HomeMy WebLinkAbout158-10 RESOLUTIONRESOLUTION NO. 158-10
A RESOLUTION AWARDING RFP # 10-11 AND APPROVING A
CONTRACT WITH PLANTE & MORAN, PLLC, IN AN AMOUNT NOT TO
EXCEED $60,000.00, FOR THE PERFORMANCE OF A CITY-WIDE
INFORMATION TECHNOLOGY ASSESSMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP
# 10-11 and approves a contract, a copy of which is attached as Exhibit "A," with Plante &
Moran, PLLC, in an amount not to exceed $60,000.00, for the performance of a city-wide
information technology assessment.
PASSED and APPROVED this 7th day of September, 2010.
APPROVED:
ATTEST:
By.
BY:
ELD J ,Mayor
RA E. SMITH, City Clerk/Treasurer
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
Contract Agreement
This contract executed this 747 day of
2010, between the City of Fayetteville, Arkansas, and
Plante & Moran, PLLC .In consideration of the mutual covenants contained herein, the parties agree as follows.
WITNESSETH:
WHEREAS, City has previously determined that it has a need for a CITY-WIDE INFORMATION
TECHNOLOGY ASSESSMENT SERVICES; and
WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of
Fayetteville RFP 10-11 (herein after referred to as Request for Proposal or RFP), City has awarded this contract
to Plante & Moran, PLLC; and
WHEREAS, Plante & Moran, PLLC has represented that it is able to satisfactorily provide these
services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the
terms and conditions are contained herein; and
NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties
agree as follows:
1. Services to be Performed: Plante & Moran, PLLC hereby agrees to provide the City with A CITY-
WIDE INFORMATION TECHNOLOGY ASSESSMENT SERVICES, as requested and more specifically
outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents
for this Agreement.
2. Time of Service: Services shall be performed in a timely manner, according to the following project
schedule:
Action
City Council Deadline
Agenda Session
City Council Meeting - award contract
Notice to Proceed
Date & Time
Friday, August 20, 2010
Tuesday, August 31, 2010
Tuesday, September 07, 2010
City of Fayetteville
RFP 10-11, City -Wide IT Assessment
Contract
Page 1 of 5
Friday, September 10, 2010
Firm begins work
Monday, September 13, 2010
On site info gathering (week of)
Monday, September 13, 2010
Preliminary results meeting on site
TBD
Final DRAFT due
Friday, October 22, 2010
Final report due - presented to City
Tuesday, October 26, 2010
3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of
this agreement and continue until project is complete, unless canceled or terminated within thirty (30) days
written notice by either party.
4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties.
5. Assignment and Subcontracting: Plante & Moran, PLLC shall perform this contract. No assignment or
subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate
acquisition and/or merger, Plante & Moran, PLLC shall provide written notice to the City within thirty (30)
business days of such notice of action or upon the occurrence of said action, whichever occurs first. The right
to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be
limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are
contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has
disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute
approval for purposes of this Agreement.
6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving
thirty (30) days notice to Contractor of the intent to cancel, or with cause if at any time Contractor fails to
fulfill or abide by any of the terms or conditions specified.
Failure of the Plante & Moran, PLLC to comply with any of the provisions of this contract shall be
considered a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to
cancel and obtain from another source any services which have not been provided within the period of time
City of Fayetteville
RFP 10-11, City -Wide IT Assessment
Contract
Page 2 of 5
stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or
request, as determined by the City.
In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify
Plante & Moran, PLLC of such occurrence and the Contract shall terminate on the last day of the then current
fiscal period without penalty or expense to the City. The City reserves the right to terminate within the thirty
(30) day notice because of budgetary issues.
7. Compensation: As compensation for Plante & Moran, PLLC providing services to the City as described
herein, the City shall pay Plante & Moran, PLLC in arrears, based on the submission of invoices for work
completed and properly authorized. Compensation to Plante & Moran, PLLC for all services presented in the
scope of work will be provided to the city for a not to exceed price of $60 000.00.
8. Permits & Licenses: Plante & Moran, PLLC shall secure and maintain any and all permits and licenses
required to complete this contract.
9. Minimum Insurance Requirements: Plante & Moran, PLLC shall maintain insurance in at least the
amounts required in the RFP throughout the term of this contract. Plante & Moran, PLLC must provide a
Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such
coverage prior to issuance of a purchase order or commencement of any work under this contract. Plante &
Moran, PLLC shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of
insurance coverage as Plante & Moran, PLLC.
10. Indemnification: Plante & Moran, PLLC shall indemnify, pay the cost of defense, including but not
limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought
on account of any injuries or damages received or sustained by any person, persons, or property by or from the
said Plante & Moran, PLLC; or by, or in consequence of any neglect in safeguarding the work; or on account of
any act or omission, neglect or misconduct of Plante & Moran, PLLC; or by, or on account of, any claim or
amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of
decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of
Fayetteville. The first ten dollars ($10.00) of compensation received by Plante & Moran, PLLC represents
specific consideration for this indemnification obligation.
City of Fayetteville
RFP 10-11, City -Wide IT Assessment
Contract
Page 3 of 5
11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County,
Arkansas with Arkansas law applying to the case.
12. Severability: The terms and conditions of this agreement shall be deemed to be severable.
Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination
shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such
determination, this agreement shall continue in full force and effect unless the particular clause, term, or
condition held to be illegal or void renders the balance of the agreement impossible to perform.
13. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City
Council in advance of the change in scope, cost or fees.
14. Freedom of Information Act: Documents prepared while performing city contractual work are subject to
the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of
Fayetteville, Plante & Moran, PLLC will do everything possible to provide the documents in a prompt and
timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only
legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance.
15. Documents Comprising Contract: The contract shall include this Agreement for CITY-WIDE
INFORMATION TECHNOLOGY ASSESSMENT SERVICES, as well as the following documents, which are
incorporated herein by reference.
a. Appendix A: City of Fayetteville's Request for Proposal and all of its addenda and
attachments issued on or about Friday, July 2, 2010;
Appendix B: Plante & Moran, PLLC's August 18, 2010 revised Terms and Conditions.
c. Appendix C: Plante & Moran, PLLC's Proposal; and
d. Appendix D: Plante & Moran, PLLC's Certificate of Insurance as required, listing the City as
an additional insured.
City of Fayetteville
RFP 10-11, City -Wide IT Assessment
Contract
Page 4 of 5
If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict
shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms
of the remaining documents shall be given preference in their above listed order.
WITNESS OUR HANDS THIS 74 DAY 0
ATT C P Y SECRUARY
2-7tte/v A/o/tr7h4ts—re-a• Seterlif-t‘szol
BUSINESS ADDRESS
La ,2010.
CITY OF FAYETTEVILLE,
FAYETTEVILLE, ARKANSAS
LI NELD Jt • I I, Mayor
Atte t:
0/'\0_9
Sondra Smith, City Clerk
BY
CONTRACTOR
A c.,414-1 12v.ithv
FAvcr keit
City of Fayetteville
RFP 10-11, City -Wide IT Assessment
Contract
Page 5 of 5
NAME AND TITLE
Don Marr
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
9/7/2010
City Council Meeting Date
Agenda Items Only
Administration
Division
Action Required:
Administration
Department
A contract awarding RFP 10-11 to Plante & Moran, PLLC in an amount not to exceed $60,000 to conduct a city-wide
information technology assessment.
60,000.00
Cost of this request
4470.9470.5315.00
Account Number
10013.1
Project Number
Budgeted Item
X
80,000.00
Category / Project Budget
19,187.00
IT Assessment & Project Mgmt.
Program Category / Project Name
IT Improvements
Funds Used to Date Program / Project Category Name
60,813.00
Sales Tax Capital
Remaining Balance Fund Name
Budget Adjustment Attached
-Pcuil
Department Director
g-19-2,00
Date
e57-.20 —
Date
Finan�e and Internal S (L
f(ijfrjt)4"" Pl2
ices Director Date
Date
Or7/ o
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City
Clerk's Office 08-20-10P02:46 RCVD
Comments:
Revised January 15, 2009
ARKANSAS
City Council Agenda Memo
City Council Meeting Date:
9/7/2010
To: Mayor and Members of the City Council
From: Don Marr, Chief of Staff
Thru: Mayor Jordan
Date: 8/20/2010
Subject: RFP 10-11 Information Technology Assessment Services
Recommendation:
The RFP 10-11 Selection Committee recommends that the City of Fayetteville, AR contract with
Plante & Moran PLLC for conducting a city-wide information technology assessment and the
development of a road map based on the findings of the IT Assessment that can be utilized for CIP
and Budget Planning purposes.
Background:
During the Capital Improvement Projects Budget for 2010, the City Council approved $80,000 for a
IT Technology Assessment Project. City Staff followed the Professional Services selection
process as outlined in City Purchasing policies. The Selection committee reviewed 8 proposals
that were submitted in response to the City's RFP request, and the committee short listed two (2)
finalist. Each finalist visited on-site and made presentations to the Selection Committee. The
Selection Committee recommends the selected contractor unanimously. This IT assessment is
focused on determining the current state and capabilities of the City's existing IT infrastructure
and operations in regards to meeting the future needs and goals of the City. The assessment
provides an independent analysis of the State of existing IT infrastructure, the state of current IT
Governance practices, and the state of current IT management processes. The assessment will
also provide an evaluation of current IT staffing levels and capabilities, and review of our existing
applications portfolio, and will make recommendations regarding current and future applications
portfolios and provide benchmarking data of IT operations against similarly situated cities, and
finally this assessment will provide full recommendations regarding all aspects of Information
Technology within the scope of the assessment. This contract is capped at $60,000. The
proposed contract is attached, along with the RFP 10-11 response that is referenced in the
contract attached
Budget Impact:
$80,000 is budgeted in the CIP and 2010 Approved Budget, for IT Assessment. We will be utilizing
this budget and we believe the use of this expertise will allow us to better define a road map for
future IT expenditures and productivity/efficiency and cost improvements for the City's IT
projects.
113 West Mountain 72701 (479) 575-8323 accessfayetteville.org
TDD (Telecommunications Device for the Deaf) (479)-521-1316
RESOLUTION NO.
A RESOLUTION AWARDING RFP # 10-11 AND APPROVING A
CONTRACT WITH PLANTE & MORAN, PLLC, IN AN AMOUNT NOT TO
EXCEED $60,000.00, FOR THE PERFORMANCE OF A CITY-WIDE
INFORMATION TECHNOLOGY ASSESSMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP
# 10-11 and approves a contract, a copy of which is attached as Exhibit "A," with Plante &
Moran, PLLC, in an amount not to exceed $60,000.00, for the performance of a city-wide
information technology assessment.
PASSED and APPROVED this 7t1 day of September, 2010.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
a
e
RFP 10-11, Appendix A
City issued RFP - Info. ONLY
No Signatures Required
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113W. Mountain
Fayetteville, AR 72701
ARKANSAS Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
REQUEST FOR PROPOSAL: RFP 10-11, City-wide Information Technology Assessment
DEADLINE: Thursday, July 22, 2010 at 2:00 PM, Central Standard Time
DELIVERY LOCATION: Room 306 — 113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, aforenci.fayetteville.ar.us, 479.575.8220
DATE OF ISSUE AND ADVERTISEMENT: Friday, July 2, 2010
REQUEST FOR PROPOSAL
RFP 10-11, City-wide Information Technology Assessment
No late proposals will be accepted. RFP's shall be submitted in sealed envelopes labeled "RFP 10-11, City-
wide Information Technology Assessment" with the name and address of the bidder.
All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information
requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification
will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm:
Contact Person:
E -Mail:
Title:
Phone:
Business Address:
City: State: Zip:
Signature: Date:
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 1 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
Advertisement
The City of Fayetteville, Arkansas is seeking sealed proposals from qualified firms / providers to
perform a City-wide Information Technology Assessment.
To be considered, proposals shall be received at the City Administration Building, City Hall, Purchasing —
Room 306, 113 West Mountain, Fayetteville, Arkansas before Thursday, July 22, 2010 at 2:00 PM, Central
Standard Time. No late proposals shall be accepted.
Proposal forms must be downloaded from the City's web site at http://www.accessfavetteville.org. All
questions regarding the RFP process should be directed to Andrea Foren at aforenci.fayetteville.ar.us or
(479)575-8220.
Proposers shall be qualified to do business and licensed in accordance with all applicable laws of the state and
local governments where the project is located.
Pursuant to Ark. Code Annotated 22-9-203, the City of Fayetteville encourages all qualified small, minority and
women business enterprises to proposal and receives contracts for goods, services, and construction. Also,
City of Fayetteville encourages all prospective Proposers to subcontract portions of their contract to qualified
small, minority, and women business enterprises.
The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein, and
all Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for
any damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any
recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in
response to this invitation shall constitute an agreement of the Proposer to these conditions.
CITY OF FAYETTEVILLE
By: Andrea Foren, CPPB
Title: Purchasing Agent
Ad date: 07/02/2010
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 2 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
Table of Contents
SECTION:
PAGE NUMBER
Cover Page
1
Advertisement
2
SECTION A: General Conditions
4
SECTION B: Scope of Services and General Information
11
SECTION C: Statement of Disclosure
19
SECTION D: Authorized Negotiator Information
20
SECTION E: Addendum Acknowledgement Form
21
SECTION F: Draft Agreement/Contract
22
Statement of No -Submittal
26
ATTACHMENTS:
# OF PAGES
Appendix A: City Organizational Chart
1
Appendix B: City IT Organizational Chart
1
Appendix C: City WAN Chart
1
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 3 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION A: General Conditions
1. SUBMISSION OF PROPOSAL:
a. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document.
The names of respondents only will be available after the deadline until a contract has been awarded by
the Fayetteville City Council. All interested parties understand proposal documents will not be available
until after a valid contract has been executed.
b. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing
Division.
c. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the
firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages
enclosed in shipping containers or boxes.
d. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the
sequence of the RFP.
e. Proposers must have experience in work of the same or similar nature, and must provide references that
will satisfy the City of Fayetteville. Proposer must furnish a reference list of five (5) clients for whom they
have performed similar services and must provide information as requested in this document, at least two
(2) of the five references shall be government references (state, county, city, etc).
f. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service
agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare
any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not
disqualify it from consideration for award.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All
questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the
Purchasing Department. Responses to questions may be handled as an addendum if the response would provide
clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City
will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of
the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of
describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals will be
considered for all brands that meet the quality of the specifications listed for any items.
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City of Fayetteville reserves the right to select the proposal that it believes will serve the best interest
of the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 4 of 26
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request
for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information,
or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without negotiation.
5. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive,
responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to
thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection
committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP.
Proposers are not guaranteed to be ranked.
6. COSTS INCURRED BY PROPOSERS:
• All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection
therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other
effort required of, or made by, the Proposer(s) prior to contract commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract With The
City" which states the following:
i. An employee of the City shall be permitted to conduct business with the City, provided the
contract or job is for services, is submitted as a competitive bid, is approved by the City Council
following disclosure of the direct or indirect financial interest of the individual employee, and the
total sum payable under the contract does NOT exceed $500.00.
b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance which may
influence or appear to influence the bidder's judgment or quality of services being provided. Such written
notification shall identify the prospective business association, interest or circumstance, the nature of
which the Proposer may undertake and request an opinion to the City as to whether the association,
interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by
the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail
within thirty days of receipt of notification.
9. WITHDRAWL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal, based on a written request from an
authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal.
10. LATE PROPOSAL OR MODIFICATIONS:
a) Proposal and modifications received after the time set for the proposal submittal shall not be considered.
Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for
misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal
documents prior to opening time and date listed.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 5 of 26
11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this
proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO),
Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and
construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their
contract to qualified small, minority and women business enterprises.
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies,
departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and
conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all
state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school
boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to
purchase under the terms and conditions of the contract.
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal
is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal
for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal
action."
14. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is
presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents
in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-
101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this
compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss,
damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof
covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in
the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to
submitting a proposal on this requirement.
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 6 of 26
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call
479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing
translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately.
18. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for
proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured.
Insurance shall remain valid throughout project completion.
19. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its Proposer to use recycled products in fulfilling contractual obligations to
the City and that such practices will serve as a model for other public entities and private sector companies.
20. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same as invoices
submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately
notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name
used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville
is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed
through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The
City will not agree to any nonrefundable deposit or retainer that would remain property of the Proposer even if the hourly
work actually performed by the Proposer would not justify such fee. The City will not agree to allow any increase in hourly
rates by the contract without PRIOR Fayetteville City Council approval.
21. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to
the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill
or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the discretion
of the City of Fayetteville.
c. In addition to all qther legal remedies available to the City of Fayetteville, the City reserves the right to
cancel and obtain from another source, any items and/or services which have not been delivered within
the period of time from the date of order as determined by the City of Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the
vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without
penalty or expense to the City
22. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer
shall disclose such intent in the proposal submitted as a result of this RFP.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the
City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said
action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably
exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or
merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the
City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to
the RFP, without exception shall constitute approval for purpose of this Agreement.
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23. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop
during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently
contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of
multiple -term contracts, this provision shall apply separately to each item.
24. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for
proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is
responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly
prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either
an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall
prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification
and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but
not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain
goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request
for qualification, bid or contract to be rejected.
25. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the
City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional
requirements as may become necessary.
26. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the
City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the
City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms,
conditions, and specifications.
27. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be
prepared by the City, signed by the successful proposer and presented to the City of Fayetteville for approval and
signature of the Mayor.
28. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces
where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space
is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to
the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for
rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly
stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents.
29. OTHER GENERAL CONDITIONS:
a) Proposer is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any
manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way
affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of
misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of
the contract. No representations shall be binding unless embodied in the contract.
City of Fayetteville, AR
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b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products
and services presented. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws
will apply when necessary but will not be considered in award of this project.
c) Each Proposer should state the anticipated number of days from the date of receipt of an order for delivery of
services to the City of Fayetteville.
d) Proposers must provide the City with their bids signed by an employee having legal authority to submit bids on
behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer.
e) The City reserves the right to request any additional information it deems necessary from any or all Proposers
after the submission deadline.
f) The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit
the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs
incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a
cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any
expense so incurred, regardless of whether or not the proposal is accepted.
g)
If products, components, or services other than those described in this bid document are proposed, the bidder
must include complete descriptive literature for each. All requests for additional information must be received
within five working days following the request.
h) Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality
for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design,
and specification as to what has been specified, will be acceptable for consideration only if approved by the City
of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested
equal.
i) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail ( aforenaci.fayetteville.ar.us ). It is the intent and goal of the City of Fayetteville
Purchasing Division to provide documents providing a clear and accurate understanding of the scope of
work to be completed and/or goods to be provided. We encourage all interested parties to ask questions
to enable all bidders to be on equal bidding terms.
j)
Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea
Foren, City of Fayetteville, Purchasing Agent via e-mail (aforenci.fayetteville.ar. us) or telephone
(479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request
for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed
until after a contract is in place.
k) "Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and construction.
Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified
small, minority and women business enterprises."
I) At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of
the firms, which may also include oral interviews. NOTE: Each Proposer shall submit an "Authorized
Negotiator Form" containing the signature of a duly authorized officer or agent of the Proposer's company
empowered with the right to bind and negotiate on behalf of the Proposer for the amounts and terms proposed.
m) Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to
properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information
to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's
content or to exclude any relevant or essential data.
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n) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner
relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any
claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any
similar basis.
o) The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due
hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of
any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substan-
tially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the
successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or
materials supplied for the performance of the services called for in this contract.
P)
The successful Proposers attention is directed to the fact that all applicable Federal and State laws, municipal
ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the
contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The
successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal,
State, and municipal governments or authorities in any manner affecting those engaged or employed in providing
these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these
Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation,
order or decree, s/he shall herewith report the same in writing to City of Fayetteville..
30. EVALUATION CRITERIA & SELECTION COMMITTEE:
A selection committee has been appointed to oversee the selection process, which will include reviewing and evaluating
each RFP response, interviewing the top candidates for selection, and any follow-up documentation or information
requested from the top candidates.
The criteria listed below will be used by the City to evaluate and score responsive and qualified proposals. Proposers
shall include sufficient information to allow the City to thoroughly evaluate and score their proposals. Each proposal
submitted is not required to be ranked by the selection committee; however, all proposals will be evaluated. The contract
will be awarded to the most qualified Proposer, per the evaluation criteria listed below, based on the evaluation of the
selection committee.
1) 15% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the firm. Indicated specialized experience and technical competence of the firm
in connection with the type and complexity of the service required. Subcontractors, if used, must
be listed with information on their organization.
15% Experience, Competence, and Capacity for Performance: Information reflecting the names,
titles, and qualifications (including experience and technical competence) of the major personnel
assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used
and how they are to be used to supplement your staff. This section of the evaluation criteria
includes the amount of work presently underway for your firm; please present this in your RFP.
3) 35% Proposed Method of Doing Work: A proposed work plan (description of how the project would
be conducted as well as other facts concerning approach to scope you wish to present) indicating
methods and schedules for accomplishing each phase of work. Include with this the amount of
work presently underway. The Firm's ability and commitment to complete the project in the
timeframe outlined by the City will also be taken into consideration.
4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous
evaluations with the City are not available, the professional firm's past performance records with
City and others will be used, including quality of work, timely performance, diligence, ability to
meet past budgets, and any other pertinent information. Firm will provide a list of similar jobs
performed and person whom we can contact for information.
5) 15% Price: Complete pricing to the City for all services described herein.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
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City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION B: Scope of Services and General Information
1) Introduction and Background
The City of Fayetteville, Arkansas is seeking sealed proposals from qualified firms / providers to perform a City-
wide Information Technology Assessment. The City has hired a project management company, Accio.US, to
assist with oversight of this assessment. This project management firm has also assisted the City in the
preparation of this RFP.
About Fayetteville
Located in the Northwest corner of Arkansas and surrounded by the breathtaking Ozark Mountains, natural
beauty frames Fayetteville. With a population over 70,000, and nearing half a million regionally, Fayetteville has
all the resources and advantages of a large city, yet its unique quality of life and heritage set it apart.
• Home to the University of Arkansas, Fayetteville was positioned at Number 15 in Forbesannual list of the top
100 metropolitan areas in the nation for businesses.
• US News and World Report in its newly released "2011 America's Best Colleges" guide, ranked University of
Arkansas' Supply Chain Management and Logistics Specialty among the top 25 nationally.
• US News and World Report ranked the University of Arkansas' Sam M. Walton College of Business and the
School of Law in the top tier of its 2011 edition of America's Best Graduate School.
Other rankings awarded to the City include:
• No. 2: Best Cities for Recession Recovery, 2009, Forbes.com
• No. 4: Best Places for Business and Careers, 2009 Forbes
. No. 6: Smarter Cities Ranking, 2009, Natural Resources Defense Council
• No. 7: Best Places to Live, Work and Play, 2008, Kiplinger
. No. 7: Top College Sports Towns, 2010 Forbes
• No. 9: Healthiest Housing Markets, 2009, Builder magazine
Mayor Lioneld Jordan
First elected in November of 2008, Lioneld Jordan is serving his first term as Mayor of the City of Fayetteville. He
previously served as Vice Mayor for four years and eight years as Alderman from Ward Four, instituting the
monthly ward meetings that serve as the model for his Town Hall Meetings as Mayor.
Mayor Jordan's priority projects for his first term include developing a comprehensive economic development
program focused on Green Jobs that pay a living wage, providing open government that encourages citizen
participation, effectively managing the City budget and enhancing the quality of life in Fayetteville by supporting
sustainable development, environmental protection, a vibrant arts community, affordable housing, and alternative
transportation.
Mayor Jordan is an advocate of using technology for enabling citizens to be more closely connected to the City.
As part of his open government philosophy, the Mayor maintains an active presence on Facebook that provides
citizens a means of direct communication.
The City's AccessFayetteville.org website contains a wealth of information regarding current activities, including
streaming video of City Council meetings and other events. It serves as an information repository for City
documents and information related to City planning. The Mayor's goal for the future is to enable the citizens to
meet all their informational and transactional needs with the City via the AccessFayetteville.org website.
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City Council
The Fayetteville City Council is in support of Mayor Jordan's open government philosophy. In their view,
technology plays a key role both in serving citizens and facilitating internal operations.
Along with the emphasis placed on the City's external website, the Council's goal is for the City to realize internal
operating improvements and efficiencies through the effective use of technology.
The Council also views as important the City's positioning in regard to making use of open -source software and
outside software development resources. Access to City data via data warehousing strategies or open API's is
desired in order to ensure an environment that can rapidly adapt to changing demands for information and
applications.
The Council looks to the City-wide technology assessment to provide a view to the ability of the current
technology base to meet the external and internal goals of the City. Specifically, the Council would like to see the
City available technology functionality and operations compared against "best of class" in municipalities or
business operations where possible.
Information Technology
The Information Technology Division operates within the Department of Administration, reporting to the Finance
Director. It is made up of two distinct functional areas.
IT Operations and Support
2. Geographic Information Systems Operations
The Division is the central provider, coordinator and administrator of IT -related applications, hardware and
infrastructure for all areas of the City except for Police and Fire. Police and Fire have IT staff reporting directly to
their organizations responsible for supporting their specific technology.
The Division supports a range of stand alone Utilities that are part of the City's infrastructure.
The City has approximately 500 IT users within its overall staff of approximately 750. Approximately 150 of these
users reside in Police and Fire.
PC desktops are the primary technology interface, with laptops and a variety of mobile devices in use across the
City. There is no comprehensive mobile communications strategy in place today.
There is no standard desktop image in use. Desktop software purchases may be budgeted and made by City
Divisions independent of central IT.
The City has at minimum 326 license users of Microsoft Office and 124 licensed users of Adobe Standard or
Professional.
The City has a number of outlying network locations supported by T1 data lines provided primarily by AT&T.
IT planning has been traditionally aligned with the City's annual budget process. Operations and support
historically have primarily focused on the major applications in use by the City.
➢ New World Financials and Utilities (AS/400)
➢ Hansen Public Safety
➢ ESRI GIS
➢ EMC Documentum - Document Management
➢ Novell GroupWise
On -going or planned projects for the next 12 months currently include:
➢ Data center server virtualization and migrations
➢ Network Core Switch replacement
➢ Installation of fiber to certain remote network sites
➢ Time and Attendance software
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➢ AS/400 Hardware replacement/upgrade
➢ New World Utility Billing Software Upgrade
➢ New World Systems Parking Management software upgrade
➢ GIS ArcServer Upgrade - Upgrade and migrate the GIS SDE SQL server and data. New Versions of
GIS software are expected to be released to July, 2010
➢ Paperless utility billing
While the City is currently in the early stages of a roll -out of new VoIP voice capability, the IT function has no
responsibility other than IP networking related to that roll -out.
As part of Mayor Jordan's focus on open government, the past two years have seen an increased focus on
development for the City's external web presence. In particular, there has been a strong desire to use technology
to better enable all aspects of citizens' informational and transactional activities with the City.
A strong emphasis has been placed on adding functionality ranging from electronic document archives accessible
from the main website to electronic billing and on-line bill payment for City services (utilities, waste). Progress has
been slow and time lines to completion are not identified.
Video delivery via the City's external web presence has led to questions concerning the best strategies for
archiving video that currently are unresolved.
City IT staff play the role of systems integrator for Division or Department activities that require integration
between New World, Hansen and GIS software. Purchasing of many point solutions is initiated and driven by
various Divisions within the City, with central IT involved in the processes and taking on back -end integration
responsibilities.
Currently the City is experiencing user complaints regarding certain applications, network speed and overall
reliability. Common understanding or consensus does not exist as to the source issues leading to these
complaints.
These activities have generated frustration and concerns regarding the state of the City's underlying IT
infrastructure, applications portfolio, operations, and IT staffing currently in place to support the increasing
demands being placed upon it. Questions exist regarding the overall IT direction in regards to applications
portfolio and meeting anticipated future needs.
In order to begin to address these concerns and questions, City Administration determined that an appropriate
first step was to conduct an independent City-wide assessment of all matters pertaining to IT infrastructure and
operations. The writing of this RFP document was commissioned in May, 2010. Accio.US of Fayetteville,
Arkansas was selected to oversee the RFP preparation and will not be responding to this RFP.
RFP Preparation
In preparation for the construction of this RFP document and City-wide assessment activities to follow, the
following actions were taken (information will be compiled and available in electronic format upon beginning of
work):
➢ Interviews were conducted regarding IT matters with 15 key leaders within the City. These included Division
and Department Heads, a City Council member, Internal Audit and selected others. The results of these
interviews were compiled and informed the RFP preparation.
➢ Data gathering was commenced, including all documents pertaining to IT operations, applications user
counts, hardware and software inventories for data centers, network and desktop hardware, WAN and LAN
network documentation, hardware maintenance, software maintenance, software usage, project listings,
capital budgeting and historical IT cost.
➢ An end -user survey instrument was created. The survey will be conducted and concluded by mid -July, 2010.
The hope is that assessment firm candidates will have a rich selection of data already gathered and available so
that minimal time will be required during the assessment for information requests and responses. The goal of the
City is that the bulk of the time spent in the IT assessment deal with the substantive issues and decisions facing
the City going forward rather than boiler -plate activities and commentary.
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2) City Technology Goals
2.1 Statement from the Mayor's 2010 State of the City Address - Technology Goals Directional Statement -
Key Goals and Objectives of the City of Fayetteville
"We will invest in our technology infrastructure to make government more efficient, to save taxpayers
money, and to make the City government more accessible and responsive."
2.2 City of Fayetteville Technology Goals
Make effective use of technology to enable the City of Fayetteville to:
• Improve operational effectiveness, efficiencies and responsiveness in all areas of City operations, with
internal only or external facing to the citizens.
• Improve labor efficiencies and reduce or prevent the need for future staff additions
• Provide on-line facilities for citizens use in conducting business with the City
• Represent excellence in environmental stewardship - minimizing to use of paper and consumption of
resources
2.3 Purpose, Goals / Objectives - City-wide Technology Assessment
Purpose: The City-wide Technology Assessment is being undertaken in order to determine the current
state and capability of the City's existing IT infrastructure and operations in regards to meeting the future
needs and goals of the City.
Specific Goals / Objectives of the Assessment are to receive:
2.3.1 Independent analysis of:
• The state of existing IT infrastructure
• The state of current IT Governance practices
• The state of current IT management processes
2.3.2 Evaluation of:
• Current IT staffing level and capability
• Existing applications portfolio
2.3.3 Recommendations regarding applications portfolio
2.3.4 Benchmarking of IT operations against similarly situated cities
2.3.5 Recommendations regarding all aspects of Information Technology within the scope of the
Assessment
3) Scope
3.1 The Scope of the IT assessment includes all aspects of IT infrastructure, software portfolio, operations
and staffing
3.1.1 Observations and interviews with City and IT staff/management and should be used as necessary
in conducting the work
3.2 Out of Scope:
3.2.1 Any type of business process review outside of the areas of IT operations or specific use of
applications software is not in scope.
3.2.2 Any business process review related to specific use of applications software should be solely for
the purpose of assessment of the software.
4) Deliverables
4.1 Assessment of current technology infrastructure, including:
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4.1.1 Security
4.1.2 Data network
4.1.3 Data center hardware and operations
4.1.4 Desktops and other end user hardware
4.1.5 End user software
4.1.6 Recommendations regarding current technology infrastructure
4.2 Assessment of current IT operations, including:
4.2.1 IT Governance
4.2.2 IT Organization
4.2.3 IT Documentation
4.2.4 IT Management processes
4.2.5 Staff size and capabilities
4.2.6 Software purchasing, development, maintenance and support processes
4.2.7 End user computing and related support processes
4.2.8 End user training
4.2.9 IT Help Desk
4.2.10 Recommendations regarding current IT operations
4.3 Assessment of existing applications and end -user software portfolio, including:
4.3.1 State of the current software implementation(s)
4.3.2 Informed commentary regarding the current implementation(s) suitability for meeting the City's
Goals as well as current needs
4.3.3 Assessment of existing software portfolio and delivered functionality against "best in class"
municipalities.
4.3.4 Recommendations regarding applications software portfolio: Upgrades, migrations to vendor's
other products, or potential consideration of other vendor's software applications
4.4 Benchmarking of IT operations against similarly situated Cities. General criteria includes:
4.4.1 Population range of 50,000 to 100,000
4.4.2 Major university within city of at least 15,000 full time students
4.4.3 City responsibility for public utilities, with utility service area extending beyond city limits
4.4.4 City using New World, Hanson, or a similar type of comprehensive City management software
package
4.4.5 Example cities currently used as benchmarks for various City activities includes Ames, IA, Iowa
City, IA, Champaign, IL, Columbia, MO, Denton, TX, Lawrence, KS, and Urbana, IL
4.5 Summary Report including:
4.5.1 Summary of findings
4.5.2 Key Issues facing the City regarding technology, both short-term and long-term
4.5.3 Areas of greatest opportunities
4.5.4 Identification of technologies not in use by the City of Fayetteville that may be applicable and
appropriate for future consideration
4.5.5 Recommended priorities and action plan
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4.5.6 A discussion of implications, including financial and time frame where appropriate, related to key
issues, areas of opportunity and recommended priorities and action plan
5) City Provided Resources
5.1 City staff will be provided to support the management study as required
5.2 IT staff will make themselves and IT resources available for review/discussion
5.3 The City will provide needed workspace and meeting facilities
5.4 The City will assist in coordinating resources and scheduling meetings as needed
6) Timeline
6.1. Timeline for RFP Process - The timeline listed below is the City's estimation of time required to complete
the RFP process. All efforts shall be made to abide by this schedule but it may change due to
different circumstances.
6.1.1 RFP Notification - Friday, July 2, 2010
6.1.2 Question period — through Thursday, July 15, 2010
6.1.3 Proposals due - Friday, July 22, 2010 @ 2:00 PM CDT
6.1.4 Interviews - Thursday August 5, Friday, August 6, 2010
6.1.5 City Council Review and Approval -September 7, 2010
6.1.6 Notice to Proceed -Friday, September 10, 2010
6.2 Timeline for project - The City has developed the following general timeline:
6.2.1 Execute approved contract - by September 10, 2010
6.2.2 Initiate on -site information gathering: Week beginning September 13, 2010
6.2.3 Preliminary results meeting on site - Friday, October 8, 2010
6.2.4 Final report draft due - Friday, October 22, 2010
6.2.5 Final report completed and results presented to City: Tuesday, October 26, 2010
7) Qualifications
7.1 Firm must have a minimum of five years of IT consulting experience in one or more appropriate areas
including IT Management, IT operations, IT project management, and IT strategic planning.
7.2 Firm must be experienced in providing IT consulting services for state, county or municipal government as
well as for general business.
7.2.1 Project overviews and references should be provided for a five (5) clients with projects conducted
within the past three years, two of which should related to municipalities, including:
a. Client
b. Client description
c. Contact information for the Client contact person or project manager
d. Project scope - Please give quantitative indications if possible
e. Project description
f. Estimated cost of entire project
g. Description of the specific services provided
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h. Location where services were performed
i. Firm staff involved in the project that would be expected to participate in the City of
Fayetteville project
j. A statement acknowledging if the project was completed on time and on budget or
explanation of any variance
7.3 Lead consultant must have:
7.3.1 A minimum of three years of appropriate IT consulting experience in IT management and/or IT
strategic planning
7.3.2 Served as a lead consultant in a similar engagement with at least one government agency within
the past three years
7.4 Additional consideration via the selection criteria is given for additional experience and for experience
specific to municipal government with a similar scope of service to those being requested
7.5 Background information must be provided for each resource that would be assigned to work on this
project, including:
7.5.1 Name and Title
7.5.2 Referenced Projects participation
7.5.3 Potential Project Role
7.5.4 Years Experience with firm or other firms / companies:
a. Consulting
b. Other (describe)
7.5.5 Education: Degree(s)/Year/Specialization
7.5.6 Current Certification(s) / Registration(s)
7.5.7 Other Experience & Qualifications relevant to the proposed project
8) RFP Response Format
All Proposers shall submit eleven (11) original copies of their proposal as well as one (1) electronic copy on a
properly labeled CD or other electronic media device. The electronic copy submitted should be contained
into one (1) file. The use of Adobe PDF documents is strongly recommended but not required. Files contained
on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be
identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to ANY City
employees.
Proposals should be no more than twenty five (25) pages; single sided, standard, readable, print on standard
8.5x1 1 papers. The following items will not count toward the page limitations: appendix, cover sheet, letter of
transmittal, resumes (no more than 1 page per person), and forms provided by the City for completion. The
contents should be labeled as listed below.
