend specifications for a software system that will facilitate streamlined process improvements,
provide the ability to have data readily available for budgeting and reporting purposes, and can be
interfaced with the City's Enterprise Management System.
6. Identify implementation strategies for all recommendations.
• The plan should propose a strategy for implementing the recommendations resulting from the
findings. The Agency expects this plan to span several years and to include a schedule
identifying which changes should be put into practice immediately, over time, and/or with the
implementation of new software.
Relevant Agency Processes:
The following business processes are relevant for both the "As -Is" business process documentation and the
operational improvement evaluation and implementation plan.
1. Cash: Encompasses the business functions necessary to receive and account for cash.
2. Asset Management: Includes all business functions required to obtain, manage, and dispose of fixed
assets and assets under construction. This includes such functions as capital project outlays and
expenditures, contract review, asset management and depreciation, and capitalized interest.
3. Budget: Encompasses all business functions necessary to plan, formulate, create, execute against,
control, and report on the budget and business activities of the entity. This includes updates to the
general ledger, as well as position budgeting and control.
4. Procurement: Includes all business functions necessary to define a need for and to pay invoices for
goods or services; all processes related to procurement of goods, professional services and
construction contracts; and coordination of annual project and purchase order carryforward. Additional
processes include maintaining current certificates of insurance for active vendors.
5. Billing: Includes all functions necessary to accurately and timely bill for projects, grant -funded projects,
etc.
6. Timesheet: Includes all business functions to accurately and timely account for staff time. Staff time,
for the most part, is accounted for on a project basis. On occasion, for grant -related projects, staff time
is billed to outside entities.
City of Santa Ana RFP 17-072
MWI 5
Prior to the closure of the Request for Information period, Proposers may recommend other processes they
believe to be relevant in their experience. After that time, additional processes will not be considered for this
RFP. If additional business processes are to be incorporated into this RFP, the Agency will notify all Proposers
through the Addenda process outlined in the Instructions to Proposers (p. 5).
Desired Outcomes & Deliverables
Upon completion of this project, the Agency expects a detailed roadmap to achieving streamlined financial and
business processes agency wide. These processes are to provide consistency and transparency at every
level within the Agency and seamless reporting/communication with external agencies, including the City's
Finance & Management Services Agency, and outside grant agencies.
The services requested by this RFP will provide evidence -based operational improvement recommendations,
conceptually redesigning the way the Agency functions with respect to Administrative Services Financial
Services Section, specifically in the areas of:
1. Organizational Configuration — The Agency recognizes the need to align and plan for changes to its
operational and business structure (e.g., centralized or de -centralized functions).
2. Roles and Responsibilities — The Agency also anticipates changes to current roles and responsibilities
of business process owners and users as a result of, or in conjunction with, changes to fundamental
operations,
3. Policies and Procedures — The Agency requests an evaluation of its current policies and procedures to
ensure compliance with legal regulations and alignment with industry best practices. The Agency
recognizes that this operational improvement effort will necessitate some modifications of, and in some
cases, entirely new, policies and procedures.
4. OMB Uniform Guidance Regulations — The Agency recognizes that aligning any new and/or updated
procedures with OMB Uniform Guidance Regulations will demonstrate positive efforts toward meeting
compliance requirements. The Agency requests the plan to include educating staff on policy changes
and instructions on how to achieve compliance.
5. Financial Reporting — The Agency requests recommendations for ongoing data collection and report
generation that will provide easily accessible financial information for Agency operations and for
communicating with other City and outside grant agencies.
6. Software Implementation — The Agency recognizes the benefit of specialized software to facilitate
ongoing data collection and reporting. Proposers are expected to provide specifications for
recommended software that sufficiently specifies system requirements so that, if necessary, an
appropriate Scope of Work can be developed for a subsequent RFP process. The Agency is not
interested in sole -source marketing materials or any response that is focused on a single vendor or
solution. In consideration of these parameters, proposers responding to this RFP are not precluded
from any subsequent RFP process for software selection and implementation.
Schedule
The Agency desires completion of the elements of this Scope of Work and receipt of all approved deliverables
by December 2017. Proposers should present their most expedited schedule in their response to this RFP.
City of Santa Ana RFP 17-072
2OA-16
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
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
2015, 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
City of Santa Ana RFP
2(�j'1 7
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 any way 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 Santa Ana RFP 17-072
20P.A:f8
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 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.
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
for a minimum period of three (3) years, or for any longer period required by law, from the date of final
City of Santa Ana RFP 17-072
20A I9
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— Fred Mousavipour
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
And
City of Santa Ana RFP 17-072
26A!20
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. 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
to the City all work product completed as of such date, and in such case such work
City of Santa Ana RFP 17-072
2W21
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.
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 United 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 Santa
�Ana RFP 17-072
20 `�-1$2
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Name of Attorney
City Attorney
RECOMMENDED FOR APPROVAL: CONSULTANT
Name (NAME)
Executive Director — (Agency) (Title)
Tax ID#
City of Santa Ana RFP 17-072
MW23
EXHIBIT A
SCOPE OF SERVICES
EXHIBIT B
FEE SCHEDULE (OR) RATES AND CHARGES
City of Santa Ana RFP 17-072
26X-24
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
Policy # _
Issued to
this endorsement form as a part of
Named Insured
Countersigned by
Authorized Representative
City of Santa Ana RFP 17-072
2OFA 215
20A-26
Exhibit 2
AGREEMENT FOR BUSINESS PROCESS
ASSESSMENT AND IMPLEMENTATION PLAN
THIS AGREEMENT is made and entered into this 20th day of February, 2018 by and between
Chazey Partners, Inc. ("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. On September 13, 2017, the City issued Request for Proposal No. 17-072, by
which it sought a consultant to prepare a Business Process Assessment and
Implementation Plan.
B. Consultant submitted a responsive proposal that was selected by the City.
Consultant represents that it is able and willing to provide the services described
in the scope of work that was included in RFP No. 17-072.
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 contracting 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 shall perform the services that were described in the scope of work that was
included in RFP No. 17-072 and as more specifically delineated in Consultant's proposal, which
is attached as Exhibit A and incorporated in full.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its
services under this Agreement, the rates and charges identified in Exhibit B. The
total sum to be expended under the term of this Agreement, including any
extension periods, shall not exceed $413,000. This sum includes the (1) base fee
of $359,120 plus (2) I5%o- of the base fee for estimated expenses by Consultant.
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 and Scope of Work, which may
reasonably be expected by City.
Page 1 of 8
20A-27
3. TERM
This Agreement shall commence on the date first written above and terminate on
February 19, 2020, unless terminated earlier in accordance with Section 16, below. The term of
this Agreement may be extended for one 1 -year period upon a writing executed by the City
Manager and 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
any way 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
Page 2 of 8
20A-28
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. Such insurance shall (a) name the CITY, its officers, employees,
agents, volunteers and representatives as additional insured(s); (b) be primary
with respect to insurance or self-insurance programs maintained by the CITY; and
(c) contain standard separation of insureds 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 the California 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.
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 by the City.
(iii) Certificates and policies shall state that the policies shall not be cancelled
or reduced in coverage or changed in any other material aspect, by
consultant, without thirty (30) days prior written notice to the City.
(iv) Consultant shall supply City with a fully executed additional insured
endorsement.
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
Page 3 of 8
20A-29
and agrees to indemnify the City for any work performed prior to approval of
insurance by the City.
INDEMNIFICATION
Consultant agrees to defend, 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 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. Notwithstanding the foregoing, to the extent Consultant 's services are subject
to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by
Civil Code Section 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, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright 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
20A-30
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 interest 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: Cleric 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
Executive Director
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, CA 92702
Fax 714-647-5635
Page 5 of 8
20A-31
To Consultant: Chazey Partners, Inc.
900 E. Hamilton Ave, Suite 100
Campbell, CA 95008
Attn: Phil Searle, CEO
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 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. 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 mill 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. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed
by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or
right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether
or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
Page 6 of 8
20A-32
16. 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 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.
17. 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 in connection with 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.
18. 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.
19. 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 United 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.
20. 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
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20A-33
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 iully
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
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
M. Funk
ssistant City Attorney
RECOMMENDED FOR APPROVAL
FRED MOUSAVIPOUR
Executive Director, Public Works Agency
CITY OF SANTA ANA
RAUL GODINEZ II
City Manager
CONSULTANT
Name:
Title:
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20A-34
PROPOSAL FOR RFP NO,: 17-072
BUSINESS PROCESSES ASSESSMENT & IMPLEMENTATION PLAN
CITY OF SANTA ANA PUBLIC WORKS AGENCY
20A-35
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) •
TABLE OF CONTENTS
1 COVER LETTER.............................................................................................................................3
2 AGREEMENT STATEMENT............................................................................................................5
3 UNDERSTANDING OF NEED..........................................................................................................5
3.1 SCOPE..................................................................................................................................................................5
3,2 APPROACH&TASKS...............................................................................................................................................6
PHASE1 ........................................... ............................... 9
PHASE2..................................................................................................................................................................... 13
4 FIRM & TEAM EXPERIENCE........................................................................................................17
4.1 CHAZEY PARTNERS PROFILE , ...........................1. 17
4.2 PROPOSED CONSULTING TEAM............................................................................................................................... 19
5 RELEVANT PROJECT EXPERIENCE................................................................................................25
6 SCHEDULE.................................................................................................................................26
7 REFERENCES..............................................................................................................................30
ATTACHMENTS...............................................................................................................................32
Levelsof Process Documentation....................................................................................................32
RoleDescriptions for Specialist Teams.............................................................................................33
Profilesof Proposed Chazey Partners' Resources.............................................................................34
Chazey Partners Revised per email communication request 10/31/17
20A-36
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17)
1 COVER LETTER
November 9, 2017
City of Santa Ana
Attention: Margaret Mercer, Administrative Services Manager
Public Works Agency
20 Civic Center Plaza, 41' Floor, Ross Annex
Santa Ana, CA 92701
Thank you for the opportunity to re -bid on RFP #17-072, Business Processes Assessment and
Implementation Plan for the City of Santa Ana Public Works Agency (the "Agency"),
We have revised our proposal based on the direction provided in your clarification email along with what
we heard in the interview. In line with your request, we have primarily modified the following sections:
Section 3: Understanding of Your Needs — We have revised our Scope of Work (Section 3.1.3) and
our Approach & Tasks (Section 3.2) to address your request for an end-to-end service supporting
software selection and deployment, as well as the implementation of new procedures, in two project
phases. Additionally, we Incorporated and accounted for a scope that Is slightly broader than originally
Identified and Includes all decentralized administrative (clerical) support functions.
Section 4.2: Proposed Consulting Team -- We have revised our proposed project team to better align
with the Agency's needs. The proposed team has been modified to include an optimal mix of business
process and software system implementation expertise, Including the addition of a Lawson expert, for
supporting the full project scope of the business process assessment, the software selection and
deployment, and the implementation of new procedures. Additionally, we have added Section 4.2.3
highlighting our approach and experience related to the software selection process.
Section 6: Schedule — We have updated our schedule to reflect our revised Approach & Tasks (Section
3.2) for supporting an end-to-end software deployment and implementation of new business processes.
We have provided a detailed timeline for project phases 1 & 2 along with the associated sub -phases.
In compliance with the original RFP request, we have included our revised'Fee Proposal' in a separately
sealed envelope.
Chazey Partners Inc. is a California-based corporation. We provide practitioner -based expertise in
Implementing and operating mission -critical business support services and technology solutions. We
have multiple years of experience leading and supporting similar business process reviews and
technology selection projects, in both the public and private sectors.
We confirm that our primary source of revenue does not come from sales and support of software
systems, including any that would be recommended as part of this project.
We acknowledge that we have thoroughly examined and accept the Terms and Condition of the RFP as
described therein.
We are a California small business. For reference, please note that we recently underwent a Fair Work
Fair Wage audit completed for the University of California system and are in compliance with Equal Pay
laws.
I confirm that as CEO, I am authorized to make legally binding commitments on behalf of Chazey
Partners, and this authority covers both this Statement of Qualifications and the Fee Proposal. We
assume responsibility for all services in our proposal. Upon the contract award, we will identify a sole
point of contact with the greatest knowledge regarding the required service operations and contractual
matters, including payment of all charges resulting from the Agreement.
Chazey Partners Revised per email communication request 10/31/17
20A-37
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9117) ' •'
We would be pleased to provide evidence of financial capacity, If requested or required.
Please feel free to contact us with any questions and we look forward to discussing our response to this
RFP with you.
Best Regards,
Phil Searle
Founder & CEO
Chazey Partners
Office: 855-692-6229
Mobile: 408-460-0785
philsearle@chazeypartners.com
Chazey Partners Revised per email communication request 10/31/17
20A-38
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) �i r
2 AGREEMENTSTATEMENT
Chazey Partners, as the Proposer, has thoroughly examined and accepts the Terms and Conditions of
this RFP as described below:
A. Examination of RFP 17.072: Proposer represents that it has thoroughly examined and become
familiar with the services and responsibilities required under RFP No. 17-072 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. 17-072.
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.
3 UNDERSTANDING OF NEED
3,1 SCOPE
3.1.1 City of Santa Ana
Santa Ana is the financial and governmental center of Orange County, the second largest city in Orange
County, and the eleventh largest in California. Six Council members and the Mayor govern the City.
