HomeMy WebLinkAboutC35430 - Information Technology Master Plan ServiceCONTRACT NO. C35430
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
STAFF REPORT
Request: Award of Contract No. C 35430 to ClientFirst Technology Consulting in
an amount of $63,715 for Information Technology Master Plan Services
Submitted By: Clayton Von Helf, Information Systems Manager
Date: June 30, 2016
Contents: Contract No. C 35430
Request for Proposals
Response from Client First Technology Consulting
Recommendation
By Minute Motion, that the City Council:
1. Award contract to ClientFirst Technology Consulting in an amount of
$63,715;
2. Authorize Interim City Manager to execute same; and
3. Appropriate $63,715 from the General Fund unobligated reserves.
Strateqic Plan Obiective
Not applicable.
Background
A Request for Proposals was issued on May 4, 2016, for proposals from interested and qualified
vendors to perform services in the creation of an Information Systems Master plan. The sealed
bids were to be delivered on May 18, 2016.
Upon the due date, eight vendors submitted bids. The bids were scored using a matrix that
evaluated each vendor based on methodology, experience, price, and response. The maximum
score possible was 300 points.
Staff Report
Award of Contract for IT Master Plan Services
June 30, 2016
Page 2 of 2
The following table shows the scoring results:
Vendor
Client First Technology Consulting
Sciens Consulting
Info -Tech Research Group
Elbert & Associates
Nex Level Information Technology, Inc
Third Wave Corporation
Avasant
DVBE Partners
Score (Out of a
possible 300)
258
217.5
213.5
208.5
207
205.5
151
78.5
Staff recommends that Client First Technology Consulting be awarded the contract. They
received the highest overall score using our matrix. They have a very competitive price, great
experience and qualifications, and a methodology that will include significant staff and Council
interviews and input for the strategic plan.
Fiscal Impact
Approving the contract to Client First Technology Consulting will result in a contract cost of
$63,715. Funds should be appropriated from the General Fund unobligated reserves to cover
the cost of this project.
Submitted By:
4on
Infor tems Manager
Approval:
J sti McCarthy, Interim City Hager
Department Head:
anet . Moore
Di ctor of Finance
CONTRACT NO. 35430
INFORMATION TECHNOLOGY MASTER PLAN SERVICES
CITY OF PALM DESERT
PROFESSIONAL CONSULTANT SERVICES AGREEMENT
PARTIES AND DATE.
This Agreement is made and entered into this 30th day of June, 2016, by and between
the City of Palm Desert, a municipal corporation, organized under the laws of the State of
California, with its principal place of business at 73-510 Fred Waring Drive, Palm Desert,
California, 92260 ("City") and ClientFirst Consulting Group, LLC dba ClientFirst Technology
Consulting, a Limited Liability Company with its principal place of business at 1181
California Avenue, Suite 270, Corona, CA 92881 ("Consultant"). City and Consultant are
sometimes individually referred to herein as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional Information Technology consulting services required by the City on the terms and
conditions set forth in this Agreement. Consultant represents that it is experienced in providing
professional Information Technology consulting services to public clients, is licensed in the State
of California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such professional Information Technology
consulting services for the Information Technology Master Plan Services, Contract No.
C , ("Project") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to
the City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply the professional Information Technology consulting
services necessary for the Project ("Services"). The Services are more particularly described in
Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject
to, and performed in accordance with, this Agreement, the exhibits attached hereto and
incorporated herein by reference, and all applicable local, state and federal laws, rules and
regulations.
3.1.2 Term. The term of this
November 30, 2016, unless earlier terminated
the Services within the term of this Agreement,
and deadlines.
Agreement shall be from June 30, 2016 to
as provided herein. Consultant shall complete
ind shall meet any other established schedules
GAFinancelNiamh Ortega1171RFP IT Master Plan 05021Wgreement - IT Master Plan Professional Consultant Services FINAL. Docx
CONTRACT NO. 35430
3.2 Responsibilities of Consultant.
3.2.1 Independent Contractor: Control and Pavment of Subordinates. The
Services shall be performed by Consultant or under its supervision. Consultant will determine
the means, methods and details of performing the Services subject to the requirements of this
Agreement. City retains Consultant on an independent contractor basis and not as an
employee. Consultant retains the right to perform similar or different services for others during
the term of this Agreement. Any additional personnel performing the Services under this
Agreement on behalf of Consultant shall also not be employees of City and shall at all times be
under Consultant's exclusive direction and control. Neither City, nor any of its officials, officers,
directors, employees or agents shall have control over the conduct of Consultant or any of
Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant
shall pay all wages, salaries, and other amounts due such personnel in connection with their
performance of Services under this Agreement and as required by law. Consultant shall be
responsible for all reports and obligations respecting such additional personnel, including, but
not limited to: social security taxes, income tax withholding, unemployment insurance, disability
insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to perform
the Services in conformance with such conditions. In order to facilitate Consultant's
conformance with the Schedule, City shall respond to Consultant's submittals in a timely
manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated
performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City.
3.2.4 Substitution of Kev Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Consultant may substitute other personnel
of at least equal competence upon written approval of City. In the event that City and
Consultant cannot agree as to the substitution of key personnel, City shall be entitled to
terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to
perform the Services in a manner acceptable to the City, or who are determined by the City to
be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a
threat to the safety of persons or property, shall be promptly removed from the Project by the
Consultant at the request of the City. The key personnel for performance of this Agreement are
as follows:
• David Krout, Managing Partner
• Tom Jakobsen, Senior Partner
• Steve Robichaud, Partner
• Aaron Ayala, Network Engineer
• Jim Bliss, Senior Network Engineer
• Alexis Mercado, Management Consultant
• Tom Weiman, Practice Leader
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CONTRACT NO. 35430
3.2.5 Citv's Representative. The City hereby designates Clayton von Helf,
Information Systems Manager or his/her designee, to act as its representative in all matters
pertaining to the administration and performance of this Agreement ("City's Representative").
Consultant shall not accept direction or orders from any person other than the City Manager,
City's Representative or his/her designee. City's Representative shall have the power to act on
behalf of the City for review and approval of all products submitted by Consultant, but not the
authority to enlarge the Scope of Work or change the total compensation due to Consultant
under this Agreement. The City Manager shall be authorized to act on City's behalf and to
execute all necessary documents which increase the Scope of Work or change the Consultant's
total compensation, subject to the provisions contained in Section 3.3 of this Agreement.
3.2.6 Consultant's Representative. Consultant hereby designates David
Krout, Managing Partner or his/her designee, to act as its representative for the performance
of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full
authority to represent and act on behalf of the Consultant for all purposes under this Agreement.
The Consultant's Representative shall supervise and direct the Services, using his/her best skill
and attention, and shall be responsible for all means, methods, techniques, sequences, and
procedures and for the satisfactory coordination of all portions of the Services under this
Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City
staff in the performance of Services and shall be available to City's staff, consultants and other
staff at all times.
3.2.8 Standard of Care; Performance of Emplovees. Consultant shall perform
all Services under this Agreement in a skillful and competent manner, consistent with the
standards generally recognized as being employed by professionals in the same discipline in
the State of California. Consultant represents and maintains that it is skilled in the professional
calling necessary to perform the Services. Consultant warrants that all employees and
subconsultants shall have sufficient skill and experience to perform the Services assigned to
them. Finally, Consultant represents that it, its employees and subconsultants have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to perform the
Services, and that such licenses and approvals shall be maintained throughout the term of this
Agreement. As provided for in the indemnification provisions of this Agreement, Consultant
shall perform, at its own cost and expense and without reimbursement from the City, any
services necessary to correct errors or omissions which are caused by the Consultant's failure
to comply with the standard of care provided for herein. Any employee of the Consultant or its
sub -consultants who is determined by the City to be uncooperative, incompetent, a threat to the
adequate or timely completion of the Project, a threat to the safety of persons or property, or
any employee who fails or refuses to perform the Services in a manner acceptable to the City,
shall be promptly removed from the Project by the Consultant and shall not be re-employed to
perform any of the Services or to work on the Project.
3.2.9 Laws and Requlations. Consultant shall keep itself fully informed of and
in compliance with all local, state and federal laws, rules and regulations in any manner
affecting the performance of the Project or the Services, including all Cal/OSHA requirements,
and shall give all notices required by law. Consultant shall be liable for all violations of such
laws and regulations in connection with Services. If Consultant performs any work knowing it to
be contrary to such laws, rules and regulations, Consultant shall be solely responsible for all
costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors,
officers, employees, agents, and volunteers free and harmless, pursuant to the indemnification
provisions of this Agreement, from any claim or liability arising out of any failure or alleged
failure to comply with such laws, rules or regulations.
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3.2.10 Insurance. Consultant shall not commence work under this Agreement
until it has provided evidence satisfactory to the City that it has secured all insurance required
under this section. In addition, Consultant shall not allow any subconsultant to commence work
on any subcontract until it has provided evidence satisfactory to the City that the subconsultant
has secured all insurance required under this section.
Without limiting Consultant's indemnification of City, and prior to commencement of Work,
Consultant shall obtain, provide and maintain at its own expense during the term of this
Agreement, policies of insurance of the type and amounts described below and in a form
satisfactory to City.
General Liabilitv insurance: Consultant shall maintain commercial general liability insurance
with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not
less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal
injury, and property damage, including without limitation, blanket contractual liability. Defense
costs shall be paid in addition to the limits. The policy shall contain no endorsements or
provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or
suits by one insured against another; or (3) contain any other exclusion contrary to the
Agreement.
Automobile Liabilitv Insurance: Consultant shall maintain automobile insurance at least as
broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with Work to be performed
under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles,
in an amount not less than $1,000,000 combined single limit for each accident.
Professional Liabilitv (Errors & Omissions) Insurance: Consultant shall maintain
professional liability insurance that covers the Services to be performed in connection with this
Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy
inception date, continuity date, or retroactive date must be before the effective date of this
agreement and Consultant agrees to maintain continuous coverage through a period no less
than three years after completion of the services required by this agreement. Covered
professional services shall specifically include all work to be performed under the Agreement
and delete any exclusions that may potentially affect the work to be performed (for example, any
exclusions relating to lead, asbestos, pollution, testing, underground storage tanks, laboratory
analysis, soil work, etc.). If coverage is written on a claims -made basis, the retroactive date
shall precede the effective date of the initial Agreement and continuous coverage will be
maintained or an extended reporting period will be exercised for a period of at least three (3)
years from termination or expiration of this Agreement.
Workers' Compensation Insurance: Consultant shall maintain Workers' Compensation
Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least
$1,000,000). Consultant shall submit to City, along with the certificate of insurance, a Waiver of
Subrogation endorsement in favor of the City of Palm Desert, its officers, agents, employees
and volunteers.
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CONTRACT NO. 35430
Other provisions or requirements:
Insurance for Subconsultants: All Subconsultants shall be included as additional insureds
under the Consultant's policies, or the Consultant shall be responsible for causing
Subconsultants to purchase the appropriate insurance in compliance with the terms of these
Insurance Requirements, including adding the City as an Additional Insured to the
Subconsultant's policies. Consultant shall provide to City satisfactory evidence as required
under Insurance Section of this Agreement.
Proof of Insurance: Consultant shall provide certificates of insurance to City as evidence of the
insurance coverage required herein, along with a waiver of subrogation endorsement for
workers' compensation. Insurance certificates and endorsement must be approved by City's
Risk Manager prior to commencement of performance. The certificates and endorsements for
each insurance policy shall be signed by a person authorized by that insurer to bind coverage
on its behalf. Current certification of insurance shall be kept on file with City at all times during
the term of this contract. City reserves the right to require complete, certified copies of all
required insurance policies, at any time.
Duration of Coveraqe: Consultant shall procu
insurance against claims for injuries to persons
or in connection with the performance of the
representatives, employees or subconsultants.
and maintain for the duration of the contract
or damages to property, which may arise from
Work hereunder by Consultant, his agents,
Citv's Rights of Enforcement: In the event any policy of insurance required under this
Agreement does not comply with these specifications or is canceled and not replaced, City has
the right but not the duty to obtain the insurance it deems necessary and any premium paid by
City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay
premium from Consultant payments. In the alternative, City may cancel this Agreement.
Acceptable Insurers: All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the State of
California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category
Class VI (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless
otherwise approved by the City's Risk Manager.
Waiver of Subroqation: All insurance coverage maintained or procured pursuant to this
agreement shall be endorsed to waive subrogation against the City of Palm Desert, its elected
or appointed officers, agents, officials, employees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in compliance with these specifications to
waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against the City of Palm Desert, and shall require similar written express waivers and insurance
clauses from each of its subconsultants.
Enforcement of Contract Provisions (Non Estoppel): Consultant acknowledges and agrees
that any actual or alleged failure on the part of the City to inform Consultant of non-compliance
with any requirement imposes no additional obligations on the City nor does it waive any rights
hereunder.
Primary and Non-Contributinq Insurance: All insurance coverages shall be primary and any
other insurance, deductible, or self-insurance maintained by the indemnified parties shall not
contribute with this primary insurance. Policies shall contain or be endorsed to contain such
provisions.
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CONTRACT NO. 35430
Requirements Not Limitinq: Requirements of specific coverage features or limits contained in
this Section are not intended as a limitation on coverage, limits or other requirements, or a
waiver of any coverage normally provided by any insurance. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a given issue and is not
intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a
waiver of any type.
Notice of Cancellation: Consultant agrees to oblige its insurance agent or broker and insurers
to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a
ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
Additional Insured Status: General liability, Automobile Liability, and if applicable, Pollution
Liability, policies shall provide or be endorsed to provide that the City of Palm Desert and its
officers, officials, employees, and agents shall be additional insureds with regard to liability and
defense of suits or claims arising out of the performance of the Agreement, under such policies.
This provision shall also apply to any excess liability policies.
Citv's Riqht to Revise Specifications: The City reserves the right at any time during the term
of the contract to change the amounts and types of insurance required by giving the Consultant
ninety (90) days advance written notice of such change. If such change results in substantial
additional cost to the Consultant, the City and Consultant may renegotiate Consultant's
compensation.
Self -Insured Retentions.: Any self -insured retentions must be declared to and approved by
City. City reserves the right to require that self -insured retentions be eliminated, lowered, or
replaced by a deductible. Self-insurance will not be considered to comply with these
specifications unless approved by City.
Timelv Notice of Claims: Consultant shall give City prompt and timely notice of claims made or
suits instituted that arise out of or result from Consultant's performance under this Agreement,
and that involve or may involve coverage under any of the required liability policies.
Safety: Consultant shall execute and maintain its work so as to avoid injury or damage to any
person or property. In carrying out its Services, the Consultant shall at all times be in
compliance with all applicable local, state and federal laws, rules and regulations, and shall
exercise all necessary precautions for the safety of employees appropriate to the nature of the
work and the conditions under which the work is to be performed. Safety precautions, where
applicable, shall include, but shall not be limited to: (A) adequate life protection and lifesaving
equipment and procedures; (B) instructions in accident prevention for all employees and
subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks,
confined space procedures, trenching and shoring, equipment and other safety devices,
equipment and wearing apparel as are necessary or lawfully required to prevent accidents or
injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety
measures.
Additional Insurance: Consultant shall also procure and maintain, at its own cost and
expense, any additional kinds of insurance, which in its own judgment may be necessary for its
proper protection and prosecution of the work.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth
in Exhibit "B" attached hereto and incorporated herein by reference. The total compensation
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CONTRACT NO. 35430
shall not exceed Sixty Three Thousand Seven Hundred and Fifteen Dollars ($63,715)
without authorization of the City Council or City Manager, as applicable, per the Palm Desert
Municipal Code. Extra Work may be authorized, as described below, and if authorized, will be
compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly
invoice which indicates work completed and hours of Services rendered by Consultant. The
invoice shall describe the amount of Services provided since the initial commencement date, or
since the start of the subsequent billing periods, as appropriate, through the date of the invoice.
City shall, within 30 days of receiving such invoice, review the invoice and pay all non -disputed
and approved charges thereon. If the City disputes any of Consultant's fees, the City shall give
written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees
set forth therein.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for
any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any work
which is determined by City to be necessary for the proper completion of the Project, but which
the Parties did not reasonably anticipate would be necessary at the execution of this
Agreement. Consultant shall not perform, nor be compensated for, Extra Work without
authorization from the City Council or City Manager, as applicable, per the Palm Desert
Municipal Code.
3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to
Section 3.1.2, the rate may be adjusted each year at the time of renewal.
3.3.6 Prevailing Waqes. Consultant is aware of the requirements of California
Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations,
Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of
prevailing wage rates and the performance of other requirements on "public works" and
"maintenance" projects. If the Services are being performed as part of an applicable "public
works" or "maintenance" project, as defined by the Prevailing Wage Laws, Consultant agrees to
fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the
prevailing rates of per diem wages in effect at the commencement of this Agreement.
Consultant shall make copies of the prevailing rates of per diem wages for each craft,
classification or type of worker needed to execute the Services available to interested parties
upon request, and shall post copies at the Consultant's principal place of business and at the
project site. Consultant shall defend, indemnify and hold the City, its officials, officers,
employees, agents, and volunteers free and harmless from any claim or liability arising out of
any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement. All
such records shall be clearly identifiable. Consultant shall allow a representative of City during
normal business hours to examine, audit, and make transcripts or copies of such records and
any other documents created pursuant to this Agreement. Consultant shall allow inspection of
all work, data, documents, proceedings, and activities related to the Agreement for a period of
three (3) years from the date of final payment under this Agreement.