8.1 Cover Sheet
8.2 Table of Contents
8.3 Letter of Transmittal
8.3.1 Submitted on the provider's letterhead - no more than four (4) pages
8.3.2 Concisely state the provider's understanding of the services required by the City
8.3.3 Provide a summary of why the Respondent believes itself to be the most qualified
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 17 of 26
8.3.4 A statement granting the City and its representatives authorization to contact any previous client
of the Respondent (or a Respondent's Team Member) for purposes of ascertaining an
independent evaluation of the Respondent's or a Respondent's Team member's performance
8.3.5 Additional relevant information not requested elsewhere in this RFP
8.3.6 A statement indicating that to the best of the Respondent's abilities, all information contained in
the RFP submittal is complete and accurate
8.3.7 The signature of the letter shall be that of a person authorized to represent and bind the
firm/provider
8.4 Executive Summary
8.5 Firm Qualifications, including:
8.5.1 Firm Overview, including:
a. Areas of specialization
b. Firm history
c. Location of home and branch offices;
d. Principal officers of the firm
e. Type of organization: Individual or sole proprietorship, professional corporation,
partnership, joint venture, etc.
8.5.2 Project References - see section 7.2
8.5.3 Proposed Project Staffing - see section 7.5
8.5.4 Other relevant information not otherwise requested
8.5.5 Proof of insurance — The firm shall provide and maintain in force at all times during the term of the
contract contemplated herein insurance for:
a. Workers' Compensation as required by Arkansas State Law, Commercial
b. General Liability, & Automobile Liability.
c. Proof of such shall be submitted prior to award of contract
8.6 Project Approach
8.6.1 Proposed Project Charter statement
8.6.2 Summary Overview of Approach
8.6.3 Critical success factors
8.6.4 Quality review process
8.6.5 Project team - roles and responsibilities
8.6.6 Project calendar, including:
a. High level work plan
b. Anticipated days on -site
c. Timing of specific resource involvement
8.6.7 Communication strategy
8.6.8 Project risk assessment
8.6.9 Proposed deliverables
8.7 Pricing
8.7.1 Pricing should be based on time and materials with a "do not exceed" pricing cap
8.7.2 Hourly rates should be provided for all resources that will be assigned to the project
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 18 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION C: Statement of Disclosure — To Be Submitted With ALL Proposals
This page does not count towards page limitations set forth in this request for proposal or bid.
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between
any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a
relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be
completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain)
PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL:
1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein are accurate and true; and
2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment.
Printed Name
Signature
Date
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 19 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION D: Authorized Negotiator Information — To Be Submitted With ALL Proposals
At the discretion of the City, one or more firms may be asked for more detailed information before
final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall
submit to the City a primary contact name, e-mail address, and phone number (preferably a
cell phone number) where the City selection committee can call for clarification or interview
via telephone.
PART1:
Pr�rrYOta,tylncfcrtro v ig
Name of Firm:
Name of Primary Contact:
Title of Primary Contact:
Phone#1 (cell preferred):
E -Mail Address:
PART 2 Contact for LegallyBinding Contracts
Phone#2:
Is the primary contact (listed in Part I) able to legally bind contracts? YES NO (circle one)
If no, please list contact that can legally bind a contract for the firm:
Name:
Title:
Phone#1 (cell preferred):
E -Mail Address:
Date:
Signed:
Phone#2:
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 20 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION E: Addendum Acknowledgement Form
Please acknowledge receipt of addenda for this invitation to bid or request for proposal by signing and dating below. All
addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included
therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so
may subject vendor to disqualification.
I ADDENDUM NO. I SIGNATURE AND PRINTED NAME I DATE RECEIVED
Note: Prior to submitting the response to this solicitation, it is the responsibility of the firm submitting a
response to confirm if any addenda have been issued. If such document(s) has been issued, acknowledge
receipt by signature and date in the section above. Failure to do so may result in being considered non-
responsive.
Information regarding addenda issued is available on the City of Fayetteville website under the Purchasing
Division at www.accessfaVetteville.org by selection "Bid's, RFP's, and RFQ's" under the "Business" heading.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 21 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION F: Draft Agreement
This contract executed this day of , 2010, between the City of Fayetteville, Arkansas, and
Contractor .In consideration of the mutual covenants contained herein, the parties agree as follows.
WITNESSETH:
WHEREAS, City has previously determined that it has a need for a CITY-WIDE INFORMATION
TECHNOLOGY ASSESSMENT SERVICES; and
WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of
Fayetteville RFP 10-11 (herein after referred to as Request for Proposal or RFP), City has awarded this contract
to Contractor; and
WHEREAS, Contractor has represented that it is able to satisfactorily provide these services according
to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and
conditions are contained herein; and
NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties
agree as follows:
1. Services to be Performed: Contractor hereby agrees to provide the City with A CITY-WIDE
INFORMATION TECHNOLOGY ASSESSMENT SERVICES, as requested and more specifically outlined in
the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this
Agreement.
2. Time of Service: Services shall be performed in a timely manner, as specified in the RFP.
3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of
this agreement and continue until project is complete, unless canceled or terminated within thirty (30) days
written notice by either party.
4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties.
5. Assignment and Subcontracting: Contractor shall perform this contract. No assignment or
subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 22 of 26
acquisition and/or merger, Contractor shall provide written notice to the City within thirty (30) business days of
such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this
contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in
which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local,, state, or
federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or
subcontract in its response to the RFP, without exception shall constitute approval for purposes of this
Agreement.
6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving
thirty (30) days notice to Contractor of the intent to cancel, or with cause if at any time Contractor fails to
fulfill or abide by any of the terms or conditions specified.
Failure of the Contractor to comply with any of the provisions of this contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the discretion of the
City of Fayetteville.
In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to
cancel and obtain from another source any services which have not been provided within the period of time
stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or
request, as determined by the City.
In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify
Contractor of such occurrence and the Contract shall terminate on the last day of the then current fiscal period
without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice
because of budgetary issues.
7. Compensation: As compensation for Contractor providing services to the City as described herein, the
City shall pay Contractor in arrears, based on the submission of invoices for work completed and properly
authorized.
8. Permits & Licenses: Contractor shall secure and maintain any and all permits and licenses required to
complete this contract.
9. Minimum Insurance Requirements: Contractor shall maintain insurance in at least the amounts required
in the RFP throughout the term of this contract. Contractor must provide a Certificate of Insurance in
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 23 of 26
accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance
of a purchase order or commencement of any work under this contract. Contractor shall ensure that any
subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as Contractor.
10. Indemnification: Contractor shall indemnify, pay the cost of defense, including but not limited to
attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account
of any injuries or damages received or sustained by any person, persons, or property by or from the said
Contractor; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or
omission, neglect or misconduct of Contractor ; or by or on account of, any claim or amounts recovered under
the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such
injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten
dollars ($10.00) of compensation received by Contractor represents specific consideration for this
indemnification obligation.
11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County,
Arkansas with Arkansas law applying to the case.
12. Severability: The terms and conditions of this agreement shall be deemed to be severable.
Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination
shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such
determination, this agreement shall continue in full force and effect unless the particular clause, term, or
condition held to be illegal or void renders the balance of the agreement impossible to perform.
13. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City
Council in advance of the change in scope, cost or fees.
14. Freedom of Information Act: Documents prepared while performing city contractual work are subject to
the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of
Fayetteville, Contractor will do everything possible to provide the documents in a prompt and timely manner as
prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized
photocopying costs pursuant to the FOIA may be assessed for this compliance.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 24 of 26
15. Documents Comprising Contract: The contract shall include this Agreement for CITY-WIDE
INFORMATION TECHNOLOGY ASSESSMENT SERVICES, as well as the following documents, which are
incorporated herein by reference.
a. City of Fayetteville's Request for Proposal and all of its addenda and attachments issued on
, 2010;
b. Contractor's Certificate of Insurance as required, listing the City as an additional insured;
c. Contractor's Proposal.
If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict
shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms
of the remaining documents shall be given preference in their above listed order.
WITNESS OUR HANDS THIS DAY OF , 2010.
CITY OF FAYETTEVILLE,
FAYETTEVILLE, ARKANSAS
LIONELD JORDAN, Mayor
Attest:
Sondra Smith, City Clerk
CONTRACTOR
BY
NAME AND TITLE
ATTEST: COMPANY SECRETARY
BUSINESS ADDRESS
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 25 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Services
Statement of No Submittal — If Applicable
In order to assist the Purchasing Division of Fayetteville in evaluating and improving our solicitation process, we
are asking for completion of this form and returning via fax or e-mail. By submitting this form, it will assist us in
evaluating all response, improving our bid solicitation process, and to maintain a positive relationship with our
vendors.
We, the undersigned, have declined to bid for the following reason(s):
1.
2.
3.
4.
We do not offer this service/product
Our schedule would not permit us to perform
Unable to meet specifications
Insufficient time to respond to the Invitation to Bid
5. We are unable to meet bond requirements
Other (Explain)
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY:
*PHONE:
*E-MAIL ADDRESS:
*BY:( PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE:
*PLEASE LIST OTHER COMMENTS BELOW:
*STATE: *ZIP:
*DATE:
*Please note: We appreciate your feedback on this form and are very interested in your reason for not bidding.
Please do not hesitate to contact us at 479-575-8220 if you have questions, comments, or concerns regarding
these bid documents.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 26 of 26
Citizens of
Fayetteville
City Attorney; City Clerk/Treasurer; Mayor.;
Kit Williams Sondra Smith Lioneld Jordan
City Prosecutor's Chief of Police; Office Admin Cfilf' f<
Office Greg Tabor Lana Broyles - Office Mgr Don Mai
Police Dept.. .........
City of Fayetteville Organizational Chart
Circa January 15, 2010 version 8
David Dayrin
Fire Dept.
Rudy Moore
District Court
Administrator
rng & Internal Consulting; Department i Internal Audit m'StIttai1ihbTh, Department
Director Karen Minkel Department Director, John Coleman
VickieDeaton...................._..............................._......................................................,
Senior Director f 5 oouivi Lireoevt, caul Dome
Connie Edmonston
V
City Recreational Accounting Division;
Programs
I _
Yvonne Richardson
Center ProgramBilling & Collections
Division
uepartinent
Senior Director
Jeremy Pate
Division
T'lorticulture/City
.
................................................
Gardens ;;
Budget Division
Program
Animal Services Division '.
Park'Plannmg
Human Resource -:
Proeram
Division
rbari Fores try
Code Compliance
Program
r�
Proeram
Information
Technology Division
Historic
Commrittity-Developmerit-
Preservation
Programs
._
Communications. &
i� y9
rnsportaonServlces
Volunteer Services Department
Department
Director, Lindsley Smith
Senior Director
Terry Gulley
..................................................
for, mzn�:
Airport Services
Outreach n
Division
Coordinator
Program
........ ........ .d' _.
Inspection Services
Program
tsona issue
Internal Design
Color Key: Green (darker grey on
black and white printouts) indicates a
l:)ept or Division that works or will
work with the Sustamability Dept.
concerning energy efficiency,
renewable energy, environmental
lands, trails (<reenways and
hlueways) horticulture 8, community
gardens, urban ecology, watershed
management neighborhood &
environmental action teams
(N.E.A.T.), public information.
Community outreach, biofuels, and
volunteer coordination.
operations
iortation Division ''
Division
teei�Th
Ivltnunizatton
iston,�;'
OMT
/Recycling ;I
........ .................
ij
Meter Operations
Parking &>
Solid Waste
:ommunications
Division
Back Flow
Water/Sewer ! s
TAaintpnanra
Information Technology Organization Chart
Scott Huddleston
IT Director
Brad Fulmer I I Cathy Kautzer I IChris Doughty Geolt Alexander John Goddard
AdministratorI
Systems SR Programmer Network Engineer Systems Analyst GIS Coordinator
Analyst
Todd Jorgensen
GIS Tech
Susan Pierce
GIS Tech
Greg Mitchell
GIS Tech
Ross Wiseman
GIS Tech
• Business IData Base Christina Campbell
Systems Analyst Administrator Help Desk Tech
Fire
Fire
Ti
Drake
d2: \
/ Nota 3d
Z
RFP4 11, Appendix C
City of Fayetteville WAN
w' !
yAdrnin LAN \
� � >
Date: Monday, July 19, 2010
City of Fayetteville — Purchasing Division
113 W. Mountain — Room 306
Fayetteville, AR 72701
Phone: 479.575.8220
E -Mail: aforen@ci.fayetteville.ar.us
To: All interested parties
From: Andrea Foren, CPPB, Purchasing Agent
Notice: This addendum is hereby made a part of the proposal documents to the same extent as though it
were originally included therein. Proposers should indicate their receipt of same in the appropriate blank listed
herein. Failure to do so may subject vendor to disqualification. Addendum shall be acknowledged in the
appropriate form as provided in the RFP documents.
The following questions were presented by interested parties are hereby answered and made part of this RFP.
All answers to questions are presented in BOLD.
At the bottom of page 13 of the City's RFP 10-11, various RFP preparation efforts are described.
a. Does the data gathering effort include historical IT plans, current IT job descriptions, and detail
concerning IT headcount and personnel turnover? Yes
b. Does the data gathering effort include collection of the various IT security and information
assurance policies currently in force? No
c. Will information concerning hardware and software assets be presented in either database or
Excel format? Yes
d. Will the results of a recent network discovery be included? Network mapping and devices
attached will be provided.
e. Will the results of the City's most recent IT security audit be included, including the results of
penetration tests? There has not been a security audit within the past year.
f. Will information being collected include existing contracts (i.e., maintenance and support,
leases, etc.?) Yes
g. Will the data gathering effort flag desktops / servers that are not current with vendor supplied
maintenance packages? No desktops or servers are on extended maintenance except
AS/400's.
2. Are the City's IT costs "charged back" to user agencies? If so, will that data be made available as part
of the data gathering effort? There is no charge -back system in place.
3. It is noted in the IT Organization Chart on page 29 the department has a help desk.
a. What level of support is provided — i.e., does the IT department field all questions, or are more
common questions handled by "super users" in the various user agencies. If so, are these staff
within the scope of the assessment? The help desk is the primary first level of support for
all areas of the city except for Police and Fire.
b. Does the helpdesk use self-service tickets? If so, will such a repository be available as part of
the data gathering effort? Users do initiate help desk tickets. Ticket history will be
available.
Page 1 of 2
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
4. Is there a formal IT change management process? No "formal" process exists. Various levels of
documentation exist depending on application.
5. Is there a project management office within IT? No formal PMO exists.
6. What process is currently used to initiate an IT project? Document the project's business case?
Prioritize the project against other projects? This discovery should be included within the
assessment.
7. Is there an active IT Steering Committee or IT Capital Investment Review Committee? No formal IT
committees exist.
Would the City consider listing the specific applications in its software portfolio considered to be "in
scope?" If not, on page 12 of the RFP the City excludes the Police and Fire Department from the
scope of the RFP. Is the Municipal Court, including any community corrections agency, within the
scope of the RFP? The major applications "in scope" are listed on page 12 of the RFP. The
assessment is intended to be city-wide and both Police and Fire are included in the scope of the
assessment. The Municipal Court is also considered within the scope of the assessment. Note:
The City also utilizes New World Public Safety software.
How many departments will be interviewed as part of this project? There were 16 different areas
that were interviewed prior to the RFP being issued. It will be up to the assessment firm to
determine the extent of interviews necessary as part of their work.
10. Does the City have a required or anticipated amount of onsite time? The City has no required
amount of on -site time. It is anticipated that the assessment firm will make the determination of
what is needed to perform the work. It is anticipated that some amount of on -site time will be
needed to adequately perform the work.
11. Reference page 13, RFP Preparation: This section states that an end -user survey will be conducted
and concluded by mid -July 2010. Could the City provide a copy of this survey to potential bidders? Yes
— please see attachment to this addendum for survey results.
12. Page 16, Section 6. The City has presented an aggressive timeframe for contract approval and notice
to proceed. Does the City anticipate that it will adhere to this schedule? Yes
13. Page 16, Section 6.2.5. What is driving the City's deadline to complete the final report by October 26,
2010? The City would like the results of the assessment available in time to inform the 2011
capital budgeting process.
14. Is a presentation to the City Council a requirement of the project? No
15. Page 18, Section 8.7. Can the City provide more detail on how pricing should be presented? The City
would like a "not to exceed" pricing quote that includes budgeted expenses. Hourly rates
should be provided for all project team members. It is anticipated that billing will be at time &
materials rates up to the "not to exceed" pricing.
16. Does the City have a budget established for this project? If so, can the budgeted amount be made
available? The City does have an established budget for the project. As per the standard
practice of the City, the budgeted amount will not be made available.
Page 2 of 2
Telecorn nunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
Direction and Leadership
Overall, I am satisfied with the level of Direction and Leadership provided by
the City and the IT Staff.
The City appears to be "proactive" to changing technology needs.
The City has a clear process for how technology related projects are
identified, reviewed, prioritized and executed.
IT Leadership and Staff are well versed on current and emerging
technologies.
The process for developing and reviewing annual technology budgets are
known and understood.
The technology budget and technology staff appear to be appropriate for the
size of the City.
IT Staff are "customer service" oriented.
IT Staff "listen" to my needs and provide an action plan to resolve the
request.
IT Staff are helping the City meet IT technology needs.
Technology planning is aligned with the needs of the Divisions/Departments.
City Management provides leadership and support for the IT vision at the
City.
There is a clear vision for the future of technology at the City.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
MStrongly Disagree
® Disagree
❑ Neither Agree Nor Disagree
❑Agree
■ Strongly Agree
Service and Support1
IT Staff are able to deliver results on time
and within budget while satisfying stated
business requirements.
There is a level of trust in working with IT
support staff.
IT Staff are focused on results.
IT Staff behave professionally.
IT Staff think creatively and in an
innovative manner.
IT Staff effectively develop positive
working relationships with end -user staff.
IT support staff appear to have adequate
resources to provide the level of service
required.
IT support staff appear to have adequate
skills to provide the level of service
required.
There is satisfaction with the quality and
effectiveness of service delivered by IT
support staff.
IT related problems are resolved in an
appropriate timeframe.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
❑Strongly Disagree
O Disagree
❑ Neither Agree Nor Disagree
❑Agree
0 Strongly Agree
Service and Support2
IT Staff are available during the
hours when I need assistance.
IT Staff are able to effectively apply
technology to solve the City's
needs and problems.