In 2014, the City adopted a 5 -year Strategic Plan. The Plan includes a vision, mission, guiding principles,
multi-year goals, objectives and strategies per goal, and a plan for implementation and accountability.
One of the multi-year goals acknowledged that the City continues to face increasing demands for service
with limited resources. This challenge provides an opportunity for the organization to become innovative
and efficient in the delivery of City Services. An important strategy for accomplishing this goal is to
"create a culture of innovation and efficiency within the organization" with the accompanying guidance
(5.e) to "identify best practices and opportunities for process improvement and automation across City
departments in order to provide effective and efficient delivery of City services to the community."
3.1.2 Public Works Agency
The City of Santa Ana Public Works Agency (the "Agency") is responsible for building and maintaining
all public streets, storm drains, sewers, and water facilities. Responsibilities include traffic management,
the City's drinking water systems, refuse collection and recycling, street sweeping, and landscaping
public right -of way. Consistent with the Strategic Plan innovation and efficiency guidance cited above,
the Agency is evaluating the business practices of the Administrative Services Financial Services Section
(the "Section") to understand operational changes that they can implement Immediately and into the
future. In addition, the Agency seeks to ensure that Its grant management and reporting is in compliance
with the U.S. Office of Management and Budget (OMB) Uniform Guidance.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • I ° P . r
3.1.3 Scope of Work
The Agency is seeking a consulting partnerto evaluate its financial and administrative business practices,
recommend operational changes and support the implementation and operationalization of the future
state operating model and processes. These practices are distributed across the Agency to some extent
and not limited to individuals with reporting lines into the Section. Accordingly, the scope includes all
Agency functions and operations, including the decentralized administrative (clerical) support functions
supported by (6) Senior Office Assistant positions and (1) Data Entry Office Assistant, as well as the
following business processes: cash; asset management; budget; procurement; billing; and
timesheets.
The scope of work/methodology will be separated into 2 phases of work. Phase 1 will be focused on the
evaluation of the Agency's business practices and Identifying and documenting the future state
procedures and software requirements. The key deliverables of this phase will include the following:
• Documentation of business processes, Including As -Is processes and workarounds, and To -
Be process flows in swim lane format to the desktop procedure level
• Future State Recommendations with optimized, streamlined and standardized processes,
including changes to current roles and responsibilities, evaluation/recommendations on policies
and procedures, and recommendations for a leading practice financial, performance and
compliance reporting framework
• compliance with OMB Uniform Guidance, including plans for training and maintenance
• Technology assessment and specifications for any new recommended software to support
the streamlining of processes and facilitate data collection, reporting and budgeting
• If found necessary, the development of an RFP for the system selection end assistance in
selecting the new system
• Development of now operating model and organizational structure to deliver optimal future
state, achieving operational and staffing improvements while incorporating technology solution(s)
and enablers
Phase 2 will be focused on the implementation and cps rationalization of the new operating model,
including processes and procedures as well as a new software system, if procured. The key deliverables
for this phase will be:
• Support of the implementation and training of the software system solution, once procured
• Build of end-to-end future state processes and procedures to effectively align with new
software system, including hand-offs and exception documentation and testing
• Implementation of OMB Uniform guidance training and maintenance plans together with the
new procedures and processes, ensuring these are operatlonalized and working compliantly
• Operationalization of future state, including comprehensive implementation plans with a
detailed deployment approach to support training, the rollout of technology and processes, go -
live, stabilization and optimization
3.2 APPROACH & TASKS
3.2.1 Approach
Overview
In this section, we explain our five -phase approach to transformation, how we leverage the four critical
success factors, and the centralization/decentrallzation cycle that many organizations struggle to move
past.
Five Phase Approach
Our general approach to transformation is based on the five phases as shown in Figure 1.
Chazey Partners Revised per email communication request 10/31/17
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) •
Figure 1: Five Phase Approach to Transformation
PHASE 1
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This proposal covers all phases of work in this five -phase approach which we have mapped to support
your plans and needs: Phase 1: Roadmap, Software Selection & Design and Phase 2: Build, Implement
and Stabilize, as identified in Figure 1. Phase 1 starts as a streamlined phase of work to enable a broad
scope across end-to-end Finance & Administrative services. At the start of this stage, the opportunities
for the Agency have not yet been defined and prioritized. Thus, the initial efforts will be higher-level to
avoid the project team getting lost in detail, while ensuring thatthey have capacity to consider all available
opportunities. Phase 1 will progress, closing with a concise view of the planned future state providing
clearly defined documentation of procedures, roles and responsibilities and software system
requirements leading to the selection of the appropriate tool that will facilitate streamlined process
improvements, provide the ability to have data readily available for budgeting and reporting purposes,
and can be interfaced with the City's Enterprise Management System.
Phase 2 will construct the systems and processes to achieve the future state, and operationalize the
future state solution. Operationalizing the future state design will span organizational, procedural and
systemic changes. We will provide support for change enablement, communications, training, adoption
of new roles, responsibilities and procedures, and integration of new software into daily work practices.
We will ensure that Agency personnel can easily access both pre -designed and ad hoc data to support
budgeting and reporting as needed. The stabilization piece of this phase is critical to ensure that workload
is optimized and operating the way it was designed. The net result of Phase 2 will be a new way of
operating, in line with the Agency's vision, in a more efficient and effective manner.
Critical Success Factors
There are four main critical success factors for any top performing organization: client, process,
technology and people. These critical success factors are shown in Figure 2 below. In many
organizations, there is a focus on process optimization and technology, with some consideration usually
given to ensuring the right people are in place and trained to do the work. As we discussed in our initial
Interview, it is equally important to focus on the needs of the client (internal and external) and
stakeholders, especially In a City/Municipal context. In our project, we will Incorporate required
interactions with other City agencies and departments, responsibilities and accountabilities to the City
Council, and most importantly, the needs of the citizens and businesses in Santa Ana, as served by the
Agency.
Chazey Partners Revised per email communication request 10/31/17
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • r
Figure 2: Critical Success Factors
Central/zatlonlDecentralizatlon Cycle
Structures have benefits and challenges. For example, a decentralized structure can be perceived as
being more responsive to the needs of the various operational departments, with the business being able
to control decisions/budgets, and having the option to customize services to local requirements. These
benefits can be offset by disparate processes, multiple standards and redundancies as several
departments provide similar services. A decentralized structure can have difficulty managing and
reporting on compliance to policies and controls, costs are typically higher, and any increase in needs
requires a proportionate increase in administrative resources (not scalable).
In contrast, a centralized structure can benefit from common systems and support, a strong compliance
environment, and lower costs through economies of scale. However, a centralized model can be
perceived as remote from the business, bureaucratic, and operational departments may see the
centralized function as simply corporate overhead. Unresponsive and inflexible services from a central
group can spawn shadow operations where operational departments build their own systems and
procedures to provide services customized to local needs,
Some organizations move through centralization/decentralization cycles, as they struggle to optimize
their structure and operating model. For example, an organization may experience a control failure or a
directive from a central body that causes it to move from a decentralized model to centralized. After a
few years of extracting costs and standardizing, a new executive may emphasize service delivery sitting
closer to the business, providing the impetus for decentralization of operations. This cycle is illustrated
in Figure 3.
Chazey Partners Revised per email communication request 10/31/17
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) ' =
Figure 3: Centralization/Decentralization Cycle
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One of our key strategies in the optimization of financial and administrative services is to create shared
services that incorporate the strengths of both centralized and decentralized structures, through
strategies such as client -focus, two-way agreements on services and inputs (Service Partnership
Agreements), and Improved transparency with clear costs, and alignment on roles and responsibilities.
3.2.2 Tasks & Deliverables by Phase
PHASE 1
The Business Processes Assessment and Implementation Plan will describe the recommended end state
for Finance and Administrative Services at the Agency and will include the supporting business case,
implementation plan, documentation of As -Is processes, technology assessment and specification for
recommended software, resourcing, governance and communications. The economic justification and
overall change rationale for the implementation are also provided.
The Roadmap will provide all of the information required to support a decision on whether to pass the
first tollgate for the Project: whether to proceed to the subsequent activities of Software Selection and
the Design of the future state. It will also act as an essential control mechanism for the entire project
against which its success will be measured and evaluated.
Once this tollgate is confirmed and passed, the work in this phase shifts to the finalization of the
requirements for the software solution and the accompanying procedures. If the requirement for a new
system is determined, we will support, the creation of the RFP and support the selection of the new system
to streamline processes and facilitate data collection, reporting and budgeting. Additionally, we will
design and document the new operating procedures.
Figure 4 provides the key activities and deliverables for Phase 1. The external Chazey team will provide
the bulk of the dedicated effort to drive content delivery, as much of the internal effort at this stage is of
a consultative and advisory nature.
Chazey Partners Revised per email communication request 10/31/17
20A-43
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) '
Figure 4: Phase 1 Key Activities & [Deliverables
saanit7aP_. 11. 1 ...... .. assteH
Roadmap
This section of the proposal highlights how specific activities in the Roadmap portion of Phase 1 align to
the description of work in the RFP,
Process Documentation
The first major area in the scope of work is to document all relevant As -Is Agency business processes.
The initial effort during the Baseline & Benchmark sub -phase is to collect, consolidate and assess
relevant process manuals, documentation and procedures. This will be done through interviews with
subject matter experts, stakeholder interviews/surveys and review of available documentation. The goal
will be to prepare for the current state roundtables (process review workshops), including identifying the
structure of the workshops and most appropriate participants.
We will conduct several workshops throughout the Business Processes Assessment and Implementation,
Identifying opportunities for standardization and optimization of business processes. The initial goal of
the first process review workshops, called the current state roundtables, is to understand the current state
to a level well enough to identify the key inputs, outputs and hand-offs within the existing processes
across the Agency.
Chazey Partners classifies processes by their level of detail, between level 1 (function) and level 5
(desktop procedures). Whether a given sub -process is at a particular level depends on each clients
operating environment, particularly if attempting to distinguish between levels 3 and 4. Simple processes
may not need all five levels of granular detail. The levels of process documentation are illustrated in the
attachments on page 32.
It is important at this stage to not try to document to level 5 (desktop procedures) as the concern is falling
Into the trap of "process mapping for the sake of process mapping'. This is where organizations spend a
significant amount of effort mapping current state processes to a high-level of precision, having no clear
roadmap on how to action change, and eventually filing the process maps away for future reference. We
avoid this trap through having clear goals and methodologies for each phase of process mapping,
matching the level of detailed mapping to the specific goals of the activity.
The process maps are leveraged and revisited throughout the transformation journey. The initial As -Is
process maps are typically developed to level 3. These maps highlight the end-to-end flow, location -
specific requirements and the necessary hand-offs. A key design goal is to identify ways to standardize
the process as much as possible across the organization to gain productivity efficiencies.
Chazey Partners Revised per email communication request 10/31/17
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9117) • ° • •' i
Streamline & Standardize processes
We will leverage the As -Is process documentation as a key input into an Opportunity Matrix. This Matrix
brings together the observations and analysis from the prior activities with leading practices and impact
assessments. It is typically not practical for an organization to adopt 100% of leading practices as many
organizations lack the required economies of scale, the funding for a new technology solution, or other
enablers. This is entirely normal. Indeed, this is not about achieving "world-class", but rather it is about
moving the Agency on the path towards world-class In a way which is practical, relevant, appropriate and
achievable for the Agency. Therefore, the conceptual design Is not for some "theoretical" organization or
enterprise, In developing these scenarios, It Is important to use appropriate selection criteria:
• Suitability: business criticality, complexity, people, cost and volume
• Do -Ability: operational readiness, infrastructure readiness, external constraints.
At this point, the governance for the Project would then select the priorities for transformation through a
facilitated process. These priorities would consider the individual area's transformational objectives,
capacity for change, potential opportunities, budget and dependencies, such as technology enablement.
We then spend the final sub -phase of the project developing a more granular analysis based on the
approved scope, culminating In the financial business case and implementation plan.
OMB Uniform Guidance Requirements
The Initial sub -phase of work includes Identifying the relevant requirements from the Office of
Management and Budget (OMB) Uniform Guidance. As these guidelines consolidate eight previous sets
of guidance into a single document, the elimination of overlapping and conflicting provisions facilitates
compliance, while reducing administrative burden and risk of waste and abuse. The 2013 guidelines are
being updated and our work will include the most recent changes.
As a key part of the Opportunity Assessment, we will incorporate the relevant Uniform Guidance
requirements Into the Opportunity Matrix, consolidating these recommendations with our other findings
and the gaps between the current state and leading practices.
The final workup towards the development of the financial business case and implementation plan
includes the development of a future state operating model that we will validate against the Uniform
Guidance. This activity will include the development of a complianceltraining plan, that will support
maintenance of the procedures and checklists to assist the Agency in grant administration and reporting.
Operational & Staffing Improvements
To properly support an employee transition plan, it is critical that the Agency complete an Activity Based
Analysis (ABA) as a foundational activity. Figure 5 provides a sample ABA.
