HomeMy WebLinkAbout102-11 RESOLUTIONRESOLUTION NO. 102-11
A RESOLUTION APPROVING A CONTRACT WITH PLANTE & MORAN,
PLLC IN THE AMOUNT OF $185,000.00, PLUS A PROJECT
CONTINGENCY OF $20,000.00, FOR THE PROVISION OF INFORMATION
TECHNOLOGY PROJECT IMPLEMENTATION AND MANAGEMENT
SERVICES, AND APPROVING A BUDGET ADJUSTMENT
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 approves a
contract with Plante & Moran, PLLC in the amount of $185,000.00, plus a project contingency
of $20,000.00, for the provision of information technology project implementation and
management services.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit "A".
PASSED and APPROVED this 21St day of June, 2011.
APPROVED:
ATTEST:
By: GY4Gi
SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville, Arkansas
Budget Adjustment Form
V11.0415
Budget Year
2011
Division: Chief of Staff
Department: Chief of Staff
Request Date
6/21/2011
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION
$205,000 is requested in the Information Technology Assessment & Project Management capital project for project
management services provided by Platt & Moran to evaluate and negotiate connectivity for the City's remote
locations.
$205,000 is coming from the Fiber Connectivity Between City Building project. This project is currently on hold. The
IT assessment indicated other connectivity options should be explored.
Division Head
dget Director
Date
( -tet
Date
Department Director
Finan r;. Director
o
Chief . tall
Date
6W3-2.01.1
Date
62-424
Date
to
Prepared By:
Reference:
kspringer
Budget & Research Use Only
Type: A BCD EP
General Ledger Date
Posted to General Ledger
Checked / Verified
TOTAL BUDGET ADJUSTMENT
Initial Date
Initial . Date
Increase / (Decrease) Project.Sub
Account Name Account Number Expense Revenue Number
Contract services
Fixed assets
4470.9470.5315.00 205,000 10013 . 1101
4470.9470.5801.00 (205,000) 08027 . 1
H :\Budget\ Forms\BA2011 _B LAN K_V20110415
EXHIBIT
1 of 1
Don Marr
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
6/21/2011
City Council Meeting Date
Agenda Items Only
Division
Action Required:
Chief of Staff/ Mayor's Office
Department
Approval of Contract and Budget Adjustment with Plante Moran for InformationTechnology contract services .
205,000.00
Cost of this request
4470.9470.5315.00
Account Number
Project Number
Budgeted Item
205,000.00 IT Assessment/Project Contract Work
Category / Project Budget
Program Category / Project Name
Info Tech Impvs
Funds Used to Date Program / Project Category Name
205, 000.00
Sales Tax Capital
Remaining Balance Fund Name
Budget Adjustment Attached
X
Finance and Internal Services Director
Date
-G-zoLi
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Date
Comments:
Revised January 15, 2009
Selevile
ARKANSAS
City Council Agenda Memo
City Council Meeting Date:
6/21/2011
To: Mayor and Members of the City Council
From: Don Marr, Chief of Staff
Thru: Mayor Jordan
Date: 6/3/2011
Subject: RFP 10-08 Information Technology Project Management & Consulting Services
Recommendation:
The City Staff and Administration recommend on behalf of the Mayor's office that the City of Fayetteville,
AR contract with Plante Moran, PLLC for Information Technology Project Implementation and
Management Services. The request is for $185,000 plus $20,000 contingency for the contract with Plante
Moran PLLC.
Background:
During the Capital Improvement Projects Budget for 2010, the City Council approved a $80,000 for a IT
Assessment Project. 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 selected Plante Moran to conduct the
City's IT Assessment. The assessment was completed and recommendations given to the City Council in
first quarter 2011. Due to limited IT staff time and in some cases the IT Staff do not currently hold the
technical skill sets necessary to accomplish the outlined action items. The administration initiated a
request for proposal to provide certain IT project management support services specifically for:
• Telecommunications Services to leverage the information gathered as a part of the original IT
Assessment plus pursue further investigation to analyze the City's telecommunication inventory,
services, issues, and develop a an RFP and bid Telecommunication services as appropriate.
• Evaluate options for a hosted email environment,
• Conduct a Help Desk detailed assessment, and establish performance metrics, service levels,
and staffing allocations.