There is a clear process in how IT
related issues are communicated,
prioritized and resolved.
I feel that my high priority needs are
being addressed and prioritized by
IT staff.
IT support staff identify the nature
of the problem and attempt to
educate on how to avoid it in the
future.
IT Staff have an understanding of
the business organization, politics
and culture.
IT Staff look for methods of
streamlining tasks.
IT Staff look for ways to automate
manual tasks.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
O Strongly Disagree
Disagree
❑ Neither Agree Nor Disagree
O Agree
■ Strongly Agree
IT Staff provide effective support in the following areas:
Overall, I am satistifed wih the level
of service and support from IT staff
Documentation Development
Project Management
Business Analysis
Technology Planning
End -user Technical Training
Information Requests and Report
Development
Systems (if applicable)
Geographic Information
Network Support
Desktop Support (personal
computers, printers, etc.)
AS/400 Technical Support
Application Support
Web/Intranet Development
Application Development
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
NA
Strongly Disagree
❑ Disagree
O Neither Agree Nor Disagree
■Agree
❑ Strongly Agree
The designated technology is adequate for my current and future needs:
Computer Data Security
Wireless Technology
Business Applications
Imaging Technology
Data Storage
Remote Access
Office Automation Suite (Word,
Excel, PowerPoint)
Shared Network Drives
Network Printers
Internet Access
Email and Calendaring
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
0Strongly Disagree
Disagree
O Neither Agree Nor Disagree
O Ag ree
■Strongly Agree
The designated specific technology is adequate for my current and future needs:
Reporting and Information Delivery
The network and system security precautions in place are appropriate and allow me
to access data I need to perform my job.
Email
Desktop Software
Mobile Devices
Work Order Management
Inventory Management
Purchasing Card Support
GIS
EDMS - Document Imaging
Hansen
New World
65 91
41 I 113
261 141
44 I 125
4' UI1
72 I 42 ,
72 I 58
76 I 38
61 I 81
61 I 64
72 78
69 156
sus
66 57
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
IM NA
®Strongly Disagree
0 Disagree
O Neither Agree Nor Disagree
■Agree
QStrongly Agree
Training1
Training classes should be held at my specific building.
Training is sufficient to allow me to use technology effectively.
The training materials are easy to use and an effective tool after the
formal training session.
The trainers communicate class material effectively.
Training classes are offered at times that are easy to attend.
The content of training classes is pertinent to computer users.
I would use computer based courseware if relative small incentives were
offered for its successful completion.
I feel computer based training would be used enough to justify the City
investment in the tool.
IT should supplement the classroom training offered today, with computer
based courseware delivered over the City network directly to my
Computer.
Adequate technology related training opportunities are being offered to
computer users.
107 68
82 84
93 85
91 86 6
" '
81 92
s t
67
117
, :'* 'i
71
100
64
108
69
104
63 80
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
DNA
Strongly Disagree
❑ Disagree
❑ Neither Agree Nor Disagree
■Agree
❑Strongly Agree
Training2
Overall, I am satisfied with the level
of General Application Training
provided.
I feel the training I receive is
adequate on the Email system.
I feel the training I receive is
adequate on use of the GIS system.
I feel the training I receive is
adequate on EDMS for document
imaging.
I feel the training I receive is
adequate on Hansen systems.
I feel the training I receive is
adequate on New World systems.
Overall, I am satisfied with the level
of Desktop training provided.
Training classes should be held
during normal work hours.
DNA
Strongly Disagree
❑ Disagree
❑ Neither Agree Nor Disagree
■Agree
D Strongly Agree
Training classes should be held on
the weekends.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Communication1
Interaction with IT regarding needed
and on -going projects is effective.
Interaction with IT Help
Desk/Network Support team is
effective.
Interaction with IT regarding needed
and on -going projects is positive.
Interaction with IT Management
team is effective.
Interaction with IT GIS team is
positive.
Interaction with IT Help
Desk/Network Support team is
positive.
Interaction with IT Management is
positive.
Computer users are informed when
a problem cannot be resolved within
the promised timeframe.
When problems occur, IT clearly
communicates regarding expected
resolution.
Computer users are informed when
a problem occurs that will impact
their work.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
El Strongly Disagree
Disagree
❑ Neither Agree Nor Disagree
❑Agree
■Strongly Agree
Communication2
Interaction with IT GIS team is
effective.
Overall, I am satisfied with the level
of communication from IT Staff.
IT Staff are sharing information that
is of value.
The City's long-range technology
vision and plans for implementation
are shared with me.
❑Strongly Disagree
Disagree
❑ Neither Agree Nor Disagree
❑Agree
■Strongly Agree
Adequate notice is given for
scheduled technical maintenance
and upgrades.
An automated method to initiate a
technical support trouble ticket that
can be tracked is available and
useful.
I would use a report of outstanding
and resolved technology requests if
it was available.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
plate= —
moran
City of Fayetteville
Ms. Andrea Foren, Purchasing Agent
Purchasing Division ......Room 306
113 West Mountain
Fayetteville, AR 72701
Dear Andrea:
RFP 10-11, Appendix B
Revised General Terms & Conditions
Plante & Moran, PLLC
27400 Northwestern Highway
P.O. Box 307
Southfield, MI 48037-0307
Tel: 248.352.2500
Fax: 248.352.0018
August 18, 2010
plantemoran.com
Attached please find revised General "Terms and conditions. This version includes mutually agreed upon
changes and replaces pages 32 — 34 of our proposal.
Very truly yours,
PLANTE & MORAN, PLLC
Adam Rujan
Partner
ram :
Proposal a. i. rovidc
In orll ation , ec]" w oSLo ( onsWntn Arsorsnient Services
Section 5: Appendix
5..1 General Terms and Conditloas
Professional Services Agreement — Consulting Services
Addendum to Plante & Moran, PLLC Engagement Letter Dated July 21, 2010
This Professional Services Agreement is part of the engagement letter for our consulting services dated
July 21, 2010 between Plante & Moran, PLLC (referred to herein as "P&M", "we", "our" or "us") and the
City of Fayetteville (referred to herein as "the City of Fayetteville", "you" and "your").
1. Management Responsibilities — The consulting services we will provide are inherently advisory in
nature. We have no responsibility for any management decisions or management functions in
connection with our engagement to provide these services. Further, you acknowledge that the City of
Fayetteville is responsible for all such management decisions and management functions; for
evaluating the adequacy and results of the services we will provide and accepting responsibility for
the results of those services; and for establishing and maintaining internal controls, including
monitoring ongoing activities, in connection with our engagement. You have designated Ms. Andrea
Foren, Purchasing Agent to oversee the services we will provide.
2. Nature of Services — Our project activities will be based on information and records provided to us
by the City of Fayetteville. We will rely on such underlying information and records and our project
activities will not include audit or verification of the information and records provided to us in
connection with our project activities.
The project activities we will perform will not constitute an examination or audit of any the City of
Fayetteville financial statements or any other items, including the City of Fayetteville's internal
controls. This engagement also will not include preparation or review of any tax returns or consulting
regarding tax matters. If you require financial statements or other financial information for third -
party use, or if you require tax preparation or consulting services, a separate engagement letter will be
required. Accordingly, you agree not to associate or make reference to P&M in connection with any
financial statements or other financial information of the City of Fayetteville. In addition, our
engagement is not designed and cannot be relied upon to disclose errors, fraud or illegal acts that may
exist. However, we will inform you of any such matters that come to our attention.
Use of Report — At the conclusion of our project activities, we will provide you with a written report
as described in the engagement letter. Our report will be restricted solely to use by management of
the City of Fayetteville and you agree that our report will not be distributed to any outside parties for
any purpose other than to carry out legal responsibilities of the City of Fayetteville. We will have no
responsibility to update our report for any events or circumstances that occur or become known
subsequent to the date of that report.
4. Confidentiality, Ownership and Retention of Workpapers — During the course of this
engagement, P&M and P&M staff may have access to proprietary information of the City of
Fayetteville, including, but not limited to, information regarding trade secrets, business methods,
plans, or projects. We acknowledge that such information, regardless of its form, is confidential and
proprietary to the City of Fayetteville, and we will not use such information for any purpose other
than our consulting engagement or disclose such information to any other person or entity without the
prior written consent of the City of Fayetteville.
In some circumstances, we may use local or international third -party service providers or P&M
affiliates to assist us with our engagement. In order to enable these service providers to assist us in
plante
32 moran
P, onosa to Provide
hilor2iiaoon l4; `liilE)toe (,onsuall: ne Assessment Services
this capacity, we must disclose information to these service providers that is relevant to the services
they provide. Disclosure of such information shall not constitute a breach of the provisions of this
agreement.
In the interest of facilitating our services to you, we may communicate or exchange data by internet,
e-mail, facsimile transmission or other methods. While we use our best efforts to keep such
communications and transmissions secure in accordance with our obligations under applicable laws
and professional standards, you recognize and accept that we have no control over the unauthorized
interception of these communications or transmissions once they have been sent, and consent to our
use of these electronic devices during this engagement.
Professional standards require that we create and retain certain workpapers for engagements of this
nature. All workpapers created in the course of this engagement are and shall remain the property of
P&M. We will maintain the confidentiality of all such workpapers as long as they remain in our
possession.
Both the City of Fayetteville and P&M acknowledge, however, that we may be required to make our
workpapers available to regulatory authorities or by court order or subpoena. Disclosure of
confidential information in accordance with requirements of regulatory authorities or pursuant to
court order, FOIA (Freedom of Information Act) or subpoena shall not constitute a breach of the
provisions of this agreement. In the event that a request for any confidential information or
workpapers covered by this agreement is made by regulatory authorities or pursuant to a court order
or subpoena, we agree to inform the City of Fayetteville in a timely manner of such request and to
cooperate with the City of Fayetteville should you attempt, at your cost, to limit such access. This
provision will survive the termination of this agreement.
We reserve the right to destroy, and it is understood that we will destroy, workpapers created in the
course of this engagement in accordance with our record retention and destruction policies, which are
designed to meet all relevant regulatory requirements for retention of workpapers. P&M has no
obligation to maintain workpapers other than for its own purposes or to meet those regulatory
requirements.
Upon the City of Fayetteville's written request, we will, allow others to view any workpapers
remaining in our possession.
Fee Estimates — In any circumstance where we have provided estimated fees, fixed fees or not to
exceed fees, these estimated, fixed or not -to -exceed fees are based on the City of Fayetteville
personnel providing P&M staff the assistance necessary to satisfy the City of Fayetteville
responsibilities under the scope of services. This assistance includes availability and cooperation of
those the City of Fayetteville personnel relevant to our project activities and providing needed
information to us in a timely and orderly manner. In the event that undisclosed or unforeseeable facts
regarding these. matters causes the actual work required for this engagement to vary from our
estimates, our estimated fees will be adjusted for the additional time we incur as a result.
In any circumstance where our work is rescheduled, we offer no guarantee, express or implied, that
we will be able to meet any previously established deadline related to the completion of our work.
Because rescheduling our work imposes additional costs on us, in any circumstance where we have
provided estimated fees, those estimated fees may be adjusted for additional time we incur as a result
of rescheduling our work.
Any fee adjustments will be determined in accordance with the Fee Adjustments provision of this
agreement.
plante
3;
Moran
l'l'o )osa to Provide
lfflormatlont l eC`l"ln€> oak"; ,.onsulting A:tsess?1en9 Sc vic s
6. Payment Terms — Our invoices for professional services are due upon receipt unless otherwise
specified in our engagement letter. In the event any of our invoices are not paid in accordance with
the terms of this agreement, we may elect, at our sole discretion, to suspend work until we receive
payment in full for all amounts due or terminate this engagement. In the event that work is
suspended, for nonpayment or other reasons, and subsequently resumed, we offer no guarantee,
express or implied, that we will be able to meet any previously established deadlines related to the
completion of our consulting work or issuance of our consulting report upon resumption of our work.
7. Fee Adjustments — Any fee adjustments for reasons described in this agreement will be determined
based on the actual time that P&M staff expend at the hourly rates stated in this agreement, plus all
reasonable and necessary travel and out-of-pocket costs incurred, and included as an adjustment to
our invoices related to this engagement. You acknowledge and agree that payment for all such fee
adjustments will be made in accordance with the payment terms provided in this agreement.
8. Termination of Engagement —This agreement may be terminated by either party upon written
notice. Upon notification of termination, our services will cease and our engagement will be deemed
to have been completed. You will be obligated to compensate us for all time expended and to
reimburse us for all out-of-pocket expenditures through the date of termination of this engagement.
9. Conflicts of Interest - Our engagement acceptance procedures include a check as to whether any
conflicts of interest exists that would prevent our acceptance of this engagement. No such conflicts
have been identified. You understand and acknowledge that P&M may be engaged to provide
professional services, now or in the future, unrelated to this engagement to parties whose interests
may not be consistent with yours.
10. Agreement Not to Influence — the City of Fayetteville and P&M each agree that each respective
organization and its employees will not endeavor to influence the other's employees to seek any
employment or other contractual arrangement with it, during this engagement or for a period of one
year after termination of the engagement. The City of Fayetteville agrees that P&M employees are
not "contract for hire." P&M may release the City of Fayetteville from these restrictions if the City of
Fayetteville agrees to reimburse P&M for its recruiting, training, and administrative investment in the
applicable employee. In such event, the reimbursement amount shall be equal to two hundred hours
of billings at the hourly rate stated in this agreement for the P&M employee.
End of Professional Services Agreement — Consulting Services
plante
34 Moran
RFP 10-11, Appendix C
Proposal by Plante & Moran, PLLC
Plante & Moran is a leading
national provider of technology
consulting to government
clients. We bring a balance of
technical expertise, industry
insight, and commitment to our
customers that is unparalleled.
byK.]
i
Submitted by:
Plante Et Moran, PLLC
27400 Northwestern Hwy.
Southfield, MI 48037-0307
Contact Information:
Mr. Adam Rujan, Partner
1-800-544-0203
plante_
moran
Plante
July 21, 2010
City of Fayetteville
Ms. Andrea Foren, Purchasing Agent
Purchasing Division — Room 306
113 West Mountain
Fayetteville, AR 72701
Dear Ms. Foren
Plante & Moran, PLLC
27400 Northwestern Highway
P.O. Box 307
Southfield, MI 48037-0307
Tel: 248.352.2500
Fax: 248.352.0018
plantemoran.com
Plante & Moran, PLLC is pleased to respond to your Request for Proposal (RFP 10-11) to provide an
independent City-wide Information Technology Assessment for the City of Fayetteville. It is our
understanding that the City has a strong desire to use technology to better enable all aspects of citizens'
information and transactional activities within the City. The City is also interested in improving its IT
function including areas pertaining to IT organization, administration and assets as mentioned in the RFP
and has decided to engage the services of an independent consultant to conduct a City-wide Information
Technology Assessment. Based on information provided, we understand that the City maintains a
significant IT investment, and operates in a comparatively sophisticated environment.
We believe that Plante & Moran is uniquely qualified to assist the City of Fayetteville in conducting this
IT Assessment. Our team focuses exclusively on providing independent technology consulting services
to cities and counties which are very similar to Fayetteville. Our clients and our base of benchmark
information reflect numerous university towns and other sophisticated constituents. Notable clients have
included: Ann Arbor, MI (UM), Flagstaff, AZ (NAU), Burrough of State College, PA (Penn State),
Alexandria, VA (DC metro area) and Round Rock, TX (headquarters of Dell Computers). We strongly
encourage you to call any of our current or past clients for references.
We believe that this base of experience is very helpful in understanding the constituents of the
municipality, and consequently the goals and objectives of City management. Also, we have a fairly
robust base of current benchmark information, allowing our team to focus on more value-added aspects of
the project. Further, while we are very familiar with many of Fayetteville's major applications (e.g. New
World, Hansen, ESRI), we are completely vendor independent allowing us to provide the best possible
advice to clients.
Plante & Moran was founded as a professional services firm in 1924. We have been specializing in
assisting municipalities with technology matters for over 30 years. Some highlights of our practice
include:
Praxity
MEMBER.'
GLOBAL ALLIANCE OF
INDEPENDENT FIRMS
City of Fayetteville, AR
Page 2
Significant and recent experience in conducting Information Technology Assessments and related
Technology Consulting for municipal clients including current and recent engagements for the
following entities
o City of Flagstaff, AZ
o Santa Barbara County, CA
o City of Asheville, NC
o City of Ann Arbor, MI*
o Johnson County, KS
o Waukesha County, WI
o City of Mesa, AZ*
o City of Alexandria, VA*
o City of Lee's Summit, MO*
o Washtenaw County, MI*
o City of Round Rock, TX
o City of Roswell, GA
o City of Des Moines, IA
o Oakland County, MI*
**'-- denotes organizations that have been recognized by the Centerfor Digital Government as winnersJb r their respective popdation.s
served
a We have relevant experience conducting IT -related projects for municipalities that are the homes to
major universities such as the City of Ann Arbor, MI (University of Michigan), City of Flagstaff, AZ
(Northern AZ University) and have recently been engaged by the Borough of State College, PA (Penn
State University).
a Within the public sector, we are independent from all hardware, software and communications
products and solutions allowing us complete independence when recommending solutions for our
public sector clients.
Nearly 30 years experience in providing technology consulting services for municipal clients. Our
project team has significant experience providing information technology consulting services to
municipal clients.
a Significant experience in conducting studies and assisting in the deployment of relevant municipal
technologies including wireless, VOIP, document management and ERP systems.
a: 1-Iigh level of client satisfaction in performing municipal -based IT Assessments and Strategic Plans.
Additionally, we have achieved a very high rate of repeat work with clients whorn we had assisted in
technology assessment and planning projects.
a Significant expertise in the area of IT Governance. In fact, our proposed Project Director, Adam
Rujan, has recently contributed a chapter on the topic to a recent PTI published book.
Active participation in numerous organizations serving the technology needs of our municipal clients
including Public Technology Institute (PTI), Government Management Information Sciences (GMIS)
and Governmental Finance Officers Association (GFOA)
Our proposed team blends the technology and municipal operations knowledge with seasoned,
management consultants to work on this important initiative. We believe that based upon these
experiences and the quality of our proposed team, we are well qualified to provide objective and
comprehensive IT Assessment and Strategic Planning consulting services to the City. We encourage and.
authorize the City of Fayetteville and its representative's authorization to contact any previous client of
Plante & Moran for purposes of ascertaining an independent evaluation of Plante & Moran's
performance.