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3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to
Consultant, terminate the whole or any part of this Agreement at any time and without cause by
giving written notice to Consultant of such termination, and specifying the effective date thereof,
at least seven (7) days before the effective date of such termination. Upon termination,
Consultant shall be compensated only for those services which have been adequately rendered
to City, and Consultant shall be entitled to no further compensation. Consultant may not
terminate this Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated as provided
herein, City may require Consultant to provide all finished or unfinished Documents and Data
and other information of any kind prepared by Consultant in connection with the performance of
Services under this Agreement. Consultant shall be required to provide such document and
other information within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is terminated in
whole or in part as provided herein, City may procure, upon such terms and in such manner as
it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such other
address as the respective parties may provide in writing for this purpose:
Consultant: ClientFirst Consulting Group, LLC
dba ClientFirst Technology Consulting
1181 California Avenue, Suite 270
Corona, CA 92881
ATTN: David Krout, Managing Partner
City: City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
ATTN: Clayton von Helf, Information Systems Manager
Such notice shall be deemed made when personally delivered or when mailed, forty-
eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the
party at its applicable address. Actual notice shall be deemed adequate notice on the date
actual notice occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data: Licensinq of Intellectual Propertv. 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 and 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 subconsultants to agree in writing that City is granted a non-exclusive and perpetual license
for any Documents & Data the subconsultant prepares under this Agreement. Consultant
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CONTRACT NO. 35430
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 prepared by design professionals other than Consultant or provided to Consultant
by the City. City shall not be limited in any way in its use of the Documents & Data at any time,
provided that any such use not within the purposes intended by this Agreement shall be at City's
sole risk.
3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans,
procedures, drawings, descriptions, computer program data, input record data, written
information, and other Documents & Data either created by or provided to Consultant in
connection with the performance of this Agreement shall be held confidential by Consultant.
Such materials shall not, without the prior written consent of City, be used by Consultant for any
purposes other than the performance of the Services. Nor shall such materials be disclosed to
any person or entity not connected with the performance of the Services or the Project. Nothing
furnished to Consultant which is otherwise known to Consultant or is generally known, or has
become known, to the related industry shall be deemed confidential. Consultant shall not use
City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or
the Project in any magazine, trade paper, newspaper, television or radio production or other
similar medium without the prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate, or convenient to attain the purposes of this Agreement.
3.5.5 Attornev's Fees. If either party commences an action against the other
party, either legal, administrative or otherwise, arising out of or in connection with this
Agreement, the prevailing party in such litigation shall be entitled to have and recover from the
losing party reasonable attorney's fees and all other costs of such action.
3.5.6 Indemnification.
3.5.6.1 Scope of Indemnity. To the fullest extent permitted by law,
Consultant shall defend, indemnify and hold the City, its directors, officials, officers, employees,
volunteers and agents free and harmless from any and all claims, demands, causes of action,
costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any
alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers,
employees, subcontractors, consultants or agents in connection with the performance of the
Consultant's Services, the Project or this Agreement, including without limitation the payment of
all consequential damages, expert witness fees and attorneys fees and other related costs and
expenses. 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 out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the Consultant.
3.5.6.2 Additional Indemnity Obliqations. To the fullest extent permitted
by law, Consultant shall defend, with counsel of City's choosing and at Consultant's own cost,
expense and risk, any and all claims, suits, actions or other proceedings of every kind covered
by Section 3.5.6.1 that may be brought or instituted against City or its directors, officials,
officers, employees, volunteers and agents. Consultant shall pay and satisfy any judgment,
award or decree that may be rendered against City or its directors, officials, officers, employees,
volunteers and agents as part of any such claim, suit, action or other proceeding. Consultant
shall also reimburse City for the cost of any settlement paid by City or its directors, officials,
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officers, employees, agents or volunteers as part of any such claim, suit, action or other
proceeding. Such reimbursement shall include payment for City's attorney's fees and costs,
including expert witness fees. Consultant shall reimburse City and its directors, officials,
officers, employees, agents, and/or volunteers, for any and all legal expenses and costs
incurred by each of them in connection therewith or in enforcing the indemnity herein
provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if
any, received by the City, its directors, officials officers, employees, agents, or volunteers.
3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the
parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed by
both parties.
3.5.8 Governing Law. This Agreement shall be governed by the laws of the
State of California. Venue shall be in Riverside County.
3.5.9 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.5.10 Citv's Riaht to Emolov Other Consultants. City reserves right to employ
other consultants in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.5.12 Assiqnment or Transfer. Consultant shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without the
prior written consent of the City. Any attempt to do so shall be null and void, and any
assignees, hypothecates or transferees shall acquire no right or interest by reason of such
attempted assignment, hypothecation or transfer.
3.5.13 Construction: References: Captions. Since the Parties or their agents
have participated fully in the preparation of this Agreement, the language of this Agreement
shall be construed simply, according to its fair meaning, and not strictly for or against any Party.
Any term referencing time, days or period for performance shall be deemed calendar days and
not work days. All references to Consultant include all personnel, employees, agents, and
subconsultants of Consultant, except as otherwise specified in this Agreement. All references
to City include its elected officials, officers, employees, agents, and volunteers except as
otherwise specified in this Agreement. The captions of the various articles and paragraphs are
for convenience and ease of reference only, and do not define, limit, augment, or describe the
scope, content, or intent of this Agreement.
3.5.14 Amendment: Modification. No supplement, modification, or amendment
of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third -Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
Page 10 of 12
CONTRACT NO. 35430
3.5.17 Invaliditv: Severabilitv. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not
paid nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement. For
breach or violation of this warranty, City shall have the right to rescind this Agreement without
liability. For the term of this Agreement, no member, officer or employee of City, during the term
of his or her service with City, shall have any direct interest in this Agreement, or obtain any
present or anticipated material benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal
opportunity employer and it shall not discriminate against any subconsultant, employee or
applicant for employment because of race, religion, color, national origin, handicap, ancestry,
sex, or age. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff
or termination.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it
is aware of the provisions of Section 3700 of the California Labor Code which require every
employer to be insured against liability for Worker's Compensation, or to undertake self-
insurance in accordance with the provisions of that Code and agrees to comply with such
provisions before commencing the performance of the Services.
3.5.21 Authoritv to Enter Aqreement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each
Party warrants that the individuals who have signed this Agreement have the legal power, right,
and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
Page 11 of 12
CONTRACT NO. 35430
3.6 Subcontracting.
3.6.1 Prior Approval Reauired. Consultant shall not subcontract any portion of
the work required by this Agreement, except as expressly stated herein, without prior written
approval of City. Subcontracts, if any, shall contain a provision making them subject to all
provisions stipulated in this Agreement.
CITY OF PALM DESERT
la
ROBERT A. SPIEGEL, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
APPROVED AS TO FORM:
In
CLIENTFIRST CONSULTING GROUP, LLC
M
ROBERT W. HARGREAVES, CITY ATTORNEY
BEST, BEST & KRIEGER, LLP
[INSERT NAME AND TITLE]
[INSERT NAME AND TITLE]
Page 12 of 12
REQUEST FOR PROPOSALS / STATEMENT OF QUALIFICATIONS
FOR
INFORMATION TECHNOLOGY MASTER PLAN SERVICES
Issued: May 4, 2016
The City of Palm Desert ("City") invites proposals from qualified, competent, knowledgeable,
and experienced consultants that will provide Information Technology ("IT") Master Plan
services and administer the duties and responsibilities set forth in this Request for
Proposals/Statement of Qualifications ("RFP/SQ"), in compliance with all applicable laws,
regulations, policies and procedures. Firms submitting proposals must be prepared to
immediately enter into a consultant agreement ("Agreement") for the provision of services and
duties as set forth in this RFP/SQ.
PROPOSALS/OFFER SUBMITTAL:
Proposals will be accepted until 3 p.m. on May 18th, 2016, and each must be submitted in a
sealed envelope plainly marked on the outside "SEALED BID FOR INFORMATION
TECHNOLOGY MASTER PLAN SERVICES- DO NOT OPEN WITH REGULAR MAIL" to:
City of Palm Desert
Attn: Office of the City Clerk
73510 Fred Waring Drive
Palm Desert, California 92260
DESCRIPTION OF REQUIRED SERVICES:
The City of Palm Desert (City) is seeking proposals from qualified vendors to provide a
comprehensive Information Technology (IT) Master Plan. The objective of the Master Plan is to
evaluate the current environment and to provide a strategic roadmap to align the City's IT effort
and resources with best practices and industry standards. In addition, address future IT
requirements in an efficient and cost-effective manner to meet the proposed strategic roadmap.
The schedule of various dates as they relate to this RFP/SQ is below:
RFP/SQ Release Date May 4, 2016
RFP/SQ Close May 18, 2016
Evaluation Date May 19, 2016
Council Award of Contract June 9, 2016
GENERAL INSTRUCTIONS FOR SUBMITTAL:
A. Proposal/Statement of Qualification Submittal:
The proposer shall submit one (1) original and three (3) copies by 3:00 p.m. (Pacific Standard
Time), May 181h, 2016, to:
City of Palm Desert
Attn: Office of the City Clerk
73510 Fred Waring Drive
Palm Desert, California 92260
RFP - Information Technology Master Plan services
Issued: May 4, 2016
Page 2 of 4
B. Due Date and Time:
Proposals and Statements of Qualifications submitted after 3:00 p.m. on May 18, 2016, may at
the sole discretion of the City be rejected as non -responsive and returned without review. For a
proposal or a statement of qualifications to be considered on time, it must be date stamped by
City staff upon receipt. At the discretion of the City, a "late" proposal or statement of
qualifications may be considered only if a selection cannot be determined from among
proposals or statements of qualifications received on time. The City shall not be responsible for,
nor accept any as a valid excuse, any delay in mail service, or any other method of delivery
used by the proposer. All proposals and statements of qualifications shall be enclosed in a
sealed envelope with the words clearly written on the front, "SEALED BID FOR INFORMATION
TECHNOLOGY MASTER PLAN SERVICES- DO NOT OPEN WITH REGULAR MAIL." Failure
of the proposer to properly identify the sealed envelope proposal as described may result in the
proposal being considered non -responsive. All proposals and statements of qualifications shall
be firm offers subject to acceptance by the City and may not be withdrawn for a period of 180
calendar days following the last day to accept proposals and statements of qualifications.
Proposals and statements of qualifications may not be amended after the due date except by
written consent of the City. All proposals and statements of qualifications must clearly address
all of the requirements outlined in this RFP/SQ. Each proposal shall be limited to twenty (20)
pages and must include a minimum of three (3) references, which include the address,
telephone number, and email address of each reference. Resumes and brochures may be
added to the proposal, provided they are located in an appendix at the back of the proposal.
Should the proposer have concerns about meeting any noted requirements, the proposer shall
include a clearly labeled subsection with individual statements specifically identifying the
concerns and exceptions.
C. Pre -contractual Expenses:
The City shall not be responsible for, under any circumstances, any claims of expenses
necessary for the proposer to receive, evaluate, complete and deliver the proposal. The
proposer should also not include any pre -contractual expenses or fees in the proposal.
D. Conflicts of Interest:
The proposer affirms that to the best of his or her knowledge, there exists no actual or potential
conflict between the firm's business or financial interests, and either the services to be provided
under the Agreement, or any commissioner, officer, employee, or agent of the City. For the
duration of the Agreement, the proposer shall refrain from undertaking any work for any
individual, business, or legal entity, in which direct conflicts of interest regarding the services to
be provided thereunder or herein may arise.
SCOPE OF SERVICE:
A. The IT Master Plan can be summarized within three major deliverables:
1. Current state analysis
2. Gap analysis
3. Future state recommendations and strategic roadmap for implementation
B. At a minimum, the successful bidder must, as part of the master plan services, consider
and include the following items in each deliverable as well as provide a discussion of the
benefits and drawbacks or impact of all recommendations.
1. IT Strategy: Review and analyze existing City IT major initiatives, Technology Plan
and IT Infrastructure. Conduct interviews with City Department Heads and staff and
other designated key leaders to develop high level recommendations for an IT
G:IFinanceWiamh OrtegallTIRFP IT Master Plan 0502161RFP IT Master Plan 042816.docx
RFP - Information Technology Master Plan services
Issued: May 4, 2016
Page 3 of 4
Strategic Plan. Provide recommendations for short term transitions as well as long-
term strategic directions, including additional online services from departments.
2. IT Risk Assessment: Use IT industry standards to perform risk assessment and gap
analysis on the effectiveness of current City IT structure, security and resourcing to
identify and mitigate potential risk vulnerabilities.
3. Application Portfolio: Review and analyze existing enterprise and major level
applications. Perform a gap analysis on the ability of the portfolio to meet the needs
of the City.
4. Technical Infrastructure: Analyze and prepare a gap analysis on the ability of the
existing City hardware, network infrastructure, and support to meet the needs of
current and future City initiatives. Make recommendations on in-house hardware and
infrastructure support versus hosting and or use of contracted services.
5. Organizational Structure: Review and evaluate the current IT department
organizational structure, staffing levels and the use of contracted services. Perform a
gap analysis of the entire IT organization including type of staff, staffing levels,
distribution of staff versus future needs. Provide recommendations for IT
organization, level of staff, and placement of staff to support the future needs of the
City.
6. Personnel: Evaluate current IT staff skill levels and perform a gap analysis
comparing current staff to skill levels required to meet proposed changes. Provide
recommendations for addressing staff changes and/or staff training and education
needs. Include recommendations on the need for and use of contracted resources as
appropriate.
PROPOSAL FORMAT AND CONTENT:
The proposal should be straightforward, concise and provide "layman" explanations of technical
terms that are used. Emphasis should be concentrated on conforming to the RFP instructions,
responding to the RFP requirements, and on providing a complete and clear description of the
offer. Proposals that appear unrealistic in the terms of technical commitments, lack of technical
competence or are indicative of failure to comprehend the complexity and risk of this contract
may be rejected. The proposal should contain the sections in the order indicated below. This
standardization will facilitate evaluation of the comparative merits of all proposals submitted.
The proposal should contain the sections in the order indicated below.
A. Cover Letter: Provide a letter of introduction, approximately one (1) page in length,
including the name, address, and telephone number of the person(s) to contact who will
be authorized to represent your firm. This letter shall be signed by an officer of the
bidding firm authorized to bind the firm to all commitments made in the proposal.
B. Company Information: Information about the proposer's firm including number of years in
business under current name, number of full-time professional and technical personnel
in the firm, and description of range of activities performed by the office. Include names
and resumes of personnel to be assigned to this project. Indicate principal who will be in
charge of the actual work done on this project.
C. Qualifications: A summary of your firm's qualification to fulfill the City's scope of services,
including a listing of other government agencies in which your firm has provided similar
IT Master Plan services. Provide the name, address, telephone number of references
listed to substantiate your firm's role and performance in each project described. Also
indicate which of the personnel assigned to the project for the City, participated in the
other government agency projects.
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RFP - Information Technology Master Plan services
Issued: May 4, 2016
Page 4 of 4
D. Scope of Service: Provide a detailed description of the approach and methodology to be
used to accomplish the Scope of Service of this RFP. The methodology section should
include the following:
A brief explanation of your approach to acquiring the necessary data to complete the
RFP.
A statement of the services that the Contractor feels differentiates their service from
other vendors.
E. Fee Section: An outline of fees for services by tasks as previously discussed, this should
include list of individuals participating in the assignment, including staff classification and
billable rates. Also include an estimate of total number of hours and maximum not to
exceed fee, including any out of pocket expenses. Included in this should be a timeline
for completion of the project.
PROPOSAL EVALUATION AND CONTRACT AWARD:
Proposals will be evaluated by a panel, considering the factors which are listed below.
1. Qualification and experience of proposer
2. Cost and price
3. Work plan
4. Technical Support Structure
5. Conformance with this RFP/SOQ
6. References of performance including such factors as control of costs, quality of work,
ability to meet schedules, cooperation, responsiveness, compliance with the
requirements, and other considerations
7. Any other criteria determined by the City
Upon selection of the most qualified proposer, the City may require the finalist to make an oral
presentation to the City Council or City Manager. The City expressly reserves the right to reject
any or all proposals, with or without providing a reason and to waive any irregularities or
informalities in the offers received. In the event of any such rejection, or in the event a
proposer's offer is not rejected but does not result in contract award, the City shall not be liable
for any costs incurred by the proposer in connection with the preparation and submittal of the
proposal.
GAFinanceWiamh OrtegallTIRFP IT Master Plan 0502161RFP IT Master Plan 042816.docx
■
■
■
Response to RFP for
Information Technology
Master Plan Services
May 18, 2478
Client Locations
Coast -to -Coast
Practice Locations
California
Illinois
Minnesota
North Carolina
800.806.3080
www.d ie ntf i rstcg. co m
COPY
M
CLIENTFIRST OPTIMAL TECHNOLOGY GUIDANCE
TECHNOLOGY CONSULTING
. May 18, 2016
■
City of Palm Desert
Attn: Office of the City Clerk
73510 Fred Waring ❑rive
Palm Desert, CA 92260
RE: COVER LETTER: Response to RFP for information Technology Master Plan Services
■ Dear Evaluation Panel:
CLIENTFIRST appreciates the opportunity to present the City of Palm Desert with our Response to RFP for
Information Technology Master Plan Services, which includes developing and articulating a vision for the
effective use of technology to support the work of the City, to identify strategies for developing and
■ implementing technology initiatives, and the cost benefits of doing so.