• Establish and Implement IT Governance Methodology,
• Work to expand the City's website to include temporary electronic service capabilities to accept
payments, orders, for all NR transactions until an ERP system is selected and implemented,
• Determine ERP Needs Assessment, proposal development, selection of a Vendor, and establish
a statement of work and conduct contract Negotiations
• Management development activities designed to develop the executive level skills and abilities of
the City's IT Manager
113 West Mountain 72701 (479) 575-8323 accessfayetteville.org
TDD (Telecommunications Device for the Deaf) (479)-521-1316
These projects will allow the City to advance towards improved usage of technology, self service
capabilities available to citizens, and to free up time for City Staff to take manual processes into electronic
processes, so that time can be allocated to more value added services.
Budget Impact:
The administration is requesting a budget adjustment to move $205,000 currently budgeted in the CIP
from Fiber Connectivity Between City Buildings to IT Contract Management Service. These services and
contract work will be conducted over the next 18 months (July 2011 through Dec 2012). The IT
Assessment stated on page 12 of 86 within the IT Assessment Final Report: "We believe it may be
possible for the City to improve services (connection speeds, telecom contract negotiations/re-bidding
while reducing costs, and to potentially avoid constructing its own fiber connection." At the cost of
$205,000. We recommend using those funds to contract for these projects, which in turn will provide
better quality of IT services both internally and to the Citizens of Fayetteville. The goals of the IT
Assessment action items are to:
• Expand upon existing achievements in transitioning the IT Services from a reactive organization
to a focus on customers and results;
• Provide outstanding customer service to stakeholders internal and external to the Department(s);
• Interact with and inform customers, vendors, and others on as routine and as efficient a basis as
possible;
• Become a greater strategic resource for top management and departments;
• Eliminate non -value added tasks and unnecessary costs in business processes;
• Reflect "best practices" in all areas of activity.
113 West Mountain 72701 (479) 575-8323 accessfayetteville.org
TDD (Telecommunications Device for the Deaf) (479)-521-1316
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT WITH PLANTE & MORAN,
PLLC IN THE AMOUNT OF $185,000.00, PLUS A PROJECT
CONTINGENCY OF $20,000.00, FOR THE PROVISION OF INFORMATION
TECHNOLOGY PROJECT IMPLEMENTATION AND MANAGEMENT
SERVICES, AND APPROVING A BUDGET ADJUSTMENT
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 approves a
contract with Plante & Moran, PLLC in the amount of $185,000.00, plus a project contingency
of $20,000.00, for the provision of information technology project implementation and
management services.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit "A".
PASSED and APPROVED this 21St day of June, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville, Arkansas
RFP 11-05, Information Technology Project Implementation and Management Services
List of Proposals Received
Name
ontact
Phone Numl
er
Email
City
State
• Zi
Quadrivium, Inc.
Brent Obana
(479) 872-6473
bobana@genterprises.com
Springdale
AR
72764
Coeur Business Group, Inc.
Mark Peterson
(636) 561-2455
mark.petersona.coeurgroup.com
Lake Saint Louis
MO
63367
The Persimmon Group
Shane Cox
(785) 215-9215
shanecox@thepersimmongroup.com
Tulsa
OK
74103
The Azimuth Group
Jerry Tweedy
(469) 583-3602
jtweedygazimuthg rp.com
Dallas
TX
75205
Plante & Moran, PLLC
Adam Rujan
(800) 544-0203
adam.rujan@plantemoran.com
Southfield
MI
48034
�avetlevi_le
THE CITY OF FAYETTEVI
E, ARKANSAS
CONTRACT
Reference Bid: RFP 11-05, Information Technology Project Implementation & Management Services
Contractor: Plante & Moran, PLLC
Term: 1 year with 4 automatic renewal options
•
This contract executed this 2, day of J u,A, , 2011, 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 Information Technology Project
Implementation & Management Services
WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of
Fayetteville RFP 11-05 (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. Information Technology Project Management 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 and attached in
Appendix A.
RFP 11-05, Information Technology Project Implementation & Management Services
Page 1 of 6
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 Plante & Moran, PLLC of the intent to cancel, or with cause if at any time Plante &
Moran, PLLC 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
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.