City of Fayetteville, AR
Page 2
If you have any questions concerning this proposal, please contact:
Mr. Adam Rujan, Partner
27400 Northwestern Hwy.
Southfield, MI 48037-0307
Phone Number: 248-223-3328
Adam.ruj an(a�plantemoran. com
Mr. Rujan is authorized to contractually bind the Firm. Plante & Moran has provided our standards terns
and conditions for the City's review. Our proposal is valid for 90 days from the response date. We
acknowledge receipt of the City's Addendum Number I to this RFP.
To the best of our ability, Plante & Moran's response to the City of Fayetteville's RFP is complete and
accurate.
Very truly yours,
PLANTE & MORAN, PLLC
V
Adam Rujan
Partner
plante moran
Proposal to Provide
Intormarion Technology Consulting Assessment Services
Table of Contents
Section 1: Executive Summary.6
1.1 Assumptions about the City of Fayetteville...............................................................................
6
1.2 Proposed Solution..................................................................................................................
6
Section 2: Firm Qualifications...........................................................................................9
2.1 Firm Overview......................................................................................................................
9
2.1.1 Organization — Government Consulting Services.......................................................................
10
2.1.2 Public Sector Services and Products...........................................................................................
11
2.1.3 Additional Areas of Focus Qualifications...................................................................................
12
2.2...............................................................................................................................................
14
2.3 Project References...........................................................................................................
15
2.4 Proposed Project Staffing.....................................................................................................
21
Section 3: Project Approach............................................................................................22
3.1 Project Charter Statement.....................................................................................................
22
3.2 Summary Overview of Approach..........................................................................................
22
3.3 Critical Success Factors........................................................................................................
23
3.4 Quality Review Process........................................................................................................
28
3.5 Project Team — Roles & Responsibilities................................................................................
29
3.6 Project Calendar..................................................................................................................
29
3.7 Project Risk Assessment.......................................................................................................
30
3.8 Project Deliverables.............................................................................................................
30
Section4: Pricing............................................................................................................
31
Section5: Appendix........................................................................................................ 32
5.1 General Terms and Conditions.............................................................................................. 32
5.2 Description of Project Approach............................................................................................ 23
5.3 Resumes............................................................................................................................. 35
5 plate me
mmm�
Proposi1 to Provide
Information Technology Consult inn Assessment Services
Section 1: Executive Summary
1 e 1 Assumptions a bout the City of Fayetteville
The City of Fayetteville is located in the northwest corner of the State of Arkansas with a City population of
approximately 70,000 residents. The City is the County seat of Washington County, AR providing a broad
variety of municipal services to constituents and businesses within the region. The City is also part of a
Metropolitan Area consisting of approximately 420,876 residents and is home to the University of Arkansas.
Like many municipalities, the City of Fayetteville is experiencing increased levels of constituent demand that
is compounded by the difficult economic times that have impacted municipal budgets on a national basis. As
a result, departments are being forced to "do more with less" and maximize use of existing resources.
Technology is an enabler to achieving improved efficiencies in operational activities in a cost effective
manner. At the same time, municipalities are also viewing their IT departments as needing to be cost
effective with existing providers who can provide similar services from the private sector.
With these factors in mind, the City has determined that a City-wide, independent assessment of the
Information Technology (IT) function is necessary to evaluate the IT functions and operations to improve
internal practices and service delivery. The City has a desire to procure the services of an external consultant
who is experienced in performing such projects within the municipal environment.
12 Proposed Solution
Plante & Moran, having conducted numerous similar IT Assessment projects for municipal -based
organizations, proposes a set of activities that are intended to conduct a thorough and un-biased review of the
City IT function. A summary of these activities that have been proven through the completion of numerous
similar projects are as follows:
Conduct Project Management Related Activities
Collect and Review Documentation
sa Conduct IT Staff Interviews
Review and Assess Technical Environment
Conduct On -Line End -User Survey
Conduct Stakeholder Interviews
cm Conduct Comparative Research
cm Present Major Findings and Analysis
cm Develop Draft IT Assessment Report
r„ Prepare Final Report and Oral Presentation
Our overall approach encourages participation and offers numerous opportunities for input from City
stakeholders. hi consultation with the City's Information Teciuiology Executive Team the end result of
the project is intended to provide an overall assessment of the current IT environment at the City along
with specific actionable items to improve the efficiency and effectiveness of departmental operations
including areas of IT organization, administration and technology as illustrated on the graphic below.
l'roposa[to Provide
irllorrnation l ecluioloey (_17oosrtltin<g Assessment Services
Assessment Areas
Do we have the correct number
of staff with the right skills?
Administration
Do we property manage and
administer the technology we have?
Do we procure and support
the most appropriate
equipment and systems?
The specific differentiators that have been noted by our clients in our providing these services are as
follows:
Our firm has been performed technology consulting services to municipal clients for over 25
years with a consistent track .record of outstanding client satisfaction. This is recognized through
significant repeat work with clients in which we have performed up -front IT Assessment and/or
IT Strategic Planning projects.
s_I All of the staff designated to this project has significant, recent and relevant experience in
conducting IT Assessment projects for public sector organizations that are of the size and
sophistication of the City of Fayetteville. Additionally, our staff have obtained certifications that
are relevant to best serving our municipal clients including PMI's Project Management
Professional (PMP), ECM Certified Practitioner certifications and IT.IL V3 Foundation
certification.
Over the last several years, we have provided technology consulting services to a large number of
municipal organizations who have been recognized as very progressive in their use of technology.
Through these experiences, we have had a chance to view a large number of IT organizational
structures, IT administrative functions and uses of technology that can be leveraged for the City
of Fayetteville.
n Through extensive experience in performing similar projects, we have developed an extremely
comprehensive IT Assessment tool that is used to evaluate all aspects of IT Organization,
Administration and Technology.
pla�
mnran
Proposal to Provide
Info lnation I eClrnoliogy Consulting Assessme11t. Services
O Our consultants spend a significant amount of time researching and keeping abreast of "best
practices" in the use of technology by municipal -based organizations. This includes reviewing IT
Assessments and Strategic Technology Plans developed by leading municipalities, participation
in seminars and training sessions on technologies relevant to municipalities, on -going dialogue
with leading municipalities on their use of technology and on -going dialogue with vendors in the
marketplace to identify activities, products, technologies and trends that may have a positive
impact on our municipal clients including VOIP, video conferencing, document management and
enterprise content management.
We have had significant involvement in working with public sector organizations who have a
desire to collaborate on technology initiatives.
n Significant experience in conducting operational studies including the effective use of technology
for all departments within a municipal organizational structure.
Significant experience in performing software selections for a variety of City departments in a
variety of different product areas including ERP applications, asset management systems, identify
management solutions, document management solutions and public safety/court technologies.
a Active participation in organizations dedicated to improving the use of technology in government
including Public Technology Institute (PTI), Government Finance Officers Association (GFOA)
and Government Management Information Sciences (GMIS). We are frequent speakers and
presenters with these organizations and have recently authored a chapter on IT governance in a
recent PTI book that has been published entitled "CIO Leadership for Cities and Counties —
Emerging Trends and Practices".
a Broad breadth of technology consulting services that includes applications planning, acquisition
and implementation management; technology planning, communications and networking, e -
government, IT assessments, project management and technology security assurance.
a Within the public sector, we are independent of all hardware, software, and networking products
and vendors so we can be truly objective in conducting an un-biased IT Assessment for the City
of Fayetteville.
plae
mnran
proposal. to Provide
Iniormnatiion "iechnology Consulting Assessment Services
Section 2: Firm Qualifications
2.1 Firm Overview
Founded in 1924, Plante & Moran, PLLC is the twelfth largest management consulting and public
accounting firm in the United States. Plante & Moran, PLLC operates as a partnership. Plante & Moran's
staff of over 1,600 persons is organized into four major service areas: Management Consulting,
Accounting and Auditing, Tax Consulting, and Personal Financial Planning Services.
Over the past several years, Plante & Moran has continually expanded the scope and experience of its
Management Consulting Services Group. The firm is committed to continuing this growth by retaining
and attracting qualified professionals to provide the broad range of management and technical services
that are necessary to effectively serve the needs of our clients.
Plante & Moran takes great pride in the quality of services it provides to its clients. We have a rigorous
set of quality controls designed to provide assurance that professional standards are followed and our
clients receive a high quality product. Plante & Moran takes equal pride in our people and our
professional work environment. Some of the facts about our firm that we are proud of include:
Our partnership group is comprised of 19% women, which is the highest percentage of female
equity partners among the nation's largest public accounting firms, according to CPA Personnel
Report, a national public accounting trade publication.
u Staff turnover rate below 15% which is significantly lower than that of other national public
accounting firms.
r= The firm has been named to Fortune Magazine's "100 Best Companies to Work for in America"
for the last eleven years.
u The firm is ranked 55th on list of Training magazine's "Top 100 Training Organizations"
u Plante & Moran's Management Consulting Group, consisting of over 125 dedicated consultants,
is a versatile, full service consulting organization with a proven track record for providing quality
professional services.
Our emphasis and cormnitment to management consulting has resulted in the extension of the consulting
practice into all major aspects of government and education addressing our clients' unique needs related
to information technology, security, compliance, and policy.
Plante & Moran has become a leader in providing services to governmental organizations. We presently
work with over 200 County and local governments. Our professionals have made substantial
commitments to working with local, County and state government agencies. Our extensive experience
with governmental clients has enabled us to assemble a project team that we believe is uniquely qualified
to perform the proposed project.
Plante & Moran currently has offices in Michigan, Ohio, Illinois, India, Mexico and China. The Firm
operates as a Partnership with approximately 200 Partners and Entity Members. Adam Rujan, Partner
will serve as the primary Partner and Project Director for the engagement with the City.
plate-te
mnrAn
Proposal to Provide
Information I echnolo`gy C on sultana Assessment Services
2.1.1 Organization — Government Consulting Services
Because of our broad governmental client, base, we are able to devote the necessary time to specialize and
thus provide maximum service. To assist us in this specialization, we are members of numerous
municipal government professional associations that have a focus on the application of technology for
government including:
Public Technology Institute (PTI), a Non -Profit organization created by and for cities and
counties that works with a core network of leading government officials to identify opportunities
for technology research, share best practices, offer consultancies and pilot demonstrations,
promote technology development initiatives and develop educational programming. Plante &
Moran authored a chapter on IT governance in the recently published "CIO Leadership for Cities
and Counties — Emerging Trends and Practices" book.
Government Management and Information Sciences (GMIS), an organization composed of
municipal information technology directors with a primary goal to foster a unified effort among
government entities to integrate and disseminate their respective research and design efforts in the
area of automated information sciences.
€a Government Finance Officers Association (GFOA), an organization whose purpose is to
enhance and promote the professional management of governments for the public benefit by
identifying and developing financial policies and practices and promoting them through
education, training and leadership.
As a result of our continuing involvement with government organizations at all levels, we have acquired
in-depth knowledge and experience in dealing with relevant technical, operational and procedural issues.
This experience and knowledge, and our commitment to assure objectivity and a high level of
independence, are fundamental to our proven and consistent ability to meet the needs of our governmental
clients.
To assure responsiveness to the needs of our clients, our consulting staff strives to maintain a high level
of understanding of, and sensitivity to, the key issues that affect the operations of government
organizations. At the current time, such issues include:
a IT Governance across complex organizations
a Increasing pressure to improve service despite shrinking budgets and diminishing resources
a Reduced state and local budgets due to the current economic slowdown
a Increasing competition from the private sector
Lack of staff training that would be instrumental in organizational change
a Significant pressures from public interest groups
": Increased legislative involvement in budgeting, appropriating, and disbursing of funds
a Emerging awareness of the need to measure the benefits as well as the costs of services (i.e., cost
effectiveness as well as cost efficiency)
Privatization of services to achieve more effective services at a lower cost
Our professional staff, through training and experience, assists our clients in developing strategies for
effectively coping with these, and other key management issues.
10 plate me
mnran
1'mposal to Provide
lnfcI'ination ( eChnoloi y Z onSUItllne r\sSessnleni Services
2.1.2 Public Sector Services and Products
Plante & Moran has assumed a leadership role in providing consulting services to governmental entities.
The range of services we provide includes the following:
rs Technology Consulting & Solutions
a Communications & Networking Services
a Project Management and Oversight
ra Operations Analysis
a Consolidation Studies
Organizational Planning and Development
a Financial Management Services
a Human Capital Management and
Development
19 Market Research Services
a Business Planning and Feasibility Analysis
a Employee Benefits Analysis
Assurance Services
a Real-estate, Design and Construction
Consulting
The following sections highlight those services that are relevant to the engagement with the City of
Fayetteville. Our approach to each consulting engagement is structured to provide the services and level
of professional support required to meet the individual needs of the client. Although we have developed
well-defined methodologies for conducting consulting engagements, we do not attempt to impose a rigid
structure onto each assignment. Rather, we attempt to understand the fundamental challenges and
opportunities of our clients and develop an approach that addresses those particular conditions.
The relevant project references and staff backgrounds will highlight our expertise in providing solutions
to our clients. An overview of the services provided by our firm that are relevant to this project are
described in detail in the following subsections.
2.1.2.1 Technology Consulting & Solutions Services
Plante & Moran's management consultants have made a significant commitment to assist governmental
clients develop and implement appropriate technology. The services we offer address virtually all aspects
of information systems including:
s Information Technology Assessments including:
o Organization
o Administration
o Technology
a Strategic Information Technology planning
Communications and networking including:
o WAN/LAN architecture and development
o Network analysis and optimization
o Telecommunications
o Voice/data/video integration
o Performance assessment
o Bandwidth utilization
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Proposal to Provide
ln'iorrnaiion Technology Consulting Assessment Services
is Security assurance including:
o
Information system reviews
o
System trust services
o
Network security reviews
o
SAS/70 reviews
is Solution delivery including:
o
Needs assessment
o
Cost benefit analysis
o
Requirements definition
o
Software selection
o
Contract negotiations
o
Process improvement
o Implementation management
is Outsourcing analysis
is e -Government Strategy and development
is Technology management
is. Project management
We have developed significant research capabilities to assist our clients in new and emerging
technologies and issues. In addition, our consultants are very active in making presentations to a variety
of governmental organizations on current issues. Our library of resource materials is readily available to
our consultants to effectively satisfy our clients' unique needs.
2.1.3 Additional Areas of Focus Qualifications
Like many IT Assessment projects the firm has conducted, clients typically have particular areas of
interest to be explored. Our qualifications and capabilities in areas of interest likely to be reviewed as
part of the project with the City are as follows:
Staff Structure Our team has performed a significant number of IT staff structure
reviews as part of IT assessment and planning projects or as an
independent initiative. Through these efforts we have been
exposed to a variety of staffing structures including the
relationship between Central IT and distributed IT units that
frequently will evolve into a larger governance structure
assessment. Furthermore, we have done extensive benchmarking
of other municipal -based organizations using those metrics to
conduct comparative analysis against the client's staffing
structure.
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Proposal to Provide
IIIfonnation Technology Consulting Assessment Services
Infrastructure Our Communications and Networking practice includes staff who
have been involved on IT planning and assessment projects to
conduct a full assessment of IT infrastructure including hardware,
data, communications, networking, server, storage and data center
environments.
Disaster Recovery Our Security Assurance practice includes staff who are focused on
the development and/or review of Disaster Recovery, Business
Continuity and COOP plans.
Help Desk / ITIL Our staff have significant experience in conducting help desk
assessments as part of IT planning and assessment projects.
Additionally, we have staff who are ITIL V3 Foundation
Certified.
Project and Task Management Our staff have significant background in project management
procedures, methods and tools. We use project management
techniques and supporting tools on our technology planning
initiatives that are covered in more detail in our project work plan.
This includes the use of MS Project and MS SharePoint as a
collaborative environment for managing client projects.
Industry Standards Our Operations Improvement practice within the firm has
significant experience in the development and deployment of
Balanced Scorecard programs for our clients more specifically in
the Manufacturing sector. Our governmental consulting staff have
implemented a number of these concepts for our clients although
not specifically under the mantra of Balanced Scorecard to include
the establishment of metrics for measuring IT performance and the
tools and methods for monitoring and reporting on these metrics.
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Proposal to Provide
Information l eClmolo<_TV Consulting Assessment Services
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Additionally, our IT tech planning and assessment projects include
the review of a City's overall approach towards Internet, Intranet,
e -government, portals and Web 2.0 technologies. Through our
involvement at PTI we have also been exposed to creative uses of
web technologies by other governmental jurisdictions.
Policies and Service Level Our staff have significant experience in the review of IT policies,
Agreement procedures and service level agreements. Through numerous
projects that we have conducted over the last several years we
have developed a repository of IT policies and procedures used by
other municipal jurisdictions.
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Proposal to Provide
lnlorl11atiol? I echnologsv C ollsf.!)tme ; sscssilleI1l Services
2,2 Project References
Plante & Moran has a significant number of references that are directly relevant to this project that
encompass the following types of projects:
Enterprise, business area specific and technology specific IT Assessments and Information
Technology Plans for public sector clients that include, as a major part of the planning process, a
comprehensive review and assessment of the existing IT organization, administration and
technology environment
n Other projects that reflect our deep understanding of municipal operations
s' IT Sourcing related projects
Within the last four years, we have conducted IT Assessments and/or IT Strategic Plans for the following
public sector clients with the project title and periods of performance noted. Further details on these
assessments and plans are provided in the reference section below.
•� as
a
,���a� 9 '' - e aa'a
City of Flagstaff, AZ
IT Assessment
May 2010 - July 2010
City of Alexandria, VA
IT Assessment
October 2009 - April 2010
Gwinnett County, GA
IT Strategic and 1 -Year Tactical Plan
Feb 2009 — May 2009
City of Round Rock, TX
IT Strategic Plan
Sep 2008 - Apr 2009
Spartanburg County, SC
IT Assessment and Strategic Technology Plan
Aug 2008 — Jan 2009
Coconino County, AZ
IT Assessment and Strategic Technology Plan
Apr 2008 — Oct 2008
City of Des Moines, IA
IT Assessment and Strategic Technology Plan
Jan 2008 - Apr 2008
City of Lee's Summit, MO
IT Assessment and Strategic Technology Plan
Apr 2007 - Aug 2007
Update
Johnson County, KS
Waukesha County, WI
Shelby Township, MI
Van Buren Township, MI
Lake County, IL
DuPage County, IL
Ottawa County, MI
City of Ann Arbor, MI
IT Assessment and Strategic Technology Plan
IT Assessment and Strategic Technology Plan
Strategic Information Technology Plan
Strategic Information Technology Plan
IT Assessment
Strategic Technology Plan
IT Assessment
Strategic Information Technology Plan
May 2006 - Jun 2007
Dec 2006 - Jun 2007
Spring 2006 — Fall 2006
Aug 2005 — Jan 2006
Jul 2005 - Nov 2005
Jan 2005 — Oct 2005
Aug 2004 —Mar 2005
Dec 2004 - Jun 2006
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Proposal to Provide
Information Technology Consulting Assessment Services
Information Technology Assessment and IT Strategic Planning References
The following references highlight our recent IT Assessment and/or IT Strategic Planning projects that we
have performed for our municipal client. All of the referenced projects were completed on -time and
within budget.