Figure 5: Sample Activity Based Analysis
This sample ABA illustrates how an accurate cost for each service line is derived by allocating each
position's time to the high-level processes and extending these totals against the salary budget and
Chazey Partners Revised per email communication request 10/31/17
20A-45
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This sample ABA illustrates how an accurate cost for each service line is derived by allocating each
position's time to the high-level processes and extending these totals against the salary budget and
Chazey Partners Revised per email communication request 10/31/17
20A-45
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17)
relevant overheads. This tool is effective in highlighting differences and gaps between different operating
divisions performing the same function. It also provides the baseline cost for determining the effort
required to operationalize the desired future end state and for measuring future efficiencies. The ABA
will be particularly useful to the Agency to identify overlap in current Finance and Administrative Services
effort and to help drive an organizational design based on teams with clarified roles and responsibilities.
Leading practices recommends moving from a dlstributed/generalist model towards specialist teams
where transactional and administrative services are provided by a Shared Services Organization, with
documented processes and service standards that are agreed to, and to which the providers (and clients,
for inputs) are accountable. This frees up your professional and technical staff to provide more strategic,
business partnering, and proactive services, without day-to-day operational demands crowding out these
value-added roles. The attachments provide an example description of potential roles for specialist
teams on page 33.
The Project will deliver a new operating model and organization design to support and enable the
recommended future state. These will be directly linked to the financial business case and
implementation to provide prudent and achievable performance targets.
Specifications for Software System
We will develop a technology landscape through Interviews with IT subject matter experts and review of
available documents, such as records management workflows (to be developed in the Digital Records
Management project, as relevant). The Technology Landscape reviews and catalogues the City's
Enterprise Management System (EMS) and other supporting technology environment, including feeder
systems and workarounds, to help the project team understand how each of the processes is supported
by the EMS platform or alternative technology.
We will assess and make recommendations on technology. Initial considerations will come from
assessing and making recommendations around what functionality the EMS has, but for whatever
reason, has not been made available. To the extent possible Chazey will look at technologies that the
City already owns but perhaps does not yet fully leverage. Where there are repetitive tasks, we will look
for opportunities for Robotic Process Automation, which can provide effective automation with a very
short return on investment.
In addition, we will consider what additional technology enablement may support the Agency in
streamlining processes to facilitate data collection, reporting and budgeting. We will provide
specifications and recommendations sufficient to allow the Agency to determine if procurement of a new
software system is necessary. This report will link to the process documentation and the
recommendations for process optimization and standardization. A key requirement will be financial,
compliance and performance reporting capabilities that are interfaced with the City's Enterprise
Management System, enabling seamless reporting to external agencies.
Lastly, we will assist the Agency in writing the RFP for vendor selection and will work with the selected
software vendor to ensure that the objectives of the recommended process changes are met.
Implementation Strategies
The final major area of the Roadmap will identify Implementation strategies for all recommendations. We
will provide the actionable roadmap for in -scope services, including a definition of how each component
of the proposed operating model will be delivered, the sequencing of the recommended rollout, and
actions/deliverables agreed in the final plan. This roadmap will define the tasks, deliverables, timeline,
workdays, estimating assumptions, staffing requirements and approach for the Project. We will
recommend changes where appropriate to the existing governance framework to ensure it is robust and
provides strategic leadership, enables effective decision making, approves key decisions, drives
progress, supports quality and secures commitment. The implementation plan will be based on a phased
approach that will consider quick wins, various strategies for the scope for each wave, and any technology
constraints that may dictate certain go -live dates.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • II • r ,
Design
Coming out of the Roadmap, the Agency will have sufficient information to determine the next steps of
the project. In this capacity, the evaluation and decisions will be focused in two key areas; First, to
determine the need to procure a new software system supporting the streamlining of procedures. Second,
to confirm the in -scope services the Agency wants to move forward with transforming.
Software System selection
If it Is determined that a new software is necessary to facilitate streamlined process Improvements,
provide the ability to have data readily available for budgeting and reporting purposes, and be interfaced
with the City's Enterprise Management System., we will help write the RFP, determine the content to be
Included In the RFP documents and recommend what solution vendors that should be included in the
RFP process.
We will work with the Agency to determine the key criteria for assessing the systems through the analysis
of the required functionality, cost, ongoing support, viability of the vendor long term, IT Infrastructure,
ease of use, training methodology, and the service level agreement terms.
We have, as both practitioners and as consultants, assessed the need for, evaluated and Implemented
many different software systems and technology platforms. Our experience will help ensure that the
Agency selects a system that effectively and efficiently meets its requirements for streamlining data
collection, reporting and budgeting processes and procedures.
Design Procedures
The other key activity of this phase is the design of the new operating model and organizational structure
to deliver the optimal future state. The key outcome of the design is ensuring that proposed model is
practical, relevant, appropriate and achievable for the Agency and best supports its operational and
staffing goals while properly incorporating the technology solution(s) and enablers.
One of the key activities for achieving this is to facilitate workshops and small group work to design the
standardized, cross Agency To -Be processes at the sub -process and activity (desktop procedure) levels.
We will identify, confirm and prioritize the key process transformation opportunities with the internal
project team and key stakeholders. These activities will confirm end-to-end process ownership,
responsibilities by role and location, while documenting both the client and provider accountabilities. The
key output is the documentation of process maps and desktop procedures, validated and signed -off by
the internal team and subject matter experts.
PHASE 2
After Phase 1, the key opportunities for streamlining and standardizing processes will be identified and
prioritized. This phase will begin by confirming that all functions are appropriately developed and fully
integrated into the end -state organization and conclude with the operationalization of the new model.
This includes ensuring that all processes have been clearly documented to identify who has
responsibility, all systems and technology are appropriately incorporated, and the work requirements
have been optimized. Through the work in this phase, we will assess the effectiveness of the operational
state and make changes to address any weaknesses identified.
Figure 6 shows the full schedule of activities and deliverables we will complete in Phase 2
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City of Santa Ana RFP 17-072 i Statement of Qualifications (Revised 11/9/17) r
Figure B: Phase 2 Key Deliverables& Activities
Build New Procedures and Software System
In this phase, we will facilitate workshops and/or small group work to finalize the standardized,
streamlined To -Be processes at the procedure level. All hand-offs and exceptions will be approved and
clearly documented. This will result in the validation and finalization of the written process flows and
procedures to be deployed at implementation.
If a new software system is procured, we will support the configuration and building of the agreed
technology enablers and ensure effective integration into the To -Be processes and procedures. Key
steps will follow the Agency's procurement/development pathway, but will typically include: configuration
and development; integration and interfaces; testing (including user acceptance testing); and training.
We will also work with functional SMEs and IT experts to ensure that the technology solutions and future
state technology touch points are highlighted in the To -Be process flows and that feedback and
considerations from the process optimization activities are used to update any technology assumptions.
We will further detail the extent of technology standardization and any bridging solutions to account for
the potential of extended technology go -lives.
Performance Measurement Framework
Another key activity is socializing the concept of Input, output and operational KPIs, incorporating this
into a Performance Measurement Framework. We will incorporate and adapt the nine elements (Figure
7 on the next page) of the Client Interaction Framework into the Build.
The agreed upon metrics will be confirmed, including key performance indicators and benchmarks. We
will then build the processes for tracking and reporting performance, leveraging available technology to
automate the reporting process for a full framework of input, output and operational KPIs.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17). °
Figure 7: Client Interaction Framework
Operationalize deployment of new procedures and system
Deployment will be managed to roll out the future state in a planned, controlled fashion, respecting the
capacity of the internal team, clients, technology, and the legacy organization. We will use a detailed
deployment plan Including the deployment schedule, cutover checklist and the deployment team
resourcing to identify process, technology and organization transition activities required for a successful
go -live, including the timing of activities, key dependencies and roles/responsibilities of all parties.
We will support the training on end-state/future state processes through the creation of training
materials based on finalized processes & systems. Additionally, we will facilitate work shadowing (to
the extent that one group of people is tak6g over responsibility of processes from another group of
people) and knowledge transfer from customer and incumbent providers to the extent needed.
The focus is ensuring both the new future state organization and the customers are ready for go -live.
Key steps include readiness testing in the month before implementation, documenting all issues, and
preparing the pre -implementation action plan to ensure that all go -live critical issues are resolved prior
to date of implementation.
OMB Uniform Guidance
During Phase 2 we will take several steps to ensure compliance with OMB Uniform Guidance. First, we
will ensure that OMB Uniform Guidance requirements are built into the new procedures and software
system usage steps. During implementation of these new procedures, we will test compliance with these
requirements across a range of applicable test cases. Finally, during stabilization, we will utilize a self -
audit to confirm OMB Uniform Guidance compliance and teach others in the Agency how to periodically
use this self -audit to sustain compliance going forward.
Stabilization
Post -implementation focus will shift to Stabilization. This sub -phase is focused on ensuring that all
functions are fully integrated and operational in to the end -state organization. Procedure and technology
documentation is revised, if necessary, to accurately reflect any modifications to the final processes.
The systems and procedures for creating performance reporting and the framework for obtaining
feedback from customers and service providers are evaluated and confirmed to ensure weaknesses are
identified for ongoing improvement.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) QW411
I
3.2.3 Suggestions & Special Concerns
Our primary suggestion is that the Agency not underestimate the opportunity to truly innovate and
become more efficient through this effort. We have completed a significant number of transformations,
including process assessments, compliance studies and technology evaluations for public and private
organizations over more than 10 years. We understand the work required to achieve a transformative
change of this type.
In addition, we suggest that the Agency consider notjust a software system, but also scalable technology
like Robotic Process Automation, Data Analytics/Business Intelligence and Process Orchestration tools
to achieve its stated goals more quickly.
3.2.4 Assumptions & Exclusions
Our proposal provides a range of support required to complete the two phases outlined in our approach.
The exact time and effort will be better defined after the Roadmap sub -phase. Atthis point we will provide
the Agency with recommendations regarding a technology recommendation and future state
opportunities. Once the Agency decides what opportunities to pursue we will be able to better determine
the time and effort of the Chazey team.
Expenses would be itemized separate from fees and charged on a cost recovery basis in accordance
with the City's policies. Invoices will be raised approximately monthly and linked to the completion of
deliverables in this proposal. The invoice will include a detailed breakdown of work completed by each
team member. Chazey Partners will Invoice for straight hours worked and does not bill for unproductive
travel time.
We understand that the City will select the consultant based on qualifications, and then negotiate a
contract price based on available funding
We accept the terms in the RFP and exhibits and do not request any exclusions.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • , r
4 FIRM & TEAM EXPERIENCE
4.1 CMAZEY PARTNERS PROFILE
Chazey Partners brings together a unique wealth of expertise in implementing and operating world-class
business support and Shared Services Organizations around the globe.
We operate a variable resourcing model, making use of a mix of employees, including both long-term
and short-term contractors. This ensures that we stay very flexible and can bring highly experienced
resources to our client engagements at very competitive rates, providing excellent value to our clients.
We have more than 120 resources located across the globe, with experience spanning multiple industries
and jurisdictions.
Chazey Partners' values and mission are well aligned with those of the City of Santa Ana. We are
passionate about innovation and efficiency enabling the back office to be the source of proactive, efficient,
high quality services. Our approach is built upon a commitment to teamwork and knowledge transfer,
where the Integrated internal/external project team work in partnership to achieve their shared goals. We
further are committed to the highest levels of integrity and ethical practice throughout our services and
work.
4AA Experience
We pride ourselves in having built, operated and turned around some of the world's most highly
commended and ground -breaking administrative operations, In both the private and public sectors,
including "correcting" previously underperforming operations.
We have worked with several clients in the public sector including local government (Government of New
Brunswick), government agencies (The Department of Health & Human Services, Interior Health,
Northern Health) and major university systems (University of California, Iowa University System). Figure
8 below illustrates several of our clients.
Figure 8: Example Clients of Chazey Partners
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Our focus and drive are based on supporting organizations to maximize the value and quality of their
financial and administrative services. Our functional breadth of experience includes the "big four" of
finance, human resources, Information technology and procurement, plus other support services such as
legal, facilities, real estate, customer support, demand planning, and communications.
4.1.2 Time in Market
Chazey Partners was founded in early 2006 by Phil Searle and has grown significantly in the more than
eleven years since then with successful engagements in the United States, Canada, Mexico, Colombia,
Brazil, Costa Rica, Argentina, United Kingdom, Ireland, Turkey, Singapore, and Hong Kong. Chazey
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) ' • •'
Partners is a GSA certified small business headquartered in California with significant public and private
sector experience in the state.
4.1.3 Services Supplied
We are a practitioners -led management advisory business that empowers our clients to strive for world-
class excellence through our three core competencies: Shared Services, Business Transformation and
Enterprise -Wide Security.
Because we are passionate business people and Shared Service practitioners, we care about your
success and deliver solutions relevant to your organization. We have worked with a broad range of
technology providers to allow us to offer tailored, yet innovative solutions to the Agency. Figure 9
provides more information about our service offerings.
Figure 9: Chazey Partners` Service Offerings
SHAREDSERVICES
End-to-Fnd, From assessment to
Implementation
optimization &Rebootinng �
Outsourcing Assessment
TechnologyEnablement
Global Business Services
Robotic' process Automation (RPA)
Coaching
BUSINESS TRANSFORMATION
Organization Design
Location Analysts
Staffing Services
M&A
Technology Enablement W
Business continuity Planning
ENTERPRISE WIDE WORM
Audit services
Cybersecunty
Operational Security
11-2
Business Continuity Planning
The niche specialties that would apply specifically to the Agency's needs and this project include the
following:
• End -to -End process improvement, from assessment to implementation
• Technology enablement
• Robotic Process Automation (RPA)
• Organizational design
We have extensive, multi-year experience In these areas. We can leverage our operational and
consulting experience from multiple client engagements and our partnerships with APQC (America
Productivity & Quality Center) and SSON (Shared Services & Outsourcing Network) Analytics. We bring
a practical approach that enables our clients to leverage this information for sustainable transformation
with excellent return on Investment and payback.