RFP 11-05, Information Technology Project Implementation & Management Services
Page 2 of 6
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. City shall pay Plante & Moran, PLLC in an amount not to exceed
$185,000.00 for services listed in RFP 11-05. In addition to payment for services, City shall pay Plante &
Moran, PLLC authorized and pre -approved travel expenses.
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.
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
RFP 11-05, Information Technology Project Implementation & Management Services
Page 3 of 6
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. Scope of Work: Scope is further defined in detail with Appendix A of this contract:
1) Telecommunication Projects & Services (Al & A2): Telecommunications consulting services
consist of developing a telecommunications strategic direction for the City and assisting with the
implementation. As part of this effort Plante & Moran, PLLC will leverage the information
gathered as part of the original IT Assessment plus pursue further investigation to analyze the
City's telecommunications at a deeper level to include:
a. Define the current carrier environment / Produce a circuit inventory;
b. Define the current LAN/WAN environment;
c. Define the current telephone system environment:
d. Deliver a letter of Telecommunications Strategic Direction, which includes:
i. City's carrier contracts and services
ii. Tactical issues
iii. Telephone system
e. Implement Recommendations
2) Email Platform and Help Desk Projects
a. Email Platform
i. Identify two primary vendor options for a "hosted" email environment
ii. Assist in perform high level cost analysis to evaluate the advantages of the preferred
option
iii. Assuming a favorable finding, assist City Purchasing to work with IT staff to obtain
quotes for the service
iv. Provide remote project management support to the City / Vendor team in the
implementation of a hosted email solution
b. Help Desk Assessment
i. Conduct a Help Desk detailed assessment
ii. Establish staffing, service levels, performance metrics
iii. Provide limited oversight as the City implements the changes.
RFP 11-05, Information Technology Project Implementation & Management Services
Page 4 of 6
3) IT Governance Project (C): Plante & Moran, PLLC will work closely with City Management
to design and implement a comprehensive IT Governance approach. Specific steps will include:
a. Work with City Management to design an approach to IT governance, including reviewing the
governance model and fitting it to existing Fayetteville management processes.
b. Establish an IT Steering Committee, including development of a Committee Charter.
c. Facilitate the first three Steering Committee meetings, monitor the next three meetings.
Discussion items will include IT Policy, IT Spending, Standards, & Major projects and ROI.
d. Work with the IT Director to establish his role and to implement our effective IT Liaison
approach.
e. As part of this process, Plante & Moran, PLLC will include ongoing management development
activities designed to develop the executive level skills and abilities of the City's CIO.
4) Web Enhancement Project (D): Plante & Moran, PLLC will assist City Purchasing to:
a. Contract with a web developer who can program in "cold fusion".
b. Contract with a payment processing vendor to process transactions;
c. Develop a manual/semi-automated process to transfer transaction data from the payment
processing vendor into the current accounting system.
5) ERP Needs Assessment, RFP Development & System Selection: Plante & Moran, PLLC will
leverage City staff to assist in defining system requirements, developing an RFP document,
solution selection, statement of work, contract negotiations and implementation phases of the
project.
a. ERP Needs Assessment
b. ERP Request for Proposal Development
c. ERP Evaluation and Selection of Vendor
d. ERP Statement of Work and Contract Negotiations
14. 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.
15. 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
RFP 11-05, Information Technology Project Implementation & Management Services
Page 5 of 6
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.
16. Documents Comprising Contract: The contract shall include this Agreement for Information Technology
Project Implementation & Management Services and attached Appendix A, as well as the following
documents, which are incorporated herein by reference:
1) City of Fayetteville's Request for Proposal and all of its addenda and attachments issued in
reference to RFP 11-05;
2) Plante & Moran, PLLC 's Certificate of Insurance as required, listing the City as an additional
insured;
3) Plante & Moran, PLLC'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 A, I5 DAY OF u,c� , 2011.
