HomeMy WebLinkAbout125-14 RESOLUTIONRESOLUTION NO. 125-14
A RESOLUTION TO APPROVE AN EXTENSION TO THE CONTRACT
WITH PLANTE AND MORAN, PLLC FOR INFORMATION TECHNOLOGY
SERVICES THROUGH THE END OF 2014 IN THE AMOUNT OF
$106,470.00, AND TO APPROVE 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
an extension of the City's contract with Plante and Moran, PLLC for information technology
services through the end of 2014 in the amount of $106,470.00 and authorizes Mayor Jordan to
sign all documents necessary to effectuate that agreement.
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 15t' day of July, 2014.
TEST:
.4,6,- J-iL
SONDRA E. SMITH, City Clerk/Treasurer
TRH
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° FAYFFFEVILLE: -
ti
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division: Chief of Staff Adjustment Number
2014 Dept.: Chief of Staff
Requestor: Don Marr
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
$57,870 to cover a request to approve a resolution amendement between the City of Fayetteville and Plante & Moran
for IT Program & Management Contract services. There is sufficient reserves available to meet this request.
RESOLUTION/ORDI NANCE
COUNCIL DATE: 7/15/2014
LEGISTAR FILE ID#: 2014-0279
K�v%wSpv'ivu�ev'
6/23/2014 3:11 PM
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
TOTAL 57,870 57,870 v.20140619
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub AT Account Name
4470.9470.5315.00 57,870 - 14001 1 EX Contract Services
.....__._. ____.__.. _.. .
4470.0947.4999.99 - 57,870 RE Use of Fund Balance
C:\Users\dmarr\AppData\Roaming\L5\Temp\la2dbe8a-1997-42be-bd6e-cbd1eaff4a5b 1 of 1
City of Fayetteville Staff Review Form
2014-0279
Legistar File ID
7/15/2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Don Marr 6/23/2014 Chief of Staff
Submitted By Submitted Date Division / Department
Action Recommendation:
A request to approve a resolution amendement between the City of Fayetteville and Plante & Moran for IT Program
& Management Contract services previously approved by the Fayetteville City Council (Resolution 2014-012) and
approve a budget adjustment for the cost of the amended request.
4470.9470.5315.00
Account Number
14001.1
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Budget Impact:
4470 - Sales Tax Capital Improvements
Fund
Project Management Services (IT)
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 150,000.00
$ 101,400.00
$ 48,600.00
$ 106,470.00
$ 57,870.00
$ -
V20140610
Previous Ordinance or Resolution # 2014-012
Original Contract Number:
C ents:
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Ah, "7'>-IY
Approval Date:
CITY OF
Tay PV1 le
ARKANSAS
MEETING OF JULY 15T", 2014
TO: Mayor and City Council
THRU: Mayor Jordan
FROM: Don Marr, Chief of Staff`"/
DATE: June 27, 2014
CITY COUNCIL AGENDA MEMO
SUBJECT: Plante Moran Contract Amendment & Budget Adjustment
RECOMMENDATION:
The request is for the City to amend a previously approved agreement with Plante & Moran to
provide project management and IT department management services to the City of
Fayetteville. As was previously discussed during the original contract approval, the IT Director
has been out with a significant health issue and thus created a gap in day to day management
needs for the IT Division. We have several significant IT initiatives taking place and it is
imperative that we have contract division management services to share the work load through
the end of 2014. If at that time regular full time staff is unable to return, the City will then fill the
position permanently with a regular hire rather than contracting with an outside agency.
BACKGROUND:
The City of Fayetteville entered into an agreement with Plante Moran for services % time
through 2014. We have used the contract to supplement day to day management of the IT
Division with an on -site manager every other week since the beginning of the year with the
exception of weekly services through the Capital Planning Process in May. The City still have
significant IT projects moving forward, most importantly the ERP System Selection and
Implementation, as well as regular daily IT management needs. It is anticipated that a final
decision will be made as to the return possibility & date of our IT Director by year end. And we
would like to extend this contract through December 31 It 2014 to cover the management needs
until the final disposition of this situation has been determined.
Additionally, there remains several key projects that still exist on the IT Project Portfolio that
need to be significantly completed prior to the ERP project starting in earnest. Some examples
of some of these key projects and services that are still needed are: The Content Management
System project will soon be kicking off and will need to be managed, as well as the continued
development of processes and procedures for the City's IT department. Additionally, there are
critical projects such as the Database Cluster Replacement, Disaster Recovery Plan re-
development, ERP readiness, GIS Database upgrade, and continued development of metrics
and procedures within the department.
BUDGET/STAFF IMPACT:
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
The contract amendment will utilize approximately $48,600 of unused funds within the IT
division and a budget adjustment for the balance of the contract amount needed — which will be
used through use of reserves for a total cost of $106,470.
The contract rates remains at the "all inclusive" (travel, housing, payroll, etc.) rate as originally
quoted and selected by the City of Fayetteville Selection Committee and previously approved by
the City Council January 7th, 2013.
Attachments:
Current Plante & Moran Contract Amendment for July 2014 through December 2014.
Resolution 16-14 approved by the City Council, previous staff memo, contract, Plante & Moran
original proposal
2
RESOLUTION NO.
A RESOLUTION TO APPROVE AN EXTENSION TO THE CONTRACT
WITH PLANTE AND MORAN, PLLC FOR INFORMATION TECHNOLOGY
SERVICES THROUGH THE END OF 2014 IN THE AMOUNT OF
$106,470.00, AND TO APPROVE 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
an extension of the City's contract with Plante and Moran, PLLC for information technology
services through the end of 2014 in the amount of $106,470.00 and authorizes Mayor Jordan to
sign all documents necessary to effectuate that agreement.
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 15th day of July, 2014.
APPROVED: ATTEST:
Lo
LIONELD JORDAN, Mayor
LIZA
SONDRA E. SMITH, City Clerk/Treasurer
Fayetteville Hours Additional Hours Expansion Proposal
June 10, 2014
Background: In 2013, Plante Moran responded to an RFP to conduct IT Project and Departmental IT
Management work on site for a period of approximately 6 months. The original intent of the proposal
was to cover approximately 520 hours.
Work at the City began the week of January 20th, 2014 and has evolved into being on site nearly every
other week, with some weeks being every week for the months of February through June of 2014 with
limited amounts of work being performed on the off weeks. During that time the on -site resource, Dale
Vanderford, has begun to implement a project management methodology and has started to evolve the
IT department into a culture of service and professionalism. It is during this on site time, that the
department sees the most momentum, so it is the wish of Fayetteville City management that the hours
be increased for a period of time in order to prolong the oversight in the department.
Proposal: During the months of July through December, 2014 additional oversight of the department,
as well as further development of business processes and policies/procedures are necessary due to the
effort required to establish these items in a limited time frame in the contractual time allotted. An
increase in scheduled hours is needed because the bank of 520 hours will be exhausted by the end of
June, 2014
Below is current and proposed schedule of hours to illustrate the difference in the scheduling.
23-Jun
42
est
est
7-Jul
42
28-Jul
42
est
est
11-Aug
42
25-Aug
42
est
est
8-Sep
42
22-Sep
42
est
est
6-Oct
42
20-Oct
42
est
3-Nov 42 est
17-Nov 42 est
1-Dec 42 est
15-Dec 42 est
Our fees for providing assistance to the City of Fayetteville will not exceed $104, 470, comprised of 184
additional hours @$195.00 per hour for all of the staff time spent on services related to IT Project
Management engagement, inclusive of any expenses incurred.
Fees associated with any potential changes to our scope of services and/or other optional assistance as
deemed necessary by the City, or future phases to be determined, can be provided at your request at a
later date and will not be billed until formally approved, separately, by the City of Fayetteville.