4.1.4 Critical Areas of Specialty/Strengths
Chazey Partners provides a different approach to that typically experienced with other consulting firms
as summarized in Figure 10.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) '
Figure 10; The Chazey difference
The continuity in our relationship with you is Important. That is why the senior staff that the Agency will
meet if there is an interview during the RFP selection process will be Integral to the Project, driving content
and being present and available to the Agency throughout the project lifecycle.
Our people are practitioners and subject matter experts who have gained significant operational
experience transforming administrative operations, and designing, setting up and running global business
support operations. This includes extensive work on worldwide support operations, involving the
establishment and operations of Centers of Expertise and Shared Services Organizations of various
types, including working with our clients' third -party business process outsource providers, if and as
appropriate. The strength of our capability is based on practical experience and we are proud of this
solid historical foundation. The Agency will benefit from our senior staff and practitioners, which is an
approach that can vary from that used by other consulting firms who rely on more junior staff for the bulk
of their project work.
We are committed to adding significant value to our clients through partnership approach. Our
philosophy is to partner with our clients to ensure the optimum suitability of the solution and to transfer
our knowledge to the internal team members, improving engagement and ensuring internal ownership of
the project. The Agency will benefit from this partnership approach in which Chazey Partners supports
the transformation of support services with the Agency, in contrast to a consulting firm that attempts to
impose a transformation or standard solution upon its clients.
Chazey Partners prides itself on its tailored and client -centered methodology. We ensure that the four
critical success factors (process, people, technology and client) are integrated into each activity. Many
projects consider technology enablement and process optimization, and many organizations focus on
ensuring the right people are in the right positions. In our experience, we find that client engagement
can be a blind spot. Involving and engaging the client throughout the planning, design and build of your
future state is key to achieving a transformation that is sustainable and effective.
4.2 PROPOSED CONSULTING TEAM
4.2.1 Organization Chart
The organization chart for the proposed consulting team for the Project is presented in Figure 11 below.
The Engagement Partner for the project will have responsibility for the overall project and client
relationship. The Senior Project Manager will be the "on the ground" role, coordinating between the
various project workstreams and stakeholders.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • I r
Figure 11: Organization Chart of Proposed Consulting Team
Functional Process Leads
A2
Robertlbwla n ena V eggs
Subject Matter Expert BPI Manager
Phll Searle
Engagement
Partner
i
Graig Ackerman
Senior Project
Manager
Information Technology
Christian Wedlock Hilda Rivera Kim Bernal
BPI Manager BPI Analyst BPI Analyst
4.2.2 Proposed Effort by Resource
In Figure 12, we have provided the estimated hours of each individual's time to be devoted to the Project.
As recommended we have provided a range of effort that will be required to support both phases of the
Project.
We will be able to better determine the required effort after the Roadmap phase and the Agency has
determined what opportunities it will be moving forward with and the extent to which implementation
support will be required for the technology software system selected.
Based on eight hours of work per day, this work effort represents between 218 and 256 days.
Figure 12: Proposed Effort by Resource
PHASE 1 `f'
Engagement Partner PhIl Searle 10.0 80 10.0 so
Senior Project Manager Craig Ackerman 32.0 256 32.0 256
Subject Matter Expert Robert Towle 9.8 78 9.8 78
BPI Manager Diana Villages 60.0 480 70.0 560
BPI Manager Christian Wedlock 15.0 120 15.0 120
BPIAnalyst Hilda Rivera/Kim Bernal 11,3 90 28.0 224
138.0 1,104 164.8 1,318
PHASE 2
Engagement Partner Phil Searle 610 48 4.0 32
Senior Project Manager Craig Ackerman 18.0 144 20.0 160
Subject Matter Expert Robert Towle 0.0 - 0.0 -
BPI Manager Olona Villegas 28.0 224 34.0 272
BPI Manager Christian Wedlock 0.0 - 0.0 -
BPI Analyst Hilda Rivera/Klm Bernal 28.0 224 34.0 272
80.0 640 92.0 736
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17)
If there is the need for additional support beyond what has been included In this proposal or If there is
need for additional time due to an extension of the timeline, then Chazey Partners would be happy to
support such additional effort, subject to negotiation and approval, and Invoiced based on the hourly rates
In this proposal.
423 Software Selection Experience
We are experts in modern electronic concepts, technology trends and best practices. Ourteam members
have been leaders in the understanding and development of effective and appropriate technology
enablement, including data capture, reporting and analytics; web based applications; ERP and other
functionality; hosted and cloud computing; software -as -a -service (SaaS); application Interface tools and
techniques; and robotics and intelligent automation. Indeed, we are often asked to write about or speak
on these subjects. For example, Phil Searle was recently asked to be an expert panel member at an
event in Washington DC discussing the applicability, relevance and opportunity provided by SaaS in the
Federal Government. From our experience, we absolutely understand the importance of enabling
technology systems and bring our wealth of experience to this project.
Our approach is to focus on the needs of and value to the Agency, treating technology as an enabler of
better work practices. We view all technology implementations as a business supporting initiative and
not simply as a technical project. Ultimately it is all about value to the Agency. We help ensure success
by resourcing technology projects with an optimal mix of information technology, business systems, and
business process integration expertise, matched with business process owners and internal client
representatives.
We have, as both practitioners and as consultants, sponsored, evaluated and implemented many
different software systems and technology platforms. We have given many expert presentations on
technology and written a number of articles, and have written and assessed responses relating to
software systems for numerous RFPs. Some examples of our experience include:
• RFI/RFP creation, software assessments, vendor selection and implementation support for
organizations in both the public and private sectors, including a provincial government In Canada
• Implementation of financial, business intelligence and data warehouse systems as well as multiple
other technology enablers
• Significant experience working with technology/automation providers to implement chosen
software, in coordination with the business and aligned to business needs
• Rollout of ERP, document management and imaging software across a multi -country business
• Provided strategic advisory and project management support for the peer-to-peer ERP project,
where two health authorities in British Columbia, Canada, integrated and shared their financial
and human resources information systems to achieve a single ERP with common standards,
business process ownership and for select departments, shared staffing
Based on our experience of technology enablement globally and within North America, our approach will
use a proven methodology that has successfully delivered a wide range of system implementations in
many industries for both public and private sector clients. For this engagement, we have mapped our
methodology to meet your unique requirements. We will work in collaboration and partnership with the
Agency's team to determine the software system needs and ensure a comprehensive solution is procured
that will facilitate streamlined process improvements, provide the ability to have data readily available for
budgeting and reporting purposes, and can be interfaced with the City's Enterprise Management System.,
4.2.4 Resumes
We will bring to the assignment a very experienced team providing an optimal mix of mix of financial and
administrative process experience and software selection and implementation specialists. Profiles for
each of the Chazey Partners proposed resources are provided in the attachments starting on page 34.
In this section, we have highlighted the experience and qualifications of each of our team members.
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) 1111111111111JORM MWAIIN
Engagement partner— Phil Searle
Phil Searle will serve as engagement partner and principal executive. The Engagement Partner is
responsible for the overall project and client relationship. He will support the Chazey Team as needed
and will act as the key interface with the Agency senior leadership, providing leadership, domain
expertise, oversight and guidance to the Project on a part-time basis. The Engagement Partner will
perform the quality assurance review process to the Project, and would normally be on the Project
Steering Committee, helping to ensure effective project governance.
Mr. Searle brings over 26 years of experience in business transformation, support services, Shared
Services, and technology. He is an expert in Finance transformation, establishment of Centers of both
Excellence and Expertise, and is uniquely qualified to serve as Engagement Partner on this project.
Phil was Granted 01 Visa status by the US government in 2005, which then resulted in Phil gaining
accelerated Green Card status in 2009 through the EBI Extraordinary Ability Green Card program. The
01 then EB1 "Extraordinary Ability" classification is a type of employment visa that grants permanent
residence status under United States immigration law, applying to "aliens who have extraordinary ability
in the sciences, arts, education, business, or athletics which has been demonstrated by sustained
national or international acclaim". The EB1 was granted by the US Federal government in recognition of
Phil's unique expertise in Shared Services and Outsourcing. Phil is now a US citizen.
Phil was also issued with a C10 Visa by the Canadian Federal Government in 2009. This has been
renewed annually since 2011. This visa is only granted where there is "Significant Benefit to Canada
[R205(a) CEC C10]. To use this exemption, the benefits to Canada must be obvious. The exemption is
intended to address those situations where the social, cultural or economic benefits to Canada of issuing
a work permit are so clear and compelling that the Importance of HRSDC Confirmation can be overcome.
Phil was named Shared Services and Outsourcing Thought Leader or the Year at Shared Services and
Outsourcing Week in Budapest, May 2009.
Senior Project Manager -- Craig Ackerman
Craig Ackerman will serve as Senior Project Manager. Craig will act as the "project manager/principal
agent" and will be the primary contact person to represent Chazey Partners. He will be the person to
conduct the presentation, if we are Invited for a second interview.
The project manager role includes bath functional and technical project management responsibilities,
The functional aspect of the role Includes bringing functional and subject matter experience, knowledge
of leading practices, and strength in Chazey's methodology to drive projects to successful conclusion.
The technical aspect of the project management role is focused on managing people, interactions, and
the detailed project management plan to ensure that the overall project stays on track and meets its
objectives. This role will do many of the presentations, including updates on progress, assumptions and
deliverables. The project manager is also responsible for raising concerns, addressing roadblocks,
managing timelines and budgets, and dealing with any necessary escalations.
Craig has over 25 years of experience in business leadership, transformation and shared services
Implementations. He is an accomplished C -level partner with multiple successes In rapidly assessing
organizational leadership capabilities, team effectiveness and key processes to define or optimize
corporate structure, enhance service quality, and achieve strategic savings, He has managed and led in
diverse roles, including operations, finance and accounting, human resources, information technology,
and sales. Craig has an MBA from Boston University and a BSc degree in Computer Science from the
United States Military Academy at West Point.
Subject Matter Expert-- Robert Towle
Robert Towle has been assigned as Subject Matter Expert (SME). Robert would be the associate -in -
charge if the Engagement Partner and Senior Project Manager were not available. The SME role is a
key advisor for the production of deliverables. This role helps to synthesize the results of assessments,
interviews and analyses into actionable recommendations for current and future operational
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City of Santa Ana RFP 17-072 J Statement of Qualifications (Revised 11/g/17) ' o
improvements. The SME will also act as the key "solutions architect" for major deliverables, and support
the project team in reviewing all deliverables, analyses, actions and outcomes.
Robert has over 20 years of experience In Finance, Shared Services and Technology implementations,
He has managed multiple shared services transformation projects and has held multiple roles managing
shared services operations in the U.S., U.K. and in multiple locations in India. He has leveraged his
training and experience in Lean and Six Sigma on multiple occasions, to help organizations optimize and
transform their business operations. Prior to his recent assignments, he was the Vice President of
Finance for Pinkerton Consulting. Priorto Pinkerton, Robert was the Vice President of Global Operations
Finance for Travelport Limited, with responsibilities including the management of company's Indian
Shared Service Center, global corporate travel and North American payroll operations. Additionally, as
the U.S. Controller for Hewlett-Packard, he held responsibilities for the Project Accounting organization,
including business transformation post -merger with Compaq Computer.
He is well suited to developing transformation activities, but is comfortable focusing on daily operational
issues, managing staff at all levels and ensuring a high level of customer service. Robert holds an MBA
with dual concentrations in Finance and Information Technology from Auburn University.
Business Process Integration
Diana Villages and Christian Wedlock have been assigned as Business Process Integration (BPI)
Managers, and Hilda Rivera and Kim Bernal (an Infor Lawson and Lawson BI expert) as BPI Analysts.
They will work directly and closely with identified internal resources, bringing a well-rounded background
of knowledge and expertise in business processes and technology enabling Implementations gained from
hands-on experience with a range of clients. The BPI resources will be responsible for specific
deliverables, Including requirements gathering and assessment activities, identification of process
improvement opportunities, facilitation of process improvement workshops, and helping to produce the
detailed analysis and templates.
Business Process Integration Manager Diana Villages
Diana has 10 years of experience in leading business process Improvement initiatives with focus on
financial processes, operational efficiency, and compliance. Her expertise includes design,
implementation and improvement of financial business processes based on best practices and
benchmarks as well as training employees on new processes. She has vast experience developing and
implementing compliance focused processes and will provide strong leadership to drive the overall
success of the project from end-to-end.
Business Process Integration Manager Christian Wedlock
Christian has over 10 years of experience supporting a wide variety of IT systems in a broad range of
industries including Government, non -profits and higher education. He has held key roles on multiple
public -sector projects, including the Iowa University System, Lawrence Berkeley National Laboratories,
Intericr/Northern Health and the Government of New Brunswick projects. He has managed deployment
of multiple software solutions, led numerous initiatives focused on the improvement of internal systems
and processes. He is adept at IT business support, training, development and management as well as
advising on IT governance.