PLANTE & MORAN, PLLC
By:
1e�
Printed Contractor Name & Title
Company Secretary
7400 ilo> ) -( HUN`
Business Address
at. / Ma Li863(1
City, State & Zip Code
Date Signed: t 1• 1/
CITY OF FAYETTEVILLE, ARKANSAS
L NELD JO ' , Mayor
ATTEST:
Sondra Smith, City Clerk
Date Signed: 4/a9/7/
RFP 11-05, Information Technology Project Implementation & Management Services
Page 6 of 6
plante
moran
City of Fayetteville
Ms. Andrea Foren, Purchasing Agent
Purchasing Division — Room 306
1 13 West Mountain
Fayetteville, AR 72701
Dear Ms. Foren
ppei1c1C 7 4
June 2, 2011
Plante & Moran, PLLC
27400 Northwestern Highway
P.O. Box 307
Southfield, MI 48037-0307
Tel: 248.352.2500
Fax: 248.352.0018
ptantemoran.com
As we discussed, Plante & Moran, PLLC is pleased to modify our Proposal (RFP 11-05) to provide
Information Technology Project Implementation and Management Services. We have modified the
pricing to exclude travel expenses from the hourly rates. Travel will be reimbursed as needed and
approved by the City. Also, we will be invoicing on a time and materials basis, up to the not to exceed
budget of $185,000 over the next 18 months.
The attached edits include modifications to our originally proposed scope of services, and estimated
hours, in order to complete the essence of each requested service within the budget available. We do
assume the active participation of City Purchasing staff and to a lesser extent some City IT resources. I
believe that this modified proposal will substantially meet the goals and objectives established for each
project.
Given your immediate time requirements, I propose that as an initial project step we will develop a more
detailed project workplan to cover these services over the next 18 months. Please feel free to call me if
you have any questions at 248-223-3328.
Very truly yours,
P.LANTE & MOR.AN, PLLC
Adam Rujan, Partner
Praxity:
MEMBER
ULOO L. RSL ANCE: Gr.
INDEPE"iii:::"i T' V'i(i 1S
Pricing and Calendar
Our fee is based on a blended rate of $205 per hour for the estimated number of hours expected to
complete project activities. Our subcontractor, Accio offers 2 rates based on skill set, $175 and $135.
Travel related costs will be billed in addition to our professional services fees.
Specific rates include:
Project Director: $205/hour
Project Manager: $205/hour
Senior Consultant: $205/hour
Consultant: $205/hour
The expected level of effort and project duration are listed below:
Short Term (July — Dec 2011):
Telecommunications (A 1 & A2)
Email Platform Assessment (B1)
Help Desk Service Audit (B2)
IT Governance (C)
120
120
80
Q1
Q1-2
Q2
160 Q1.-2*
Website Enhancements (D) 120 Q1-2
Long Term (Jan — Dec 2012):
ERP Needs Assessment (Al) included**
ERP Selection (A2) 350 Calendar 2012**
Management Development - Included in C above * * *
*Actual elapsed time will be 12 months
** Abbreviated ERP needs assessment incorporated within ERP selection. Actual elapsed time will be 12- 24 months for full
ERP implementation beyond the selection process
** * Actual elapsed time will be 12 — 18 months — activities incorporated within IT Governance
2
Plante
moran
.ns
yes (41
Our telecommunications consulting services consist of developing a telecommunications strategic
direction for the City and assisting with the implementation. As part of this effort we would leverage the
information gathered as part of the original IT Assessment plus pursue further investigation to analyze the
City's telecommunications at a deeper level to include:
1. Define the current carrier environment / Produce a circuit inventory: Inventory the carrier bills
and identify of all lines/circuits by billed account. This sets the stage to "right -size" the City's
telecom bills, address poor rates, and address contract expiration issues. We would also look to
identify problems, constraints, and out -dated offerings within the current service mix.
2. Define the current LAN/WAN environment: Identify and evaluate any constraints or additional
investment the City should be aware of in order to support changes to their future telecommunications
environment.
3. Define the current telephone system environment: Identify the type, age, size, and important
characteristics of the telephone systems serving the City. Address how these systems do or do not
integrate to meet the City's needs. Identify the current state, support, and direction of these offerings.
4. Deliver a letter of Telecommunications Strategic Direction: We will submit a letter addressing:
a. City's carrier contracts and services: We will identify services that are no longer rate -
optimized or are off -contract, opportunities to leverage and optimize the City's telecom spend,
opportunities to identify and eliminate un -used services, and opportunities to transition legacy
services to current/appropriate offerings.
b. Tactical issues: Periodic service disruptions are being incurred due to Wide Area Network
(WAN) T1 circuit outages due to rain/moisture problems. Reliability and bandwidth constraints
on the WAN Ti circuits (1.54 Mbps) are pressing the City to consider alternatives including a
capital intensive fiber optic build between sites. We will review courses of action to resolve
immediate issues while considering WAN options for minimizing capital expenditures.
c. Telephone system: The City uses Plexar/Centrex, Nortel, and Cisco voice telecommunications
systems/services. We will provide recommendations regarding direction and moving the City
forward with its telecommunications services.