We appreciate the opportunity to be of continued service to the City. If you agree with the terms of this
engagement as described in this letter, please sign the enclosed copy and return it to us via fax to
248.603.5516. If you have any questions regarding this proposal, please do not hesitate to contact Dale
Vanderford or Adam Rujan at 800.544.0203.
RESOLUTION NO. 16-14
A RESOLUTION TO APPROVE A CONTRACT WITH PLANTE AND
MORAN, PLLC FOR INFORMATION TECHNOLOGY SERVICES IN THE
AMOUNT OF $101,400.00
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
the attached Contract with Plante and Moran, PLLC for information technology services in the
amount of $101,400.00 and authorizes Mayor Jordan to sign this contract.
PASSED and APPROVED this 7th day of January 2014.
199 U0�
Z
0144.,"
By: 044�—
SONDRA E. SMITH, City Clerk/Treasurer
`X%11111i
"Jo FAYETTEVILLE.
M y�
II�F� y•, �•R�v ��O
Paul Becker
Submitted By
City of Fayetteville Item Review Form
2013-0242
Legistar File Number
1 /7/2 014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Action Required:
Finance
Department
Approval of an information technology project and management services contract with Plante &
Moran, PLLC.
Does this item have a cost? 1�
$101,400.00
Cost of this request
4470.9470.5315.00
Account Number
14001-1
Project Number
Budgeted Item? YeS
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
$150,000.00
Category or Project Budget
Funds Used to Date
$48,600.00
Remaining Balance
Budget Adjustment Attached?
20 a3
�� f2-lq-63
Program or Project Name
Program or Project Category
Fund Name
llM
V20130812
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
KANSAS
NON -AGENDA ITEM MEMO
To: Mayor Jordan
Thru: Don Marr, Chief of Staff
From: Paul A Becker
Date: December 18, 2013
Subject: Information Technology Project Implementation & Management Services Contract
PROPOSAL:
This request is for the City to enter into an agreement with Plante & Moran to provide Project Management
Services to the City. During the 2014 Budget discussions this project was discussed with the Council. As was
discussed during the budget, the IT staff has been very short staffed this year and those staffing issues will
continue into 2014.In addition the division is in the process of a major project that changes the City's e-mail
platform from Novell GroupWise to Microsoft Outlook. The project also includes the implementation of
Microsoft 365 and upgrading of Microsoft Office to the latest version. In addition to that project, a
telecommunication project which changed the communication carrier from AT & T to Cox Communications
was implemented but work on that project remains. We also have other projects planned in the future such as a
new ERP system.
This project will support the IT division in the implementation of projects and provide management advise on
future projects.
RECOMMENDATION:
Staff recommends that the proposed contract with Plante & Moran,PLC to provide Project Implementation &
Management Services be approved.
BUDGET IMPACT
Funds for this project was approved in the 2014 budget. The cost of this request is $101,400 of the total budget
approved which was $150,000.
RESOLUTION NO.
A RESOLUTION TO APPROVE A CONTRACT WITH PLANTE AND
MORAN, PLLC FOR INFORMATION TECHNOLOGY SERVICES IN THE
AMOUNT OF $101,400.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section l: That the City Council of the City of Fayetteville, Arkansas hereby approves
the attached Contract with Plante and Moran, PLLC for information technology services in the
amount of $101,400.00 and authorizes Mayor Jordan to sign this contract.
PASSED and APPROVED this 7th day of January 2014.
By:
LIONELD JORDAN, Mayor
ATTEST:
By.
SONDRA E. SMITH, City Clerk/Treasurer
•
ayZee�vle
KANSAS_
THE CITY OF FAYETTEVILLE, ARKANSAS
CONTRACT
Reference Bid: RFP 13-16, Information Technology Project Implementation & Management Services
Contractor: Plante & Moran, PLLC
Term: 1 year
This contract executed this -day of ,-;, 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 13-16 (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. IT Support 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 13-16, TT Support Services
Page I of 5
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 13-16, IT Support Services
Page 2 of 5
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 $101,400.00, based on a blended consulting rate of $195 per hour, inclusive of all travel
expenses, at an estimated 520 hours. In the event services are provided which do not require travel, the
rate shall be less than $195 per hour as negotiated.
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 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.
RFP 13-16, IT Support Services
Page 3 of 5
13. Scope of Work: Scope is further defined in detail with Appendix A of this contract:
Services required include assistance to the staff in the evaluation and resolution of problems on current
projects. Services would also include new projects assigned by the Chief of Staff and/or the Finance and
Internal Services Director of the City. Essentially the services required will require an on -site contract
project manager. The contract project manager would both assist staff in problem evaluation and
solution as well as assist in the implementation of new projects. The contract manager would be the
working manager. Services would also include assisting the Chief of Staff and the Finance and Internal
Services Director in the evaluation and solution of new problems encountered as well as advice on long
range planning for the Information Technology (IT) Department.
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 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 13-16;
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.
RFP 13-16, IT Support Services
Page 4 of 5
WITNESS OUR HANDS THIS --� DAY OF , 2014
PLANTE & MORAN, PLLC
By:
Adam Rujan, Parger
Z'1 �� Nor k e s �Ctk Pz - y
Business Address
City, State & Zip Code
Date Signed: t 2 " t 8 —13
CITY OF FAYETTEVILLE, ARKANSAS
LIONELD O AN, Mayor,�
z,
�J: FAYETTEVILLE:�'�
G�
e
�sc5',y kA ASP.. �.
N,l11 70 j
ATTEST: jie Ot
Sondra Smith, City Clerk
Date Signed: _ 0-w D 9 -Z:3
RFP 13-16, IT Support Services
Page 5 of 5
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.
8. WITHDRAWAL OF PROPOSAL:
a. A proposal may be withdrawn at any time.
9. 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. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of
their submittal documents prior to opening time and date listed.
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall
be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local
time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W.
Mountain, Fayetteville, AR.
10. 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.
11. 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."
12. 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.
13. 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
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 5 of 14
trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part thereof
covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City.
14. 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.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
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.
16. 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 allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval.
17. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving sixty (60) 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 other 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.
18. 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.
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 6 of 14
19. 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 -phase contracts, this provision shall apply separately to each item.
20. 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.
21. 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.
22. 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.
23. OTHER GENERAL CONDITIONS:
a. Proposers must provide the City with their proposals signed by an employee having legal authority to
submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall
be borne by the Proposer.
b. The City reserves the right to request any additional information it deems necessary from any or all
Proposers after the submission deadline.
c. The request for statement of qualification 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 Proposer 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.
d. If products, components, or services other than those described in this bid document are proposed, the
Proposer must include complete descriptive literature for each. All requests for additional information
must be received within five working days following the request.
e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.676.8220) or e-mail (aforen aci.fayefteville.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 Proposers to be on equal terms.
f. 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 (aforen _ci.fayefteville.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
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 7 of 14
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.
g. 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.
h. 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.
L 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 controlled 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.
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 substantially 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.
k. The successful Proposer's 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/hersetf 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.
1. The following documents are included with this solicitation: NIA
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 8 of 14
City of Fayetteville
RFP 13-16, IT Support Services
SECTION B: Scope of Services and General Information
1.) OVERVIEW: The City of Fayetteville is seeking proposals to provide support services to the City's IT function.
Services required include assistance to the staff in the evaluation and resolution of problems on current projects.
Services would also include new projects assigned by the Chief of Staff and/or the Finance and Internal Services
Director of the City. Essentially the services required will require an on -site contract project manager. The
contract project manager would both assist staff in problem evaluation and solution as well as assist in the
implementation of new projects. The contract manager would be the working manager. Services would also
include assisting the Chief of Staff and the Finance and Internal Services Director in the evaluation and solution of
new problems encountered as well as advice on long range planning for the Information Technology (IT)
Department.