.Business Process Integration Analyst — Hilda Rivera
Hilda has over 20 years of experience in assessing and mapping business processes for system
integration and enablement, including business process reengineering and management of technology
solutions in the public and private sectors. She has been responsible for leading teams In assessing
business processes and the implementation of system solutions across Quote to Cash, Procure to Pay,
and Human Resources. Most recently, she has been working with UC Davis on the Optimize HR
Implementation looking at technology and process improvements for the academic and health campuses.
Business Process Integration Analyst — Kim Bernal
Kim Bernal is a business process and software applications expert with over 20 years of extensive
experience in developing and implementing business intelligence solutions. She has been highly
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City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17)
successful In managing a variety of business process re-engineering projects across a wide range of
functions Including financial application implementation and upgrade projects.
She is an experienced, skilled application consultant with expertise in numerous actions across a wide
range of Lawson software solutions including Business Intelligence, Financial Applications, Supply Chain
Management, Distribution Applications, and Human Resources. In addition, she is a financial business
consultant and certified project management professional (PMP).
4.2.5 Internal Project Team
Our approach is based on knowledge transfer: we partner our external consultants with your Internal
project team, so that we complement our methodology and expertise with your team's understanding of
internal culture and environment. Chazey Partners would provide the dedicated project team capacity
and do most of the content delivery for the Roadmap. We do not typically request a significant amount
of time from internal resources in terms of percentage of their work week, but we will need named subject
matter experts, in scope business process owners and named key stakeholders to engage with when
needed. We will also need to schedule Workshops in a timely fashion and have access to key people as
needed.
In Phase 2, the workload becomes more balanced, although we'll flex our approach to your internal
capacity. As operationalization occurs and we move into the Stablllzation phase, the external project
team members will roll off depending on how quickly the new To -Be structure, and its own enabling
functions, is transferred.
We recommend that the single, integrated project team will include the following internal roles as outlined
In Table 1 on the next page.
Table 1! Internal Team Roles ,3r Resourcing
Executive
• Provide leadership & strategic direction to Project
Sponsor(s)
s Rale includes:
o Setting and communicating the strategic vision and imperatives for the Project
o Owning the results and success of the Project
o Having the power to remove roadblocks and support success
o Making the Go/No-Go decisions
o Receiving regular status updates on risk/Issues/quality management
o Member of Project Steering Committee
Project Lead
+ Competencies
o Understanding of how the Agency operates
o Has key relationships across the City
o Functional and Technical project management skills
Internal driver(s) of the Project and will help the team to communicate effectively and manage
resources, assignments and deliverables
+ Shadow/support the Chazey Project Manager
• Coordinating the initiatives& activities within and across the Agency
• Facilitating access to the key stakeholder groups
• Support change management activity
• Ensure compliance with the Agency policies and procedures
Change Manager
+ Competencies
o Clear understanding of the goals of the Project and the Impact on Individuals, teems &organization
o Since change activities & communications becomes more targeted and frequent In Implementation
phase, a specialist resource Is recommended to be assigned to the team
• Leading organizational, process and cultural change activities across the organization
a Advising on the Agency change/cultural Issues
• Supporting the development of tailored communications
• Facilitating training
Chazey Partners Revised per email communication request 10/31/17
20A-58
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • I• •' °
Project
Coordinator
______updates
• It is vital that this person has good organizational skills, is methodical and possesses good Interpersonal
skills
• Must be able to work at a senior level within the organization
• WIII provide admin support In setting up meetings, calls, and project stakeholder/steering committee
Business Process
—�
• Competencies
Leads
o Relevant and comprehensive understanding of the Agency's business processes and procedures in
the assigned process area
o Understanding of the Project and its goal
o Good communication skills
o Ability and empowerment to make guiding decisions in support of the Project Team and the Agency
• Document and sign off on business processes
• Coordinate and facilitate access to other subject matter experts across Divisions
• Champion participation in relevant workshops and Conference Room Pilots (CRPs)
• Facilitate the drafting and agreement of the Service Delivery Framework and Service Partnership
Agreements (SPAS)
a Facilitate and participate in relevant user acceptance testing (UAT)
• Facilitate training programs In support of the new operating model& any new technology enablers
• participate in development of metrics and Key Performance Indicators (KPis)
• Assist with communication and change management
Function Heads
• Provide lnsightand understanding of their relevant process
and Subject Matter
• Division and Agency knowledge as well as subject expertise will be needed
Experts (SMEs)
• Review and update process documentation
o Provide bulk of effortto develop detailed process design and desktop procedures
a Participate in job shadowing and training, as applicable
• Bring Agency specific experience along with the ability to challenge the existing approach
4� 44I 111*4tl rrr;JZ1i111*•]I94AU4V14iqL
Chazey has worked with several clients in the public and private sector to successfully deliver the same
and similar transformational assessment programs, and we have gone on to assist those clients with their
implementations. Some brief examples of these include the following;
• U.S. Department of Health and Human Services — Program Support Center — Strategic
Advisory Support and New Metrics Framework - 2013-2014 — Provided strategic advisory support
for the five -business line shared service operation. Additionally, provided assessment and re-
implementation of new key performance indicator (metrics) framework based on best practices —
Anne -Marie Massenberg, Former Chief of Staff, PSC/U.S. Department of Health and Human
Services Government of New Brunswick
• Iowa University System — Efficiency and Transformation Review for Shared Services and
Centralization for Finance, IT and HR, across three universities within the Iowa University System
— January 2015 - May 2015 — Delivered Opportunity Roadmap with Business Case and
Implementation Plan — Mark Braun, Chief Operating Officer, Board of Regents State of Iowa
• Fisheries and Oceans Canada — January to March 2015, Chazey Partners supported the
Department of Fisheries and Oceans, a Federal Agency, with an assessment and
recommendations on how the Accounting Hub could Improve its performance measurement
reporting, including key performance indicators, service standards, an evaluation of proposed
metrics, and providing an alternative proposal for a new performance measurement framework
• Lawrence Berkeley National Laboratory - In June 2012 Chazey was invited by Lawrence
Berkeley Lab (LBL) to provide an evaluation of opportunities for HR at LBL, including looking at
the existing HR Service Center operations and the opportunity to expand the scope for shared
services at the Lab.
• University of Callfornia, Davis
Chazey Partners Revised per email communication request 10/31/17
20A-59
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) •
0 Shared Services Center Assessment- In 2013-14, performed a six-week review of the
first eighteen months of the multifunctional SSC's operation, in recognition that
performance was sub -optimal to the original business case. In carrying out this review we
focused on the strengths, weaknesses, issues and opportunities associated with the
deployment of Shared Services at UC Davis and the operation of the SSC Itself.
o Optimize HR Implementation - December 2015 to August 2017, provided an Interim
Chief Human Resources Officer to provide day-to-day oversight to the University's HR
function, and separately provided a team to conduct an Assessment and Implementation
of HR recommendations. The Assessment and Implementation included an evaluation of
the health of the UC Davis HR organization, analysis of stakeholder perspectives on
previously completed recommendations/implementation, providing business segment
recommendations, evaluating the efficiency and effectiveness of HR services and
structure, and assisting with implementation of the recommendations
University of California System
o UC San Francisco - HR Shared Services Assessment - July to September 2014,
Assessment Roadmap of existing HR shared services operations, with opportunity and
implementation plan
o UC Office of the President - Business Continuity Planning - July to October 2014,
Chazey Partners facilitated Business Continuity Planning for the UCPath Center in
Riverside, California, at the University of California, the new Shared Services Center
providing payroll services for the UC System's 200k employees.
o UC Office of Chief Investment Officer - Business Continuity Planning - March to July
2015, facilitated business continuity planning for the Investment Office, that manages the
UC System's retirement, endowment, working capital, and cash assets, with portfolios
totaling $100 billion.
Government of New Brunswick Internal Services -Agency -Implementation 2009.2012 - T-he—
engagement started in 2009, lasted three years, made up of several phases and projects, and
achieved over 25% cost reductions across accounts payable, payroll and benefits, Information
technology operations and service desk. This was a complex engagement with multiple locations
across the province and multifaceted stakeholder groups. The project scope also subsequently
included procurement in the form of a full (Procure -to -Pay) P2P end-to-end review.
Interior Health & Northern Health - February to July 2012, these health authorities engaged us
to complete a business case on the feasibility of integrating their separate Payroll and Human
Resources Employee Services (compensation, benefits, internal recruitment) departments.
6 SCHEDULE
We have the experience, robust methodology and skilled workforce to enable completion of the project
activities. The schedule by phase is provided in the table below.
Chazey Partners Revised per email communication request 10/31/17
20A-60
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) 111111111111WORM 07I4WAITIN
Figure 13: Project Schedule - Summary
Mao
s 1) Roadmap, SoltMNfe Selection It Design
s 2) hrplementadm A Stabilization
Figure 14: Project Schedule — Sub -Phases
Mile 2013Jan 90/8 Fell
a1)Roadmep, Stlltwara 6ekwaonADaslgn
6 14) S9lpffno A Benchmark
k 1,91 Opp plunily Aasheonc s
h 1,3) Oueon3oCaeaAAcadmop - o i
F 1.4) SoHxnro SoleclWn
F 1.3) Dollop
r 2) InWterlwMOdOa A Stabllitatfon -
h 21) Puld
h 2,2) Deploy
b 2,3) afeb0lza Opamacns
2010mey 2913,190
g0t3JW
9010Aug
2918 Sep
90190ct
a
Zola May 2madun
3013Ju1
2013Aug
901330
0180M
The following figures provide the Gantt charts for the Project Schedule of proposed project activities.
Figure 15: Project Schedule — Phase 1: Roadmap Sub -Phase: Baseline & Benchmark Activities
?ala Y913Jen "loft 2010Mnr "IGApr 2013 May
1) National, Soltwnra RebnibnA bOalgn - -.
w 1.1) Suea3aM purchases
o IJA) 11olleardolsoldpadaolplanforpnasa
w 1A.9) ROWawoulpula iron)wnrk•trndmo 8. avatYablaprodarnwnde
Nperirg
Ir 1.1,3) DWoIW FAQs 3 sample mmmuNcelfons for phase
r /dA) Modliza foam Akkk aH pro�oY
•Id A.1) Mobillzooatemolteam
• IAA.2) E%farna to manias onsite Wr 9nt aIle Waft
• 1.1 A.3) lMuolnp prnsenMllon mat«Ims torldako3mcOftng
+ 1.1,4A) CAon kickoff pmsentatlon
+ UA.3) Praldx feedback on kickoff pmsentatbn
+ 1.1,4.8) Attend kickoff meating
% I.IA.7) FalflilafokkkaHmoelffg
tntorg.keystakehald.
+ 1,1.0) Cnilocl {nr«motion on Imscopelootnology, (oederayatams.
tWdumtuntle, Alniedaco0
• 1.1.7) Doch neM nnerlcial reporting Mechanisms 4 West simple
repoiro
e 1.10) Conduct Co AoSWly Dared An l,tsa
• 1.1.9) IdaMlfy rolwont OMs, Uniform Guidance requirements,
F 1.2) Oprymfurvnym esemont
h 1.3) Weirs" Dae 3 Roadmap
e 1A) 3o164are3eloc9on
16) Cesgo
Am
Chazey Partners Revised per email communication request 10/31/17
20A-61
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • i a � ' �
Figure 16: project Schedule— phase 1: Roadmap Sub -Phase: Opportunity Assessment Activities
arta
• 1) Roadmap, Balpvare Snlwltana Oafllgn
P 1.1) WoolheMMfimmk
ria) Opglrtoniiy Assrmemonl
P 12.1) Oonductcuttmnl emMnumllabitla
• 1.2.2) Bomommnl M1MMntAd-lh buak*o p000saas M levsl 2-3
IpMC&eaos & mubVMS$oa)
R 1.3.3) ( pfeto AO(M1y Based Analyaia& Bonchwong Repod
k 12A) compMln Stakeholder analyeb
1.2.6) A3M$ Ngh4ovel loohnology Aafdmoapc
+ t2.I) Moss Ands date colledbn&report gonaow.n
• 1.2111nmrynm(a OMB UnIMmn Ouldonce, lnM ossoaameM
+ 1.2.%L4mIuglCgovwnmlce&pMkles
* 1.2.9)(Mvolop OppoduNry Matdx& pmsent to leadeYmhip
• 12.8.1) Comagdet0 themes froln IWal aollvBks
• 1.2.0,2) POPobIO Qpprxlunlly Maldx lemplste
• /.2.0.3) OA on Opp Maatx
• I.10A) Pmvlde fosdleaok on inNol draft of Opp Wtdx
• CIAO) PrePnrOOppnmMryMnMrcpresentatlan mMadpts
♦ i.2,gaJ Pac8ltaleOppoduNry Mau4xease[on w$hlmadelehlp
+ 1.2.10) Cmlplele inigalgnancipi evaMalMn lar nwlgpl puryoaw
b 1.Sy BumMesm Caea&Boetlmmp
F 9.4) Bdtwam3electlon
P 1.5) Doeign
Figure 17: Project Schedule -- Phase 1: Roadmapaub-Phase: Business Case & Roadmap
Activities
mild
� I) RaadmnD, BafnypN Baleclbn$Dpslgn
v 1.1) Bmsallne&Bexhmwk
P 12) OppoduNN Aeeems.t
v IA) Blwltlpas (%se&Roadmap
s 1.3.1)Toga hyh-bval opandAm modal& O(W[xational dWo
• 1,32) Pecan wd Woonalloo MIME Ment framework
• 1.3.a) R8CdlYmefM ttngnplp fapednglramaWIXk&gwemanc0
b f.aAl flnaltrO Mnnndgry amassmmnt8 pmvkb mpxineauona for
anY rxommaMgd wfltv+ma
• 1.3.6) Widgto Wo operating model MAmt OMB Uniform
Ouidaaco A developlMIMW comPllallea plan
1,3.6) Develop InVemonfatbn stmtagy including qulok wfns,
phases, & (chnobw uonaValntn
P i,$.O Ll Wei, Sandal hualnoem osa0
+ 1.21A) MYOV gWOnalala lrmnework& policy YanommaMMlons
• 1.3.9) Providaahange ammodwed pbn
e f.J.1% Present MxOdmapb kadnrtNip
• 1.3.1U.f} OavmlaP Prsseniapon malalMa
• 1.3.10.8) pmWds faAdbomk on ibedmappreaenla6on matgrlNs
♦ 1.3.10.3) pmaent Bw dMetolwWQMhip
P 1A) Bollware BaMggoa
13) gaGgn
n
.lJ ax's-' _�:Y-. +A .X.�T'if� ffiL"•"S:;ti 19 A aa`.=`Ai'S`{
Chazey Partners Revised per email communication request 10/31/17
20A-62
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9117)• • r ' t
Figure 18: Project Schedule — Phase 1: Software Selection Sub -Phase Activities
nim
.............. Boston ... ...