City of Flagstaff, AZ
IT Assessment and Plan
Mr. Ladd Vagen
Conducted an Information Technology Assessment and developed a
IT Director
Strategic Technology Plan for the City that included a review of all
211 West Aspen Avenue
aspects of the organization, administration and use of technology
Flagstaff, AZ 86001
within the County.
(928)213-2801
Specific areas of focus included Organizational Support Structure,
Infrastructure, and IT Governance.
Contract Period: May 2010 - current
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $50,000
Participation: Rujan, Zyla, Chalasani
City of Alexandria, VA IT Assessment
Mr. Tom Trobridge Conducted an Information Technology Assessment for the City that
IT Director included a review of all aspects of the organization, administration
301 King St. and use of technology within the City.
Alexandria, VA 22314
(703)746-3001 Specific areas of focus included Organizational Support Structure,
Infrastructure, and IT Governance.
Contract Period: October 2009 - April 2010
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $100,000
Participation: Rujan, Bagley, Chalasani
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lnfc�rn<<ltioil Technology Consultin.a: assessment Services
City of Des Moines, IA
Mr. Michael Matthes
Assistant City Manager
400 Robert D. Ray Drive
Des Moines, IA 50309-1891
515-283-4049
IT Assessment and Strategic Technology Plan
Conducted an Information Technology Assessment and developed a
Strategic Technology Plan for the City that included a review of all
aspects of the organization, administration and use of technology
within the County.
Specific areas of focus included Organizational Support Structure,
Infrastructure, and IT Governance.
Contract Period: January 2008 - April 2008
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $135,000
Participation: Rujan, Zyla, Chalasani
Spartanburg County, SC IT Assessment / Strategic Technology Plan
Mr. Chris Story Assistant Conducted an Information Technology Assessment for the County
County Administrator that included a review of all aspects of organization, administration
366 North Church Street and use of technology within the County. As part of the engagement
Spartanburg, SC 29303 we conducted .IT departmental interviews, IT Staff interviews, an
Phone: 864-596-2526 end -user survey of all County staff and a benchmarking survey of
peer County organizations from across the country.
The outcome of the project was a detailed assessment of current
County IT operations and the development of an IT Strategic and
Tactical Plan to guide the deployment of technology over the next
few years. The two-year tactical plan identified those projects to
undertake in support of the long-term IT strategic plan.
Contract Period: September 2008 — January 2009
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $85,000
Participation: Rujan, Zyla, McKinley
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Proposal to Provide
(ntorsnaiion'1'eci_lnoloc Consulting Assessment Services
Gwinnett County, GA IT Strategic Plan and Tactical Plan
Mr. John Matelski Plante & Moran was engaged by the County to conduct a
Director of ITS/CIO comprehensive Information Technology (IT) Assessment and also to
75 Langley Drive develop a County -wide IT Strategic Plan including a one-year tactical
Lawrenceville, GA 30045-6900 plan. A number of activities were performed as part of the planning
770-822-8953 process as follows:
Conducted interviews with County -IT and departmental IT
staff
a: Conducted interviews with departmental and line of business
staff
a Conducted County -wide web -based benchmarking survey
a Conducted detailed review of various aspects of the IT
organization
a Conducted detailed reviews of selected functional areas
including GIS, FileNet and SAP
The outcome of the project was a detailedassessment of current
County IT operations and the development of an IT Strategic Plan to
guide the deployment of technology over the next five years. The one-
year tactical plan identified those projects to undertake over the next
year in support of the long-term IT strategic plan.
Contract Period: January 2009 - July 2009
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $175,000
Participation: Rujan, Bagley, Zyla, Eiler, Chalasani
City of Round Rock, TX IT Assessment, Strategic Technology Plan
Mr. Daniel Saucedo Conducted an IT Assessment and Strategic Technology Plan for the
Applications Manager City that encompassed all aspects of tecluzology, including
221 E. Main Street significant process re -design work and return on investment
Round Rock, TX 78664 modeling.
512-218-5439
Contract Period: September 2008 - April 2009
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $150,000
Participation: Rujan, Zyla, Chalasani
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Proposal to Prov ide
lnlornlatlon Technology Consulting Assessment Services
Johnson County, KS
Information Technology Assessment and Strategic
Mr. Jack Clegg
Technology Plan
IT Director
As part of the County's recurring technology planning process, we
111 S. Chevy Street
conducted an IT assessment and developed a County -wide strategic
Suite 2400
technology plan for all areas of County technology operations. The
Olathe, KS 66061-3441
development of the Plan included specific reviews of the County ITS
913-715-1515
and remote County IT departments, e -government initiatives,
telecommunications environment and GIS. Information used in the
development of the Plan was supplemented with a County -wide end -
user survey and metrics -based benchmarking against peer Counties
considered leaders in the use of technology. A major component of
the project was providing assistance to the County in establishing an
IT governance structure.
Contract Period: May 2006 — June 2007
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $175,000
Participation: Rujan, Eiler, Chalasani
Lake County, IL
IT Assessment
Mr. Barry Burton
Conducted an Information Technology Assessment for the County
County Administrator
that included a review of all aspects of organization, administration
18 N. County Road
and use of technology within the County. As part of the engagement
Waukegan, IL 60085-4350
we conducted IT departmental interviews, interviews with all
847-377-2250
County staff departments, an end -user survey of all County staff and
a benchmarking survey of peer County organizations from across the
country. Specific areas of focus included IT governance, GIS,
telecommunications and identifying opportunities for alternative
delivery of services.
Contract Period: July 2005 — Nov 2005
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $100,000
Participation: Rujan, Eiler
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Proposal to Provide
Information l eeiinoloev C oi}:;Ul! ine AssesswIew Services
Waukesha County, WI Information Technology Assessment and Strategic
Mr. Mike Biagioli Technology Plan
Manager, Information Conducting an Information Technology Assessment and developed a
Technology Strategic Technology Plan for the County that included a review of
515 W. Moreland Blvd. all aspects of organization, administration and use of technology
Waukesha County, WI 53188 within the County. During the project input was gathered from the
262-548-7610 following sources:
2 IT departmental interviews
a interviews with all County staff departments
End -user survey of all County staff
Benchmarking survey of peer County organizations from
across the country
Specific areas of focus included e -Government,
Telecommunications, Wireless, Constituent Resource Management
(CRM), and Enterprise Content Management (ECM).
Contract Period: December 2006 — June 2007
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $150,000
Participation: Rujan, Filer, Warner
City of Ann Arbor, MI IT Assessment and Strategic. Information Technology Plan
Mr. Dan Rainey Conducted an IT Assessment and developed a Strategic Information
IT Director Technology Plan for the City to guide the deployment of technology
1.00 North Fifth Avenue over the next three years. Specific areas of focus included document
Ann Arbor, MI 48104 management, e -government, collaboration, land management
734-994-2794 systems, asset management systems, telecommunications and
financial management systems. .
Contract Period: December 2004 — June 2006
Locations: City offices and Plante & Moran office in Southfield, MI
Cost: $75,000
Participation: Rujan, Filer
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23 Proposed Project Staffing
The following table summarizes the role that each individual will perform on the project and up to five
associated references. It should be noted that all of the references are those that were conducted by staff
while employed at Plante & Moran. The firm is committed to making these staff available to fulfill their
individual responsibilities on the project and, as such, we have not provided estimated weekly work
schedules. Additional information is provided in the Appendix, Resumes Section.
Adam Rujan
Partner
Engagement Partner who will be
Round Rock, TX
Project Director
responsible for the overall
Spartanburg County, SC
Plante & Moran
success of the project.
Flagstaff, AZ
Total: 25 yrs
Des Moines, IA
Firm: 21 yrs
City of Alexandria, VA
Dennis Bagley
Project
Project manager who will
Gwinnett County, GA
Project Manager
Manager
manage the clay -to -day activities
City of Alexandria, VA
Plante & Moran
on the project and also act as the
City of Arm Arbor, MI
lead consultant on the project.
Total: 20 yrs
Town of Hempstead, NY
Firm: 14 yrs
County of Kent, MI
Sri Chalasani
Project
Responsible for leading the
City of Des Moines, IA
Sr. Network Eng
Consultant
infrastructure review aspects of
City of Lee's Summit, MO
Plante & Moran
the project.
Coconino County, AZ
Total: 11 yrs
Gwinnett County, GA
Firm: 3 yrs
City of Round Rock, TX
Laurie Zyla
Project
Consultant who will conduct a
Coconino County, AZ
Consultant
Consultant
number of the end -user
City of Des Moines, IA
Plante & Moran
interviews and other project
City of Cleveland, OH
tasks.
Total: 5 yrs
Spartanburg County, SC
Firm: 3 yrs
Gwinnett County, GA
John Bissa
Technical
Internet i Intranet Expertise
Wayne County, MI
Partner
Specialist
Monroe County, MI
Plante & Moran
City of Ann Arbor, MI
Total: 15 yrs
Gwinnett County, GA
Firm: 9 yrs
Cedar Rapids, IA
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Section 3: Project Approach
31 Project Charter Statement
A Project Charter provides a statement of the scope, objectives and participants in the project. It provides
a definition of roles and responsibilities, outlines the project objectives and provides a timeline for the
project. Plante & Moran will prepare a Project Charter for the project with the City during Project
Initiation activities.
3.2 Summary Overview of Approach
Plante & Moran has been performing municipal -wide Information Technology Assessments for over
twenty years for our public sector clients. Through these experiences we have developed specific tools,
techniques and methods for performing these projects. A comprehensive IT assessment for an
organization encompasses a review of the Organization, Administration and Technology.
City of Fayetteville, AR
Project Scope
Assessment Topical Areas
Governance:
Organization structure:
a Organization benchmarks
Succession planning
a Staff compensation
Support:
a Staff complement
Staff development
Job descriptions
a. Staff competencies
a Performance evaluations
a Recruiting
ra External service providers
a User liaisons
a Steering Committee role
at Service Level Agreements
User Satisfaction:
to Responsiveness
a Effectiveness
a Communication
Service Delivery:
as Project Mgmt approach
a Service level agreements
a= Problem reporting
Helpdesk Administration
Network/workstation M.gt
«. Software deployment
Performance reporting
Vendor management
Application development
Patch management
Operating procedures
IT Strategy:
O Long range planning
a Project prioritization
Technology procurement
€a Budgeting
n Project portfolio mgmt
Business case development
iii Standards
Internet:
a Remote access
a Web site & security
I Content mg nt
Web strategy
Network (LAN/WAN):
a Servers
u NOS
a; Cabling
Network electronics
Storage
2 Security
Applications:
at Enterprise applications
a Security
*a Reporting
a Interfaces
a Databases
Platforms and tools
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lniorniation leehnoloev Consulting Assessiiletit Services
,d cttstr-0m, " s Technology
IT Leadership: Policy & Security: End -User Computing:
a Technical t=: User policies & procedures a Workstation strategy
a Business r IT policies & procedures a Office automation
* Behavioral a Business continuity planning a Operating system
a Security Management a Refresh
33 Description of Project Approach
1. Conduct Project Initiation Activities
Project initiation activities will be conducted to introduce the project team, finalize the project scope,
deliverables and timetables. These objectives will be accomplished through the development of a project
organizational structure, project charter, detailed project plan, and regularly scheduled progress meetings.
These steps are described below.
2. Define Project Organizational Structure
Our approach to each consulting engagement is structured to provide the services and level of
professional support required to meet the individual needs of the client. We will work jointly with the
City Project Manager to design a process that will meet the overall needs of the City. As standard
practice in the majority of our engagements, especially those related to technology and process
transformation, we have designed a very collaborative approach to create high probability of
implementation success.
3. Develop Project Charter
At the start of the project, a project charter will be developedthat will provide a framework for the
following areas of focus:
as Project overview
a Vision statement
a Project stakeholders
a Project influences
a Scope plan (both in and out of scope items)
_= Project staffing
4. Develop Detailed Project Plan
We will incorporate the following into a detailed Microsoft Project TM Plan:
a Major phases and milestones
a Work tasks and their due dates with assigned responsibility
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Information l-eclhnolo≤xy Consuultin« Assessment Services
5. Develop Communication Plan
Communication in connection with a project of this magnitude is very important, especially when
considering the number of stakeholders involved. We anticipate that the Collaboration Center will be a
primary repository/vehicle for communication regarding the project. We will also work with the City's
project manager to prepare and present a draft Communication Plan to finalize which will consider the
various stakeholder groups and the best methods/content for each.
6. Establish Project Collaboration Center
Over the last few years, collaboration environments such as Microsoft's SharePoint Portal have become
increasingly viable tools in which to establish project collaboration environments for large-scale projects.
These environments can serve a variety of purposes including acting as a repository for documentation
developed during the course of an IT Assessment engagement. As a firm, we have significant expertise in
the use SharePoint as an overall project repository for our engagements. We will work with the City in
the establishment of a project collaboration environment using MOSS that will last for the duration of the
entire project. .
7. Schedule and Moderate Project Status Meetings
Continuous feedback is the key to a successful implementation. In this way, problems can either be
avoided entirely, or addressed early on, to minimize wasted effort and keep the project on schedule. We
will schedule meetings and / or conference calls with the City to:
a Report on the status of the .Project work plan and timeline
a Re -schedule tasks as necessary
a Discuss major open issues / risks and develop strategies to address them
S. Conduct Project Kick -Off Meeting
We intend to conduct a project kick-off meeting that will define the objectives, timing, scope, anticipated
City staff involvement and other items relevant to the project. We will discuss with the City who should
attend this session.
Information collected during this meeting will provide additional input into the development of the
Project Charter.
Collect and Review Documentation
Plante & Moran will review existing documentation to gain a comprehensive understanding of the City's
current technology environment. Documents to be reviewed are anticipated to include the following:
=a Previous Strategic Technology Plan and departmental specific technology plans
a Internal customer service surveys
Expenditures on technology, both budgeted and actual, for 2006 — current (hardware, software,
networking, services, line charges, support, maintenance, etc.)
Other technology -related study results
a Existing departmental business plans
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lilil?I'tlld1 on 1 echinolog ' C oiltililtine Assessment Services
uu Brief description of current/planned technology projects and system enhancement activities
System issues/enhancement requests tracking log
at Service level agreements with City departments, if available
at Scope of services provided and technologies supported by the IT department
at IT staff job duties, responsibilities and job descriptions
at Departmental Organization Chart
at City Mission Statement
at Location of all sites involved on the project
at Technology standards
a Current hardware/software/technologies inventory
at System context diagram showing interfaces and integration points between major City
applications and external entities
E. Current network infrastructure and diagrams
at Help desk log
n Help desk software
at Project management methodology
at Listing and description of current IT -related policies and procedures
at Listing and description of current IT -related projects
at Listing and description of relevant State and local systems that interface with or are used by the
County
at Listing and description of current IT -related support areas outside of central IT
at Other relevant documents to obtain an understanding of the current City IT environment
9. Conduct IT Staff Interviews
We will meet with the City IT Department staff to review their areas of support and other organizational,
administrative and technology support components. We anticipate meeting with IT management and
potentially all IT department staff to provide an explanation of the project, what we anticipate doing on
the project and explain the IT survey that will be distributed to IT staff_ This survey is intended to gather
information in the following areas:
Pei Job duties and responsibilities
in Job requirements and resources
ra Organization structure
at Work volume
€a Communication / working relationship
at Other comments / suggestions
This survey is intended to be completed and submitted to our staff in confidence so as to obtain the best
possible information. Typically, we achieve near 100% compliance in having IT staff complete the
questionnaire. Additionally, we will conduct interviews with IT staff who are not part of the City IT
department that provide technology support.
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Proposal to Provide
lntbnnation Techiioloev Consulting Assessment Services
10. Review and Assess Technical Environment
Numerous specific areas of focus to be assessed were identified in the RFP. Our approach will apply to
each of these areas and the other assessment areas to include:
Data collection and review
Interviews with appropriate IT support staff, business groups, process owners and key process
end -users
a Development of gap analysis
Development and review of findings and specific recommendations for each of these areas
including identification of near -term and long -tern projects
We will conduct an extensive review of the existing technical environment at the City including all
aspects of hardware, software, networking, telecommunications and relevant security for all of the various
components. Various components of the technical environment will be further assessed as part of the
interviews and assessment surveys conducted with City staff as well as through the web -based survey that
will be distributed to all City staff.
11. Conduct On -Line End -User Survey (Option)
We will review, with client staff, the existing enduser survey to determine suitability for the IT
Assessment. If necessary we will conduct an on-line survey.
We will use the results of the online survey to identify satisfaction with services provided by the IT
Department(s) and satisfaction with technologies in use within the City. This survey will include the
following topic areas:
a Direction and .Leadership
a Communication
Service & Support
s General City Technology
o Training
A comprehensive analysis of the information will be provided to the City as part of our final report. From
the survey results, we can identify gaps between current levels of service and desired levels of service as
well as gaps where current technology is not meeting the needs of a particular department, area, or City as
a whole. Having conducted a similar survey with a number of other City -based clients will allow us the
opportunity to perform comparative analysis to determine specific areas of strength and opportunities for
improvement.
12. Conduct Stakeholder Interviews (Group and Individual)
We will schedule and conduct up to 20 meetings with staff within the City departments, including
management and end -users, to:
a Solicit feedback regarding project prioritization and governance
a Discuss the departments' perceptions as to how IT can improve
a Clarify any questions as a result of end -user survey
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Proposal. to Provide
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a Assess how information about I"T requests are gathered
a Discuss how the scope of IT initiatives are defined, and how the initiatives are justified,
approved, funded/budgeted, and prioritized
a Discuss the approach taken to align IT initiatives with operational priorities
Discuss the typical approach to project management
a Identify current and anticipated information and technology needs over the next five years
We will likely organize these interviews around Line of Business (LOB) orientation in which we will
bring together staff from various departments who have similar interests to discuss their technology
needs. We anticipate conducting up to 10 such interviews.