The services requested will require previous hands on experience with hardware and software currently being
used by the City of Fayetteville. Proposals should contain an all-inclusive hourly rate.
2.) INTENT:
a. The City intends to select a primary contract manager for an initial six (6) month term with renewable
options in additional six (6) month increments.
b. The City desires to contract with experienced personnel to optimize the City's operation needs in a timely,
highly skilled, and productive manner.
3.) CURRENT TECHNOLOGY INFRASTRUCTURE:
a. AS400 for central processing
b. 28 sites exist on the City's network
i. Eight (8) are connected through a fiber network
ii. Nineteen (19) are on a leased TELCO connections
iii. One (1) is connected using site -to -site VPN across the internet
4.) CURRENT TECHNOLOGY APPLICATIONS:
a. New World System (ERP): The City is running New World System on an AS400 platform which was
initially installed in the 1990's. It is the City's intent to purchase and implement a .net solution in the near
future; however, a new system has not been procured at this time.
b. Electronic Data Management System: used for document imaging and management
c. Hansen Asset Management: Used for several different purposes including generation of work orders,
permitting, and in some cases inventory tracking. Currently, the City is using version 7.77 which is being
run on a Microsoft SQL server.
d. The City maintains a website using WEB 1.0 technology.
e. The City is currently in the process of migrating email platforms from Novell GroupWise to Microsoft
Office 365 including upgrading all users to Office 2013. (Current major project).
f. The City uses NovaTime for time and attendance both to schedule and monitor work hours.
5.) SCOPE OF WORK: In serving this contract, the selected entity will be expected to perform said scope of services as
assigned:
a. Proposer will provide the City with hands on consulting and related professional services for any and all
projects specified by the City during the contract period. Proposer shall provide written or oral progress
reports as requested by the City.
b. Awarded Proposer shall be on site as needed within the work week. Amount of time on -site is flexible as
long as contract needs are being properly taken care of.
c. The City estimates approximately 520 hours over the first six (6) month term.
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 9 of 14
d. Current major project includes assisting and helping the IT Department manage the e-mail conversion
from GroupWise to Outlook.
e. Provide good customer service to both internal and external customers.
f. Respond to common inquiries or complaints from users.
g. Assist in the development of IT applications and business processes in view of evolving technology.
h. Provide regular weekly and monthly updates to the Chief of Staff and Chief Financial Officer as to the
progress of projects, resolution & work plans for problem resolution of issues that arise from the daily
operations of the City business & outlines of IT Division priorities outlined for the immediate work period.
6.) PROPOSAL SUBMITTAL: In responding to this request, firms should include the following information in
addition to other requested information and pertinent company information related to the selection criteria:
a. Proposals should be prepared simply and economically, providing a straight forward, concise description
its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional
material are not required. Emphasis should be on completeness and clarity of content. All documents
should be typewritten on standard 8'/2' x 11" white papers and bound in one volume. Exceptions would
be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville's ability to
accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one -page
b. References: A client reference list for which similar work has been performed within the past five (5)
years.
c. Experience: Provide a general description of the firm, its history, primary types of work, organizational
structure, etc.
d. Fees:
State hourly fee to be charged for services. Fee shall be all inclusive and include all travel,
relocation, services, etc. The City shall not pay additional travel expenses. See also fees
discussed in the Signature Submittal section.
e. Company:
i. Experience: Proposer shall provide a detailed description of similar city and/or county projects or
contracts that currently use the proposed system, completed and/or presently provided during the
past five (5) years. Provide complete contact information, name, address, phone and emails for
all references.
ii. Company Principals: Provide a brief biographic overview of the Company's key principals.
iii. Capabilities: Proposer shall provide a description of limitations relative to facilities, staff
personnel, on -going projects/ contracts, etc. Specifically, provide in RFP response what priority
will be placed on this project.
iv. Company Organization:
1. Primary Business: Proposers shall describe company's primary business interest
and/or operations including organization and affiliations. Include the magnitude of your
operation as it relates to this project.
2. Company History: Provide pertinent company historical information that will
demonstrate your capability to successfully accomplish this project.
f. Personnel:
Staff: The Proposer shall provide a description of how work will be assigned to effectively
facilitate the requirements of this project.
i. Resumes: The Proposer shall provide maximum one -page resumes of key personneyperson
intended to be utilized for this project. One -page resumes do not count towards page restrictions
outlined in this RFP. Resumes shall include, at a minimum:
Position Title
Tenure with Proposer
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 10 of 14
• Experience
• Other related information
7.) CONTRACT FORMATION:
a. If the negotiation produces mutual agreement, the draft contract as a part of this package will be
constructed and forwarded to the Fayetteville City Council for approval. If negotiations with the highest
ranking Proposer fail, negotiations shall be initiated with the next highest ranking Proposer until an
agreement is reached. The City reserves the right to reject all offers and end the process without
executing a contract.
8.) PROPOSAL CONTENT:
a. Proposals should be prepared simply and economically, providing a straight forward, concise description
its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional
material are not required. Emphasis should be on completeness and clarity of content. All documents
should be typewritten on standard 8 W x 11" white papers and bound in one volume. Exceptions would
be schematics, exhibits, or other information necessary to facilitate the City of Fayetteville's ability to
accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less, excluding one -page
team resumes.
9.) TERM OF CONTRACT:
a. The initial term of the contract shall be for a six (6) month period. The contract shall be renewable by mutual
consent, on a mutually agreed basis. The contract may be terminated by either party by giving the other
party written notice of such intent not less than thirty (30) days prior to the effective date of the termination. In
the event of termination, claims for compensation owed the consultant by the City shall be limited to verifiable
services rendered. The City reserves the right not to use the "primary" contract solely. The City reserves the
right to contract with any firm responding to this request, based on specific project needs and experience
needed.
10.)DEMONSTRATION & ORAL PRESENTATION:
a. Following the evaluation of the proposals, the Selection Committee may request that the top ranking firms
make an oral presentation or be interviewed. If presentations are necessary, they will take place in
Fayetteville, Arkansas. Notices will be sent by the Purchasing Division.
11.) ANTICIPATED PROJECT TIMELINE: subject to change
Date
Time
Description
Tuesday, October 15, 2013
N/A
Advertisement for RFQ
Friday, November 01, 2013
Before
2:00 PM
Deadline to submit a Proposal
Tuesday, November 12, 2013
NIA
Contract negotiations finalized and contract signed by
Vendor
Friday, November 15, 2013
4:00 PM
Internal deadline for packet to be turned into City Clerk's
Office for 12/03/13 City Council Meeting
Tuesday, November 26, 2013
4:30 PM
Agenda Session for 12/03/13 City Council Meeting
Tuesday, December 03, 2013
6:00 PM
City Council Meeting to consider contract
12.)SELECTION CRITERIA: SELECTION CRITERIA: The following criteria will be used by the City to evaluate and
score responsive proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate
and score their proposal. Each proposal submitted is not required to be ranked by the selection committee;
however, all proposals will be evaluated. The contract may be awarded to the most qualified firm, per the
evaluation criteria listed below, based on the evaluation of the selection committee.
1) 25% 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.
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 11 of 14
2) 25% 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 submittal.
3) 20% 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 scope of work. Include with this the amount of work
presently underway.
4) 15% 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 the City can contact for information.
5) 15% Price: Complete hourly fee to the City for all services described herein including but not limited to
fees for services, travel, lodging, re -location fees, etc.