■ CLIENTFIRSTTechnology Consulting will work with you to transform the way your organization approaches
and makes decisions regarding information technology. We are adept at educating and building
. consensus among City staff, departmental leadership, management. and City officials. Our approach is
to assess the current environment, review alternatives, and provide the City with specific
. recommendations and supporting documentation regarding strategy and tactical implementation.
Methodology and Approach — CLIENTFIRST customizes industry best practices for information technology
master planning in a practical way to meet the unique needs of each municipality. We provide
• Needs assessments for business department applications and technology utilization
• IT infrastructure, operations, and staffing needs assessments
0 Development of strategies, goals, objectives, and recommendations
• Comprehensive IT initiative recommendations with budgets, timelines, and resource assignments
■a Master planning workshops with the Project Manager, IT personnel, IT Planning Committee, and
executive management
■ Master Planning Report and supporting documentation
• Tracking and measurement of plan objectives and initiatives
Truly Independent — CLIENTFIRST is a truly independent technical services and consulting firm. We are
certified in multiple technologies, but we DO NOT resell hardware and software, nor represent those that
do Therefore, there is no risk that our analysis will be biased in any way towards any particular solutions.
Local Government and Municipal Focus — Our management team's career experience includes over
1,000 projects for more than 250 municipalities, government agencies, and special districts.
If you have any questions, feel free to contact us at 951.739.7989 or via email at dkrout@ciientfirstcg.com
or srobichaud@clientfirstcg.com for additional information. We appreciate the continued opportunity of
serving the City of Palm Desert.
Sincerely,
David W. Krout, CPA
Managing Partner
Management Consulting Practice Leader
Steve Robichaud
Partner
Applications Consulting Practice Leader
CALIFORNIA 6 ILLINOIS 4 MINNESOTA ■ NORTH CAROUNA • 800.806 3080 • FAX 888.478,0495
Information Technology Master Plan Services
City of Palm Desert, CA NW
■ Table of Contents
COMPANY INFORMATION■■■■■■■■■.....■■.........r.r.rr.r.ra■■...■.... 4
Government Technology.................................................................. .................... 5
..............................................
Local Presence and Practice Locations.............................................................................................................. 5
Business Management Approach.......................................................................................................................5
PracticalRecommendations...............................................................................................................................5
TrueIndependence............................................................................................................................................ 5
iNational Recognition.......................................................................................................................................... 5
Industry Recognition — CIO Review.................................................................................................................... 6
Firm and Contact Summary Information.............................................................................................................7
DiversifiedExperience........................................................................................................................................8
Integrated Technology Solutions Groups.................................................................................................8
Integrated Technology Services.........................................................................................................................9
Areasof Expertise..................................•••..•...............................••••••••...................................10
' Consultants' Collective Experience..................................................................................................................11
Technical Certifications ............................................... ............................12
KeyPersonnel ................... . ..............................................................................................................................13
■ QUALIFICATIONS .................. 21
' References.............................. ......................................................................................................................... 22
Other Similar IT Master Plan and Assessment Engagements..........................................................................24
SCOPE OF SERVICE■...■.■......r..r.........=.....s....■■■.....■■.■■■ 25
ITMaster Plan Objective.................................................................................................................................. 26
ExpectedDeliverables......................................................................................................................................26
Approach to IT Assessment and Master Planning............................................................................................ 27
iIT Planning Process Methodology...........................••••................................................................................28
Project Initiation and Information Gathering.....................................................................................................29
NeedsAssessment.........................................................................................................................................29
ITInitiative Determination.................................................................................................................................33
Planning and Prioritization Workshops.. ........................................................................................................... 34
Final Report and Presentations........................................................................................................................36
Reporting/Deliverables ............................................................................................. ......... ........................ ...... 37
FEESSECTION............................................■■...........■ 39
. Work Plan .................................. ........... .......... ................................................................................................ 40
Fees......................................................................................................................................... .................... . .43
Scopeand Fee Changes..................................................................................................................................43
ChangeRequest Management.... ..................................................................................................................... 43
PaymentTerms................................................................................................................................................43
■ OTHER UNIQUE QUALIFICATIONS AND ATTRIBUTES ..... 44
. Business Processing and Applications Practice...............................................................................................45
IT Infrastructure Consulting...................................................................................
ProjectManagement Services..........................................................................................................................47
TelecommunicationsConsulting......................................................................................................................48
CLIENTFIRS T TECH NOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
i
Information Technology Master Plan Services
City of Palm Desert, CA
Our consultants have been assisting local
governments with innovative technology solutions
with CCIENTARST for over ten years, bringing with
them many more years of experience in this field.
Our risk -averse technology planning and the
quality of service we provide our clients have
resulted in numerous long-term business
relationships. We are confident that no other
consulting firm focusing on local governments
offers the wide range of IT services that we do.
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20 Mast Promising Government Technology Consulting Companies
CLIENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL T ECH NOLOGY GUIDANCE
Inforniation Technology Master Plan Services
City of Palm Desert, CA
Focusing on local governments means that we understand the unique
needs, processes, protocols, and political nuances involved in the
industry. This understanding and experience ensures that our
strategies and recommendations are practical in all respects.
We have a local presence with extensive experience in California. CLIENTFIRST is a national firm
with practices located in California, North Carolina, Illinois; and Minnesota.
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Corona, CA Schaumburg, II_ Minneapolis, MN Charlotte, NC
Business Management Approach
We understand that not all government executives are versed in the latest technology issues
and opportunities. Therefore, our approach and deliverables provide a business -management
perspective that allows the layperson the ability to understand the technology issues,
strategies, and potential solutions required to make more informed business decisions.
Practical Recommendations
We believe in using technology as a tool to meet your
business objectives; we do not apply technology just for Increase
technology's sake. We are serious in our quest to provide
clients with practical solutions that meet their individual (D Time Expertise
requirements. Sometimes the proper solution includes cutting -
edge technology. However, a cost-effective and practical $Money n Service
solution using proven technology is often the most beneficial.
IftResources ,.fir Efficiency
CLIENTFl.RSr believes in practicing true independence. We do not resell products, nor maintain
relationships that would result in any add -on profit margins or referral fees. Our interest is in
putting the client first by finding ❑ptimum solutions (i e- the greatest value at lowest
competitive cost) to meet their needs.
Our consultants are nationally recognized for their work by many
of the industry's leading vendors. They appreciate the fairness
and objectivity we demonstrate when dealing with their
organizations.
CLIENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
4W
In
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Information Technology Master plan Services
City of Palm Desert, CA
CLIENTFIRST was featured in CIO Review as one of the "20 Most Promising Government
Technology Consulting Companies."
C10Governmehltrrt41140 (�llw1k,ClientFirst Technology Consulting i�,,�.,�„,I I
A Beacon of light for Prime Technology Solutions
Today, many Information Technology (IT) com-
panies make the same mistakes, csprciaily
when it conics to consulting-oricnied projects.
I'hcir kno►+lcdge of new technology is limited, and
they use gcncralir.cd IT specialists who may be well
rounded, but lack the over -ail technical strength. That
is why many local governments rely on Clicntf`first, a
consultant and IT services firm, headquartered in Co-
rona, California, with offices in Illinois and North
Carolina, and speciahics in a Wide breadth of IT disci-
plines,
"When dealing with IT companies, it's easy to be-
come lost in the jargon of the field, but ClientFirst
takes a practical, business managemcm perspcctive.
The company not only helps their clients understand,
but works with them extensivcl► to determine the
strengths and ►%caknesscs of their infrastructure and
applications and what they need for success," observes
David Kraut, Managing Partner of ClicrrtFirst. The
company itself is almost exclusively local government.
offering consulting in all aspects of IT Infrastructure,
1T Support, IT Master Planning, E R P applications, and
Telecommunications. In order to preserve an unbiased
stance that measures the quality of various technolo-
gies, C'lientFirst refrains from resciling hardware and
software. This independence allows them to give un-
biased recommendations for different environments
and situations.
Many of ClientFirst's services aim for the better-
mcnl of local communities. Their major software con-
sulting service can bolster community dcvclopincru,
utility stilling, and work management, in particular.
They also offer consulting on application management
best practices and IT department turnarounds. For
more hands-on assistance, clients have supplemental
and outsourcing support from which to choose. Cli-
entFirst's telecommunications consulting designs
phone systems, communications infrastructure and
provides carrier contract negotiations. The company
provides much of its consulting through local govern-
ment agencies and strives to educate its clients as well
as aid them in the implementation of comprehensive
IT Master Plans they help de►clop.
1lndcrstanding the
scope of Clienti-irst's
services is best done
through looking at
their work. When
commissioned by the
city of Redlands, Cal-
ifornia to formulate
an IT plan, Client -
First did an assess-
ment of each city dc-
partlncltt's infor-
mation technology
needs. evaluating ap-
plication needs, policies and pros dures, stalling struc-
ture, use of productivity tools, and more. leased on the
nerds of Redlands' infrastructure and applications,
they formed a wmprehensive 5-year plan and cducal-
cd the city council, providing additional systems engi-
neering capabilities and even redesigned their new da-
ta center and network, " ClicnlFirsl is not a company
that does product sales, but rather offers independent
consulting services, like those in Redlands. that stick
closely to retaining the best components of an envi-
ronmcnt and improving the rest. Combined with the
multitude of IT disciplines working under ClicniFirsi.
each client gets advice from subject matter experts
who are best trained in each specific field," explains
Krout.
ClicrrtFirst serves a list of illustrious clients in Illi-
nois' Elgin School District Li46; Laguna Nigel, CA:
Lincolm►ood, IL, Castaic Lake Water Agency, CA.
and City of Bloomington, IL. With a reputable system
of client care that it prides itself on, ClicntFirst is an
up-and-coming company with a future of promise and
prosperity ahead of it as they aim to increase their re-
gional IT support services in California and Illinois, as
well as national presence in IT planning, software se-
lection and telecommunications consulting The com-
pany looks for people who have a passion, as its cm-
ployces share a common desire to make a positive dif-
fercncc in various communities, rather than simply
make a profit. While they currently have 35 profes-
sionals. ClicntFirst is expecting to boost their head
count to 50 by next year. I'll,
('I0ii'1 i4'w
CUENTFIRSTTECH NQLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert, CA
Firm ■ Contact Summary Information
Name of Business ClientFirst Consulting Group, LLC
dba ClientFirst Technology Consulting
David (trout
Primary Contact for Engagement Managing Partner, Management Consulting Practice Leader
951.739.7989
Steve Robichaud
Secondary Contact Partner, Applications Consulting Practice Leader
951.739,7989
Years in Practice 12
Corona, California
1181 California Avenue, Suite 270
Corona, CA 92881
Locations Schaumburg, Illinois
Minneapolis, Minnesota
Charlotte, North Carolina
Ownership (Type of Entity) Limited Liability Company (LLC), formed 1i128004
(CLIENTFlRST is not owned by another business entity or any individual.)
David Krout, Managing Partner
Partners Tom ,takobsen, Senior Partner
Steve Robichaud, Partner
QJENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
■
information Technology Master Plan services
City of Palm Desert. CA
Diversified Experience
We have extensive experience with a wide variety of organizations and technology and
processing environments. In addition, we have significant market knowledge regarding
software and hardware providers and are well-informed with respect to vendor and industry
developments.
■
Integrated Technology SolutionsGroups
Whatever your IT needs are, we offer a unique combination of experts in their given
disciplines who can guide your for technology decisions, planning. implementation, and
management, chosen according to the specific needs of each project. working as an integrated
team to provide end -to -end consulting and support services.
CLIENTFIRST I nteg rated Technology Solutions Groups
■
i
It
■
■
■
CLIENrFrRSrTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Integrated Technology Services
• Strategic Planning
■ IT Master Planning
• IT Assessments
• IT Staffing Assessments
• Process improvements
■ Procurement Assistance
• Contract Negotiations
• Project Management
• IT Governance Seminars
Applications
Business Process Review
• Business Case Analysis
■ Preliminary Needs Assessment and
Recommendations
• Process Analysis and Improvement
Software Selection
• Feature 1 Function Requirements Definitions
• Implementation Risk Assessments
■ Change Management
• RFP Development
• Vendor Analysis and Evaluations
• Demonstration Facilitation
• Contract Review and Negotiations
Implementation Assistance
■ Implementation Project Management
■ Conversion Assistance
■ Integration 1 Interface Assistance
• Ad Hoc Report Writing Assistance
■ VolP Readiness Review
• Systems Evaluation, Design, Specifications, and
RFP Development
• Bill Audits (Cast Analysis and Negotiation)
• Telecom Expense Management (TEM)
■ Credit 1 Refund Requests
■ Strategic Planning
• Project Management
• Carrier Services Cast Analysis
• Operational and Workflow Reviews
■ System Selection and Contract Negotiations
• Needs Assessment
• Business Process Review
• System Selection
• Planning
• Implementation Oversight
Information Technology Master Plan Services
City of Palm Desert, CA
IT InfrastrUcture
Networking and Servers
■ Assessment, Design, and Installation
■ Replication and Redundancy Strategies
• Virtualization
• Cloud Computing
• Wireless
• Data Center Design
Disaster Recovery
■ Risk Assessment and Business Impact Analysis
• Disaster Recovery Planning
• Hot -Site and Recovery Services Evaluation
• Storage Area Networking
■ Backup Strategies and Design
Security
■ Internet and Firewall Security Reviews
■ IT Security Reviews
■ Security Policy and Controls Development
• Intrusion Testing
IT Technical and Managed Services
• 24/7 On -Call
■ PC Break -Fix Services
■ Routers and Switches
• Server Installation, Configuration, and
Troubleshooting
• On -Site or Remote
• Network and Server Troubleshooting and
Configuration
• Security Systems Support
■ Network and Server Management
■ Patch Management
■ Inventory and Licensing Management
• Remote Network, Server. and Desktop Monitoring
IT Staffing
• IT Stating Needs Assessment and Operational
Reviews
• Interim IT Management
■ Supplemental IT Management Staffing
■ Assessment and Certification
■ CAD❑ Design and Layout
■ RFP 1 Vendor Selection
• Project Management
• Documentation
• Fiber -Optic Network Design
• Assessment and Planning
• Design
■ Data Management
. Development
• Mapping
CufENTRRSi'TECHN0I_06V CONSULTING
OPTIMAL TECHNOLCIGY GUIDANCE
Areas of Expertise
IT OPERATIONS f
TECHNICAL SERVICES
EXPERIENCE
• Tech."ical serv,ces
• 2417 On -Call
• PC Break -Fix Services
• Routers and Switches
• Server Installation,
Configuration and
Troubteshooting
• Dn-Site or Remote Services
• Network Troubleshooting
and Configuration
• Security Systems Support
• Managed Services
• Network Management
• Event Monitoring
• Patch Management
• Inventory Management
• Licensing Management
• Software Distribution
• Remote Network and
Desktop Monitoring
TELECOM
EXPERIENCE
• Law Enlomeme,•;Reccrds
Management
• Systems Evaluation and
Assessments
• Telecommunications System
Management
• Voice and Data Cable
Infrastructure Design and
Engineering
• I.ANIWAN Assessments,
Design, Procurement, and
Implementation
• VoIP (Voice -over -Internet
Protoca!) Readiness
Reviews and Assessments
• Telecom Billing Audits and
Cost Reviews
• Strategic IT and
Telecommunications
Planning
• Systems Design and
Alternative Analysis
• Business Continuation
Planning and Disaster
Recovery Planning
• Call Center Planning and
Operational Design
• Competitive System and
Vendor Selection
• Pfoject Management and
Implementation
DEPARTMENT" AREA
EXPERIENCE
• i,Ga'1Gll
• Admisistration
• Building and Safety
• City Clerk
• Finance
• Fite
• Library
• Ur tlty Billing
• Customer ServicelCall
Centers
payroil
• Human Resources
Planning
. pace
• Purchasing
• Public Wforks
• Parks and Recreation
• Engineering
• Geographic Information.
System (G!S)
• Water
• Waste water
• 5anitat:on
• Field Operations
• Lawatories
• Environmental Services
• Facilit;es
• Trea:menl Plants
• Fleet Management
• Engineering
• Ware'nwsing
• SCADA
• information Systems
APPLICATION AREA
EXPERIENCE
Genlc'e Le,—'u
• Budgeting
• Project Accounting
• Grant Accounting
• gash Receipts
• Purchasing and Receiving
• Bids Management
• Contract Management
• Accounts Payable
• Fixed Assets
• Loans
• Special Assessments
• Financial Reporting
• Business Licensing
• Applicant Tracking
• Human Resources
• Employee Self -Service
• Benefits Tracking
• Time and Attendance
• Payroll
• CIS and Wilily Billmg
• Customer Service; Ca;
Centers
• Back1low
• Service Orders
• Work Orders I Preventative
Maintenance
• Inventory and Fleet
Management
• Planning. Permitting.