5. Implement Recommendations: We will work with the City Purchasing Department to develop an
RFP and bid Telecommunication services, as appropriate. We will work closely with your office,
and obtain authorization prior to implementing any recommendations.
We anticipate an on-site meeting early in the project to gather and review information and interview key
individuals. The project will be staffed primarily by Mr. Ted Mallires our telecommunications expert.
3
Plante
moran
inforr
Project i:n1)It°mentation and %1i€ a '.i lt'n Servic
2: E ail Platform and Help Desk Projects
The major steps associated with these projects are as follows:
B 1 — Email Platform
• Identify two primary vendor options for a "hosted" email environment
• Assist in perform high level cost analysis to evaluate the advantages of the preferred option
• Assuming a favorable finding, assist City Purchasing to work with IT staff to obtain quotes for
the service
• Provide remote project management support to the City / Vendor team in the implementation of a
hosted email solution
B2 — Help Desk Assessment
• Conduct a Help Desk detailed assessment
• Establish the following:
o Staffing
o Service Levels
o Performance Metrics
• Provide limited oversight as the City implements the changes.
4
Plante
moran
vernance Project (C)
Plante & Moran will work closely with City Management to design and implement a comprehensive IT
Governance approach. Specific steps will include:
• Work with City Management to design an approach to IT governance, including reviewing the
governance model and fitting it to existing Fayetteville management processes.
• Establish an IT Steering Committee, including development of a Committee Charter.
• Facilitate the first three Steering Committee meetings, monitor the next three meetings.
Discussion items will include:
o IT Policy
o IT Spending
o Standards
o Major projects and ROI
• Work with the IT Director to establish his role and to implement our effective IT Liaison
approach.
• As part of this process, we will include ongoing management development activities designed to
develop the executive level skills and abilities of the City's CIO.
5
Plante
moran
4: Enhance
Project
Expand the City website. There appears to be significant citizen demand to pay bills and order services
online. The website currently allows for online utility payments. This project will expand the existing
website to offer more functionality, like accepting orders and payments for trash bins. This is a
temporary solution, the "permanent" solution will be to utilize the functionality which will be resident in
the new ERP system (full implementation is at a minimum 2-3 years away).
Plante and Moran will assist City Purchasing to:
• Contract with a web developer who can program in "cold fusion". This is an older language, but
still available. The cost to add links for 3-4 applications should be less than $25,000. We will
work with City Purchasing and IT staff to develop specifications.
• Contract with a payment processing vendor to process transactions; typical costs are two to three
percent of transaction value. We will contact the City's current banker(s) to identify potential
vendors. Vendors may include Payflow Pro (PayPal), Authorize.net and SkipJack.
• Develop a manual/semi-automated process to transfer transaction data from the payment
processing vendor into the current accounting system. Remember, this is a temporary solution.
A fully integrated solution will likely be purchased and implemented with the replacement of the
ERP system.
This is a fast, low cost solution to providing the citizens with greater online services, as desired by City
leadership. If feasible, the Parking Dept application will be integrated into the solution.
6
Plante
moran
Pt"i)t7€:; iii to Pro _ae;
ERP Needs s ssment, RFP Develop enand System
Having performed similar ERP projects for many large, local units of government over the years, Plante
& Moran's seasoned project consultants have developed and refined a proven methodology and set of
related tools that provide outstanding and valued service to our clients by leveraging best practices while
incorporating the unique needs of our clients.
Our approach will include engaging a qualified project team to develop, refine and execute a proven
project plan to meet the project objectives. Our methodology includes the following phases:
ERP Needs Assessment
ERP Request for Proposal Development
• ERP Evaluation and Selection of Vendor
ERP Statement of Work and Contract Negotiations
We will leverage City staff to assist in defining system requirements, developing an RFP document,
solution selection, statement of work, contract negotiations and implementation phases of the project. We
have a number of tools and templates that can and will expedite the selection process.
7
Plante
moran ��