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 12 of 14
City of Fayetteville
RFP 13-16, IT Support Services
SECTION E: Signature Submittal
1. Disclosure Information
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. Proposer 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):
I certify that; 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 my organization shall comply with all State and Federal Equal
Opportunity and Non -Discrimination requirements and conditions of employment.
2. 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:
Name of Primary Contact:
Title of Primary Contact:
Phone#1 (cell preferred):
E-Mail Address:
Phone#2:
3. Please acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification 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 ACKNOWLEDGED I
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 13 of 14
4. PRICE BID: Firm proposes the following all inclusive hourly rate. Rate includes all expenses to the city including but
not limited to services, travel, overhead, re -location, etc. The City shall not pay additional fees outside of contracted
hourly rate for the services listed in this RFP. In the event of contract extension or renewal, the number of hours will be
increased.
Estimated Quantity Proposed Hourly
Item Description (# hours in 6 months) Rate Total Fee for 6 months
1 IT Services as 520 x $ _ $
described
5. As an interested party on this project, you are required to provide debarment/suspension certification indicating in
compliance with the below Federal Executive Order. Certification can be done by completing and signing this form.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual
awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency
from doing business with the Federal Government.
6. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME:
COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
PHONE:
E-MAIL:
SIGNATURE:
TITLE:
DATE:
City of Fayetteville, AR
RFP 13-16, IT Support Services
Page 14 of 14
f"I
plante
moran
November 1, 2013
Ms. Andrea Foren, CPPO, CPPB
City of Fayetteville, AR
113 W. Mountain -- Room 306
Fayetteville, AR 72701
Dear Ms. Foren:
Plante & Moran, PLLC
27400 Nordwrastem Highway
P.O. Box 307
Souftleld, MI 48037-0307
Tel! 248.352.2500
Fax 248.352,0018
plantemoran.com
Plante & Moran, PLLC (Plante Moran) is pleased to respond to your Request for Proposal to provide
IT Support Services to the City of Fayetteville, AR. We understand that the City is seeking proposals
to provide support services to the City's IT function, including assistance to the staff in the evaluation
and resolution of problems on current projects. We understand that the services requested will require
previous hands on experience with hardware and software currently being used by the City. We are
confident that we have a deep understanding of many of the City systems that would be impacted by
this contract, including:
• New World Systems (ERP); reviewed as part of the 2010 IT Assessment
• Electronic Data Management System (EDMS); reviewed as part of the 2010 IT Assessment
• Hansen Asset Management; reviewed as part of the 2010 IT Assessment
In addition, Plante Moran assisted the City in soliciting and analyzing vendor proposals for the
Microsoft Office 365 initiative. Overall, we feel that our past experience and knowledge of City
operations, coupled with our deep project management experience and industry knowledge expertise
would help the City effectively implement the important IT projects as defined in the City's project
portfolio.
As part of our proposal, we are offering the City an experienced information technology leader, Mr.
Dale Vanderford. Dale was Director of Technology and Operations for Washtenaw County, Michigan
and spent his last two years prior to joining Plante Moran on implementing and managing the
consolidation of the network infrastructure teams and data centers for Washtenaw County and the City
of Ann Arbor, MI. Prior to that, Dale managed the operation and management of the County's IT
department, a $9 million, 30 person department. During Dale's tenure in the department, several
infrastructure upgrades occurred, including the construction of a 90 mile fiber optic network, two data
center moves, several new buildings were brought online, two Microsoft Exchange Upgrades, and the
implementation of an Asset management system was completed. There were also several sizeable
software selections and implementations, including an ERP System, document management, video
surveillance software, and the changing of a Police Records Management system (New World
Systems, running on an A/S 400) that coordinated the changing of Police records in 9 separate
jurisdictions to one single package. During Dale's tenure, the department consistently received
national accolades, including several consecutive year appearances on the Digital Counties Survey
top 10 and two consecutive years on CIO Magazine's Top 100 IT departments list. Dale joined the
Plante Moran staff in 2011.
Praxity
MEMBt:q .'
GLOBAL ALLIANCE OF
41WEPENOENT FIRMS
PROPOSAL TO PROVIDE IT SERVICES
12KININ 11OUT-11 M
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:
Significant and recent experience in conducting Project Management, Information Technology
Assessments and related Technology Consulting for municipal clients including current and recent
engagements for the following entities
o City of Chandler, AZ
o Ottawa County, MI
o Town of Hempstead, NY
o Johnson County, KS*
o Muskegon County, MI*
o City of Carlsbad, CA
o Washtenaw County, MI*
o City of Mesa, AZ*
o Waukesha County, WI* o Oakland County, MI*
*'— denotes organizations that have been recognized by the Center for Digital Government as winners for their respective
populations served
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.
* 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,
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 project management
services to the City.
If you have any questions concerning this proposal, please contact:
Mr. Adam Rujan, Partner
27400 Northwestern Hwy.
Southfield, MI 48037-0307
Phone Number: 800.544.0203
adam.rujan@plantemoran.com
Mr. Rujan is authorized to contractually bind the Firm. Plante Moran has provided our standards terms
and conditions for the City's review. Our proposal is valid for 90 days from the response date.
Very truly yours,
PLANTE & MORAN, PLLC
/� "
Adam Rujan, Partner
PROPOSAL. TO PROVIDE IT SERVICES PLANTE MORAN
Table of Contents
1.
References................................................................................................. 4
2.
Experience..................................................................................................6
3.
Fees..........................................................................................................10
4.
Company..................................................................................................11
5.
Personnel.................................................................................................18
6.
Appendix A — Terms and Conditions........................................................
22
7.
Appendix B — Forms.................................................................................
25
31Page
PROPOSAL TO PROVIDE IT SERVICES
1. References
PLANTE MORAN
City of Fayetteville, AR Information Technology Assessment, Strategic Planning &
Mr. Paul Becker
Implementation
Finance Director
Conducted an Information Technology Assessment for the County
113 West Mountain Street
that included a review of all aspects of organization, administration
Fayetteville, AR 72701
and use of technology within the County. As part of the
479-575-8330
engagement we conducted IT departmental interviews, interviews
pbeckera@ci.fayetteville.ar.us
with all 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, IT organization structure, enterprise resource
planning (ERP), line of business applications (e.g., GIS, courts,
etc.), cost allocation methodology, IT infrastructure, project
management approach, project portfolio management and
identifying opportunities for alternative delivery of services.
Muskegon County, MI
ECM Software Selection
Mr. Eric Stevens
Assisted the County in the selection of a new Electronic Content
Circuit Court Administrator
Management Software solution. Activities included conducting of
141 E. Apple Avenue
interviews, RFP development, proposal analysis and assistance to
Muskegon, MI 49442
the County in the due diligence process of reviewing various
(231)724-6293
solutions.
StevensEr(a)co.muskeoon.mi.us
ECM Implementation Management Assistance
Currently assisting the County in the implementation of a new
Electronic Content Management Software solution by providing
project management assistance, including PMO support, project
administration, and business analysis services.
Ottawa County, MI
IT Assessment
Mr. Alan Vanderberg
As a continuous improvement effort, conducted an Information
County Administrator
Technology Assessment that included a review of all aspects of
Fillmore Street Complex
the organization, but specifically focused on creating a roadmap
12220 Fillmore Street
for readying the organization to adopt emerging technologies.
Room 310
Examined the current department technologies process and
West Olive, MI 49469
staffing and provided a 5-year technology plan that will enable the
616-738-4068
department to embrace the current trends in technology and those
that are still evolving. The engagement also included an
avanderberq(@miottawa.org
assessment of the current technologies in use as well as an
analysis of the opportunities available for collaboration with other
entities such as other cities, townships, villages, and school
districts. Specific areas of focus included Organizational Support
Structure, Infrastructure, IT Governance, and plan for adoption of
new technologies.