+ 1) floadmap, Bo11W&e Wooden & De4ig1
r 1.1) Baseline d Benchmark
r 12) OppodwityA"aeewnt
r 1.0) Mralmress CM & Roadmap
r 1A) Software Selection
• 1.A1) Confirm sagWam syslam mpulmmaia&dooign pmwnalmx
for simamllning pmeewea to lardlik a dot, wllaolion,
reporting & budgeting
* IAft DOVOIOp MINIVO 01(onllan RFP
• 1.4.3) D9yelnp RFP row w5cenl materials
* 1.4A) Evmuele perforate using ... amant anode
x 1,4.6) DeRvarrewdlo pmVltlerecammentlallanson byslem
r 1.6) Design
R61s Jan "lar¢b _ _,,,, 2013Mar 9616 Apr _,,., seta Mey
Figure 19: Project Schedule — Phase 1: Design Sub -Phase Activities
nw
1 11 .
o ., n,S .
r 1) Mddmaq lW(twaW9af1ro6an&Dealgn
r 1.1) Bflrbkne&B01MAImaY11
r 9.0) DppormNlynponramoM
r 121 BuekYBea0a4a&Rnatlmep
r 1.4) Bohwme Someire.
r 1.6) DoABn
+ I.S.1) CenduotTo-Ss Pmwss WOmmepa Supporting Warned
systsm
• 1.&2) Colonel new pmeadums in inum two inherent sub-wwaos
royal andeotivilylevel
+ i.B.3) Supped medavetapmaM of wrRtan dsakfop pmcatluras
x 1.S.A) MntlelomaNlalianm Oapaelly antl cost slmcmm
MI
Figure 20: Project Schedule — Phase 2: Build Sub -Phase Activities
nue
1 11 1
+2) Implementation &Stabilization
v 21) Build
* 2.13) PaalllloloConferonca Doom pgom (valldtde7ape prowduma w4h
edflwam design In workshop)
• 2.1.9) Solid new prw.odumn to moorpomm solamert aofhvarm system &
OMB Unllann Guidenw rerlukemants
• 2.1,3) Sulid selected software syetom and/or other tecFwlogy snablam
* 2.1.4) Adap7writajntlderwript'wna
• 2.1.6) Engage change management
• 2.1.6) Develop& Implement the employee iramigion plan
• 2.1.7) Sol the Padormance M1Maeuremant Framework
• 2,1,13) Donrolop risk Midgetman plan
• 2,1.13) DovMapdatatlsd defbymont&culoverrhwki'ml
• 2.1.10) Powant implementation plan & valldated buamessoasom
teadersfdp
1, 22) Deploy
J, 2.3) StabilizeOpsrallono
u
Chazey Partners Revised per email communication request 10/31/17—m
20A-63
City of Banta Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) 11111111119CM,QW-111 0
Figure 21: Project Schedule — Phase 2: Implement Sub -Phase Activities
Title
>2) Implementation&S:ablllzalion
b 2.1) Build
♦ 2.2) Deploy
• 2,2.1) Opomtionagzo deployment teams
• 2.2.2) Fealiltale writ shadowing& knowledge transfer
• 2,2,9) Conduct wining an and -state processes
•2.2.4) Integrate end -state Into existing business continully plans
• 2.2,8) Boll out technology Wath training
•2.2.6) Deltverdeplaymam sommunioationa
• 2.2.7) Test compliance with OMB uniform Guidance rorluiremanto
• 2.2.8) Test readiness for gu-Ilvo&axaoUte
w 2.3) Stabilize Opemtlons
Figure 22: Project Schedule — Phase 2: Stabilize Sub -Phase Activities
Till.
.2) implementation &Stabllizallon
1, 2.1) Build
r 2.2) Deploy
. 2.3) Stabilize Oper lona
• 2.31) Initlsts regular Pedarmence Moaning
<2.3.2) Callon OMB Vatican Buldance compliance
• 2.3,3) Adjust communication channels as necessary
• 2.3.4) Conry out further gaining as necoosmy
• 23.8) Update procaao doeumomatlan and technology as necessary
• 2.3.6) Conduct comprehensive feedback review
7.1.1 New Brunswick Internal Services Agency
New Brunswick is one of Canada's three Maritime Provinces with a population of 750,000, supported by
a provincial government annual budget of $8 billion. The Government of New Brunswick engaged
Chazey Partners to support a major shared services implementation as well as a comprehensive RFI
process for ERP selection. We also wrote several white papers for the Government on ERP, Technology
Enablement and Best Practices. Additionally, Chazey Partners helped assess and support the
implementation of several additional technology enablers such as document management, workflow,
helpdesk, telephony and other systems.
Client Contact: Monica Ward, Director, Hire to Retire, Payroll & Benefits Services, NBISA
Email Address: monica.ward@gnb.ca
Phone Number: 506-444-3279
7.1.2 University of California (UC Davis)
UC Davis is one of ten campuses in the University of California system, the world's pre-eminent public
university system. Founded in 1905, UC Davis had a 2013/14 operating expenditure budget of $3.4
billion with 33,300 students in four colleges and six professional schools, while the UC Davis Health
System served 6 million people over 33 counties.
Chazey Partners was commissioned to perform a six-week review of the first eighteen months of the
SSC's operation, including Finance, Human Resources and Payroll, in recognition that performance was
sub -optimal to the original business case. In carrying out this process review, we focused on the
strengths, weaknesses, issues and opportunities at UC Davis and the overall business process operation.
We also assessed the original business case against current operations and looked at the SSC scope in
relation to function, process and sub -process, as well as the potential client scope, in terms of services
provided to the Administrative and Academic units. As part of this work, we performed a review of the
existing financial models and performed a comprehensive examination of their Client Interaction
Chazey Partners Revised per email communication request 10/31/17
20A-64
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17)
Framework. This assessment contributed to a culture of continuous improvement to help ensure a robust
foundation for the expansion of UC Davis' services, in line with its strategic vision and plans.
Following the work performed for the HR Shared Services Center Assessment, Chazey Partners was re-
engaged to conduct an Assessment and Implementation of HR recommendations. The Assessment and
Implementation included an evaluation of the health of the UC Davis HR organization, across both the
Campus and the Medical System, analysis of stakeholder perspectives on previously completed
recommendations/implementation, business segment recommendations, an evaluation of the efficiency
and effectiveness of HR services and structure, and assisting with the actual implementation of the
recommendations.
Client Contact: Brenda Rebman, Chief Human Resources Officer, UC Davis
Email Address: rebman@ucdavis.edu
Phone Number: 403-391-1955
7.1.3 Iowa State University System
The Board of Regents, State of Iowa initiated a subcommittee for a Transparent, Inclusive Efficiency
Review (TIER) to improve the cost and efficiencies of their three universities: University of Iowa (SUI),
Iowa State University (ISU) and University of Northern Iowa (UNI).
A business case assessment was carried out by the Regent System, its universities, and Board Office to
determine alignment on the overall educational mission and provide an alternative organizational
structure. Many opportunities were found to streamline multiple business processes, including the
processing of commodity technology services, finance transactions, and transactional services. Each of
the universities took the business case to create their own plans to realize the cost savings and
efficiencies. Each of the plans were approved by the Board of Regents. However, the Board of Regents
wanted a "validation" phase, working with each university, to assure plans and assumptions were valid
prior to building and deploying Shared Services. In January 2015, Chazey Partners was engaged to
work with the universities, using as the foundation the individual universities' Board -approved plans with
the goal of driving the first steps of implementation, the detailed Design phase.
Client Contact: Mark Braun, Chief Operating Officer, Board of Regents, State of Iowa
Email Address: mbraun@iastate.edu
Phone Number: 319-335-0386
Chazey Partners Revised per email commurication request 10/31/17
20A-65
City of Santa Ana RFP 17-0721 Statement of Qualifications (Revised 1119/17) " • f '
F-MEMUTIF4119
LEVELS OF PROCESS DOCUMENTATION
Discussion to support the figure below is provided in the section "Process DocumentationStreemline &
Standardize Processes' on page 10 of this proposal.
Figure 23. Levels of Process Documentation
Levet 2: Function
example Sbowm Record Transactions
Highest tevetofprocess flaw
Usually involves multiple departments
e.g. procurement, warehouse, Credit
Level 2: process
• Example Shown: UL Journals
• provldesmajor taskswlddnafunction
• Each process has beginning and end;
• Transforms data
• Usually involves multiple departments
Level ar Sub-procoss
• Example shown: RecordActtrlty,
• process map split into swim lanes (not shown)
• Hipitl�hts kasks of specificdmparkrrxsnls
•
Understand the'who'and the Vf8f
Level ": Activity
• Example shown: RevlowA
• further breakdown ofsub-process If needed
• Usually involves single department
• Understand the'hove
Levo) 5: Uosktop procedure
example shown: EnterJoumol
• tevol of detail needed to orientate newempiayee
• Usually involves single posltton/role
Chazey Partners Revised per email communication request 10/31/17
Corporate
(Strategy)
Business Partnering
• Work with operational leaders to
achieve organizational objectives
• Provide information, tools,
analysts and insight to influence
decision making
• Higher level of business proximity
required (decentralized delivery)
• Need functional expertise,
analytical skills and strong
Interpersonal skills: "Hire for skill
and attitude
Internal Client
(Partner)
October 2047
• Strategic, global services with clear linkage to vision, mission and strategic goals of organization
•.Long-term perspective whose activities have more distant relationship between effort and results
-Policy development and approval
Centers of Expertise
(Expertise)
• Programmatic, episodic activities
• Deliver on organizational strategy through
provision of tactical services.
• Generally requires interaction with client,
although less necessary to be physically
situated close to business
• Generic business & expert skills required:
"Hire for skill, train for attitude"
Shared Services
(Process)
• Regular,repeatable, transactional activities
• Results more quantifiable
• eenefit greatly from standardization,
automation and technology
• Clear linkage between effort and results
(outputs generally experienced in short-term)
• Less necessary to be physically situated close
to business
• Process focused, service driven skills
required: "Hire for attitude, train for skill"
• Provides inputs and/or receives outputs of in -scope processes
• Representative of internal client signs off processes, service levels, input requirements, key performance
indicators, and client's roles and responsibilities as documented in Service Partnership Agreements
33
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • e I
PROFILES OF PROPOSED CHAZEY PARTNERS' RESOURCES
Engagement Partner-- Phil ,Searle
0 Chazey Phil Searle
Partners Engagement Partner
Background
Phil is the Foundorand Managing Director of ChueYPartnonu He has more thantie years ofexpedence In Finance. Shared Services, oamorogy and
Outsourcing. Odor to his cunantrols, ha {vas Group VP and CFI! 010andant TDSlntsmatlonal, which encompassed all areas of Finance across four
continents, Including Decision Support, I'll Planning S Analyala Controllership and Financial plus certain HR Shared Samoa.
Prior to Cendant, Phil Was VP Finance and Corporate Controller at 3Com Coryoration. Holed far reaching orgambnnsnal, technology, aervtce dalivery and
business process Improvement millativas resuking in the global r011qutOf ERP solutlons and Shared $6mbesencompossing Finance, HR, Supply Chain,
Loglstks and Customer Support.
Phil is a ChortandAecourdam and has a $A Honors Degree In Economics from the University of Exeter. He is a member of Financial Exacubves
Intemallonal (F(I).