Inspection and Code
Enforcement
• Land/ParceVAddress
Management
• Computer -Aided Dispatch
(CAD)
• Records Management
• Mobile Compuling
• Citizen Request
Management (CRM)
• Geographic Information
System (GIs)
• Adtudlcauon
• Citation Manage
• Database Manay•.
Information Technology Master Plan Services
City of Palm Desert. CA
Collectiveie
We understand that the experience of the individual consultants is a significant factor in hiring a
firm to conduct the project on your behalf. Our consultants have extensive public -sector
experience in their respective careers, including projects with the following agencies -
California
City of Palm Desert
City of Brentwood
City of Burbank
City of Calabasas
City of Camarillo
City of Chino
City of Cotton
City of Corona
Co of Downey
City of Dutalin
City of Escondido
City of Foster City
City of Healdsburg
City of Hemet
City of Indio
City of Lagthna Niguel
City of La Habra
City of La Puente
City of Lathrop
City of Lomita
City of Menlo Park
City of Mumeta
City of Port Hueneme
City of Rancho Cucamowa
City of Rancho Mirage
City of Redlands
City of Rialto
City of Rosemead
City Of Sacramento
City of San Gabriel
City of San Jaynto
City of Seal Beach
City of sierra lbfedre
City of Simi Valley
City of South Gate
City of Upland
City of West Covina
Town of Danville
Town of Truckee
CA -NV American Water Works
Association
Cucamonga Valley Water District
Glendale water $ Power
Jurupa Community Services District
Mesa Water District
Midpeninsula Regional Open Space
District
Newhall County Water District
Ramona Water District
Rincon del Diablo Municipal Water
District
Rosamond Community Services
District
Southern California Coastal Water
Research
Walnut Valley Water District
Riverside County
San Bernardino Cot:nty
Cotton Joint Unified School District
Jurupa Community Services District
Lake Elsinore Unified School District
Menifee Unified School District
Mountain View Elementary School
District
Romoland School District
West Covina Unified School District
ohlone Community College
San .lose Community College
University of California San Francisco
Mechoopda Indian Tribe
Arizona
Madcopa County
Connecticut
City of Bristol
City of New Haven
Town of Groton
Florida
City of Cape Coral
City of Deerfield Beach
City of Dunedin
City of Fort Laudeadala
City of Pompano Beach
City of Port St Lu*
City of Riviera Beach
Illinois
City of Bloomington
Cky of Champaign
C#ty of Countryside
City of Highland Park
Cfly of Lake Forest
City of Moline
City of Morton Grove
City of Naperville
City of Oakbrook Terrace
Ctty of Orland Park
City of Prospect' Heights
City of Rockford
City of Rock Island
City of St. Charles
Village of Arlington Heights
Village of Cary
Visage of Glencoe
Village of Kenilworth
Village of Libertyville
Village of Lincolrwod
Village of Matteson
Village of Nonidge
Village of Northbrook
Village of Northfield
Village of Oak Brook
Village of Oak Park
Village of Oswego
Village of Palos Park
Village of River Forest
Village of Riverside
DuPage County
Peoria County
Sangamon County
Batavia Public School District
Central Community Unit School
District 301
Civitas Schools
Community Unit School District 300
Community Unit School 0isstrict308
Consolidated Hgh School District 230
Consolidated School District 158
DeKalb Community Unit School
District 428
Elgin School District U-46
Geneva Community Unit School
District 3D4
Glenview Schools
Gower SrhooI District
Hampton School District 29
Harlem School District 122
Harrison School District 3fi
Harvard Corrvnunity Unit School
District
Morton High School District
Mount Prospect School District 57
Naperville Community Unit School
District 203
Naperville Park District
Norridge Park District
Oswego School District 308
Park Ridge Schools
Part Byron Centel School District
Riverside Public School District 96
Shertard Community Schools
St. Charles School District
Township }sigh School District 214
West Aurora School District 129
Wheaton-WarrenvtIfe School District
200
Illinois State University
Lake Forest College
Northern Illinois University
The University of Chkxgo
Lincolnwood Public library
Oak Park Library
Oswego Library District
Park Dist d of Highland Park
American Association of Diabetes
Educator
Chicago Theological Seminary
Illinois Action for Children
Illinois Municipal Retirement Fund
Jensen IT
Indiana
The University of Notre Dame
Indian apolls, Public Library
Iowa
City of Ankeny
City of Bettendorf
City of Burlington
City of Cedar Rapids
City of New Hampton
City of West Des Moines
Johnson County
Linn County
State of Iowa
Assumption Catholic High School
Burlington Community School District
Cedar Rapids Community School
District
Davenport School District
Dubuque Community School District
Knoxville Community School DisW
Mason City School District
North Scott School District
Wahled Catholic High School
Des Moines Area Community Cal lege
Lords College
St. Ambrose University
Cedar Falls Utilities
Maryland
State of Maryland
Michigan
Lake Superior State University
University of Michigan
Minnesota
Anoka County
Nevada
County of Nye
Town of Pahrump
New York
State of New York
Hudson Valley Community College
North Carolina
City of Burlington
City of Gastonia
City of Kinston
City of Mount Airy
City of Salisbury
Arc of Stanley County (Monarch)
Buncombe County
Cabarrus County
Orange County
SI. Augustine College
Wake Forest University
Eastern Band of Cherokee Indlairs
Salisbury Rowan LIVities
Ohio
Cuyahoga County
Mon9gomery County
South Dakota
Rapid Gity, Area Schools
Utah
Washington County School District
Virginla
Commonwealth of Virginia
Wisconsin
City of Appleton
City of Brookfield
City of Eau Claire
City of Wauwatosa
City of West Allis
Brown County
Kenosha County
Milwaukee County
Waukesha County
HIDTA MiWaukee
Diocese of Madison Catholic Schools
Madison School District
Shorewood School District
Whitnall School District
West Allis School Di-4d
Southwest Technical Institute
St Beloit College
St. Norbert College
University of Wisconsin
State of Wisconsin
Wyoming
State of Wyoming
CLiFNTRRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
■
1
■
Information Technology Master Plan Services
CO of Palm Desert, CA
Technical
CuENTFIRST consultants collectively possess an extensive portfolio of certifications, revealing
their commitment to ongoing professional training and ensuring that our clients have access to
the latest information in the field.
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OPTIMAL TECHNOLOGY 6 UID A NCE
I
Information Technology Master Plan Services
City of Palm Desert, CA
Key Personnel
The personnel selected for this engagement are listed below. Detailed profiles for each Project
Team member are found in this section.
Project Role: Project Director
ClientFirst Title: Managing Partner, Management Consulting Practice Leader
Project Role: Co -Project Manager
ClientFirst Title: Senior Partner, IT Infrastructure and Support Practice Leader
Project Role: Co -Project Manager
Client First Title: Partner, Applications Consulting Practice Leader
Project Role: Network Engineer
ClientFirst Title: Network Engineer
Project Role: Sensor Network Security Consultant
ClientFirst Title: Senior Network Engineer
Project Role: Senior Consultant
ClientFirst Title: Management Consultant
Project Role: Senior Consultant
ClientFirst Title: Practice Leader, Enterprise Communications Consulting
CuENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL rECHNOLOGY GUI 0ANCE
Information Technology Master Plan Services
City of Palm Desert. CA
David W. Krout, cpi,
Managing Partner— Management Consulting Practice Leader
David Krout has nearly 20 years of experience assisting local governments with a
broad scope of information technology needs. He specializes in working with
organizations to identify their strategic, organizational, application, and functional
.P,�p requirements in order to determine which system and/or specific applications are
a proper fit for both the customer and the vendor.
f Mr. Krout's unique and diversified background in business management,
accounting, sales, marketing. and management consulting has given him the
ability to collaborate with C-level executives and department staff from a practical. business -
management perspective in order to maximize their IT utilization.
Having worked for a leading local government enterprise software provider, Mr. Kraut brings a
unique understanding of consulting, client representation, and vendor relationships to the
collaboration between customers and software vendors.
Highlights
• Served on the National Committee for Information Technology for the Institute of Management
Accountants
• Former President, Institute of Management Accountants, Inland Empire Chapter
■ Former Government IT Consulting Manager for RSM McGlad rey. the nation's fifth -largest CPA and
consulting firm
• Featured speaker for the California Society of Municipal Finance Officers (CSMFO) Annual
Conference on the topic of -Risk Mitigation Strategies for Software Selection'
• Project lead with dozens of public -sector agencies throughout the United States
Specialties
• Business Process Reviews
• Application Requirements Definition
• Current System Needs Analysis & Improvement
j
. New Software Selection Assistance
• Strategic Master Technology Planning
j
. Project Management & Oversight
■ Conversion Assistance & Planning
• Contract Reviews & Negotiations
*
Credentials, Degrees, and Affiliations
Certified Public Accountant (CPA) (inactive)
Bachelor of Science in Business Management in Accounting from California State University. San
Bernardino
Similar Clients or Projects
City of Bloomington
City of Indio
City of San Gabriel
City of Brentwood
City of La Habra
City of Simi Valley
City of Burbank
City of La Puente
City of South Gate
City of Burlington
City of Laguna Nigel
Town of Danville
.
City of Chino
City of Lake Forest
Town of Groton
City of Colton
City of Lomita
Town of Pahrump
.
City of Dublin
City of Murrieta
Town of Truckee
City of Foster City
City of Rancho Mirage
Village of Glencoe
City of Gastonia
City of Redlands
Village of Lincolnwood
City of Healdsburg
City of Rialto
Village of Northfield
City of Hemet
City of Rosemead
County of Nye
City of Highland Park
City of Salisbury
riverside County
GUENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
14 14e
Information Technology Master Plan Services
City of Palm Desert, CA
Senior Partner-- IT Infrastructure and Operations Practice Leader
Tom Jakobsen has over 30 years of experience in the information technology
arena. His interdisciplinary experience has given him a unique understanding of
the interrelationship between network infrastructures and the applications they
support, as well as the usefulness of project management and system
development life cycles for infrastructure -related projects. Mr. Jakobsen's dual
roles as an IT DirectoriCIO and Consultant provide clients with a resource of
tremendous experience who understands interdepartmental and vendor
relationships and the management of those relationships.
Highlights
• Former National Network Infrastructure Consulting Practice Leader for RSM McGladrey, the nation's
fifth -largest CPA and consulting firm
■ Ongoing Contract CIO for multiple municipalities
• Former CIO at Frame Relay Corporation
• Interim CIO at AAA Colorado
■ Interim CIO at AAA Arizona
• Two-time Interim CIO at Illinois Action For Children
• Managed hundreds of IT consulting projects with dozens of municipalities and local governments
Specialty Areas
• Network Design, Procurement, Implementation, and Oversight
■ IT Security
• Disaster Recovery
• IT Operations Management
• Interim CIO/IT Management
• Project Management
• Assessments, Strategy, and Planning
i
Education, Credentials, and Affiliations
• Bachelor of Science in Mathematics and Economics from University of Iowa
• Member, Project Management institute, Midwest Chapter
Similar Clients or Projects
City of Palm Desert
City of Bloomington
City of Brentwood
City of Burbank
City of Calabasas
City of Camarillo
City of Chino
City of Colton
City of Corona
City of Downey
City of Dublin
City of Foster City
City of Healdsburg
City of Highland Park
City of La Habra
City of La Puente
City of Laguna Niguel
City of Lake Forest
City of Menlo Park
City of Mount Airy
City of Murrieta
City of Naperville
City of Oakbrook Terrace
City of Piedmont
City of Rancho Cucamonga
City of Rancho Mirage
City of Redlands
City of Rialto
City of Riviera Beach
City of Rockford
City of Rohnert Park
City of Salisbury
City of San Gabriel
City of Seal Beach
City of Sierra Madre
City of Simi Valley
City of South San Francisco
City of 5t. Charles
City of West Covina
Village of Arlington Heights
Village of Bloomingdale
Village of Cary
Village of Glencoe
Village of Homewood
Village of Kenilworth
Village of Libertyville
Village of Lincolnwood
Village of Northbrook
Village of Northfield
Village of Oak Brook
Village of Oak Park
Village of Palos Park
Village of River Forest
Village of Riverside
GUrNTFiRSTTECHNOLOGY CONSULTING � lip
UPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert.. CA
Partner— Applications Consulting Practice Leader
Steve Robichaud has been advising local governments on their information technology
needs for over 25 years. He specializes in business processes. operations, and
F implementation oversight with the objective of applying technology to meeting the
arganization's mission -critical goals and objectives, and the ability to measure these
achievements.
. Mr. Robichaud's executive leadership experience. operational turnaround success and
long-term involvement with numerous local governments across the country has equipped
him with the foundation to advise organizations at all levels, from executive leadership to staff.
. Having worked in government and the private sector, Mr. Robichaud also brings an understanding,
perspective. and ability to manage all the parties necessary for delivering lasting operational success
through the Use of technology
Highlights
* Former Director of National Government IT Consulting for RSM McGladrey, the nation's fifth -largest
CPA and consulting firm
ra Regional Government Manager for a national recovery/availability services vendor providing hot -site
collocation, managed services, and disaster recovery consulting services
* Former President & General Manager for a leading national provider of justice software solutions
■ Featured speaker for the Illinois/Wisconsin Joint GFOA Annual Conference on the topic of "Strategic
Information Technology Master Planning"
a National leader in delivering new government solution implementations for a top name hardware
manufacturer and software solution company
* More than 20 years of working with hundreds of public -sector agencies nationally
Specialties
■ Executive Management Technology Advisement
. * Information Technology Master Planning
* Business Process Review & Improvement
* Existing System Needs Analysis & Improvement
* Application Requirements Definition
'a Software System Selection Assistance
Project Management & Oversight
■ Conversion Assistance & Planning
* Contract Reviews and Negotiations
' ■ Disaster Recovery Planning
' Credentials, Degrees, and Affiliations
■ Certified Business Continuity Planner (CBCP)
■ Bachelor of Arts Degree in Political Science and Business Administration from Moorhead State
University. Minnesota
Similar Clients or Projects
City of Palm Desert City of La Habra City of West St. Paul
City of Burbank City of Lake Elsinore Town of Groton & Groton Schools
City of Corona City of Miami Springs Town of Truckee
' City of Dublin City of Mount Dora Town of Wallingford
City of Foster City City of Redlands Village of Northbrook
City of Fresno City of Rialto Village of Oswego
City of Glendale City of San Jacinto Anoka County
City of Healdsburg City of Simi Valley County of Nye
City of Hemet City of Sioux Falls Maricopa County
City of Indio City of South Gate Pinal County
City of San Jacinto City of West Des Moines
CLIENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TFCHNOLOGY GUIDANCE
If) I 48
dayMA
information Technology Master Plan Services
City of Palm 1)esert, CA
Senior Consultant
Aaron Ayala has over 15 years of experience in the IT profession and more than
two years working solely on local -government IT -related projects. Mr. Ayala is an
j expert in providing IT support, project management, and vendor relations. He is
accustomed to fast -paced, high-pressured positions, with the ability to prioritize
multiple tasks, meet deadlines, and provide quality service.
Highlights
• Network engineer for the CUENTFIRST IT Support team. Tasks include:
• Wireless system deployment
• Network improvements and complete replacement
• Network security review and enhancements
• Replacement of backup systems and ongoing backup support
• Tier 2 and 3 Help Desk Support
• Managed support team providing 2417 support for 60+ vendor supported and in-house applications
• Managed and reviewed all application support and procedure documentation
• responsible for Data Center relocation project
• Evaluation and selection of new Data Center Locations; project included all network and system
cabling, rack configuration, network modifications, and all required infrastructure dependencies
■ Worked with Information security team and auditors to ensure all applications and hardware were
SOX -compliant
• Implementation of a Virtual Infrastructure to consolidate all non -production servers utilizing VMware,
in addition to documenting the process and procedures on building the host as well as the
provisioning of additional virtual machines; built and deployed VMware Virtual Center to maintain,
configure, deploy and manage all ESX hosts
• Worked with all aspects of AD (Active Directory); User and Group Management, DNS, WINS and
DHCP services configured and maintained across infrastructure
■ Support storage systems NetApp and EMC; Data migration to new NetApp model
• Maintain Cisco devices (6509, 4506, 2950, VPN 3000, P€X515)
Specialties
• Data Center Operations
• IT SOX Compliance
• Systems Administration
• Vendor Relationships
■ Staff Management
• Project Management
Credentials, Degrees, and Affiliations
■ Bachelors of Science, Information Systems, University of Phoenix
Similar Clients and Projects
City of Corona
Consolidated SD 158
Livermore Area RPD
City of Rancho Cucamonga
DeKslb CUSD 428
Naperville CUSD 203
City of Rialto
Durand CUSD #322
Orland Park D230
City of Laguna Niguel
East Aurora SD 131
St. Charles CUSD
City of Rancho Mirage
Elgin SO U-46
West Aurora SO 129
City of Rancho Cucamonga
Geneva Community SO 304
Winfield SD 34
City of La Puente
Harlem SD 122
Wheaton-Warrenville SD 200
City of West Covina
Hononegah SD 207
Castaic Lake Water Agency
Tuolumne County
Indian Prairie CUSD 204
Rockford Public Library
Butler SD 53
Indian Prairie CUSD 204
Ciu NTFIRSTTECHNOLOGY CONSULTING
OMMAL TECHNOLOGY GUIDANCE
■
Information Technology Master Plan Services
Cray of Palm Desert. CA
Senior Network Engineer
James Bliss' qualifications include CCNA, MCSE certifications. and detailed knowledge of
current security tools, technologies, and best practices. Mr. Bliss has nearly 15 years of
experience in the creation and deployment of solutions protecting networks. systems, and
information assets for diverse city networks.