41Page
PROPOSAL TO PROVIDE IT SERVICES PLANTE MORAN
City of Carlsbad, CA
IT Assessment
Ms. Cynthia Haas
Assisted the City with an information technology assessment
Deputy City Manager
and evaluation of IT sourcing options. Activities include
1200 Carlsbad Village Dr.
conducting an assessment in the areas of organization,
Carlsbad, CA 92008
administration, infrastructure, and enterprise applications.
760-434-2829
Compiled interim issues and opportunities and cost savings
opportunities and presented these to City management.
Conducted comparative research of similar organizations.
Prepared a cost of services analysis relative to IT services.
Presented IT assessment results and plan to the City
management.
City of Mesa, AZ ERP Implementation Management Assistance
Ms. Diane Gardner Assisted the City in the implementation of the selected ERP
Chief Information Officer (CIO) solution as part of the city's project management office (PMO).
200 South Center Street Also had direct project management responsibility for a number
Building 2 of implementation teams.
P.O. Box 1466
Mesa, AZ 85211-1466
480-644-3449
City of Colorado Springs, CO IT Assessment
Mr. Jesse James
Assisted the City with an information technology assessment
Interim CIO
and evaluation of IT sourcing options. Activities include
30 S. Nevada Ave.
conducting an assessment in the areas of organization,
Colorado Springs, CO 80903
administration, infrastructure, and enterprise applications.
719-385-5767
Compiled interim issues and opportunities and cost savings
opportunities and presented these to City management.
Conducted comparative research of similar organizations.
Prepared a cost of services analysis relative to IT services.
Presented IT assessment results and plan to the City
management.
6 1 P a g e
PROPOSAL TO PROVIDE IT SERVICES
I 1 91111 iW&[ilOWNl
2. Experience
Summary
1— Experienced Team
2,5 Years of Experience Providing IT
Assessment Services to municipalities
SO Years of Government Management
Consulting Experience
85+Years in Business
our IT Assessment
00+ IT Assessments conducted in the
past 10:vears
Plante Moran Background and Experience
Founded in 1924, Plante & Moran, PLLC (Plante Moran) is the twelfth largest management consulting
and public accounting firm in the United States. Plante Moran 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.
• Staff turnover rate below 15% which is significantly lower than that of other national public
accounting firms.
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
• The firm has been named to Fortune Magazine's 100 Best Companies to Work for in
America" for the last 14 years.
• The firm is ranked 55th on list of Training magazine's "Top 100 Training Organizations"
• 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 commitment 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. At present,
we work with well 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.
Government Consulting Services Overview
Plante Moran has assumed a leadership role in providing consulting services to governmental entities.
The range of services we provide includes the following:
• Information Technology Consulting • Human Capital Management and
• Communications & Networking Services Development
• Project Management and Oversight • Market Research Services
• Operations Analysis • Business Planning and Feasibility
• Consolidation Studies Analysis
• Organizational Planning and
• Employee Benefits Analysis
Development • Assurance Services
• Financial Management Services • Real-estate, Design and Construction
Consulting
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:
E Information Technology Assessments including:
o Organization
o Administration
o Technology
m Strategic Information Technology planning
in Communications and networking including:
o WAN/LAN architecture and development
o Network analysis and optimization
o Telecommunications
o Voice/data/video integration
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PROPOSAL TO PROVIDE IT SERVICES
o Performance assessment
o Bandwidth utilization
m Security assurance including:
o Information system reviews
o System trust services
o Network security reviews
o SAS/70 reviews
• 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
• Outsourcing analysis
if e-Government Strategy and development
Technology management
* Project management
PLANTE MORAN
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.
_ - ... .
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.
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
zlla
Help Desk ITIL Our staff have significant experience in conducting help desk
assessments and performance metric development.
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.
Internet / Intranet Our Web Services group has experience in developing e-
government strategies and significant experience in deploying
both Internet and Intranet sites for public sector clients.
Additionally, our web 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.
Overall, 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.
9 1 P a g e
PROPOSAL TO PROVIDE IT SERVICES
3. Fees
PLANTE MORAN
Our fee is based on our blended consulting rate of $195 per hour. This hourly rate is all inclusive and
will include all travel and other incidental expenses. At a total of 520 hours, this equates to a total cost
for this effort of $101,400.
These services are expected to commence about January 1, 2014 and continue for 6 months. We
anticipate that Mr. Vanderford will be on site every other week, or some other mutually agreeable
schedule.
Additional Plante Moran experts can be made available, on an, as needed, and requested basis at this
same cost.
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PROPOSAL TO PROVIDE IT SERVICES
4. Company
PLANTE MORAN
Experience
Plante Moran has been providing software selection and implementation consulting services to
governmental clients for the last thirty years. We provide the full -range of services related to the
planning for, selection, contract negotiations and implementation of new technologies and processes
for municipal governmental software.
The following matrix identifies desired consultant capabilities, skills and core competencies required as
part of this engagement and how our firm matches up against these criteria:
Required Capabilities Plante Moran Match
9) Experience with governmental systems and Our firm has been involved in assisting
implementations with a scope similar to the governmental clients in the selection and
City's size of project. implementation of technology solutions for over
30 years including clients of comparable size and
complexity to the City.
2) Strong written and oral communications skills
that engage the entire team and maintain
efficient communications and decision -
making throughout the engagement. The City
requires candidates with experience giving
technical or executive presentations and
practicing disciplined documentation
throughout the entire process.
3) Ability to form effective working relationships
with management, supervisory, operational,
and technical personnel from the City, other
involved vendors, and any other stakeholders
engaged in the success of this project.
4) Ability to take direction and then work without
immediate supervision to stay focused on
meeting the City's requirements with high
satisfaction.
5) Demonstrate a willingness to implement
innovative program and project management
methodologies, approaches and tools.
I I I P a g e
All of the senior staff assigned to the project
regularly communicate with Councils,
Commissions and Boards and senior
management within governmental organizations
either as part of the facilitation of projects for the
client or in giving oral presentations presenting
the results of a project.
Our selection process is a very participatory one
that includes senior management, technical staff,
operational staff, outside vendors and other
relevant stakeholders. We are very adept at
working with all of these constituencies.
Our team includes staff that are experienced and
self -motivated requiring little direction while able
to lead the project or phases they are responsible
for.
_ .....,
We regularly look for innovative ways in which to
deliver our services in a more efficient and
effective manner through the use of newer
technologies and methods. For example, as a
standard part of all projects performed we provide
a collaboration center (e.g. MS SharePoint) in
which to manage all activities on the project that
is accessed by the client and our team.
PROPOSAL TO PROVIDE IT SERVICES
Required Capabilities
6) Highly disciplined, focused leader, who can
effectively assess project risk and take action
to mitigate risks.
PLANTE MORAN
Plante Moran Match
Staff assigned to the project are experienced in
these types of projects and use project
management methods including regular
assessment of project risk. Furthermore, our
significant experience in the selection and
implementation of software solutions has resulted
in our ability to identify risks common to these
types of projects, early in the project.
7) Ability to consistently meet deadlines while Our staff are committed to meeting deadlines that
exercising strong project and fiscal controls. are established by the client for an engagement
while meeting both quality and fiscal controls.
—_-_--- . _-.._----- ....... .....
8) Professional behavior and appearance. Plante Moran has a very rigorous hiring process
to ensure that there is a fit between the individual
and the core values of the firm that stress
services to the client in a professional manner.
9) Ability to provide clear direction to multiple
stakeholders and hold them accountable for
producing the required results.