'Specific Expertise r - Key, Companies. •'.ylrst gAtb'
ExpentIA SuslnessYmnsfonflatioA. Shared UniVerslly of California System .pAdesonie
C Vallon Medical $ 't Mme
SeNces, fNhonngend Ctdaourdrlg, ■ OmceofthB chlefdmsslmol Officer
YA0
extensive ERP antlNchmlogYlmpldmontedon a.' UC Path Caller
.• .Cllead S4lonaoa
■',UC DAVIS
Agdum Ino
Global experience across multiple inddsdios,.. a 'UC San ramphoo
'Pgrmpacmr
iepions, countries andJudedlcaons " s Iowa State Univendy system
. KPMb'
Publiseompany, IPO,M&A end JVexpod•nee Covemmant of Now SMnswick
TRWAubmbdve '
. . Regular speaker. Judge and ehoitperson at various Lawrende prk*toy Nora Laboratory ':
BusinessTranstonnatie n, Finance. HR and
TrpY9lpod
Technologyevome around the globe Coca. Cola'Hellomb.
May Campy pk
. - .. Cosa Cola Enterpdsee
306MOorporAden
Relevant Experience
Global itusiness Translormatlan
Leodsponsorand ddveroteuccoasfulgtcbal bueinesstmnsromnadon programs that have deriveroddromatio savings and signigoant
Improvements in semioes levels and controls, across Finance, HR, Procurament ITand Other Funcriono.
ERPand Technology
. Extensive ERP implementation experlenootevering SAP, Oracle, JD Edwards, Peoplesplland industry spowfAERPs: Sponeorsdand managed
global mit-oat of SAPabross 32 wuntdss covering IS legal antRies, achieved within two years. Alsoroiled out a nm'rb6r of value adding, high Rol
tachnaleovanbblore In su000rtof Finance eaamtionswoddwide. Also aoonsored end led Euroosanwlde Creole Financials rolhout
Hxecudve Level Srraregla supporr
PrrMdotl strategic guidance to gavomment bodiesand multinationals on thole Shared Services and technologystratergles, including lathe Travel,
Manufacturing, Automotive, Construcdon, Technology, Oovornmontsnd Higher Education secure.
SharedSerVtces & outsoumlho
Jmplomented global shared servicesfor Finance, Procurementand HR across North America (US & Canada), Latin America, LMEAand Asia.
Pacific, moMingmulfipie businossunit, reporting, legal, statutory and compliance requirements, Alsesponsoredand advisadon global Shand
ServiceoimplmmanWitona covering Finance, Procurement HR, IT, Real EatstelFacilNes Legal and Sales Operations. Assessed outsourcing
options and negotiated selective outsourcing contracts covering areas such as FSA, company $acrolanol and payroll.
Implemented mull -functional and mul$souraing solutions(Including both internal Shared Servieesand third party BPO). Widslysort offer
advisor and speaker,
Leadership
As wall as aotabliphing and loading Chatoy Icattnors, have hold a number oflop level Finonco poslllons Including CFO of Cendant TO$
Infemall npl and CorppeatoCbntroller at 3Com Corporation In California, Have managed large, globoitemms, including through significAnt chango
Programs,
PuhNeColnpeny,IPC, M&A ancIJVexperience
Ledglobal duo diligence efforts, including a ground brooking JV between 30em and the Chinosecompatly, Huawei Technologies, Considerable
City/Stoek Exchango facing expodenasln quarterly earnings onhounaainents and investor colla. IPOo. mprgersand ecquisilons, dlvostitures,
start-up& and financing.
Phil Searle
Engagement Partner
t Mobile: 4.1408 460 0785 - -
'" Email: philsearle@chazeypartners.com
Web: www.chazeypartners.com
Chazey Partners Revised per email communication request 10/31/17
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • • , ' 1
Senior Project Manager — Craig Ackerman
#n iiChazey
V, Partners
Craig Ackerman
Semler Project Manager
Craig has over 25 years of exparlenco in buslnoss leadership,, Iransformadon and Shared SON100e Implamanta0(na. He Is on
accomplished Novel partner with muldpla succassas In rapidly aseescing organla dional leadarshlp capabilities, foam aNectivenasa
and key processes to delle or optlmlzo corporate structure, enhance service quality and achieve attatagio savings.
Most recently Craig was SUP and Director of a muNkfunction finance, HR and procurement shared services team at Day A
&lmmorm inn, a $2.78 Industrial, defense, and workforce services organization, in a previous rale, Craig planned and executed the
split of a multi -function shared service canter Into hva centers during a public company split. In addiilon, ha was a member at an
enterprise PMO charged with removing 9100M in overhead casts through functional transfonnadon, shared services establishment
and stfalagia past reduction,
He has managed Me across diverse functions Including opwagona; finance and accounting, WR, preeuramom, IT and cafes: Craig
has an MBA from Boston University and a BSc degfoa In Computer Selene from the United States Military Academy at West point,
. Specific Expertlae
Key companies I Orgataizatlona
w ExparipM9tl preelHlOnar epadfrwlly focusing an the got UP and ruhharli
. pn C;"'ang
+ 9a Pout B ty
ofmultl-mncronSharedService Organizations -
..
„ panaranic
. SAIC
.' Placated to Shared Servos, Beslness Trensibrmaaon, Entarprss
6A$
Leldos
Put)..
..
. '..
•. Extensive ledrnology lmplementatton experience
• Day aZlmmemrarui
•'NMSHcat. '
.. ktqulsNlon iiitsgmndfr, tllvasatrmS anrE spihdasxp®nencs.
* PdtIOM Dificramoif':
NASA
.. Entotprlse transformation eXponancealmad atlunuYlwrai transformaitnn :
' and sirategk 01rddueticm .,.
Relevant Experience
Enforpriso Transformodon
Completed shared services design ond-implementation-as-part-ai-muni•year-eafemrise-Srarosfnrmatlan Initiatives aimad at
signilloantly reducing an organization's overhead costs, Separate pmlects Included a headquarters consolidation, a public company
split and preparation for a stratago diwes4ture, Recent experience building global HR shared services across EMEA and APAC.
Shared Services & Ouraouising
Implemented muni•organization Shared Services for finance, promement, contracts, security and human resources employee
winless in both graatdiold and brawnheid locations. Established and managed oonlrapzad budget rho decision support funotlpns,
Established acclamted cuatomersupport operations, onabling scalabililywhile, reversing underperformance.
Ohnnge LcacrcrsWp
Exocunad a. myriad of stakeholder Impact and entcrprlso change mothers anilyaes leading to chane strategy formation and
imptomento am. unbrad ahuctured clutnge mamodaCogtas to lessen Impact and accelerate adaption ofchange.
tnfegration
Planned for and oxicuted integration of back office fuettdions from numerous aoquiallions speeding synergy savings realization.
F'roumv Swaattanca
Optim83ed and Improved PTP, 01'0 and HTR procession io deliver key siranglo and business. obiacdves. Uttlizad process
automation to drive efficiency sail control.
8uataan.re JnfJxra varnaret
Led proiect prIwillzaitan discuaalons aaroas book eflfoo funolions olmarri at moxlmiaing scarce resources for highest return. Improved
compliance, enhanced controls, higharquallty, Increasad customer satisfaction and more efficient operations.
Leadership
Has held a number of shared services leadership millions In bath finance rind multi-Funotion shared services organizations, Has
also hold leadership miss In I1', HR and ratan, munl•aito opafallornd. Strong facilitation and communication skills_
Craig Ackerman
Senior Project Manager
Mobile: 1=703,4914419
Email: craigackermanP_chazeypartnere,cpm
Web: www.chazeypartners.cont
Chazey Partners Revised per email communication request 10/31/17
20A-69
Y
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 1119/17) • •' " t
Subject Matter Expert— Robert Towle
r+N R
altts " W fi ••^
Background
Robert has. over 28 years of expammoa in Finance, Shared Services and Technology implementations. Fie has. managed multiple
shared santoas transformation projects and has held multiple roles managing shared services operations In the U.&, U.K, and In
multiple locations. in'Indla. Prior to his rocent assignments, he was the Mott President of Finance for Pinkerton Consulting.
Prior to Pinkerton, Robed was the Vice Prosfdarul of Global Operations Finance for Travelpon Limited, with responsibililfea Including
the management of companys Indian Shared Service Center, global corporate travel and North American payroll operations.
He is v/all suited todevoloping transfformation actfvhfas, but Is comfortable fadusing on daily eperollonol issues, managlag sfalf stall
levels and ensuring a high level of customer service.
Robert holds an MBA with dual concentrations in finance and Information Technology born Auburn University.
$P•cificEillertlse 1ieyCvmPantea ..
r Expert In Shared vervices, Business Twneforanown, - » First Data Corporaean o oofxatmanr M Heath and
extensive ERP and lechnology implementation experience . pmtesonlc Human ServlceS-P.So
Expedaepad project manager specrldally f cpsnit an the set up and + Cased Sciences ' +-tJniwraily of CeliTaemia, Cavia
runningof Sharedaenke Centers.' - x Maws University System + •Untvgmfq'of California. San
[ieY4er:o(ealiadecd Anancltll systomaomt uoM(als, Including » SeavkoCorparatlen tntYFranplsca
. Salbatas"47diryconpitance. w' Tiavetpan L' rased " SlaFlalah lots' M& Plopauy
. Marwpemeat of dlversesndmulll•pultarat gnaxelunctlons. rf .:Martino Campus., 'Compagopr l ..
FcorBcrvfce %timpeA Computer
: opamacgrel PbWSlmsgdalStlgaVar40 acgW31Ydn5 or mergers, anuting i'h 59enKm • '':IKON clone aolufkns
fmm sire!I companies In Fanune Bob firms - y pP Plnkanon Consulting -
e camsant
+.'strtmg experience in dlvasatorea,sph-ode and lPbs, including the sprit'Hewlett-Packard seedmos
of7mve1pop,Umaedfram Cendant. and the OrbltzWmldwide lPO., AIpilaemphlcs, Inc.
Relevant Experience
Finance Transforaradon
Project Manager responsible for reorganizing Travelport Limited's finance operations Into one cohesive unit. Lead for re•
ongmearing financial processes at Pinkerton Consulting. -
Financial Control
Resigned multiple Delouse street raconcounlon anoking table, Built internal Control proceduara fnr SOX compliance and managed
slawalfaudils ofTravalport fiom Cendaml.
BRA and nchnotoggy
Extanshra ERP Impiementallon experlence covaltng SAP and Oracle. Extensive use of Hyperion Entaipdsa and HFM toots for
consolidation and reporting. Managed U.& rcllaut o SAP for Hewlett•packard and Integration of multiple acquisitions onto Oracle
Financials platform.. .. .. ..... . ...... ... .. ... . ... . .
Fare€uf iva Leval Ittrefegla Support
Provided alt gdidonum to e. number of mulonaticwYals on their Shared Services and teohndogy strategies, Including in tiro
Travel, Printim, Computer and Security industries.
Business Improvement
Led Six Sigma Team focused on impraving and standardizing Shared Services operations at Travelport,
Leadership
Have hold a number of Senior Flnanem prmhlons Including vice President of Finance fee Pinkerton Consulting and Vice President of
Ctohal fbpemtiaos flnanca al Yiovelportl Limited.
Robeft'Towrle
6ief Operating Officer
Phone: 662.812.7851
Email: roberttowle@chazeypartnere:oorm
Web: Www.chazeyinutners.cam -
Chazey Partners Revised per email communication request 10/31/17 m
20A-70
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • r
Business Process Integration Manager— Diana Villegas
T Chaze Diana Villegas
Partners Business Process Integration Manager
Background
Diane has 10 years of experience in consulting of business process improvement with focus on financial processes,
operational efficiency, internal control, risk assessment and compliance.
She worked for 4 years in a Big 4 consulting firm (Dsloitte). After that, she performed different financial roles being
promoted as a Commercial Controller al the word's leader media Investment agency in Mexico. She has done
consulfing for Shared Services Canter implomantalion for R2R, Tax and Costs Accounting processes, as; well as the
Integration of Business Units to the SSC operation and Implementation of management system. Diana obtained a
Bachelor's Degree as an Accountant At the Universided Naclonal Autonom k de Mexico (UNAM), after that she took a
seminar In Audit and Is in process of obtaining the MOA degree at UNAM.
ific Expertise
Sxtemal audit &tax eompiiance .
Relevant Experience
Shared Service Center Implementation
She has participated in SSO implementation projects Including viability analysis, design, implementation and
improvement of financial business process based on international best practices and benchmarks by industry and
country, KPI management and preparation and negotiation of SLA's, training employees on new processes.
Including
Ke Com males
pant fprfinancial processes
Simbo
ry) ::'
R adiorama
End implementation ofopereting,
'
,.` GroppM-. Mexico & Argentina
:e. '
• Des Pinos a, cenial America
eparatlon of financial statements;
WP.P:Mexico
it Control enhancement; Praud
Process improvement, Internal control implementatlan and audit reviews
She led the internal control department, being in charge of the design, implementation and improvement of business
processes and policies with emphasis on SOX compliance. She was responsible for the internal audit reviews,
Identifying control deficiencies and proposing action plans to mitigate them, following up with the management and
process: leaders to ensure appropriate Implementation. She was also responsible of preparing and attending external
audit reviews from clients and other third parties. Diana has also performed external audit reviews including tax
compliance reviews.
Risk management
She managed projects related to the Implementation of risk management systems, identifying business risks as well as
the implementation and monitoring of action plans, testing operating effectiveness and compliance.
Financial analysis and Reporting
She was responsible for the preparation and analysis of cash flow and financial statements, fnanclal and operatianal
reports, defining and Improving reporting schedules end working with IT department to automate reports from the
financial system.