Highlights
SSH. SSL, Digital Certificates. Antivirus, and Malware Tools
Cisco Firewalls (Pix, ASA), Routers. and Switches (L2, L3); AS440; Windows (all):
ESXi; VMware. Promise (Storage)
LANs, WANs, VPNs, Routers. Firewalls, Switches. Wireless Systems
MS Office. VMware, THE (Comprehensive all -in -one software, such as Financial,
Business Licenses, Human Resource etc.)
Specialties
• Network and Systems Security
■ Risk Management
• Authentication and Access Control
• System Monitoring
■ Regulatory Compliance
■ System Integration Planning
• Multi -tier Network Architectures
Education, Credentials, and Affiliations
• Advanced Network Training Solutions (Cisco)
■ Computer Education Institute (Microsoft, Computer Hardware)
• CCNA
• MCSE
• MCSA
• MCP 200
■ CompTIA A+
Similar Clients or Projects
City of Chico
City of Corona
City of Downey
City of Healdsburg
City of Indio
City of La Puente
City of Laguna Niguel
City of Piedmont
City of Rancho Cucamonga
City of Rancho Mirage
City of Redlands
City of Redlands
City of Rialto
City of Rohnert Park
City of Seal Beach
City of South San Francisco
City of Yucca Valley
Village of Homewood
Village of Lincolnwood
Village of Northfield
Village of Northfield
Village of Oak Brook
Chino Unified School District
San Marino USD
West Covina USD
Castaic Lake Water Agency
Cucamonga Valley Water
District
Midpeninsula Regional Open
Space District
Corona Physical Medicine
CLIENTFrRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Af
Information Technology Master Plan Services
City of Palm Dese►t, CA
Applications Consultant
Alex Mercado is a problem -solver that specializes in business process reviews
and ERP application consulting. His experience includes assessment, planning,
implementation/configuration, integration, upgrades, customization, testing. and
documentation.
Highlights
+ Established connections between ERP and eCommerce websites, mapping workflows from
ecommerce engine to automate procurement process, while reducing human intervention
• Developed pick -list workflows to aid warehouse employees in retrieving warehouse
products; designed notification module between sales and warehouse users to streamline
immediate shipments requested by customers, created advanced logistics analysis reports
to display product surpluses and deficits using up- and downstream processes
• Configured email engine to integrate with process workflows. allowing clients to receive
notifications and invoices via email
■ Configured work centers, routings, bills of material, and manufacturing runs
• Improved existing manufacturing module for multi -level BOM transparency and just -in -time
methodologies
• Configured Customer Relations Management system for lead monitoring, customer claims,
and Help Desk services
Joined efforts with an ERP software vendor to develop a comprehensive FIFO inventory
valuation method that was not available in the software at the time
• Implemented multi -company module for subsidiaries and companies, which required
multiple languages, currencies, and international warehouses
• Collaborated with team members to create advanced budgeting capabilities
Specialties
+ Staff accounting, including accounts receivable. accounts payable. payroll, bank
reconciliation. sales, income taxes
• Process review and improvements to streamline operations
• Workflow analysis and mapping
• Gathering and analyzing functional business requirements
Credentials, Degrees, and Affiliations
+ Bachelor of Arts in Business Administration
■ CCBA
• PMI-CAPM
+ ITIL Foundation V3
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City of Burbank
City of Healdsburg
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City of Redlands
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City of West Des Moines
City of Foster City
Town of Danville
Town of Truckee
Orange County, NC
`rCE?A Certification of Competency
in Business Anafysis°
Naperville Park District
Eastern Band of Cherokee
Indians
Rincon Del Diablo Water
District
Indianapolis Public Library
CLIENTFIRST TECHNOLOGY CONSULTING
OPT INI AL TECHNOLOGY GU IAA NC
Information Technology Master Plan Services
City of Palm Desert CA
Tom Weiman
t
Practice Leader, Enterprise Communications Consulting
® Tom Weiman has been providing IT and telecommunications consulting for more
than 30 years. He has experience providing consulting in telecommunications.
data networks (LANIWAN), and cable infrastructure.
Tom's unique combination of voice/data/infrastructure experience provides our
® clients with years of design, selection, and implementation experience with all
facets of IT and telecommunications. Tom has direct experience in the detailed
design of contact centers, IVR operations. and the integration of voice and data
services for multi -location clients.
Highlights
• Lead Project Manager, State of Wisconsin — saved the state over $90 million in telecommunications
service Costs
■ Former Partner and National Telecom Consulting Project Leader for RSM McGladrey, the nation's
fifth -largest CPA and consulting firm
. • Call Center Campus Instructor at Purdue University Center for Customer -Driven Quality
■ Provided telecommunications consulting services to nearly 300 public agencies throughout the United
. States. including government agencies. non-profit organizations, healthcare and financial institutions
and educational institutions at the K-12 and higher education levels
Specialties
• Billing Audits and Cost Reviews
• Carrier Services Cost Analysis
• Competitive Hardware and Services RFP Development and Evaluations
• implementation Project Management
• Operational Assessment and Workflow SOCEfY OF
• Strategic Telecommunications Planning ' COMMUNICATIONS TECHNOLOGY
CONSULTANT'S INTERNATIONAL
■ VolP Readiness Assessments and Reviews
�Xpe��enc.� Experf�se rw5t
Credentials, Degrees, and Associations
• Bachelor of Arts in Communications from St. Ambrose University
• Ongoing training from Avaya/Cisco/Shoretel/Nortel/Mite)/NEC, and others
• Past President and current member of the Iowa Telecommunications Users Group (ITUG)
• Member. All Major Vendor Consultant Programs
• Member, Association of Communications Technology Professionals in Higher Education (ACUTA)
• Member, Building Industry Consulting Services, International (BICSI)
• Member, Healthcare Information and Management Systems Society (HIMSS)
■ Member, Society of Telecommunications Consultants (STC)
■ Member. Institute of Electrical and Electronics Engineers (IEEE)
Similar Clients or Projects
City of Palm Desert
City of Bettendorf
City of Bloomington
City of Brentwood
City of Camarillo
City of Escondido
City of Foster City
City of La Habra
City of Laguna Niguel
City of Mason City
City of Matteson
City of Mount Airy
City of Murrieta
City of Naperville
City of Orland Park
City of Redlands
City of Rock Island
City of Sacramento
City of Salisbury
City of San Gabriel
Village of Lincolnwood
Village of Northfield
Village of Oak Brook
Town of Danville
❑uPage County
GUENTRRS T TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Flan Services
City of Palm desert, CA
We believe our clients are out best salespeople.
The references listed below are examples of
governmental clients with similar needs. As seen
below, each of these clients has been happy with
our performance and retained our services many
times. We pride ourselves on client satisfaction
and strive to maintain long-term relationships with
our clients as partners.
Information Technology Master Plan Services
City of Palm Desert. CA
(* City of Redlands
35 Cajon Street; Redlands, CA 92373
Danielle Garcia, Director of Innovation and Technology
■ IT Master Plan
• VolP Phone System Selection
• Telecommunications Audit
■ Supplemental IT Support
• Interim IT Director
• IT Master Plan Implementation Project Management
• WAN Design
• Data Center Design
Help Desk Design and Metrics
■ Point -to -Point Wireless and Wireless LAN Design
• Wireless Installation
• IT Inventory Management
• Strategic Advisory Services
Project Management
■ Development Services Applications Assessment
• ERP needs assessment and improvement plan
City of Burbank
275 E. Olive Ave., Burbank, CA 91502
Anthony Moore, Assistant Information Technology Director
■ IT Master Plan
■ CAD-RMS Assessment
• ECMS Software Needs Assessment
• Printer Proposal Analysis
909.820.2525
dgarcia@cityofredlands.org
818.238.5060
lamoore@ci.burbank.ca.us
CLIENTFIRST TECHNOLOGY CONSULTING } {'
OPT IMAL TECH NOtOGY 6 D I DANCE
Information Technology Master Plan services
City of Palm Desert, CA
■
A
City of Corona
400 S. Vicentia Ave., Suite 220, Corona, CA 92882
■
Mike Enriquez, Information Technology Manager 951.279.3742
■
mike.enriquez@ci.corona.ca.us
• IT Director Advisory Assistance
■
• Email Size Limits and Archiver Selection
• Develop Departmental Applications Project Portfolio
• Review Off -Site Backups
■
• Land Management System — Contract Addendum Review and Pre -Project Risk Mitigation
and Project Organization
.
• Review Vendor recommended Financial System Improvements
■ High -Level Security Review and Improvement Recommendations
• Network Redesign
■ Establishment of Help Desk Software Metrics and Improvements
• PCI — Credit Card Business Process Review
• Recommended IT Organization Changes and Summary Job Descriptions
'
• EDMS Software Selection
■ Community Development System Pre -Implementation Team Organization and Planning
■
• Community Development System Implementation Assistance and Oversight
Fi
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■
■
■
■
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CLiENTRRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUMANCE ■
Information Technology Master Plan Services OR
City of Palm Desert. CA
Otherw and Assessment Engagements
The list below includes the list of clients for whom we have completed IT Master/Strategic Plans
and IT Assessments projects. More information related to these projects can be provided, upon
request.
Palm Desert, CA
Brentwood, CA
Burbank, CA
Camarillo, CA
Chino, CA
Calton, CA
Danville, CA
Downey, CA
Dublin, CA
Escondido, CA
Foster City, CA
Healdsburg, CA
Hemet, CA
La Habra, CA
La Puente, CA
Laguna Niguel, CA
Murrieta, CA
Port Hueneme, CA
Rancho Cucamonga, CA
Rancho Mirage, CA
Rialto, CA
San Gabriel, CA
Seal Beach, CA
Simi Valley, CA
South Gate, CA
Truckee, CA
Rosamond Community
Services District, CA
CA -NV American Water
Works Association, CA
Cucamonga Valley Water
District, CA
Ramona Water, CA
Southern California Coastal
Water Research, CA
Jurupa Community Services
District, CA
West Covina Unified School
District, CA
San lose Community
College, CA
Maricopa County, AZ
Nye County, AZ
Pinal County District
Attorney's Office, AZ
Riviera Beach, FL
Cary, IL
Countryside, IL
Glencoe, IL
Highland Park, IL
Kenilworth, IL
Lake Forest, IL
Libertyville, IL
Lincolnwood, IL
Matteson, IL
Morton Grove, IL
Naperville, IL
Norridge, IL
Northbrook, IL
!Northfield, IL
Oak Brook, IL
Oak Park, IL
Oakbrook Terrace, IL
Palos Park, IL
River Forest, IL
Riverside, IL
Rockford, IL
St. Charles, IL
DuPage County, IL
Civitas Schools, IL
West St. Paul, MN
Consolidated High School
District 230, IL
East Aurora CUSD 129, IL
Elgin School District U•46, IL
Harrison School District 36,
IL
Indian Prairie Community
Unit School District 204, IL
Morton High School District
Naperville Community Unit
School District 203, IL
Naperville Park District, IL
Norridge Park District. IL
Oswego School District 308,
IL
Park Ridge Schools, IL
Riverside Public School
District 96, IL
Northern Illinois University,
IL
Lincolnwood Public Library,
IL
Oswego Library District, IL
Park District of Highland
Park, IL
Illinois Action for Children,
IL
Illinois Municipal Retirement
Fund, IL
Ankeny,IA
Dubuque Community School
District, IA
North Scott School District,
IA
Whiteside County ETSB,1A
University of Michigan, MI
Gastonia, NC
Mount Airy, NC
Salisbury, NC
Sioux Falls, SD
Missouri Basin Municipal
Power, SO
Washington County School
District, UT
Appleton, WI
Milwaukee County, WI
Waukesha County, WI
CLIFNTFIRSTTECH NOLOGY CONSULTING
OFTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert, CA
ClientFirst Technology Consulting will work with
you to transform the way your organization
approaches and makes decisions regarding
information technology. We are adept at
educating and building consensus among City
staff, departmental leadership, management, and
City officials. Our approach is to assess the
current environment, review alternatives, and
provide the City with specific recommendations
and supporting documentation regarding strategy
and tactical implementation.
Information Technology Master Plan Services
City of Palm Desert, CA
ObjectiveIT Master Plan
The objective of the IT Master Plan includes developing and articulating a vision for the effective
use of technology to support the work of the City, identifying strategies for developing and
implementing technology initiatives, and highlighting the cost benefits of doing so. We will focus
our efforts on planning and recommending improvements in the City's business applications in
order to make those applications more effective in supporting the Departments.
We will create a well -documented plan to guide the IT Team over the next five years in
planning, procuring, implementing, and managing current and future technology investments
and resources related to Information Technology Services provided to the City. The plan should
be the result of a thorough analysis of the following:
i • Interviews and workshops involving all levels of the City's staff, including the Management
Team, end -users, and other stakeholders, recognizing limited staff availability
■ Existing hardware and network infrastructure, staffing, funding, applications, business
systems, projects, processes, telecommunications, training, and other investments and
resources currently in use by the City
• Identification and prioritization of projects that the IT staff should undertake over the next
five years
• Identification of needs to accommodate current and future technology requirements, such
S as data storage and management, legal requirements, security requirements, etc.
Experience with Local Government and Special Districts -- We have experience in working
with local government and special districts across the country, with a strong presence
throughout the state of California. This has provided our staff with the subject -matter expertise
to quickly understand operational demands and opportunities, and then equate them to
beneficial IT improvements and recommendations.
[I
The IT Master Plan should include, but is not limited to:
` • Project Purpose and Background
• Methodology for implementation and maintenance of Master Plan
• Current state of information technology
. • Review and findings for existing infrastructure
• Telecommunications review and findings
• Policies and Procedures review and findings
■ IT vision and principles
■ Strategies, goals, and objectives
. IT Initiatives (Projects) by priority, including.
• Recommended applications improvements
• Infrastructure improvements
• Best practices recommendations
• E-Government suggestions
• IT operations and productivity improvements
• Key issues
Timelines
■ Budgets (for CIP Budget Process)
Cost saving and efficiencies
CLIENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Deseit, CA
Approach to IT Assessment and Master Planning
IT Master Planning is the process by which information
technology supports the needs of the organization. This
process is done by aligning IT strategies and objectives with y,
key business processes and drivers.
Why do our IT Master Plans provide greater value to
your organization than our competitors?
More than Strategic Analysis — Like other firms, we
�
perform strategic analysis. However, we take it several steps further:,
w+
• Collaborative Needs Assessment • Education and Prioritization Workshops
,
• Departments • Step -by -Step Roadmap
• GIS ■ Resource Assignments
• IT Operations • Project Budgets
• IT Infrastructure ■ Project Timelines
• Telecommunications
• IT Staffing
... all designed to guide the way to successful implementation of IT goals and
objectives.
Tactical — Our emphasis is on providing the City with a Master IT Plan, because our approach
�
is more tactical in nature than most other firms.
Business Perspective — We approach IT Master Planning from a business perspective and
create deliverables that are understandable to everyone in the organization —from the
technicians in the IT Department to upper -level management and elected officials
.
Collaborative and Wore Comprehensive — Our process is intended to
create an interactive, collaborative environment conducive to the
j
sharing of ideas, while building a single vision for the future of the City's
information technology function, decision -making, and ongoing support.
This collaborative effort results in a detailed and comprehensive Action ,.
Plan that should be viewed by the City as a fluid, "living" set of
documents. We will train your staff on the adopted IT initiatives and r
projects. and how to implement the plan over the next five years. 4
Practical and Sustainable — Because of our focus on budget
realities and sustainable solutions, you can be assured that the solutions we recommend will
be practical and cost-effective. Receiving a plan that is too costly to implement and sustain
does not help the City in the long run.
Use of Best Practices — CLIENTRRST utilizes PMI, COBiT, ITIL, and EAP concepts along with
our own experience and best practices as building blocks for completing IT Assessments and
System Selections. Governance is an essential component to overseeing that IT strategies and
recommendations align with business objectives on an ongoing repeatable basis.
• PMI (Project Management Institute)
• ITIL (Information Technology Infrastructure Library)
• COBIT (Control Objectives for Information and Related Technology)
• EAP (Enterprise Architecture Planning)
S
CuENTFIRST TECH NO LOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert, CA
PlanningIT Process Methodology
We have developed a five -phase methodology which we base our IT Master Planning projects
This serves as the cornerstone of the project, allowing the collaborative process to shape and
develop our recommendations and approach, enabling us to tailor each step to fit your unique
specifications. We desire to work in partnership with you to improve the City's information
technology environments so it can better meet the needs of your staff and constituents.
I
CLIFNTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan services an
City of Palm Desert, CA
Project Initiation and Information Gathering
Project Kick -Off and Initiation
The project kick-off is a time to review the City's available documentation and background
information and set expectations for the project. We will provide information requests and
questionnaires or surveys for completion by the departments and other stakeholder groups.