_. ---- ---- -.... ...... ...... _ _. __. ....-........ _ . _-.......-.
10) Passion for escalating issues appropriately to
ensure quick problem resolution.
11) Proven ability to organize large projects,
structure the processes for change
management, risk management and project
controls.
At the start of the project, we engage the various
stakeholders on the project that will be required to
provide input during the process to articulate what
we will need from them and when. This
information is captured in a Project Charter that is
developed at the start of the project.
.................. _ ..-- .. ....... .
The process used on our projects ensures that
any outstanding issues are quickly escalated
such that delays in the project do not occur. This
escalation process is defined during the early
stages of the project. Furthermore, we will
regularly conduct project reviews with client
management to identify and discuss outstanding
issues and risks.
Our staff is adept on the various aspects of
managing and delivering large-scale information
technology projects within the public sector. We
are well aware of both the technical and
organizational challenges in implementing a new
system and regularly counsel our clients on
various dimensions and related to the fact that
implementing a new system will affect people,
process and technology.
The following list provides a description of the municipal IT projects that our firm has performed over
the last several years. Several of these past clients are provided as references in Section 2 of this
proposal response.
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
Client Name Project Title Project Date
City of Pueblo, CO ERP Due Diligence and Implementation Mar 2013 — Present
Management Assistance.
_..._.._ __.___-....... .._._._.._.....
.._.
Cape Fear Public Utility ERP Needs Assessment Mar 2013 — Present
Authority, NC
Village of Northbrook, IL
New Braunfels Utilities, TX
City of Grand Rapids, MI
County of Sumner, TN
City of Ann Arbor, MI
City of Corpus Christi, TX
Town of Jupiter, FL
City of Hallandale Beach, FL
City of Columbia, MO
Livingston County, MI
Horry County, SC
City of Oakland Park, FL
City of Cooper City, FL
Marin County, CA
City of Greenville, NC
Hampton Roads Sanitation
District, VA
City of East Lansing, MI
Broward County, FL
......................._._...._......_..-- -- __..........................
City of North Miami Beach,
FL
ERP Selection Mar 2013 — Present
ERP Needs Assessment and Selection Dec 2012 — Present
ERP Needs Assessment and Selection
ERP Needs Assessment and Selection
HR/Payroll Software Assessment
ERP Selection
Utility Billing and Enterprise Assessment
Management Software Selection
ERP Selection
ERP Needs Assessment and Selection
ERP Selection and Implementation Management
Assistance
ERP Needs Assessment and Selection
ERP Selection
ERP Selection
ERP Operations Review
ERP Selection
ERP Needs Assessment and Selection
ERP Needs Assessment
ERP Selection Assistance
ERP Needs Assessment and System Selection
City of Chandler, AZ Oracle Upgrade Project Management Services
Town of Jupiter, FL Financial Management System Selection and
Implementation Management Assistance
City of Flagstaff, AZ ERP Due Diligence Assistance
Nov 2012 — Present
Aug 2012 — Present
Jul 2012 — Dec 2012
Jul 2012 — June 2013
May 2012 — Nov 2012
May 2012 — Present
May 2012 — Present
May 2012 — Present
Feb 2012 — Present
Feb 2012 — Jan 2013
_ ....................
Feb 2012 — Oct 2012
..... ... ........._.
Feb 2012 — Present
Dec 2011 — Present
Jan 2012 — Present
Dec 2011 — Aug 2012
July 2011 —Present
Apr 2011— Present
Mar 2011 —Nov 2011
Mar 2011 — Nov 2012
Jan 2011 —Aug 2011
Muskegon County, MI FMIS Software Selection and Implementation Jan 2011 — Present
Management Assistance
City of Owensboro, KY ERP Selection Nov 2010 — Dec 2011
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
Client Name
Project Title
Project Date
City of Asheville, NC
Development Services Software Selection
Oct 2010 - Sep 2011
City of Casper, WY
Software System Assessment
Aug 2010 - Aug 2011
City of Alexandria, VA
ERP Needs Assessment and Selection
Aug 2010 - June 2011
Borough of State College,
ERP Selection, Contract Negotiations and
Jul 2010 - Present
PA
Implementation Management Assistance
City of Miramar, FL
ERP Selection and Implementation Management
May 2010 - Jul 2012
Assistance
City of Roswell, GA
---- ........
ERP Selection, Contract Negotiations and
---..� -
Jan 2010 - Present
Implementation Management Assistance
Town of Hempstead, NY
Tax System Selection and Implementation Mgt.
Jun 2009 - Present
City of Mesa, AZ
ERP Selection and Implementation Management
...... .... ._.........................._._-_......._._.._.._..._.__..__._................_
Apr 2009 - Aug 2012
Assistance
Cook County Public
---- -
System Assessment and Selection
----- -- -- _ ._..... _........ ....... ............
Apr 2009 - Present
Guardian, IL
Village of Mt. Prospect, IL
ERP Selection and Contract Negotiations
_ . _-...- ....... . . .- ................
May 2009 - Dec 2009
Mid -America Regional
ERP Selection and Contract Negotiations
Mar 2009 - Dec 2009
Council (MARC)
City of St. Charles, MO
ERP Selection and Contract Negotiations
Jan 2009 - Dec 2009
Waukesha County, WI
Financial Applications Analysis Study and RFP
.................
May 2008 - Mar 2011
Development
.
_.. ........._....`-
City of Asheville, NC
ERP Selection and Implementation Management
--
Oct 2007 - Dec 2010
. ........
St. Louis County, MO
ERP Selection and Implementation Management
_................. ... ...........
_ _.... -------
Apr 2007 - Feb 2010
... .................. ............. .............. ....._......__..._.__...... _..
City of Sheboygan, WI
ERP Selection and Implementation Management
Mar 2007 - Dec 2008
City of St. Clair Shores, MI
Time and Attendance Software Selection
2007
City of Elgin, IL
FMIS Software Selection Assistance
.......... —..... _..... .. .......... ......-..._..........
Jun 2006 - May 2007
..._..... _... __........... .
City of Cleveland, OH
FMIS Selection and Implementation Management
Oct 2006 - Feb 2010
City of Livonia, MI
Financial System Upgrade Implementation
2006-2008
Management Assistance
. .
Shelby Township, MI
ERP Selection and Implementation Management
2006-2008
Assistance
Hancock County, OH
ERP Selection and Contract Negotiations
Jan 2004 - Dec 2004
City of Kalamazoo, MI
ERP Software Selection
2004 - 2005
Dane County, WI
FMIS Software Selection
T_..__.. - .......... ...............
Sep 2003 - Jan 2004
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PROPOSAL TO PROVIDE IT SERVICES
Company Principals
PLANTE MORAN
Plante Moran is guided by our philosophy that is based on certain core values and perhaps best
expressed in condensed form by the Golden Rule: "Do unto others as you would have others do unto
you." It is symbolized by the Plante Moran gold ruler and implied in the Plante Moran motto: "We
care." We care about our clients, we care about our work, we care about our families and our
communities, and we care about each other.
Although the Plante Moran philosophy can be summarized by the Golden Rule, it is composed of
many principles, such as those in our Statement of Principles, namely: service, ethics, recruitment,
compensation, individual progress, advancement, teamwork, delegation, education, leadership,
individual freedom, communication, decision making, the common good, and balance.
These important principles include fairness; doing everything reasonable for the individual up to the
point of harming the team; helping the individual to become all that he or she is capable of becoming;
optimizing, rather than maximizing, or financial success; and doing what is right for the right reasons,
with major emphasis on the long-range consequences of our decisions.
Although we will continue to expand and refine the principles embodied in the Plante Moran
philosophy, our emphasis will be on communicating, exemplifying, and living the Golden Rule day in
and day out.