13. Conduct Comparative Research (Option)
We will review, with client staff, the need to supplement existing benchmark data. Plante & Moran
currently possess' a fairly rich amount of information.
We will utilize comparative research with other entities similar to the City using a variety of sources. We
will take the results from our "Best Practices" research and conduct applicable comparisons with the City
to include the following areas:
Departmental structure and staffing patterns
Information technology funding levels and the allocation of those funds
Alternate service delivery options that are being used
FA Technology maturity in the use of various technologies (e.g., document imaging, e -government,
CRM, etc.)
a Other areas deemed necessary
We will target municipalities which include the following general criteria as defined by the City in your
RFP:
a Population range: 50,000 — 100,000
a Major university within city of at least 15,000 full time students
a City responsibility for public utilities, with utility service area extending beyond city limits
a City using New World, Hanson or similar type comprehensive City management software
package
14. Develop Draft Information Technology Assessment Report
We will develop a draft Information Technology Assessment Report that summarizes all of the findings
and recommendations from previous work steps. The findings and recommendations discussed
previously will be translated into a report that will include the following:
Executive Summary section
a Management Summary section
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Proposal to Provide
111IC1I11: ti i.l echnolouy Consulting Assessment Services
a Overall SWOT Analysis
a Proposed ranking of strategic issues
a IT Assessment results for the areas of Organization, Administration and Technology to include:
ra Comparative research results
a Alternate IT Service Delivery options review
ay Supporting appendices
15. Prepare Final Report
Upon review and feedback regarding the draft report, we will prepare a final report and submit it to the
City.
3.4 Critical Success Factors
The following factors have been identified as factors that are critical to the successful completion of any
IT initiative.
a City Council commitment and leadership
a Department senior management commitment and leadership
a Cross department cooperation and coordination with IT and with each other
a Departmental participation in setting information technology direction
_- Strong leadership in the IT department as well as a clear vision for the future that is clearly
communicated and understood by County staff
Compliance/adherence to information technology architecture and standards
a Managed expectations for information technology initiatives
a Education/training of information staff and departmental staff involved in the deployment and
maintenance of information technology assets
a_ The establishment of an executive Steering Committee for IT to help establish City technology
priorities
3.5 Quality Review Process
Plante & Moran assigns a Project Director who is either a Partner or Senior Manager with the Firm. It is
the Project Director's responsibility to ensure the delivery of quality deliverables. The Project Director
reviews project deliverables prior to distribution to the client. This process ensures the appropriate level
of quality review and adherence to Plante & Moran's methodology and standards.
During the past 20 years, Plante & M.oran has continually refined its methodology and standards for
performing IT Assessments. As a result, we have a rigorous process involving standardized tools,
techniques and best practices to ensure quality results.
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Proposal to Provide
information 1 ecl;nology ( onsuit ing Assessment Services
3.6 Project Team — Roles & Repoo sibilkies
interviews.
John Bissa Partner
37 Project Calendar
Major Activity
2. Define a Project Organizational Structure
4. Develop a Detailed Project Work Plan
Internet / Intranet Expertise
Timing
Week -1,
Week 1
Week I
Week I
5. EstablishProtect:Collaboration Centel
6. Conduct Periodic Status Meetings ;
Week I - 6
8. Collect and Review Documentation
10. Review and Assess Technical Environment
12. Conduct Stakeholder Interviews
Week 2
vy^�Week2
Week 3 r
Week 3 _.^J
Week 3
Week 41
Days On -Site
M
1 13.Conduct Comparative Research** Week 2-4
14. Develop Draft IT Assessment Report i Week 6 i 1
J 15. Prepare Final Report Week 7 . '
*We acknowledge that the City will complete an IT End -User Survey during July 2010 and will use the
results of the survey to supplement our findings. However, depending on the questions used in the
survey, we may be limited in comparing the City's responses to those from other municipalities we have
worked with if the City decides not to complete Activity 11.
*"Plante & Moran has access to a rich set of benchmark information. We will review this data with the
client to determine if any supplemental data collection will be necessary.
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ProposaIto Provide
Inf111'i;1at1(.121 l echnolo V t`O11Sultiric; Assessment Services
We commit to completing a Draft IT Assessment Report within a six week period from the project start
date as requested by the City.
3,8 Project Risk Assessment
As part of our Project Management Approach, Plante & Moran will work with the City Project Manager
to continually monitor risks that may arise. We will hold bi-weekly conference calls with the City Project
Manager to discuss project risks, escalation and mitigation strategies.
9 Project De erabies
As articulated in our Description of Project Approach, included in the Appendix, we will provide the
following deliverables:
* Project Charter
* Communication Plan
n Collaboration Center
a Project Work Plan
? IT Assessment Report
End User Survey Results
_s Presentation
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Proposal to Provide
In(orination fechnolog}- Consulting Assessment Services
'Section 4: Pricing
Plante & Moran provides a not -to -exceed fee of $60,000 to complete the tasks provided in our project
work plan. This fee is inclusive of all travel and incidental expenses. Our not -to -exceed fee is based on a
blended rate of $235 per hour for the estimated number of hours expected to complete project activities.
Specific rates include:
Project Director: $235/hour
Project Manager: $235/hour
Senior Consultant: $235/hour
Consultant: $235/hour
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Proposal to Provide
lnforina(ion Technologr,' Consulting Assessment Services
Section 5: Appendix
eA General Terns and Conditions
Professional Services Agreement — Consulting Services
Addendum to Plante & Moran, PLLC Engagement Letter Dated July 21, 2010
This Professional Services Agreement is part of the engagement letter for our consulting services dated
July 21, 2010 between Plante & Moran, PLLC (referred to herein as "P&M", "we", "our" or "us") and the
City of Fayetteville (referred to herein as "the City of Fayetteville", "you" and "your").
I. Management Responsibilities — The consulting services we will provide are inherently advisory in
nature. We have no responsibility for any management decisions or management functions in
connection with our engagement to provide these services. Further, you acknowledge that the City of
Fayetteville is responsible for all such management decisions and management functions; for
evaluating the adequacy and results of the services we will provide and accepting responsibility for
the results of those services; and for establishing and maintaining internal controls, including
monitoring ongoing activities, in connection with our engagement. You have designated Ms. Andrea
Foren, Purchasing Agent to oversee the services we will provide.
2. Nature of Services — Our project activities will be based on information and records provided to us
by the City of Fayetteville. We will rely on such underlying information and records and our. project
activities will not include audit or verification of the information and records provided to us in
connection with our project activities.
The project activities we will perform will not constitute an examination or audit of any the City of
Fayetteville financial statements or any other items, including the City of Fayetteville's internal
controls. This engagement also will not include preparation or review of any tax returns or consulting
regarding tax matters. If you require financial statements or other financial information for third -
party use, or if you require tax preparation or consulting services, a separate engagement letter will be
required. Accordingly, you agree not to associate or make reference to P&M in connection with any
financial statements or other financial information of the City of Fayetteville. In addition, our
engagement is not designed and cannot be relied upon to disclose errors, fraud or illegal acts that may
exist. However, we will inform you of any such matters that come to our attention.
Use of Report — At the conclusion of our project activities, we will provide you with a written report
as described in the engagement letter. Our report will be restricted solely to use by management of
the City of Fayetteville and you agree that our report will not be distributed to any outside parties for
any purpose other than to carry out legal responsibilities of the City of Fayetteville. We will have no
responsibility to update our report for any events or circumstances that occur or become known
subsequent to the date of that report.
4. Confidentiality, Ownership and Retention of Workpapers — During the course of this
engagement, P&M and P&M staff may have access to proprietary information of the City of
Fayetteville, including, but not limited to, information regarding trade secrets, business methods,
plans, or projects. We acknowledge that such information, regardless of its form, is confidential and
proprietary to the City of Fayetteville, and we will not use such information for any purpose other
than our consulting engagement or disclose such information to any other person or entity without the
prior written consent of the City of Fayetteville.
32 plante
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Proposal to Provide
Information Ieclrnolosty Consulting AsseSsnierU Services
In some circumstances, we may use local or international third -party service providers or P&M
affiliates to assist us with our engagement. In order to enable these service providers to assist us in
this capacity, we must disclose information to these service providers that is relevant to the services
they provide. Disclosure of such information shall not constitute a breach of the provisions of this
agreement.
In the interest of facilitating our services to you, we may communicate or exchange data by internet,
e-mail, facsimile transmission or other methods. While we use our best efforts to keep such
communications and transmissions secure in accordance with our obligations under applicable laws
and professional standards, you recognize and accept that we have no control over the unauthorized
interception of these communications or transmissions once they have been sent, and consent to our
use of these electronic devices during this engagement.
Professional standards require that we create and retain certain workpapers for engagements of this
nature. All workpapers created in the course of this engagement are and shall remain the property of
P&M. We will maintain the confidentiality of all such workpapers as long as they remain in our
possession.
Both the City of Fayetteville and P&M acknowledge, however, that we may be required to make our
workpapers available to regulatory authorities or by court order or subpoena. Disclosure of
confidential information in accordance with requirements of regulatory authorities or pursuant to
court order or subpoena shall not constitute a breach of the provisions of this agreement. In the event
that a request for any confidential information or workpapers covered by this agreement is made by
regulatory authorities or pursuant to a court order or subpoena, we agree to inform the City of
Fayetteville in a timely manner of such request and to cooperate with the City of Fayetteville should
you attempt, at your cost, to limit such access. This provision will survive the termination of this
agreement.
We reserve the right to destroy, and it is understood that we will destroy, workpapers created in the
course of this engagement in accordance with our record retention and destruction policies, which are
designed to meet all relevant regulatory requirements for retention of workpapers. P&M has no
obligation to maintain workpapers other than for its own purposes or to meet those regulatory
requirements.
Upon the City of Fayetteville's written request, we may, at our sole discretion, allow others to view
any workpapers remaining in our possession if there is a specific business purpose for such a review.
We will evaluate each written request independently. You acknowledge and agree that we will have
no obligation to provide such access or to provide copies of our workpapers, without regard to
whether access had been granted with respect to any prior requests.
Fee Estimates — In any circumstance where we have provided estimated fees, fixed fees or not to
exceed fees, these estimated, fixed or not -to -exceed fees are based on the City of Fayetteville
personnel providing P&M staff the assistance necessary to satisfy the City of Fayetteville
responsibilities under the scope of services. This assistance includes availability and cooperation of
those the City of Fayetteville personnel relevant to our project activities and providing needed
information to us in a timely and orderly manner. In the event that undisclosed or unforeseeable facts
regarding these matters causes the actual work required for this engagement to vary from our
estimates, our estimated fees will be adjusted for the additional time we incur as a result.
In any circumstance where our work is rescheduled, we offer no guarantee, express or implied, that
we will be able to meet any previously established deadline related to the completion of our work.
Because rescheduling our work imposes additional costs on us, in any circumstance where we have
33 plante
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Proposal to Provide
Information Technology CC111S1i)L1112 i\ssessm iu Services
provided estimated fees, those estimated fees may be adjusted for additional time we incur as a result
of rescheduling our work.
Any fee adjustments will be determined in accordance with the Fee Adjustments provision of this
agreement.
Payment Terms — Our invoices for professional services are due upon receipt unless otherwise
specified in our engagement letter. In the event any of our invoices are not paid in accordance with
the terms of this agreement, we may elect, at our sole discretion, to suspend work until we receive
payment in full for all amounts due or terminate this engagement. In the event that work is
suspended, for nonpayment or other reasons, and subsequently resumed, we offer no guarantee,
express or implied, that we will be able to meet any previously established deadlines related to the
completion of our consulting work or issuance of our consulting report upon resumption of our work.
7. Fee Adjustments — Any fee adjustments for reasons described in this agreement will be determined
based on the actual time that P&M staff expend at the hourly rates stated in this agreement, plus all
reasonable and necessary travel and out-of-pocket costs incurred, and included as an adjustment to
our invoices related to this engagement. You acknowledge and agree that payment for all such fee
adjustments will be made in accordance with the payment terms provided in this agreement.
8. Termination of Engagement —This agreement may be terminated by either party upon written
notice. Upon notification of termination, our services will cease and our engagement will be deemed
to have been completed. You will be obligated to compensate us for all time expended and to
reimburse us for all out-of-pocket expenditures through the date of termination of this engagement.
Hold harmless and Indemnification - As a condition of this engagement, the City of Fayetteville
agrees to hold P&M., and all of its partners and staff, harmless against any losses, claims, damages, or
liabilities, to which P&M may become subject in connection with services performed in the
engagement, unless a court having jurisdiction shall have determined in a final judgment that such
loss, claim, damage, or liability resulted primarily from the willful misconduct or gross negligence of
P&M, or one of its partners or staff. This hold harmless includes the agreement to reimburse P&M
for any legal or other expenses incurred by P&M, as incurred, in connection with investigating or
defending any such losses, claims, damages, or liabilities. This provision shall survive any
termination of this engagement.
10. Conflicts of Interest - Our engagement acceptance procedures include a check as to whether any
conflicts of interest exists that would prevent our acceptance of this engagement. No such conflicts
have been identified. You understand and acknowledge that P&M may be engaged to provide
professional services, now or in the .future, unrelated to this engagement to parties whose interests
may not be consistent with yours.
11. Agreement Not to Influence — the City of Fayetteville and P&M each agree that each respective
organization and its employees will not endeavor to influence the other's employees to seek any
employment or other contractual arrangement with it, during this engagement or for a period of one
year after termination of the engagement. The City of Fayetteville agrees that P&M employees are
not "contract for hire." P&.M may release the City of Fayetteville from these restrictions if the City of
Fayetteville agrees to reimburse P&M for its recruiting, training, and administrative investment in the
applicable employee. In such event, the reimbursement amount shall be equal to two hundred hours
of billings at the hourly rate stated in this agreement for the P&M employee.
End of Professional Services Agreement — Consulting Services
34 plante tom_
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Proposal to Provide
Information Iccl olooy Consulting Assessment Services
_51 Resumes
Adam Ruj an
Present Position:
Partner
Technology Consulting & Solutions
Experiences Include:
Technology Planning: Experience in developing strategic technology plans and conducting information technology
assessments for governmental clients that includes the establishment of technology strategies and recommended projects.
Through these efforts, he has gained a vast level of experience on technologies relevant to the various areas of government
including ERP solutions, CRM solutions, imaging technologies, wireless technologies and others.
Process Redesign and Information Technology Assistance: Projects typically include assisting clients realize the full
potential of technology, including re -engineering, productivity improvement, benefits realization analyses and post
implementation reviews. Experiences also include project management system implementation, planning and selection,
and data processing internal controls reviews.
Organization and Management Studies: Engagements have varied from analysis of specific functional activities to
comprehensive studies of underlying operating policies, procedures, andorganizational principles. Analyses have
included reviewing resource utilization, future roles and levels of service to be provided, alignment of programs and
services, communication channels and working relationships within and outside the organization, supervisory management
styles and practices, position requirements and skill levels, administrative practices and training requirements.
Operations & Financial Analysis: Project objectives typically focus on increasing efficiency, identifying and evaluating
alternative methods for revenue enhancement, cost/benefit studies. Specific activities have included detailed review and
analysis of operational policies and procedures, operational controls, reporting and administrative controls, fiscal and
reimbursement practices, the identification of non -value added work activities, and process re -engineering.
Change Management Assistance: Assisted various organizations in understanding and applying the concepts of Change
Management and assessing readiness for Change. Engagements have varied from staff and customer surveys and
assessments to modifying organizational structures and developing staff training programs. Critical components of our
approach typically include empowering client work groups and coaching staff in evaluating various available options for
change.
Prior Organizational Affiliations:
Detroit Medical Center; Detroit, Michigan
U Manager of Consulting Services in the Management Consulting Group, experience included:
B Implemented and monitored ongoing productivity management systems.
B Developed and implemented nursing patient classification systems.
B Conducted operational reviews for hospitals, ambulatory care and health care related organizations.
- Managed a small staff of computer and management engineering professionals
Education:
University of Michigan — Master of Business Administration
Wayne State University — Bachelor of Industrial Engineering
Professional Affiliations:
Public Technology institute (PTI)
B Metropolitan Affairs Coalition, Board member
B Michigan Government Finance Officers Association (MGFOA), past Board member
B Government Finance Officers Association (GFOA)
35 plante
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Proposal to Provide
Illfi)t nvition Tecluioloev ConsUi:111: Assessnient Services
Dennis Bagley
Present Position:
Senior Manager
Technology Consulting & Solutions
Experiences Include:
Project Management: Assists clients to ensure technology planning, selection implementation and process improvement
projects are delivered on -time and within budget. Provides project management oversight on both system implementation and
system development projects. Manages projects using project management body of knowledge (PMBOK) tools and techniques.
Project management efforts include: issues management, resource management, scope management, change management, quality
assurance, status reporting and meetings, budgedcost management, procurement and risk management. Prepares and presents
project status, budgets and other reports to Management Teams and Executives and recommends strategies for improving project
results. Develops detailed project plans and budgets using Microsoft Project.
Information Technology Assessment and Planning: Assists clients with the assessment of their existing information
technology capabilities with respect to IT organization, administration and application software. Prepares information
Technology Strategic Plans to ensure alignment of IT strategies with overall organization strategies. identifies and ensures
maximum realization of return on investment in IT. Projects included strategies for deployment of enterprise resource planning
(ERP), document imaging, accounting, payroll and other information systems. Prepares multi -year technology plans and budgets
and presents to Boards, Executives and Management Teams.
Process Improvement and Operations Reviews: Assists clients with projects to improve performance of their internal business
processes. Conducts benchmark and best practices research and prepares process measures and performance improvement
systems. Results include significant elimination of wasted activities, and investment in information technology aimed at greater
than 2:1 return on investment. Designed and developed process improvement tools which are used on a Finn -wide basis.
Information Systems Selection: Assists numerous clients in the evaluation and selection of enterprise resource planning (ERP)
and other information systems. Conducts focus group sessions and ensure maximum participation by staff in order to increase
the chances of project success. Prepares detailed software requirements, compiled customized vendor lists, prepared
comprehensive Request for Proposal (RFP) documents, and assists clients with analysis of proposals and identification of
preferred vendors.
Information Technology Budgeting and Contract Negotiations. Assists clients with preparation of multi -year information
technology cost projections encompassing all operating and capital expenditures. Prepares detailed financial models and impacts
of IT expenditures on financial statements.