After obtaining and reviewing the background information provided by the City, we will meet with
the City's Project Manager and IT Planning Committee to discuss our work plan, establish
overall responsibilities and communications for the project, schedule meetings, and finalize the
project plan. We prefer to review as much of the City's available documentation as possible
before our initial workshops, so that we will be familiar with the information technology
environment, business applications, and business processes upon our arrival on -site.
Needs Assessment
Business Department Reviews
The focus of the business department review is to understand current
and future use of technology, primarily via software applications, The
best source of information regarding gaps and issues with the
technology are the individuals who work with it on a daily basis. We
conduct workshops with representatives from each department. This
provides an opportunity for users to voice concerns, share gaps in IT
services, and identify strengths and weaknesses of the current
software and business processes. To help facilitate the process, we
will prepare and distribute Needs Assessment Surveys and
Questionnaires to serve as interview guides before conducting the
workshops.
Discussion points will include:
■ Enterprise 1 Departmental Application Needs
Business Processes
■ Improvements 1 Automation
■ Application Interfaces and Data Sharing
■ Gis
■ Reporting Issues
■ User IT Support Needs
■ User Training Recommendations
■ Departmental Application Analyst Needs
■ Enterprise Communications
■ Remote Access and Mobile Computing
■ Emerging Technology Considerations
• Regulatory Compliance Issues
• ROI 1 Cost -Benefit Considerations
CLIENTFtRSTTECHNOLOGY CONSULTING 4�.i
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert, CA 0
IT Infrastructure Review
Other IT planning consultants do not perform hands-on infrastructure reviews with systems
engineers that design, implement, and maintain IT Infrastructure. They provide generic IT
infrastructure recommendations and unsupported cost estimates. CuENTFRSTconducts the
infrastructure review with highly qualified subject -matter experts.
Our infrastructure and IT operations workshops will focus on assessing the City's network
hardware, topology, and security, as well as day-to-day IT support. We will also tour the City's
existing IT facilities, computer rooms, telecommunications closets, and demarcation points.
Following our overview meetings, we propose a detailed discussion regarding the existing
hardware platforms, systems architectures, and processing environment. These interview(s)
will assess the status and direction of the information processing function, including, but not
limited to, the following:
■ Hardware and Network
• Website and Web server configuration
+ Standard desktop and server configuration
* Current Windows Domain and Active Directory designs
+ Software licensing
* Disk storage and backup methodologies
• Email and message archiving
+ Existing network management and IT measurement
■ Perceived performance issues
• Existing remote -access methods
■ Hand-held and mobile devices
• Printers
• Any problem areas
• Systems software
• Current software licensing methodology
• Network management or automation software
• Mobile device management
• Systems security
• Patch management
• Planned or anticipated equipment and software additions or upgrades
• Current IT staff and contracted support services capabilities
• Perceived staff and user department training needs
• Help Desk requirements
■ Disaster Recovery plans
■ Information Technology -related policies and procedures
■ Emerging and future technologies. such as:
• Cloud computing
• Cloud storage
• Next generation security devices
• Virtual networks
CUENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of PMm Desert, CA
The purpose for this step is to gain a detailed understanding of current information systems
•
utilization and capabilities. During this step, we will also work to identify infrastructure strengths
and weaknesses that may require a more specific focus.
Following the infrastructure review and needs assessment, we will meet with IT management to
examine the current budget, as well as existing and planned IT -related projects.
■
Our IT operations subject -matter experts currently design, procure, support, manage
infrastructure, and support operations on a daily basis for numerous local government agencies.
We will address potential areas for improvement, staff productivity, collaboration alternatives,
policies and procedures. security, disaster recovery, etc.
We provide specific recommendations, including projects and approaches, often with actual
product examples to consider. We do not resell any hardware or software, so our examples are
not biased. We always suggest varying options depending on your staff's skill sets, knowledge,
current environment, strategic direction, and budget realities.
CLIENTFIRST is capable of providing unique service options that go far beyond traditional IT
Master/Strategic Plans. because of the depth of the team's IT Infrastructure and IT Support
practices. Our clients prefer these in-depth technical services —which our competitors do not
normally offer —because of the value they add to the Master Plan over the long term
Risk Assessment
IT Assessment - Network engineers from our team can conduct an in-depth evaluation of the
City's network and targeted servers. The network evacuation will include placement of a
network analysis tool to determine network performance and to provide insights into any
extraneous network traffic. During the network analysis assessment, we will review network
configurations and network security. The server evaluation will include a review of the server
configuration to assess server security and redundancy. We expect this in-depth evaluation to
require two full days. This expanded assessment will include the following, including any
related findings. recommendations, and initiatives.
■ IT Network and infrastructure
• Storage and Backups
■ Servers, Server Applications, and Management
• IT Security
.
• Desktop Environment
IT Security Assessment - We will also develop recommendations for improvements to the
City's IT security posture Security is also an integral component of any consolidation design. i
and proper attention must be given to departmental security needs.
Communication Systems Assessment - We will conduct an operational review to determine
the current communications services, operation, support, and service arrangements. As part of
the operational review; we will interview key personnel to gather input regarding the
performance of the existing telecommunications system and services, including
+ Telephony
• VoIP
• Cabling
■ Carrier Services and Costs
is
i
COENTFIRSTTECH NQLOGY CONSULTING
OP74MAL TECHNOLOGY GUIDANCE
■
Information Technology Master Plan services
City of Palm ❑eserf, CA
IT Staffing Review
Most IT Planning consultants IT have never managed or directedManagement
actual IT staff or IT operations
themselves. CLIENTFIRSTS • '
project team includes our IT
Operations Practice Leader, who User SupportJL
manages daily IT support r
+
operations for multiple local Network Management
government agencies. This
ement
individual also provides ongoing Database
contract IT Management 1 CIO .
bon
services. This hands-on daily
experience results in real -world, Programming
relevant recommendations
regarding support for current and
Help Desk / Webmaste-
emerging technologies.
CLIENTFIRSTWill perform a needs SecurIty Management
review for IT staffing. We willI five -Till
.' .
look at the City's current and
future resource requirements, Special Projects Special Projects
the structure of the IT
Department, and the current staff's capabilities and skill sets. once we have identified strengths
and weaknesses, we will discuss potential structures, skill sets, and training options. We do not
base our staffing recommendations on academic benchmark surveys from organizations that
are not similar to yours. We provide benchmark metrics conducted by our firm and couple that
information with our own experience in managing similar IT environments.
CLIENTFIRSFTENNOLOGY CONSULTING
OPT I MAL TEC H NOLOG Y GU I DANCE
Infonnation Technology Master Plan Services
City of Palm Desert, CA
i
We will assess the City's overall IT strengths and weaknesses. With these, we will determine •
key strategies, goals, and objectives in order to address the issues identified. We will then ■
summarize our findings and observations, and determine preliminary IT initiatives. At a
minimum, we will provide initiatives for the following categories: ■
■ Best Practices + IT Operations ■
• 1T Governance ■ IT Security
■ Applications and Departmental Systems + Telecommunications ■
■ Gov 2.0 (E-Government) + IT Staffing
■ IT Infrastructure ■
IT Initiative Development
■
After categorizing the City's IT initiatives, we will research implementation and support costs,
■
and prioritize them based on their level of importance to the City's day-to-day services and
operations. We will then consolidate them into a Preliminary IT Recommendations Report, used
for our workshops. This Report will contain descriptions of our findings and observations,
recommendations, next steps, preliminary budgets, implementation timelines, as well as any
■
dependencies that were identified as part of the process. PMI, COBIT/IT1L, as noted earlier. are
applied as methods of adopting and incorporating best practices into your operations. We
1
expect to identify approximately 50-100 IT initiatives in the following categories:
■ Application Enhancements + Microwave
■ Business Process Improvements and ■ Public Safety Radio
Training Needs • Cable TV
■
• GIS Improvements • Help Desk and Reporting
■ Network Infrastructure + Policies and Procedures
+ Telecommunications Infrastructure + Document Management and Retrieval
■ Servers and Server -Based Applications (ECMS)
• Storage and Back -Ups ■ Email and Message Archiving
■ Business Continuity ■ Emerging Technologies
+ Network and Data Security + Information Technology Staffing and
+ Desktop Environment Training
+ Software Licensing + IT Governance
■
■ Printers
Additionally, we will include planning for hardware and software support, maintenance and
support budgets, and the development of project durations for each major initiative.
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CuENTFIRST TECHNOLOGY CONSULTING I ..
OPTIMAL TECHNOLOGY GUIDANCE
■
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Information Technology Master Plan Services
City of Palm Desert, CA
Planning ! Prioritization Workshops
With our Preliminary IT Recommendations Report in hand, we will conduct planning and
prioritization workshops. We will discuss our findings and recommendations with the Project
i Manager. IT Department. IT Planning Committee, and executive management.
Departments and Project Team Business Function Workshop
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The City's Project Team and business function workshop will focus
mainly on non -IT -related needs, such as business processes, user
productivity, software improvements, and user training.
The goal of these workshops is for the consulting team and City
staff to develop consensus on the recommendations and
objectives. The workshop format is conducive to a free -flowing
discussion of opinions and ideas, while also providing an
opportunity for City staff to question our assumptions, budgetary
cost models, recommended priorities, and suggested solutions.
We strive to understand the City's budgetary constraints and to
develop creative solutions within those constraints We will work with the City to prioritize
projects via cost -benefit analysis to work within those budgetary limits
IT Infrastructure and Operations Workshop
This workshop will focus primarily on findings and recommendations related to the City's IT
infrastructure, governance, day-to-day operations, metrics, and staffing.
�-, CLIENTFIRST TECH NOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert. CA
Prioritization Workshop
Once the entire project team is educated on the IT Initiatives for the five-year planning period,
we will conduct this prioritization workshop in two parts. The first part of the workshop will be
conducted without the Project Committee seeing the project cost estimates, and the second part
of the workshop will make prioritization adjustments. taking into consideration budget and
resource realities.
Executive Management Workshop
We will conduct an Executive Management Workshop to educate and gain feedback from the
City Manager and Executive Management. It is important for City leadership to understand the
prioritization and importance that IT and the Departments have placed on the various initiatives.
The City's Executive Management will be able to take these IT and Departmental prioritizations
into account and then make final priority and budget adjustments from the leadership's point of
view.
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CUENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNotOGY GUIDANCE
■
Information Technology Master Plan Services
City of Palm Desert. CA
Final Report and Presentations
We will complete our findings and recommendations, budgets, implementation timelines, and
create the City's IT Master Plan Report with supporting documentation. Final report
. presentations will he made to City Executive Management and also to the City Council.
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CI.IENTFIRSTTECHNOLOGY CONSULTING 30 k •s�
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert. CA
Reporting/Deliverables
All deliverables will be provided in hard copy and electronically in the Acrobat Reader (PDF),
MS Word, MS Excel, and/or MS PowerPoint file formats.
Department Needs Assessment Surveys and Questionnaires
Project Kick -Off Meeting
IT Planning Committee setup, with roles and responsibilities
Data Collection, Questionnaires, and Surveys
DepartmentlFunction Discovery interview Workshops
IT Infrastructure, Operations, and Staffing Reviews
Risk Assessment
Communications Systems Review
Needs Assessment Discovery Documentation
Preliminary Initiative Identifications
Infrastructure Evaluation
Preliminary IT Recommendations (workshop materials)
Current state
+ IT organization
+ IT infrastructure and services
• iT strategies, including arganizaill on recommendations; descriptions of initiatives will provide priorilizalions,
dependencies, resource requirements. and next steps
• department -specific needs and initiatives
• Telecommunications
• Business application strategies and recommendations
+ ECMS 1 Document Management (Enterprise Content Management System)
• Email and Message archiving recommendations
* Network infrastructure, including storage and backup standards / recommendations
• Desktop recommendations
Replacement strategies and planning
• Printing Environment
• IT staffing recommendations
• Security issues
• Disaster recovery
+ GIS
* Cloud Computing
• Customer service improvements
+ Server and network performance summary
• Future assessment, governance plan, and recommendation updates
• Website assessment and recommendations
• Internet I intranet and online services
* Audio / video environment
+ Improved citizen communications and interaction
• Regional partnering
+ Emerging technology
• Best practices, as applicable
• Help Desk and Reporting
CL)ENTFIRSTTECHNOLOGY CONSULTING
❑PTIMAL TECHNOLOGY GUIDANCE
■
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Information Technology Master Plan Services
City of Palm Desert, CA
• Return -on -Investment Considerations
• Technology — Capital Investment Plan and Cost Schedules
■ Implementation Plan with Ornehne estimates for each project
■ Staffing and Organizational Requirements needed to support recommended strategies
• Policy and Procedure Recommendations
DepartmenI and Project Team (Initial Assessment with Initiatives)
IT Infrastructure and Operations Workshop (Technical)
Prioritization Workshop (Project Team)
Executive Management Workshoo
■ IT Master Plan Report with presentations to Executive Management and City Council
• Project Purpose and Background
• Methodology for implementation and maintenance of strategic plan.
• Current State of Information Technology
• IT Vision and Principles
• Strategies, Goals and Objectives
• IT Initiatives (Projects) by priority
• Key Issues
• Governance Guidelines with Recommendations
• Timelines
• Budgets
• Approach to tracking and measuring the implementation of plan strategies and initiatives
CLfENTFlRSTTECHNOLOGY CONSULTING
❑PTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Dese►t, GA
The fee information for the project is summarized
in the following section. We structure our fees to
be affordable and match them to the Work Plan so
the hours and deliverables are clearly understood.
CCIENTF)RSTTECHNOLOGY CONSULTING
❑PTIMAL TECHNCIL"Y GUIDANCE
Information Technology Master Plan Services
City of Pala Desert, CA
The following work plan outlines the project steps, the hours to be delivered by project team
member and it includes an estimated timeline, it should be noted that the timeline will start on
the date of the flick -Off meeting.
1 I Overall Project Coordination
Phase 1: Project Initiation
2 Develop Questionnaires/Surveys for Needs
Assessment
3 flick -Off Meeting with the City Project Manager and
Key Personnel
4 Obtain and Review Background Information and
Preparation
Phase 2: Needs Assessment
General Data Collection/Gathering, Distribution of�
5 Questionnaire, and Collection of Completed
QuestionnairestSurveys
6 Management and Functional Department`
Interviews
City Executive Management Team (City Mgr,
Dept Heads)
City Managees Office - Administration
City Clerk/Attorney
--- - Finance
� __------ ------ -
Human Resources
Public Works
Community Development
Community Services-
_� Economic Development
7 City CouncH Committee Interviews
City Council Interviews
Document Results of Council Interviews
24 20
1
4 2
6 4
4 2
3-5
4
2
10 4 2
3-4
2
2
4
_ T,I
3
1
1
1
2
1
1
2
1
1
4
2
2
3
1.5
1.5
4
2
2
4
2
�
2
4
2
2
2
1
3-4
J12
$
6
2
1
-- 4
CUENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIOANCE
0 I an
Website Review
IT Network and Infrastructure
Storage and Back -Ups
Audiovisual Systems
Servers, Server Applications, and
Management
IT Security
Disaster Recovery
Email and Message Archiving
Document M,: = t
Help Desk
Desktop Environment
Printers
Software Licensing
Review IT Projects and Budgets
Tel L — s
Services, Lines, and Equipment
Operations, including Support/Service
Agreements
GIS and GIS Integration
9 Risk Assessment
Risk and Security Assessment Interviews - IT
Manager, IT Staff
Network Review (External) - Firewalls,
Gateway RouterslSwitches, Intrusion
Prevention/Detection Systems, Traffic
Monitors, VPN
Network Review (Internal) - Firewalls, Routers,
Edge Switches, Servers, Desktops
Intrusion Testing • Externat Network
10 Documentation
Summarize Findings and Observations
Phab.e 3: Research and Preliminary Plan development
11 Develop Key Strategies
12 Define Goals and Objectives
13 Develop Preliminary Initiatives, Findings,
Alternatives, and Recommendations
Current I Environment Summary and
Condition
All A. . (Systems, including ERP,
Enterprise Content Management, GIS, all
departmental -based solutions, etc.
Application Integration
Information Technology Master Plan Services
City of PaIrrr Desert, CA
4Y:
2 2
4
4
8
4$---J- 12 8 12 16
4 ! 2 2
±__J{ 2 2
50 ( 18 12 12 8
[l' 4771ITi
Included
I I Included I
CLIENTFiRSTTECH NOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert. CA
Management and Operational Reporting
User Training Needs Included
Data Management ��- Included
Site Security [Hideo and Physical] Included
IT and Telecommunications Infrastructure Inducted
Network - Included
-- Servers
Storage and Bade -Ups
Handheldsftbile
i I IT Operations
_._
JTII!TI
Inducted
Included
Included
Included
Desktops
--- -
Included
Software Licensing
Included
Printers �W �Y -
m - -- -
Included
Help Desk and Report
included
Email and Message Archiving
Included
Management and Productivity Tools
Included
_
IT Policies and Procedures
Included
IT Staffing with IT and GIS Consolidation
Included
Strategies and Options
IT Security
Included
Business Continuity I Disaster Recover
Included
_ Cloud Computing I Cloud Storage ---
IT Master flan Implementation Methodology
Preliminary Budgets
15 Develop Assessment Report with Initiatives
16 Preliminary Pdoritizations T
Phase 4: Planning and Prioritization Workshops
17 Develop Workshop Materials _
18 _Workshop - Departments and Project Team_
19 Workshop - IT Infrastructure and Operations
20 Prioritization Workshop - Project Committee_
21 Workshop - Executive Management
22 Revisions
Phase 3: Final Report and Presentations_
Develop Final Report and Su porlin
Included
Included
14 4
24 12
6 2
7-8 F _
9
6 2
8 8
8 4
8 8
4 2
8 4
4
8
2
PIA
4
F
p g
23 Documentation 16 8 4
24 Develop Presentation Materials 4 2 _ 2 ~
25 Final Report Presentation - City Management 4 2 2
Final Report Presentation to City Council
4 2
4 _.