Capabilities
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. The following characteristics provided our credentials to deliver
IT services to the City:
• Longevity of Practice: As a firm, we have over 30 years' experience in assisting clients in
conducting IT projects for all areas of governmental operations including Financials, Human
Resources / Payroll, Utility Billing, Community Services, Tax and Public Safety.
• Experienced Project Team: Our project team has significant and recent experience in
performing similar work for other governmental clients. We generally have approximately 15 —
20 projects going on at any one time which allows our consultants to maintain currency related
to all facets and phases of a variety of IT projects.
• Involvement in Complex IT Projects: We have significant experience in working with ERP
solution providers whose solution set involves a complexity of software solutions to meet the
entire needs of a large organization. This has translated to involvement in working with clients
and the selected vendor in negotiating complex contracts and statements of work. More
recently, this has included involvement with clients who are intending to have their entire ERP
Solution provided via Managed Services in which Managed Services options have significant
variability in what can be provided.
• Completeness of 1T Expertise: As a full -service consulting and accounting firm, we have
both depth and breadth in the types of IT services that we can provide within a single firm. We
are able to provide the following set of complementary services that are frequently viewed by
our clients as value -add:
o Chart of Accounts development
o Business process redesign
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
o Internal controls
o Security
o IT staff assessments to assist clients in understanding the degree to which their IT
organizations have the needed skills and certifications to support a new ERP
environment
o Organizational assessments to assist clients in restructuring their organization
including staff roles and responsibilities
o Change management services to assist client staff in the transition from legacy
technologies and business processes to more current technology and redesigned
business processes
o Application controls reviews
o Disaster recovery planning
Vendor Marketplace Knowledge: We have extensive knowledge of the ERP software
vendor marketplace and system integrator marketplace for those vendors that will be likely
providers of software and services to the City. This experience has been gained through a
number of activities including work with other clients in selecting and implementing ERP
solutions, participation in conferences in which ERP vendors are participating (e.g., GFOA
annual conference) and proactive meetings with ERP vendors to understand their latest
product and service offerings to governmental clients. For example, over the last several
months we have had meetings and/or phone calls with the following vendors to discuss
aspects of the current and future plans related to their ERP products and services including:
o Sungard (on -site meeting in January 2013)
o Oracle (on -site meeting in December 2012)
o Microsoft (discussions related to their Dynamics AX product)
o Workday (conference calls and participation in webinars)
o Agresso (on -site meeting scheduled for February 2013)
o Infor (on -site meeting scheduled for February/March 2013)
o Springbrook (series of conference calls to discuss their current and future plans)
o New World Systems (meeting at their location)
o Tyler Technologies (on -going involvement with them related to recent selection
initiatives)
• Tools, Templates and Methods: We have developed a vast repository of tools, templates
and methods that provide significant value and stream -lining to IT projects while ensuring that
the integrity and thoroughness of the process is maintained.
• Independence: We are completely independent from all providers of IT solutions and system
integrators. As a result, we will be working with the City to select a Solution that provides the
best overall value to the City and its stakeholders.
• Best Practice Identification: We have extensive knowledge of IT -related best practices
through involvement in numerous software selection and implementation projects for other
governmental clients. Through these projects and through our involvement in governmental
operations reviews, we have developed a set of best practices related to execution of the
various functional areas including Financial, Human Capital Management and Supply Chain.
• Client Retention: The biggest testament to our capabilities and project staff is the desire for
our clients to continue using our services after an initial assessment/selection or other
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
technology -related project. In our client references section, we highlight such clients including
those that have used our services in multiple instances due to the high degree of satisfaction
with the quality of our services and our staff.
Company Organization
Plante Moran, PLLC is a limited partnership, owned and operated by its partners. Plante Moran has
over 2,000 staff firm -wide performing Management Consulting, Assurance and Tax services to clients
throughout the U.S. with additional clients around the globe. Our Management Consulting practice
area, which will perform the services requested by the City of Fayetteville consists of:
• Over 175 staff and partners
• 17 of which are dedicated to serving governmental clients across the U.S.
We have provided and are currently providing implementation management services to a number of
municipal clients. All of our office locations are listed below.
Illinois
Chicago
Northwest Chicago
225 W. Washington Street
2155 Point Boulevard
Suite 2700
Suite 200
Chicago, IL 60606
Elgin, IL 60123
Michigan
Ann Arbor
Auburn Hills
Detroit
1000 Oakbrook Dr.
2601 Cambridge Court
7310 Woodward Ave.
Suite 400
Suite 500
Suite 740
Ann Arbor, MI 48104
Auburn Hills MI 48326,
Detroit, M148202
East Lansing
Flint
Grand Rapids
1111 Michigan Avenue
111 E. Court St
634 Front Avenue NW
East Lansing, MI 48823
Suite 1A
Suite 400
Flint, MI 48502-1647
Grand Rapids, MI 49504
Kalamazoo
Macomb
St. Joseph
750 Trade Centre Way
19176 Hall Road
511 Renaissance Drive
Portage, MI 49002
Suite 300
Suite 120
Clinton Township, MI 48038
St. Joseph, MI 49085
Southfield
Southfield (East Office)
Traverse City
27400 Northwestern Highway
26300 Northwestern Highway
600 E. Front Street
Southfield, MI 48034
Suite 120
Suite 300
Southfield, MI 48076
Traverse City, MI 49686
Cincinnati Cleveland Columbus
537 E. Pete Rose Way 1111 Superior Ave 65 E. State Street
Cincinnati, OH 45202 Suite 1250 Suite 600
Cleveland, OH 44114 Columbus, OH 43215
Toledo
3434 Granite Circle
Toledo, OH 43617
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PROPOSAL TO PROVIDE IT SERVICES
5, Personnel
PLANTE MORAN
Our staffing approach is designed to assign personnel to areas of the project where their expertise is
required. All of the proposed team members have worked together on a number of engagements for
municipal clients. Communication, involvement and teamwork characterize our management
philosophy and are extremely important on this project internally and with the City.
Overall, we are offering the City an experienced project management and information technology
director, Mr. Dale Vanderford. Mr. Vanderford has served as IT Director for Washtenaw County, a
county of about 300,000 people during a time of tremendous growth and change and as the
Infrastructure Manager in the City of Ann Arbor during the New World Systems ERP Implementation.
In addition, we will make available an additional pool of IT professionals to assist in related technical
matters, such as security, infrastructure, communications, etc, on an as needed basis at the discretion
of your management team. With this management orientation, we believe that all project tasks can be
effectively achieved and any issues or problems can be resolved effectively and expediently, resulting
in the successful accomplishment of the project objectives. In addition, we assure that all team
members will be available for the duration of the project, as need be. All of the consultants identified in
this proposal are employees of Plante Moran.
Adam Rujan Project Director City of Cleveland, OH
Partner
Plante & Moran,
Overall responsibilities for ensuring that
City of Alexandria, VA
St. Louis County, MO
PLLC
engagement with City remains within
City of Asheville, INC
schedule and budget and that all project
Services Exp:
deliverables meet the required quality
City of Round Rock, TX
25 yrs
standards.
County of Chester, PA
City of Fayetteville, AR
Dale
Project Manager
Vanderford
Manager
Responsible for leading City technology
Plante & Moran,
initiatives and providing professional services
PLLC
for any projects specified by the City during
the contract period. Dale will act as the
primary day to day contract manager for the
City.