Diana Villegas, MBA
Business Process Integration Manager
Mobile: +52 55 37274237 ..
Email: rllanavillegos@chazeypartners.com
Web: wwmchaieyparmers.com
Chazey Partners Revised per email communication request 10/31/17
20A-71
City of Santa Ana RFP 17-072 i Statement of Qualifications (Revised 11/9/17)
Business Process Integration Manager (Technology)— Christian Wedlock
T Chazey Christian Wedlock
Partners Business Process integration Manager
ma':: �b Itttt�l� t�Iw �rrls
Background
Christian Is an IT Consultant with over 10 years experience in the Industry. He has supported *wide vanetyof IT systems in abroad
spectrum of induslrto , including Data, Marketing, Telecoms, Finance, Charities and Government.
He Is adept at IT business support, training, development and management as well as advising on IT governance. He has been
Involved In a variety of large scale IT projects within the EMEA.
Christian has been with Chaney Partners for over years iso a Business Analyst a PMO, and has had experience In all project
phases from Initial feasibility studies to Design, Build, Doployinent and stabilisatlon.
Specific Expertise,,
Prins 2 Praptitioner
.. a epnnmogy t,anascal
Relevant Experience
wand applications Including
ind IT applications..'.
steels
Technology
Extensive technology Implementation experience rolling out various solutions Including ERP (Including HRI& systems such as
oracle Psopla$o@ & SAP SuceessFaptors) and CRM solutions in.the public and private sectors. reviewed, analmd and
documented extensive technology landscapes and appraisal documents. Advised on Disaster Recovery solutions for a wida range
of orgoni#anons.
Large Scale Deploymenf
Managed EMEA client and server side support, worked on various large scale Evil IT "tam migration projects and advised on
Infrastructure and ERP recommendations.
Project Management Experfence
Lloloing with the Project teams to update project plans and issue legs for weekly status meetings, coordinating project mobillutlon,
kick off and steering group presentations and keeping track of project resources and updating risks. Maintaining the critical path
schedules, � .. a , . to ,s „ _ stream leads and managing expense budgets and
ensuring ergs and a vera os are navigated towards successfully by ..
9usiness Process Improvement
Asslstinpp both public and private sector companies with IT strategy, redesign of Internal systems and processes up to certification,
network ing, business -technology alignment and proactive It support and training.
Pao station and Workshop Basign
Designed and led a number of multidisciplinary engagements using hard end soft techoiques to maximise management, employee,
customer and supplier engagement; responsible for ensuring that the voice of all parties veers aired and given due consideration at
seniorforoms and when designing mora efficient processes.
Christian Wedlock.
F3
f t Business Process Integration Manager
Mobile: +447884328224
Email: christianv,+ediock@chazeypartners.com
Web: wvaw.chazeypartnersinaconr -
Chazey Partners Revised per email communication request 10/31/17
20A-72
City of Santa Ana RFP 17-072 1 Statement of Quallflcations (Revised 11/9/17) ° I • •' t
Business Process integration Analyst — Hilda Rivera
Chazey Kilda Rivera
Partners Business Process Integration Analyst
NOWNWONNOW
Background
ffltdo has over 20 years of experience In business process nonglnearlog and management of application technology solutions in
seml-conductor, telecommunications and software & services sectors. She has been rospanailsto for leading teams In
Implementation of system solutions across Quote to Cash, Procure to Pay, and Human Resources
Hilda has worked with all levels of senior monagoment and has experience aligning business strategic goals with projettinitlatives.
One of Hilda"s core strength's is communication and bringing teams together to achieve successful project completion.
Hllda has a Bachelor of Science degree In Accounting from Santa Clara University,
SpeCIRe Expertl5e_..
clay Cati7Panles' '.
' Requirements gathering & process; re-smiskieering,
+ UC Davis
a belrverof Saa5 hlllinglnidativEs
'
s. Varian.
a Technologyimplementation :.. •'.' .
'.-.'' .Adobe `.: �.... '„ .. .. 1
v<'Aared5ervlcea
.' Integrated Dash; 6TOcbnolosy
'Mergers&AcrimisRionii
.Vi* "
.. 50LCpraeesses PedOntrols
., c. Palm .
:. �. Change Management',,.
scrim :. '.. :'
-x 'Partial" Project Management:
... .." ..
,.,peer
Relevant Expeden i;
Business transformation
Was the Business Systems lead for Global shared Services implementation
across 53 countries on an SAP platform. Intheareaaf
subscription billings, led the transformation, of traditional
pick, pack and ship preens to a somicas oriented process wwtb
lavaragad existing systems and provided o mare efficient and touch five process.
ERP &Technology
Las! and participated in several successful SAP ERP upgrade Initiative Including the setup of new company codes, distribution
plants, master records and creation of raw reports and programs, rllldo has also managed the implementation of hosted
applications for payroll, expense reporting, and human resources tools. This included the Integration to necessary applications in
support of financial and operational reporting.
Program A Project Management
Has led several program and project management Initlatives. These Include the FRP upgrade Initiatives, establishment of anew
d[nrribution plant in Malaysia, creation of a user fdeddlywab tool for the procurarnentofindirect goods and SlIVICer, master
data clean-up and the selection of a new global tau solution.
Process Improvement
In the Mergers & Acquisitions area, led operations and finance teams in successfully merging processes, controls, and systems.
This established better controls as well as led to cost savings in areas where there was capitation of effort,
Roman Resources
Led Business Systems analyst$ in support HR processes and systems. This Included tools used for Talent Acqulsltioos: chis
Improved visibility of top performers and skilisat of employee base,
feadenhip
Has field Finance & Information Technology Leadership positions Including Senior Manager, IT Applications Systems„ senior
Dhisursomants Manager, and Aavariue Accounting Manager. She has fed global and cross tunstlomal looms using follow the sum
methodology,
Fulda Rivera .
Business Process Integration Analyst
Email: hildarlvernochataypartners.com
Web; www.chaaeypartnersin"Orn
Chazey Partners Revised per email communication request 10/31/17
20A-73
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) • •'' I r
Business Process Integration Analyst— Kim Bernal
r Chaney Kim Bernal
Partners Business Process Integration Analyst
Background
Kim Bernal is a business process and software applications expert with over 20 years of extensive
experience in developing and implementing business intelligence solutions. In addition, she is a
financial business consultant and cartified project management professional (PMP).
Kim has a real passion for empowering people through technology and has worked with numerous
clients across a variety of industries. She loves working side by side with Lawson and Infer Clients and
users of the Lawson and Infor Applications and Tool sets.
Specific Expertise Key Companies
• Business Process Re-engineering . Stanford Healthcare
. Communication and Staff Development • : USCS Cold Storage
Austin Independent school bistrict
Project Management Publisher's Clearing House
. Lawson Software Applications andlmplementations Memorial. Healthoare System
'The Cleveland Clinic
. Infor Buslness intelligence Applications'and Hibbert Sports
Implementations
Relevant Experience
Business Process Engineering
She has been highly successful In managing a variety of business process reengineering projects across a
wide range of functions including human resources, financial, and supply chain management application
implementation projects, application upgrade. projects, business process.
ERP System Implementation
She led multiple ERP solution Implementations across a wide range of systems providing expertise in
technology needs analysis and evaluation, assessment of businesses'core operational procedures along with
best practices and goals, Her projects are managed both cost-effectively and forward-thlnking producing
solutions and assoolated processes that are effiolenf, effective and results driven.
Lawson Software Expert/se ..: .,. ..
She is an experienced, skilled applloation consultant with expertise In numerous actions across a wide range
of Lawson software solutions Including Business Intelligence, Financial Applications, Supply Chain
Management, pistributionApplications, and Human Resources.
Project Management
She has extensive experlence In leading projects to time and budget. She is a member of the Project
Management Institute and holds multiple project management certifications Including Project Management
Professional (PMP), Lawson Certified Professional -Project Managsment (LCP WM) and Lawson Stepwise.
Project Management.
Kim Bernal
Business Process Integration Analyst
Mobil e:+17044971454
Email: klmbernalljIlchazeypadnamcom
Web: www.chazeypartnem.com
Chazey Partners Revised per email communication request 10/31/17
20A-74
EXHIBIT B
PROPOSAL FOR RFP NO.; 17-072
BUSINESS PROCESSES ASSESSMENT & IMPLEMENTATION PLAN
CITY OF SANTA ANA PUBLIC WORKS AGENCY
20A-75
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9/17) ° ° t 1
PROJECT FEE SCHEDULE
1.1 FEES AND EXPENSES
Chazey Partners will complete all phases of the Project for a total cost ranging between $281,450 and
$359,120, depending on the final scope as determined at the end of the Roadmap portion of Phase 1.
We will be able to better determine the required effort when the Agency has determined what
opportunities it will be moving forward with and the extent to which implementation support will be
required for the technology solution selected.
This estimate is based on 40 weeks of effort and assumes a project start date of January 22, 2018. Phase
1 commences January 22 and is scheduled to complete on June 15. Phase 2 commences on June 18
and is scheduled to complete on October 19, 2018. Both fee proposals below (low range and high range)
cover this same period, with additional effort allocated to the high range effort, as supported by Phase 1
findings and Agency leadership prioritization. Expenses (estimated at 15% of fees) would be additional
and charged on a cost recovery basis In accordance with the City of Santa Ana Public Works Agency
(the "Agency") policies.
Invoices will be raised approximately monthly and linked to the completion of deliverables in this proposal.
The invoice will include a detailed breakdown of work completed by each team member. Chazey Partners
will invoice for straight hours worked and does not bill for unproductive travel time.
We understand that the City will select the consultant based on qualifications, and then negotiate a
contract price. based on available funding
1.2 WORK EFFORT
The work effort, project days and hourly rates are provided in Figure 1 below.
Figure 1; Project Work Effort, Days and Cost
PHASE 1
Engagement Partner Phil Searle
Senior Project Manager Craig Ackerman
Subject Matter Expert Robert Towle
BPI Manager txiena Villages
BPI Manager Christian Wedlock
BPI Analyst Hilda Rlvera/Kinn Bernal
PHASE 2
Engagement Partner
Senior Project Manager
Subject Matter Expert
BPI Manager
BPI Manager
BPI Analyst
TOTAL PROJECT FEES
$2s1,4S0
10% 10.0 80 $22,400
30% 32.0 256 $56,820
91/ 9.8 79 $17,160
67% 70.0 $60 $92,400
14% 13.0 120 $19,800
27% 28.0 224 $28;000
1.57 FTEs 164,8 1,818 $236,080
it III I
MIS
4% 4.0 32 $8,980
22% 20.0 160 $35,200
0% 0.0
38% 34.0 272 $44,880
0% 0.0
38% $4.0 _ 272 $34,000
102 FTE9 32.0 734_ $129,040
Chazey Partners Revised per email communication request 10/31/17
20A-76
$3S9,120
ILII +,
,
$28o
10%'
10.0
so
$22,400
$220
30%
32.0
2S6
$560320
$220
0%
0.0
Robert Towle
$220
$165
$79
60.0
480
$79,200
$165
10%
10.0
80
$13,200
$125
11%
11.3
90
$11,250
1,17 FTEs
126,8
886
§182,370
$2s1,4S0
10% 10.0 80 $22,400
30% 32.0 256 $56,820
91/ 9.8 79 $17,160
67% 70.0 $60 $92,400
14% 13.0 120 $19,800
27% 28.0 224 $28;000
1.57 FTEs 164,8 1,818 $236,080
it III I
MIS
4% 4.0 32 $8,980
22% 20.0 160 $35,200
0% 0.0
38% 34.0 272 $44,880
0% 0.0
38% $4.0 _ 272 $34,000
102 FTE9 32.0 734_ $129,040
Chazey Partners Revised per email communication request 10/31/17
20A-76
$3S9,120
ILII +,
,
Phil Searle
$280
49
B
82
$8,960
Craig Ackerman
$220
18%
16.0
120
$28,160
Robert Towle
$220
01%
0.0
Blame Villages
$165
31%
28.0
224
$36,960
Christian Wedlock
$165
o%
0.0
Hlida Rivare/Kim Barnet
$12S
28%
25.0
200
$25,000
0.81 FTEs
73.0 _.
_ $84_
$99,080
$2s1,4S0
10% 10.0 80 $22,400
30% 32.0 256 $56,820
91/ 9.8 79 $17,160
67% 70.0 $60 $92,400
14% 13.0 120 $19,800
27% 28.0 224 $28;000
1.57 FTEs 164,8 1,818 $236,080
it III I
MIS
4% 4.0 32 $8,980
22% 20.0 160 $35,200
0% 0.0
38% 34.0 272 $44,880
0% 0.0
38% $4.0 _ 272 $34,000
102 FTE9 32.0 734_ $129,040
Chazey Partners Revised per email communication request 10/31/17
20A-76
$3S9,120
City of Santa Ana RFP 17-072 1 Statement of Qualifications (Revised 11/9117) •
Our proposed timelines to complete the Project are subject to the availability of Agency personnel and
the timely sharing of data in support of the Project timelines. However, if there Is the need for additional
support beyond what has been included in this proposal or if there is need for additional time due to an
extension of the timeline, then Chazey Partners would be happy to support such additional effort, subject
to negotiation and approval, and invoiced based on the hourly rates In this proposal.
Chazey Partners Revised per email communication request 10/31/17
20A-77
20A-78