1 1
2
2
4
8 _ 4 4
Hours by Consultant 361 1 149.5 88 59 64.5
CLIENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
42 as
r
Information Technology Master Plan services
City of Palm Desert, CA
Our fees are based on the time spent on a project at our standard rates. Our standard billing
rates for these types of services is $125 - $195 per hour, plus travel -related expenses, and is
based on the type and level of the assigned consultants' skill sets. However, we have
discounted Our rates for this engagement.
IT Master Plan Services
Total Fees
Travel and Related (not -to -exceed 14%)
Total Project (Not -to -exceed)
$ 62,478
$1,237
$ 63,715
Scope and Fee Changes
Alternative scope changes and fee adjustments are possible. and are dependent on the City's
specific project needs and staff resources and capabilities -
Change RequestManagement
If, during the course of the project, the nature or scope of our work should change, we would
discuss such matters with the City, and their effect on our fees, and obtain written approval
before proceeding.
Payment Terms
We invoice monthly as progress proceeds. Payments are due within 30 days of receipt via
check or ACH.
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CLIENTFIRSTTECHNOLOGY CONSULTING
OPTIMAt TECHNOLOGY GUIDANCF
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Information Technology Master Plan Services
City of Palm Desert. CA
We believe CLIENT"FIRSToffers the greatest overall
diversity and breadth of knowledge for mid -sized
local government and special district IT Master
Planning. We are not just an IT Master Planning
consulting firm.
Strategy
Improvement Design
dperation Transition
Ott
CLIENTFIRSTTECKNOLaGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Information Technology Master Plan Services
City of Palm Desert, CA
Our project team is involved on a daily basis, in in-depth projects and services including
■ Day-to-day IT Support operations to over a dozen
cities
• Application Software Selection consulting for all
major municipal application systems +
• IT infrastructure design, procurement, and Time Expertise
implementation �"�!
■ IT Security
• Disaster Recovery Planning Money � � Service
• GIS day-to-day operations support and consulting
• Telecommunications design, procurement. and
auditing Resources , kEfficiency
• IT Project Management assistance
Additional information on our practice areas are included below -
Business Processing Applications
We approach enterprise application projects from a business standpoint, with the goal of
implementing technology that is practical,
sustainable, and affordable for the City. SERVICES PpocEss REVIEW
We are focused on helping improve the
{ overall operational effectiveness of the City.
We utilize our proven, structured
methodologies to identify the City's key
business processes by properly defining
business objectives and priorities. By
applying our knowledge of the software
market and experience with industry best
practices, we are able to help find the
overall solution that hest meets the City's
needs.
Selecting the right system and technology is
more critical today than ever before. The
efficiency and effectiveness of the City is
directly dependent on its use of technology
and information systems,
Illustrated by the graphic below. level of risk
and the probability of achieving a successful
implementation is directly related to the
amount of proper due diligence exercised.
The typical industry approach fails in this regard. At CLIENTFIRST, we take every possible step to
decrease risk levels by ensuring proper due diligence.
/
/
/
/
/
/
/
CuENTFIRSTTE£HNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
W
Information Technology Master Plan Services
City of Palm Desert, CA
We work with the City to safeguard finding the best overall solution to suit your unique
requirements. We help you run your business as economically, efficiently, and transparently as
we run ours. Above all else, we pride ourselves on providing quality services with honesty and
integrity. Our goal is to help every user in the City gain an understanding of the selection and
implementation process.
TYPICAL INDUSTRY APPROACH
CLIENTFIRST APPROACH
IT Infrastructure Consulting
A core competency of CLIENTFIRST is the design and imp3ementation of IT infrastructure. We
have ongoing projects that include pre -construction planning and network design,
implementation, support. and maintenance. This includes design and implementation of the
following elements
• Local area networks
• Wide area networks
• Virtual server environments
• Cloud computing
■ Microsoft, Linux, and other server -based implementations
• Wireless networks (LAN and point-to-point)
■ Disaster recovery and redundant systems
• internet access and redundancy
■ Secure networks for public safety applications
■ Dedicated cellular network connectivity for pubiic safety
• Voice-over-IP, Video-over-IP. and other quality-ef-service networks
• SCADA networks
In addition to design and implementation services, we regularly work with our clients to procure
cost-effective solutions through formal RFP processes.
CLIENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GU]DANCE
46' J 48
Information Technology Master Plan Services PAM
City of Palm Desert, CA IMM
One of our key differentiators is that, in addition to providing highly skilled technicians, we
provide our clients with tremendously experienced Project Managers. These individuals work
with public agencies over 75% of their time and have extensive knowledge of industry best
practices. This combination of knowledge and experience has resulted in success stories from
IT departments across the country.
Our IT management practice area works with clients to improve the quality of their IT
management and service delivery. We apply our knowledge in this area to each of our clients'
situations, and customize our management style to fit their specific needs.
We provide our clients with a complete project management methodology that improves
communication and delivery of services and lays the groundwork for high -quality, low-cost
solutions that will meet the City's needs.
Because we are a full -service, independent consulting firm, we are able to provide non -biased
expertise in all areas of information technology.
Our methodology includes:
• Strategic Planning -- Maintaining
a Five- Year Strategic Plan and
Capital Replacement Plan Strategy
• Project Planning — Planning and
executing individual projects on
time and on budget F_ / -I
• Budgeting —Working with our
client to maintain their IT budget 1 Improvement
and meet budgetary goals
• Regular Communications —
Communicating upcoming goals,
objectives, and the IT support
status through monthly or quarterly
IT committee meetings Transition
■ Rapid Escalation — Rapidly Operation
escalating critical problems within
CLIENTFIRST so the right subject
matter expert can be engaged to resolve the problem quickly and efficiently
• Attention to Detail — Working to maintain accurate documentation and track maintenance
and vendor contracts and software licenses to ensure that there are no surprises in these
often overlooked areas
• Regular Measurement — Measuring our accomplishments on a monthly basis and working
to improve our performance
• Productivity Improvement — Continually assessing areas for improved business
processes, rather than simply maintaining existing systems
CuENTFIRST TECHNOLOGY CONSULTING
OPTIMAL T EC HNOLOG Y GU MAW E
a
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L
Information Technology Master Plan Services
City of Palm Deserf, CA 0
. Our telecommunications consulting practice originated as a national practice group within a
large public accounting firm more than 25 years ago. Our practice separated from the
accounting firm in an effort to maintain our product independence and control hourly rates.
This "audit trail" of where we came from is an important distinction, because it demonstrates that
we are a 25-year-old consulting practice with a new name. The stability, continuity, and
connection of our staff are unique in the telecommunications consulting industry and provide our
clients with a focused and experienced team of professionals.
f
We provide a wide breadth of professional services that include:
+
Systems evaluation and assessments
+
Telecommunications system management projects
■
Voice and data cable infrastructure design and engineering
■
LAN/VVAN assessments, design, procurement, and
implementation
■
VQIP (Voice -over -Internet Protocol) readiness reviews and
t
assessments
■
Telecom billing audits and cost reviews
■
Strategic IT and telecommunications planning
.
+
Systems design and alternative analysis
■
Business continuation planning and disaster recovery planning
+
Call center planning and operational design
■
Competitive system and vendor selection
Project management and implementation projects
. We emphasize that we are a firm, because the telecommunications consulting industry, as a
whole, is relatively small and contains many single practitioners. CLIENTFlRST is considered well
above average among telecommunications and IT consulting firms in the total number of
employees and the number and quality of services offered. The diverse capabilities of our staff
provide the resources necessary to address any of your telecommunications and information
technology needs.
Many of the industry`s leading vendors recognize us nationally for our work, because they
. appreciate the fairness and objectivity we demonstrate when dealing with their organizations.
This high level of visibility results in the best competitive proposals in response to CoENTFIRST s
. RFP documents and provides the information our clients need to make informed decisions and
realize the best value for their purchasing dollar.
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QuEtgTRRSTTECHNOLoGY CONSULTING 48 148
OPTIMAL TECHNOLOGY GOIOANCE
Contract No. C. Exhibit A
Information Technology Master Plan services
City of Palm Desert, CA
ClientFirst Technology Consulting will work with
you to transform the way your organization
approaches and makes decisions regarding
information technology. We are adept at
educating and building consensus among City
staff, departmental leadership, management, and
City officials. Our approach is to assess the
current environment, review alternatives, and
provide the City with specific recommendations
and supporting documentation regarding strategy
and tactical implementation.
HE
sue--
Pra 0 fnEuti and
Ttthnohgy Inrenlory
rKH.,rr r..wt
�wrr pxw�sy�e
3
Contract No. C Exhibit A
Information Technology Master Plan Services
City of Palm Desert, CA
.IT Master Plan Objective
The objective of the IT Master Plan includes developing and articulating a vision for the effective
use of technology to support the work of the City, identifying strategies for developing and
implementing technology initiatives, and highlighting the cost benefits of doing so. We will focus
our efforts on planning and recommending improvements in the City's business applications in
order to make those applications more effective in supporting the Departments.
We will create a welt -documented plan to guide the IT Team aver the next five years in
planning, procuring, implementing, and managing current and future technology investments
and resources related to Information Technology Services provided to the City. The plan should
be the result of a thorough analysis of the following:
■ • Interviews and workshops involving all levels of the City's staff, including the Management
Team, end -users, and other stakeholders, recognizing limited staff availability
. • Existing hardware and network infrastructure, staffing, funding, applications, business
systems, projects, processes, telecommunications, training, and other investments and
. resources currently in use by the City
• Identification and prioritization of projects that the IT staff should undertake over the next
five years
• Identification of needs to accommodate current and future technology requirements, such
as data storage and management, legal requirements, security requirements, etc.
' Experience with local Government and Special Districts — We have experience in working
with local government and special districts across the country, with a strong presence
throughout the state of California. This has provided our staff with the subject -matter expertise
to quickly understand operational demands and opportunities, and then equate them to
beneficial IT improvements and recommendations.
Expected Deliverables
The IT Master Plan should include, but is not limited to:
. ■ Project Purpose and Background
■ Methodology for implementation and maintenance of Master Plan
• Current state of information technology
. + Review and findings for existing infrastructure
• Telecommunications review and findings
. • Policies and Procedures review and findings
IT vision and principles
• Strategies, goals, and objectives
. • IT Initiatives (Projects) by priority, including:
• Recommended applications improvements
• Infrastructure improvements
• Best practices recommendations
• E-Government suggestions
+ IT operations and productivity improvements
• ■ Key issues
• Timelines
• Budgets (for CIP Budget Process)
■ Cost saving and efficiencies
■
. CLIENTFiRSTTECH N0L0GY CONSULTING
09111NAL TECHNOLOGY GUIDANCE
A - 2
Contract No. C
Exhibit A ■
Information Technology Master Plan Services
City of Palm Desert, CA
Approach to IT Assessment and Master Planning
IT Master Planning is the process by which information
technology supports the needs of the organization. This succaft8
process is done by aligning IT strategies and objectives with �qt �* 44Jft1iW-
key business
processes and drivers.
.
Why do our IT Master Plans provide greater value to t
your organization than our competitors?
More than Strategic Analysis - Like other firms, we
perform strategic analysis. However, we take it several steps further.
.
• Collaborative Needs Assessment . Education and Prioritization Workshops
.
+ Departments • Step -by -Step Roadmap
• G1S • Resource Assignments
+ IT Operations • Project Budgets
• IT Infrastructure • Project Timelines
+ Telecommunications
• IT Staffing
■
,.. all designed to guide the way to successful implementation of IT goals and
objectives.
Tactical - Our emphasis is on providing the City with a Master IT Plan, because our approach
is more tactical in nature than most other firms
.
Business Perspective - We approach IT Master Planning from a business perspective and
create deliverables that are understandable to everyone in the organization -from the
.
technicians in the IT ❑epartment to upper -level management and elected officials
Collaborative and More Comprehensive - Our process is intended to
.
create an interactive, collaborative environment conducive to the
sharing of ideas, while building a single vision for the future of the City's
information technology function, decision -making, and ongoing support.
This collaborative effort results in a detailed and comprehensive Action f
Plan that should be viewed by the City as a fluid, "living" set of
■
documents. We will train your staff on the adopted IT initiatives and r
projects, and how to implement the plan over the next five years. f
Practical and Sustainable - Because of our focus on budget
realities and sustainable solutions, you can be assured that the solutions we recommend will
be practical and cost-effective. Receiving a plan that is too costly to implement and sustain
does not help the City in the long run.
Use of Best Practices - CDENTFIRST utilizes PMI, COBIT, ITIL, and EAP concepts along with
our own experience and best practices as building blocks for completing IT Assessments and .
System Selections. Governance is an essential component to overseeing that IT strategies and
recommendations align with business objectives on an ongoing repeatable basis. .
• PMI (Project Management Institute) .
■ ITIL (Information Technology Infrastructure Library)
• COBIT (Control Objectives for Information and Related Technology)
• EAP (Enterprise Architecture Planning)
■
CuENTFIRSTTECH NOLOGY CONSULTING •
OPTIMAL TEC14NOLOG Y GUIDANCE 3 .
A-
►Contract No. C Exhibit A
Information Technology Master Plan Services
City of Palm Desert, CA
IT Planning Process Methodology
We have developed a five -phase methodology which we base our IT Master Planning projects.
This serves as the cornerstone of the project, allowing the collaborative process to shape and
develop our recommendations and approach, enabling us to tailor each step to fit your unique
specifications. We desire to work in partnership with you to improve the City's information
technology environments s❑ it can better meet the needs of your staff and constituents.
y
a
. CLIENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
A-4
I Contract No. C
Exhibit A ■
Information Technology Master Plan Services
City of palm Desert, CA
Project Initiation and Information Gathering
Project Kick -Off and Initiation
The project kick-off is a time to review the City's available documentation and background
information and set expectations for the project. We will provide information requests and
questionnaires or surveys for completion by the departments and other stakeholder groups.
After obtaining and reviewing the background information provided by the City, we will meet with
the City's Project Manager and IT Planning Committee to discuss our work plan, establish
overall responsibilities and communications for the project, schedule meetings, and finalize the
project plan. We prefer to review as much of the City's available documentation as possible
before our initial workshops, so that we will be familiar with the information technology
environment, business applications, and business processes upon our arrival on -site.
Needs Assessment
Business Department Reviews
The focus of the business department review is to understand current
and future use of technology, primarily via software applications. The
best source of information regarding gaps and issues with the
technology are the individuals who work with it on a daily basis. We
conduct workshops with representatives from each department. This
provides an opportunity for users to voice concerns, share gaps in IT
services, and identify strengths and weaknesses of the current
software and business processes. To help facilitate the process, we
will prepare and distribute Needs Assessment Surveys and
Questionnaires to serve as interview guides before conducting the
workshops.
Discussion points will include:
• Enterprise 1 Departmental Application Needs
• Business Processes
■ Improvements 1 Automation
• Application Interfaces and Data Sharing
■ GIS
• Reporting Issues
• User IT Support Needs
• User Training Recommendations
• Departmental Application Analyst Needs
• Enterprise Communications
• Remote Access and Mobile Computing
• Emerging Technology Considerations
■ Regulatory Compliance Issues
• R01 I Cost -Benefit Considerations
Cf_IENTFIR5TTECH NOLOGY CON5ULTiNG
OPTIMAL TECHNOLOGY GLlIDANCE
A-5 ■
Contract No. C
i
Exhibit A
Information Technology Master Plan Services bfibm
City of Palm Desert, CA
IT Infrastructure Review
• Other IT planning consultants do not perform hands-on infrastructure reviews with systems
engineers that design, implement, and maintain IT Infrastructure. They provide generic IT
infrastructure recommendations and unsupported cost estimates. CLIENTF1RSTconducts the
infrastructure review with highly qualified subject -matter experts.
. Our infrastructure and IT operations workshops will focus on assessing the City's network
hardware, topology, and security, as well as day-to-day IT support. We will also tour the City's
existing IT facilities. computer rooms, telecommunications closets, and demarcation points.