Contract Negotiations: Assists numerous clients with iT contract negotiations resulting in overall cost reduction and
improvement in service levels. Negotiated over 20 contracts during the past three years resulting in $100,000+ client savings in
many cases. Assists clients with contract negotiations involving software license, maintenance and support, services, hardware,
hosting and outsourcing.
Prior Organizational Affiliations:
Delta Dental Plan or Michigan
Senior Business Systems Analyst. Developed large scale information systems, managed the on -going development
efforts of third party software developers, managed internal programming efforts for on -going maintenance of existing
systems, and assisted in developing guidelines for software quality assurance. Wrote custom reports using report writer
and data extraction tools.
Coopers & Lybrand
Consultant. Assisted clients in the development of information systems, managed the development efforts of a third
party software vendor, assisted in the development of a large-scale systems implementation plan, and selected,
implemented and managed a local area network. Wrote and tested programs written in COBOL, C, PL/1, Fortran,
Pascal and JCL.
Education:
University of Michigan, Ann Arbor, Michigan; Master of Business Administration
Rotterdam School of Management (RSM), Erasmus University, Rotterdam, the Netherlands; MBA International
Exchange Program
University of Michigan -Dearborn, Dearborn, Michigan; Bachelor of Science, Computer Science
36 plante
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'topo al to Provide
inlonuattort 1 eC)1t101ogy (.Ton]SUlting Asesnientt. ServLces
Sri Chalasani
Present Position
Senior Systems Engineer
Technology Consulting & Solutions
Experience includes:
Strategic Planning: Participate in long ten), technology plan meetings for customers. Develop short and long term strategies
(planning & budgets) to accomplish. plan objectives. Collect and interpret quantitative and qualitative data for design
considerations. Technical lead to develop high level network architectures and design standards that blends client requirements
with industry best practices.
Network System Design: Consulted on numerous projects involving needs assessments, design, specification (RFI/RFP/RFQ)
and selection of Local & Wide Area Networks (LAN/WAN) ranging from single site to multi -site environments. Network design,
specifications and analysis involved technologies such as: Wide / Metro Area Network (Fiber Infrastructure & Bandwidth
Services), Local and Wide Area Network Electronics (Ethernet & ATM), Voice Over IP (VoIP) Systems with Unified
Messaging, Wireless Access & Security (hotzones & hotspots), Centralized Network Security Systems, Video Conferencing
Systems (H.320/ H.321 / H.323), IP based Video Broadcast, Video -On -Demand, and Surveillance Systems, Server Farms,
Desktop Systems & Peripherals, Networks Attached Storage (NAS) and Storage Area Network (SAN) solutions, Server Load
Balancing, Network Management Systems & Software, and Support & Maintenance Services. Post equipment/services
procurement responsibilities include participation and. development of physical and logical network plans for client's internal or
third party integration teams, establish equipment configuration requirements and guidelines, and performance requirements.
Broadband Wireless Systems: Technical consulting on building, city, and .county wide broadband wireless solutions (hotspots
& hotzones). Responsibilities are to translate the vision and goals of the client into technical solutions and specifications.
Research & Business Analysis: Conduct research and business analysis for system migration. This involved researching
multiple solutions, analyze solutions against client requirements. and provide business case analysis including budgeting, ROi,
and migration timelines.
Network & Security Auditing: Conduct technology audit on customer's network that involved a detailed analysis and reporting
of clients' network and system infrastructure. Conduct network performance analysis to identify and rectify network / application
related issues. Conduct internal and external IT security audits using ethical hacking procedures to identify network
vulnerabilities. Create detailed reports on identified vulnerabilities and associated remediation's.
Network Systems Project Management: Responsible for providing project management oversight on network implementation
projects to include coordination across multiple vendors, establish and maintain schedules. Other responsibilities include progress
tracking, evaluate project implementations to stated design specifications, conflict resolution, manage change order controls,
conduct punch list audits, and eventual sign -off for the project.
Prior Organizational Affiliations
Innovate Technology Consulting Group
Technical consulting services on planning, design, project management and implementation of integrated technology
solutions primarily for public sector organizations.
Education
Wayne State University — Master of Business Administration
Western Michigan University— Master of Science (Computer Sciences)
Bangalore University — Bachelor of Engineering (Electronics & Communications)
Professional Affiliations and Certifications
G Advanced Networking Technologies
t<~ VoIP & Unified Messaging Systems
Video Over IP Systems (video streaming and video conferencing)
EI Metro Wireless Solutions
0 Project Management
37 plante
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Proposal to Provide
lot nuatioil icchnoIov Coiisultjnr Assessment Services
Laurie Zyla
Present Position
Consultant
Technology Consulting & Solutions
Experience
Technology Planning: Experience with technology planning and assessment projects. Assists
government clients with short- and long-range technology planning; budgeting; project management;
system selection; and vendor and staff management. Projects included needs assessments, requirements
definition, vendor selection and contract negotiation. Also assists clients with strategic planning,
including assessing and managing the impact of technology implementation on client operations.
Technology Implementation: Experience with the full lifecycle of design and implementation of
network infrastructure for a major global telecommunications organization. Assists clients with
management and implementation of software, hardware, operating systems, and network infrastructure.
Implementation responsibilities include project management, selection, implementation planning,
budgeting, staffing, training, business process improvement and evaluation_
Technology Support: Experience supporting e -Business infrastructure, including server configuration
and maintenance, customer support, data security, system monitoring, and project management. Assists
in providing on -going network management and administration services to government clients.
Government Programs: Experience working with government and community groups to support
initiatives like economic development, coalition development, collaborative solutions, and e -government.
Assists clients with organization development, constituent research, community -based solutions, and
establishing government partnerships.
Prior Organizational Affiliations
Motorola, Inc.
Systems Engineer, Global e -Business Internet Strategies — Maintained hardware and software
components of corporate e -Business environment; designed project infrastructure/architecture;
facilitated system monitoring and backups; managed the full lifecycle of new website projects
Education
Brandeis University — Master of Business Administration
University of Michigan — Bachelor of Science, Computer Science
Affiliations and Certifications
at Net Impact — New Leaders For Better Business
D9 Michigan Suburbs Alliance
38 plante
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Proposal to Provide
Information Technolo v Consulting Assessment Services
John Bissa
Present Position
Partner
Web Development Team
Experiences Include
Web Application Strategy and Implementation Management: Developed web strategy and planning
documents for a wide variety of public and private sector clients. Assisted clients in the development of
Intemet/intranet application priorities and budgets. Managed large, multi -discipline teams during the
implementation of full -function web sites, including content management and portal solutions, e -
Commerce and multi -language sites.
Interim Information Technology Management: Provided IT leadership and management functions for
various clients as a direct report to the executive management. Responsibilities included vendor and staff
management, budgetary authority, system and vendor selection and systems implementation planning.
Project Management: Extensive project management experience over a wide range of technology
implementation projects. Responsibilities include managing meetings, correspondence, budgets, vendor -
client interaction, and vendor responsiveness. Completed several courses in preparation for PMP
designation.
Information Systems Selection: Assisted public and private sector clients in the selection of
information technology systems and software. Prepared detailed software and hardware specifications
and prepared comprehensive Request for Proposal documents. Analyzed proposals and identified
preferred vendors. Application software includes public safety systems, integrated financial and
accounting systems, education support systems, and judicial management systems.
Prior Organizational Affiliations
Naval Aviator, United States Navy
Education
a United States Naval Academy — Bachelor of Science, General Engineering/Political Science
a The Catholic University of America — Master of Arts, International Affairs
The University of Florida — Master of Business Administration
39 plan to
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plante
moran
For more information contact:
Adam Ruj an, Partner
1-800-544-0203
Adam.Rujan@plantemoran.com
plantemoran.com
W ARKANSAS Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
REQUEST FOR PROPOSAL: RFP 10-11, City-wide Information Technology Assessment
DEADLINE: Thursday, July 22, 2010 at 2:00 PM, Central Standard Time
DELIVERY LOCATION: Room 306.-113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteville.ar.us, 479.575.8220
DATE OF ISSUE AND ADVERTISEMENT: Friday, July 2, 2010
REQUEST FOR PROPOSAL
RFP 10-11, City-wide Information Technology Assessment
No late proposals will be accepted. RFP's shall be submitted in sealed envelopes labeled "RFP 10-11, City-
wide Information Technology Assessment" with the name and address of the bidder.
All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information
requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification
will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm: Plante & Moran, PLLC
Contact Person: Adam Ru-ian
Title: Partner
E -Mail: adam.rujan@plantemoran.com Phone:
Business Address: 27400 Northwestern Hwy
City: Southfield State: Michigan
Signature: -- Date:
800.544.0203
Zip: 48034
July 21, 2010
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 1 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION C: Statement of Disclosure — To Be Submitted With ALL Proposals
This page does not count towards page limitations set forth in this request for proposal or bid.
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between
any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a
relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be
completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
X 1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain)
PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL:
1.) 1, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein are accurate and true; and
2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment.
Adam Rujan, Partner
Printed Name
Signature
July 21, 2010
Date
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 19 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION D: Authorized Negotiator Information — To Be Submitted With ALL Proposals
At the discretion of the City, one or more firms may be asked for more detailed information before
final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall
submit to the City a primary contact name, e-mail address, and phone number (preferably a
cell phone number) where the City selection committee can call for clarification or interview
via telephone.
Name of Firm: Plante & Moran, PLLC
Name of Primary Contact: Adam Rui an
Title of Primary Contact: Partner
Phone#1 (cell preferred): 248-223-3328
E -Mail Address: adam.rujan@plantemoran.com
PART 2 Coact#arLegallyB�ndtngCot�firacs
Phone#2:
Is the primary contact (listed in Part 1) able to legally bind contracts? vEs NO (circle one)
If no, please list contact that can legally bind a contract for the firm:
Name:
Title:
Phone#1 (cell preferred):
E -Mail Address:
Date: July 21, 2010
Signed: 4
Phone#2:
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 20 of 26
City of Fayetteville
RFP 10-11, City-wide Information Technology Assessment
SECTION E: Addendum Acknowledgement Form
Please acknowledge receipt of addenda for this invitation to bid or request for proposal by signing and dating below. All
addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included
therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so
may subject vendor to disqualification.
ADDENDUM NO.
SIG ATURE AND PRINTED NAME
DATE RECEIVED
14LAdam
Rujan, Partner
July 19, 2010
Note: Prior to submitting the response to this solicitation, it is the responsibility of the firm submitting a
response to confirm if any addenda have been issued. If such document(s) has been issued, acknowledge
receipt by signature and date in the section above. Failure to do so may result in being considered non-
responsive.
Information regarding addenda issued is available on the City of Fayetteville website under the Purchasing
Division at www.accessfayetteville.org by selection "Bid's, RFP's, and RFQ's" under the "Business" heading.
City of Fayetteville, AR
RFP 10-11, City-wide Information Technology Assessment
Page 21 of26
V,vQ wI
CERTIFICATE OF LIABILITY INSURANCE
OP IDAY
PLANT -5
DATE :IRUDDI YY:
mowsER I E11O t,tk I lrMA I CID IaQUCU MOM VIM' 1 CR 'Jr
:IYr V R:eX 1: V:Y
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Cambridge Underwriters Ltd. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
P.O. Box 511077 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW..
Livonia MI 48151-7077 -
Phone:- 734-525-0927 Pax: 734-525-0612 INSURERS AFFORDING COVERAGE NAIC U
INSURED - WURERA Federal Insurance Company 20281
PFM Holding Group, LLP and INSURERS: n.L4. EAKFAI m. Inm1 20346
Subsidiaries;
Plante & Moran, PLLC INSURER C'
26300 Northwestern Hwy Ste 120 INSURER D'.
Southfield MI 48076-3750
xwRER E:
rnurpABPS ..MF a C OA4n
Ujl a nN
THE POLICIES OF INSURANCE WTEO BELOW HAVE BEEN ISSUED TO THE IN WREO NAMED ABOVE FOR THE POLICY IERIW MOICATED. NOTW RHBT WDINO
ANY REOUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAI, THE WBURANCE AFFORDED BY THE KICESOESCISED HEREIN IS SUSPECT TOALL NE TERMS. UCW5NNS ANO CONDITIONS CF SUCH
PCCCES. AWREOAIE WITS WOMN WAY HAM BEEN REDUCED BY PAC MAIMS. 1KJ 1
INN
LIB
Mw
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECT1W
DATE IMMm6HYY+
Potty E PIRA11O I
DAME MAOYYYY
LIMITS
GENER.LLLIASIYTY
EACH OCCURRENCE
E 1, 000, 000
A
cG ACM GENERAL Lw\m
3575-66-13
03/13/10
03/13/11
X
DAMAGE TO RENTED
mEMMmIE..mH.Nn
11,000,000
GAINS MADE a OCCUR
MED EAP IA.Y MAY PHY..I
1 10, 000
PEAS MK AADYINNRY
$ 1.000.000
GENERALAGGREGATE
1 2,000,000
PERU
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PRODUCTS- CWPKP AGO
1 2, 000, 000
Poo-
POLICY Amr X LOC
A
AUTOMOBµE
LIABILITY
WYwTO
7326-30-17
03/13/10
03/13/11
COMBINED iINOLE LIMY
IEA'_IN"U
1,000,000
AU ONNEO AUTOS
SCHEDULED AUTOS
$500 COMP
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EXCESS UMBRELLA LIABILITY
EACH OCCURRENCE
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RETENTION I
A
WONXERSCWRNYIWN
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7165-30-87
03/13/10
03/13/11
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11,000,000 _
OFFLRn4L4BER
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1 1,000,000
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i 1,000,000
OTHER
DESCRIPTION OF p4MTOx S I LOCATIONS I MKKLES I EXCLUSON @ AWED BY EN W RIENENT I SPECIAL PROVIPoNI
CERTIFICATE HOLDER CANCELLATION
NgDE➢RNY OF THE ABOVE DESCRIBED POLICIES BE GMCELLED BEFORE THE ENPIRAION
DATE THEREOF. THE ISEUND INSURER WEIENCEAVOR TO MAUL *30 WMMARTMEN
City of Fayetteville NOME TO THECERTIECATE NOL DERMW ED TO THE LETT,BIR ENLME TO W PO MI
Purchasing Agent INPoPE NO OBLIGATION W WILT OF .W+ KIND UPON THE INSURER, ITS RDEMP OR
Attn: Andrea Foren, CPPB
113 N. Mountain REPREIENTATNEs. nnrire _
Fayetteville AR 72701 l
ACORD 25(2009/01) j 09 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
IS tO
Rb® CERTIFICATE OF LIABILITY INSURANCE OPIDA[c
DATE IMwonrvVl
03/17/11
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: lithe certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
CONTACT
NAME:
Cambridge Underwriters Ltd.
PHONE
AIL. No. E.L:
FA
Arc. No):
EMAIL
ADDRESS:
P.O. Box 511077
PRODUCER
CUSTOMER ID E: PLANrr-5
Livonia MI 48151-7077
WSURER(S) AFFORDING COVERAGE
NAICF
Phone: 734-525-0927 Fax: 734-525-0612
INSURED
INSURER A: Federal Insurance Company
20281
P&M Holding Group, LLP and
Subsidiaries;
INSURER B: P..iM. l,e.eify C.. ICEWHI
20346
Plante & Moran, PLLC
INSURER C:
26300 Northwestern Hwy Ste 120
Southfield MI 48076-3750
INSURER o:
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED NOTMTHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUME(TW ITH RESPECT TOWHICH HICH TMS
CERTIFICATE MAYBE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY IMVE BEEN REDUCED BY PAID CLAIMS.
INER
ADOL
SUBS
POLICY EFF
POLICY BAY
LTRIHER
TYPE OF INSURANCE
WYO
POLICY NUMBER
IMMNOIYVYYI
(MMIODIVYYY)
LIMITS
GENERAL
UABIUTY
EACH OCCURRENCE
$ 1,000, 000
A
COMMERICAL GENERALLIABLITV
3575-66-13
03/13/11
03/13/12
X
DAMAGE TO REWED
PREMISES(E.omm.na)
S 1,000,000
CLAIMS -WOE OCCUR
MEDEXP(Are ,Ferro,)
S 10,000
PFRSONAL S AW INJURY
S 1,000,000
GENERAL AGGREGATE
S 2,000,000
GENLAGGREGATE
LIMIT APPLIES PER.
PRODUCTS. COMPIOR AGG
S 2,000,000
•
fl PRO -
POLICY p JECT X LOC
-
AUTOMOBILE
UABIUIY
COMBINED SINGLE LIMIT
•(E.
$ 1,000,000
wdMn')
A
AM'AUTO
7326-30-17
03/13/11
03/13/12
BOOZY INJURY (P.r p.rnn)
ALL OWNED AUTOS
BODLY INJURY (Per NAW WU
$
SCHEDULED AUTOS
$500 COMP
HINEDAUTOS
$500 COLL
PrsoPERrvDAMAGE
(Per .NJS.nt)
S
X
X
S
NONCWNED AUTOS
E
UMBRELLA WB
OCCUR
EACH OCCURRENCE
S
AOOREOATE
$
EXCESS WB
CLAIMSMADE
DEDUCTIBLE
S
RETENTION S
$
A
WORKERS COMPENSATION
7165-30-87
03/13/11
03/13/12
X
WCBTAn.
0TH.
AND EMPLOYERS LIABILITY YIN
TORY LIMITS
ER
ANY PROPRIETOWPARTNEWESECUTVE
E.L. EACHACCIDENT
S 1,000,000
OFFICEPMEMBER EXCLUDEDI
❑
I A
(M.M.mry FNH)
EL.DISEASE-EAEMPLOVEE
E 1,000,000
If We. d,.vfi is.,
DESCRIPTION OF OPERATIONS Gbn
E.L. DISEASE - POLICY LIMIT
S 1,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(AeW ACORD 101. ALHentl R.'.,1, SAA.duk. Il mw, Ipsa N nqulnd)
CERTIFICATE HOLDER
City of Fayetteville
Purchasing Agent
Attn: Andrea Foren, CPPB
113 W. Mountain
Fayetteville AR 72701
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POUCIE:
THE EXPIRATION DATE THEREOF, NOTICE WILL BE
ACCORDANCE WITH THE POLICY PROVISIONS,
AUTHORIZED REPRESENTATIVE
LI 09 ACORD
ACORD 25 (2009!09)
The ACORD name and logo are registered marks of ACORD