Following our overview meetings, we propose a detailed discussion regarding the existing
hardware platforms, systems architectures, and processing environment. These interview(s)
will assess the status and direction of the information processing function, including, but not
limited to, the following:
■ Hardware and Network
. + Website and Web server configuration
+ Standard desktop and server configuration
+ Current Windows Domain and Active Directory designs
+ Software licensing
+ Disk storage and backup methodologies
+ Email and message archiving
+ Existing network management and IT measurement
• Perceived performance issues
Existing remote -access methods
S • Hand-held and mobile devices
+ Printers
+ Any problem areas
■ Systems software
+ Current software licensing methodology
' + Network management or automation software
• Mobile device management
. • Systems security
Patch management
■ Planned or anticipated equipment and software additions or upgrades
. • Current iT staff and contracted support services capabilities
+ Perceived staff and user department training needs
■ Help Desk requirements
. ■ Disaster Recovery plans
■ Information Technology -related policies and procedures
■ Emerging and future technologies. such as:
. + Cloud computing
Cloud storage
. + Next generation security devices
+ Virtual networks
CLIENTFIRST TECHNOLOGY CONSULTING
❑PTIMAL TECHNOLOGY GUIDANCE
offa
Contract No. C Exhibit A
Information Technology Master Plan services
City of Palm Desert, CA
The purpose for this step is to gain a detailed understanding of current information systems
•
utilization and capabilities. During this step, we will also work to identify infrastructure strengths
and weaknesses that may require a more specific focus.
Following the infrastructure review and needs assessment, we will meet with IT management to
examine the current budget, as well as existing and planned IT -related projects.
■
Our IT operations subject -matter experts currently design, procure, support, manage
infrastructure, and support operations on a daily basis for numerous local government agencies.
■
We will address potential areas for improvement, staff productivity, collaboration alternatives,
policies and procedures, security, disaster recovery, etc.
S
We provide specific recommendations, including projects and approaches, often with actual
product examples to consider. We do not resell any hardware or software, s❑ our examples are
not biased. We always suggest varying options depending on your staff's skill sets, knowledge,
current environment, strategic direction, and budget realities.
CUENTFIRST is capable of providing unique service options that go far beyond traditional IT
i
Master/Strategic Plans, because of the depth of the team's 1T Infrastructure and IT Support
,
practices. Our clients prefer these in-depth technical services —which our competitors do not
normally offer —because of the value they add to the Master plan over the long term.
Risk Assessment
IT Assessment - Network engineers from our team can conduct an in-depth evaluation of the
'
City's network and targeted servers. The network evaluation will include placement of a
network analysis tool to determine network performance and to provide insights into any
extraneous network traffic. During the network analysis assessment, we will review network
configurations and network security. The server evaluation will include a review of the server
configuration to assess server security and redundancy. We expect this in-depth evaluation to
require two full days. This expanded assessment will include the following, including any
related findings, recommendations, and initiatives.
■ IT Network and Infrastructure
■ Storage and Backups
■ Servers, Server Applications, and Management
• IT Security
.
• Desktop Environment
IT Security Assessment - We will also develop recommendations for improvements to the a
City's IT security posture. Security is also an integral component of any consolidation design, . E
and proper attention must be given to departmental security needs.
Communication Systems Assessment - We will conduct an operational review to determine ■
the current communications services, operation, support, and service arrangements. As part of
the operational review, we will interview key personnel to gather input regarding the
performance of the existing telecommunications system and services, including: .
■ Telephony
• Volp
• Cabling f
• Carrier Services and Costs
■I1
CLIFNTFIRST TECH NOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE r
■ Contract No. C
■
■
IT Staffing Review
Most IT Pianning consultants
Exhibit A
Information Technology Master Plan Services
City of Palm Desert, CA
have never managed or directed NEVANIJIMIM1111
actual IT staff or IT operations
themselves. CLiENTFIRST's Communications Management
project team includes our IT jr
Operations Practice Leader, who "`Applications
manages daily IT support ir
Desktop Network Management . y
operations for multiple localApplications
government agencies. Thisce ■ Reporting . ■,
� Network Management A
individual also provides ongoing wubons Database
contract IT Management 1 CIO
services. This hands-on daily
experience results in real -world, •' Programmifig
relevant recommendations
regarding support for current andViebmagler
emerging technologies.
CUENTFiRST will perform a needs SecuntyManage
review for IT staffing. We will
look at the City's current and
future resource requirements, Special Projects
the structure of the IT L Special Projects
Department, and the current staff's capabilities and skill sets. Once we have identified strengths
and weaknesses, we will discuss potential structures, skill sets, and training options. We do not
base our staffing recommendations on academic benchmark surveys from organizations that
are not similar to yours. We provide benchmark metrics conducted by our firm and couple that
information with our own experience in managing similar IT environments.
CIJENTFIRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE A _ 8
Contract No. C Exhibit A
Information Technology Master Plan Services
City of Palm Desert CA
IT Initiative Determination
S
a
We will assess the City's overall IT strengths and weaknesses. With these, we will determine
key strategies, goals, and objectives in order to address the issues identified. We will then
summarize our findings and observations, and determine preliminary IT initiatives. At a
minimum, we will provide initiatives for the following categories:
• Best Practices • IT Operations
• IT Governance • IT Security
• Applications and Departmental Systems • Telecommunications i
■ Gov 2.0 {E-Government } ■ 1T Staffing
• IT Infrastructure
IT Initiative Development
After categorizing the City's IT initiatives, we will research implementation and support costs,
and prioritize them based on their level of importance to the City's day-to-day services and
operations. We will then consolidate them into a Preliminary IT Recommendations Report, used
for our workshops. This Report will contain descriptions of our findings and observations,
recommendations, next steps, preliminary budgets, implementation timelines, as well as any
dependencies that were identified as part of the process. PMI, COBIT/ITIL, as noted earlier, are
applied as methods of adopting and incorporating best practices into your operations. We
expect to identify approximately 50-100 IT initiatives in the following categories:
• Application Enhancements • Microwave
• Business Process Improvements and . Public Safety Radio
'
Training Needs . Cable TV
i
• GIS Improvements • Help Desk and Reporting
■ Network Infrastructure ■ Policies and Procedures
S
■ Telecommunications Infrastructure . Document Management and Retrieval
• Servers and Server -Based Applications (ECMS)
• Storage and Back -Ups Email and Message Archiving
■ Business Continuity • Emerging Technologies
• Network and Data Security Information Technology Staffing and
■ Desktop Environment Training
'
■ Software Licensing . IT Governance
• Printers
Additionally, we will include planning for hardware and software support, maintenance and
support budgets, and the development of project durations for each major initiative.
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CLIENTRRST TECH NO LOGY CONSULTING
DPTIMAt TECHNMOGY GUIDANCE
A-9
■ Contract No. C
L
■
Exhibit A
Information technology Master Plan Services
City of Palm Desert, CANW
Planning and Prioritization Workshops
With our Preliminary IT Recommendations Report in hand, we will conduct planning and
prioritization workshops. We will discuss our findings and recommendations with the Project
Manager, IT Department, IT Planning Committee, and executive management.
Departments and Project Team Business Function Workshop
The City's Project Team and business function workshop will focus
mainly on non -IT -related needs, such as business processes, user
productivity, software improvements, and user training.
The goal of these workshops is for the consulting team and City
staff to develop consensus on the recommendations and
objectives. The workshop format is conducive to a free -flowing
discussion of opinions and ideas, while also providing an
opportunity for City staff to question our assumptions, budgetary
cost models, recommended priorities, and suggested solutions.
We strive to understand the City's budgetary constraints and to
develop creative solutions within those constraints. We will work with the City to prioritize
projects via cost -benefit analysis to work within those budgetary limits.
IT Infrastructure and Operations Workshop
This workshop will focus primarily on findings and recommendations related to the City's IT
infrastructure, governance, day-to-day operations, metrics, and staffing.
■
■
■
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■
■
■
■
■
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CaENTFlRSTTECH NOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Mill
Contract No. C
Prioritization Workshop
Exhibit A
Information Technology Master Plan services
City of Palm Desert, CA
Once the entire project team is educated on the IT Initiatives for the five-year planning period,
we will conduct this prioritization workshop in two parts. The first part of the workshop will be
conducted without the Project Committee seeing the project cost estimates, and the second part
of the workshop will make prioritization adjustments, taking into consideration budget and
resource realities.
Executive Management Workshop
We will conduct an Executive Management Workshop to educate and gain feedback from the
City Manager and Executive Management. It is important for City leadership to understand the
prioritization and importance that IT and the Departments have placed on the various initiatives.
The City's Executive Management will tie able to take these IT and Departmental prioritizations
into account and then make final priority and budget adjustments from the leadership's point of
view.
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CLIENTFIRSTTECHNOLOGY CONSULTING a
OPTIMAL TECHNOLOGY GUIDANCE A - 11 9
Contract No. C
Exhibit A
Information Technology Waster Plan Services
City of Palm Desert, CA
We will complete our findings and recommendations, budgets, implementation timelines, and
create the City's IT Master Plan Report with supporting documentation. Final report
presentations will be made to City Executive Management and also to the City Council-
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CLIENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
A-12
Contract No. C
Exhibit A
Information Technology Master Plan Services
City of Paler Desert, CA
Reporting/Dellverables
All deliverables will be provided in hard copy and electronically in the Acrobat Reader (PDF).
MS Word, MS Excel, and/or MS PowerPoint file formats.
Department Needs Assessment Surveys and Questionnaires
Project Kick -Off Meeting
IT Planning Committee setup, with roles and resoonsibiliUes
Data Collection, questionnaires, and Surveys
DepartmentlFunction Discovery Interview Workshops
IT Infrastructure, Operations, and Staffing Reviews
Risk Assessment
Communications Systems Review
Needs Assessment Discovery Documentalion
Preliminary Initiative Identifications
Infrastructure Evaluation
Preliminary IT Recommendations (workshop materials)
■ Current state
• IT organization
• IT infrastructure and services
■ IT strategies, including organization recommendations, descriptions of initiatives will provide prioritizations,
dependencies, resource requirements, and next steps
• Department -specific needs and initiatives
• Telecommunications
• Business application strategies and recommendations
• ECMS I Document Management (Enterprise Content Management System)
• Email and Message archiving recommendations
• Network infrastructure, including storage and backup standards 1 recommendations
+ Desktop recommendations
+ Replacement strategies and planning
• Printing Environment
• IT staffing recommendations
+ Security issues
• Disaster recovery
+ GIS
• Cloud Computing
• Customer service improvements
+ Server and network performance summary
• Future assessment, governance plan, and recommendation updates
• Website assessment and recommendations
• Internet I intranet and online services
• Audio 1 video environment
• Improved citizen communications and interaction
• Regional partnering
• Emerging technology
• Best practices, as applicable
• Help Desk and Reporting
C ENTPRSTTECHNOLOGY CONSULTING
DPTIMAL TECHNOLOGY GV10ANC E
A- 13 1
■ Contract No. C
r1
I_ l
Exhibit A
Information Technology Master Plan Services
City of Palm Desert. CA
. • Return -on -Investment Considerations
• Technology - Capital Investment Plan and Cost Schedules
■ Implementation Plan with timeline estimates for each project
+ Staffing and Organizational Requirements needed to support recommended strategies
. Policy and Procedure Recommendations
Planning and Pricritization Workshops
Department and Project Team (Initial Assessment with Initiatives)
. IT Infrastructure and Operations Workshop (Technical)
Prioritization Workshop (Project Team)
Executive Management Workshop
• IT Master Plan Report with presentations to Executive Management and City Council
• Project Purpose and Background
• Methodology for implementation and maintenance of strategic plan.
• Current State of Information Technology
• IT Vision and Principles
• Strategies, Goals and Objectives
• IT Initiatives (Projects) by priority
• Key Issues
• Governance Guidelines with Recommendations
• Timelines
• Budgets
• Approach to tracking and measuring the implementation of plan strategies and initiatives
CLIENTFIRST TECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE A - 14
Contract No. C Exhibit B
Information Technology Master Plan Services
City of Palm Desert, CA
� r
The following work {plan outlines the project steps, the hours to be delivered by project team
member and it includes an estimated timeline. It should be noted that the timeline will start on
. the date of the Kick -Off meeting.
Project
jOverall Project Coordination
Phase 1: Project Initiation
Develop QuestionnaireslSurveys for Needs
2
Assessment
Kick -Off Meeting with the City Project Manager and
3
Key Personnel
4 Obtain and Review Background Information and
Preparation
Phase 2: Needs Assessment
General Data CollectionlGathering, Distribution of
5 Questionnaire, and Collection of Completed
QuestionnaireslSu rveys
6 Management and Functional Department
Interviews
City Executive Management Team (City Mgr,
.
Dept Heads)
City Manager's Office - Administration
City CterklAttorney
Finance
Human Resources
Public Works
I Community Development
Community Services
Economic Development
7 City Council Committee Interviews
City Council Interviews
Document Results of Council Interviews
S IT Infrastructure, Operations, and Staffing
i
Reviews
IT Manager Interview
IT Information Gathering Activities, including:
Tour IT Facilities
IT Staff Interviews
IT Management Team interviews
Assessment and Information Gathering,
including: _
IT Policies and Procedures
CLIENTFiRST TECH NO LOGY CONSULTING
❑PTIMAL TECHNOLOGY GLHDANCE
24 ,� 2[] 4
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2
4
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4
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2
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BE
Contract No. C
II �
Exhibit B
Information Technology Master Plan Services
City of Palm Desert, CA
Website Review
IT Network and Infrastructure
Storage and Back -Ups
Audiovisual Systems
Servers, Server Applications, and
Management
IT Security
Disaster Recovery
f Email and Message Archiving
Document Management
Help Desk
Desktop Environment
Printers
Software Licensing
Review IT Projects and Budgets
Telecommunications
Services, Lines, and Equipment _
Operations, including Support/Service
Agreements
GIS and GIS. Integration
9 Risk Assessment
Risk and Security Assessment Interviews - IT
Manager, IT Staff
Network Review (External) - Firewalls,
Gateway RouterslSw itches, Intrusion
PreventionlDetection Systems, Traffic
Monitors, VPN
Network Review (internal) • Firewalls, Routers,
Edge Switches, Servers, Desktops
Intrusion Testing - External Network
10 Documentation 5
f Summarize Findings and Observations
Phase 3: Research and Preliminary Plan Development 5-5
11 j Develop Key Strategies
12 Define Goals and Objectives
13 Develop Preliminary initiatives, Findings,
Alternatives, and Recommendations
Current IT Environment Summary and
Condition
All Applications/Systems, including ERP,
Enterprise Content Management, GIS, all
departmental -based solutions, etc.
Application Integration
4 2 2
4
4
4
4
8
$
48
12
8
12 16 i
4
2
2
1
4
2
2
— —
50
18
12-
12 8
Included
—
Included
Included
CLIENTFIRS T TECH NO LOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Contract No. C
■
■
■
Management and Operational Reporting
User Training Needs
Data Management
Site Security (Video and Physical)
■
IT and Telecommunications Infrastructure
.
I
Network
Servers
Storage and Back -Ups
HandheldslMobile
IT Operations
.
Desktops
Software Licensing
■
I
Printers
Ir
Help Desk and Report
Email and Message Archiving_
Management and Productivity Tools
IT Policies and Procedures
IT Staffing with IT and GIS Consolidation
Strategies and Options
IT Security
Business Continuity I Disaster Recover
Cloud Computing / Cloud Storage
IT Master Plan Implementation Methodology
'
14
Preliminary Budgets
15
Develop Assessment Report with Initiatives
16
Preliminary Prioritizations
.
Phase 4: Planning and Prioritization Workshops
17
Develop Workshop Materials
18
Workshop - Departments and Project Team
19
Workshop - IT Infrastructure and Operations
20
Prioritization Workshop - Project Committee
21
Workshop - Executive Management
22
Revisions
Phase
5: Final Report and Presentations
.
+ 23
Develop Final Report and Supporting
Documentation
.
24
k
Develop Presentation Materials
25
Final Report Presentation - City Management
26
Final Report Presentation to City Council
■
CLIENTFJRSTTECHNOLOGY CONSULTING
OPTIMAL TECHNOLOGY GUIDANCE
Exhibit B
Information Technology Master Plan Services
City of palm Desert CA
Included
Included
Included
Included
Included
Included
Included
tncluded
-- - Included
Included
In*ded --
rd
cludeed
d
Included
Included
Included
Included
Included
Included
Included
Included
14 4 4 4 2
24 12 a 4 1
6 2 2 1 1
7-8 I
Hours by Consultant
6
2
2
2 j
8
8
8
4
4
8
8
4
2
2
8
4
2
2
16
8
4
4
4
2
2
4
2
2
8
4
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I
Contract No. C Exhibit B
Information Technology Master Plan Services
City of Palm Desert. CA
Our fees are based on the time spent on a project at our standard rates. Our standard billing
rates for these types of services is $125 - $195 per hour, plus travel -related expenses, and is
based on the type and level of the assigned consultants' skill sets. However, we have
discounted our rates for this engagement.
IT Master Plan Services
Total Fees $ 62,478
Travel and Related (not -to -exceed 14%) $1,237
Total Project (N&Wo-exceed) + $ 63,715
Alternative scope changes and fee adjustments are possible, and are dependent on the City's
specific project needs and staff resources and capabilities.
If, during the course of the project, the nature or scope of our work should change, we would
discuss such matters with the City, and their effect on our fees, and obtain written approval
before proceeding.
Payment
We invoice monthly as progress proceeds. Payments are due within 30 days of receipt via
check or ACH.
CLIENTPRS T TECH NOLOGY CONSULTING
OPTIMAL TECHNOLOGY GVIDANCE
B - 4 1