181Page
Muskegon, MI
Ottawa County, MI
Broward County, FL
Horry County, SC
City of Carlsbad, CA
Colorado Springs, CO
PROPOSAL TO PROVIDE IT SERVICES PLANTE MORAN
Dale Vanderford
Manager
Technology Consulting & Solutions
EXPERIENCES INCLUDE:
Mid -size IT Department Management: Served as Director at Washtenaw
County, MI, where he directed the work of 30 IT Professionals and managed the needs of 26
disparate County departments. He coordinated a shared services initiative where sharing of
services, including outsourced desktop support to other local units of government„ a shared
Electronic Content Management System, surveillance camera system, and data center with the
City of Ann Arbor, MI were all enacted. Improved the Governance process for IT, so that all
technology projects were submitted to a governance board for approval and prioritization, and all
projects had a complete Return on Investment/Total Costs of Ownership evaluation performed on
them.
IT Organizational Assessment and Strategic Planning: Experience in analyzing IT
organizational staffing, process and technology relationships. Knowledge of best in class public
sector transaction detail and staffing levels. Expertise in identifying opportunities to enhance
current policy and procedure to maximize existing staff expertise or technology infrastructure.
Performed Technology reviews in several cities and counties, including Colorado Springs,
Colorado, Horry County, SC, Macomb County, MI, and Carlsbad, CA.
IT Governance Review: Expertise in analyzing and designing organizational IT governance,
specifically post implementation system support structures.
Business Process Documentation and Reengineering: Experience in documenting as -is
business processes and identifying areas for business process improvement. Specialization in
implementing a results based budget methodology. Experience in implementing change
management techniques to ensure user acceptance of new business processes and/or
technology.
New Construction Technology Engineering and Implementation: Oversaw the technology
design and implementation of 9 new facilities, ranging from office buildings to detention facilities to
data centers. Planned the initial IT and Telecom needs for the new building with users and
architects. Worked with construction personnel to design building wiring systems and to design IT
closet locations throughout the building. Planned and implemented technology equipment
installation and coordinated facility move in.
Software Needs Assessment: Specialization in analyzing the business case for enterprise
system improvement or replacement. Experience in facilitating functional area process
discussions and identifying opportunities for technology to enable business process improvement.
Extensive knowledge of the public sector enterprise system marketplace and intimate knowledge
in regard to viable enterprise solutions.
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
System Selection: Experience in the process of selecting and deploying enterprise systems.
Developed technology specifications for inclusion in public sector request for proposal for
enterprise systems. Extensive experience in vendor proposal analysis and demonstration script
development. Has participated in the system selection process of multiple ERP, ECM, cloud -
based security and email, Access Control, SAN, and consulting services.
Technology Implementation Management: Provided implementation management services
associated with deployment of newly selected systems. Activities have included, project planning,
review of project deliverables, management of the project issues, facilitation of project status
review, review and approval of project invoicing and others as dictated by the project. Specifically,
managed the technical implementation of New World .NET product, as well as the installation and
expansion of the Hyland OnBase Document management system and several Email upgrades of
Microsoft Exchange.
Cross Boundary Collaboration: Architected and implemented partnership of multiple local units
of governments in regards to Information Technology staffing, resources, and infrastructure
utilization cooperation agreements.
EDUCATION:
Eastern Michigan University — Bachelor of Science, Communications Technology
PROFESSIONAL AFFILIATIONS AND CERTIFICATIONS:
• Specialized Training: Effective Communications and Human Relations, Dale Carnegie,
Ann Arbor, MI, 2006
• Former Board Member, Washtenaw County Homeland Security Local Response Team
• Member, CIO Council, Public Technology Institute, Washington, D.C.
• Board of Directors, Washtenaw County/EMU Legal Resource Center, Ann Arbor, MI
• Member, Metropolitan Information Exchange
PRIOR ORGANIZATIONAL AFFILIATIONS:
Washtenaw County, MI — Director of Technology and Operations
Directed the operations of the Technology Department to support efficient and effective service
delivery for a county government with 1,300 employees and a $200 million annual budget, serving
340,000 residents. Developed and implemented the 5-year Technology Plan which supported the
County's strategic direction by providing technical knowledge, skills, and resources to enhance the
ability of internal and external customers to create a positive impact in the community. Hired,
trained, and led a team of 34 employees (management, technical, and administrative staff), with
an $9 million annual operating budget, to effectively implement the Plan. Key areas of focus
included:
• Employee Help Desk and System Support
• Application and Database Support
• Network Administration
• Voice and Data Communications
• Geographic Information Systems
• IT Services to Local Governments and Community Residents
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
KEY CLIENTS:
• City of Colorado Springs, CO
• Borough of State College, PA
• City of Carlsbad, CA
• County of Ottawa, MI
• County of Muskegon, MI
• City of Hallandale Beach, FL
NOTABLE PROJECTS:
• County of Macomb, MI
• County of Broward, FL
• County of Horry, SC
• City of Columbia, MO
• City of Colorado Springs, CO
• Numerous projects as IT Director for
Washtenaw County
• City of Colorado Springs, CO: Dale served as a lead project consultant to assist the City
during the process of performing a complete IT Assessment and staffing plan for the city. The
result of the work that Dale did was a staffing plan that provided for a realignment of resources
to be able to provide better service with the same amount of staff. The other focus of the IT
Assessment was on the IT service portfolio, cost of IT services, benchmarking with other
governmental and private sector organizations and a determination of strategic sourcing
options.
• Muskegon County, MI: Dale performed a needs analysis with the County's departments to
determine the County's approach and process to transition from a legacy Document
Management system. He worked with the County to determine present and future needs and
to assist with the procurement process through a staeering committee. Subsequently, he is
working with the County to finalize project plans and to assist in contract negotiation.
• City of Carlsbad, CA: Dale served as a lead project consultant to assist the City in a
complete IT assessment of the services that was offering the organization and its citizens and
worked with the team to develop a cost of IT services for the city to help in determining what
multiple services actually cost the City to deliver.
• Macomb County, MI: Dale served as the Project Manager and Lead consultant on an IT
assessment that assessed the skill levels of staff, the services that IT was delivering to the
county, the state of the infrastructure that was deployed in the county after the departure of
the IT Director. The result was a streamlined department that is able to server the staff and
constituents in a more productive and effective way.
• Ottawa County, Mi. Dale served as the Project Manager on this IT Assessment and
Strategic Plan development project that examined the current department technologies
process and staffing and provided a 5-year technology plan that will enable the department to
embrace the current trends in technology and those that are still evolving. The engagement
also included an assessment of the current technologies in use as well as an analysis of the
opportunities available for collaboration with other entities such as other cities, townships,
villages, and school districts.
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PROPOSAL TO PROVIDE IT SERVICES PLANTE MORAN
6. Appendix A — Terms and Conditions
Professional Services Agreement —Consulting Services
Addendum to Plante & Moran, PLLC Engagement Agreement Dated <Date>
This Professional Services Agreement is part of the engagement agreement for our consulting
services dated <Date> between Plante & Moran, PLLC (referred to herein as "P&M", "we", "our" or
"us") and City of Fayetteville (referred to herein as "the City", "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 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
<Designated Project Supervisor, Title> 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. 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
financial statements or any other items, including the City'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. 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.
3. Use of Report — At the conclusion of our project activities, we will provide you with a written report
as described in the engagement agreement. Our report will be restricted solely to use by
management of the City 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. 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,
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, 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.
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.
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
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 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 in a
timely manner of such request and to cooperate with the City 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'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.
5. 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 personnel
providing P&M staff the assistance necessary to satisfy the City responsibilities under the scope of
services. This assistance includes availability and cooperation of those the City 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.
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
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
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 expends 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. Hold Harmless and Indemnification - As a condition of this engagement, 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 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 agrees that P&M employees are not "contract for hire."
P&M may release the City from these restrictions if the City 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.
12. Governing Law — This agreement shall be governed by and construed in accordance with the
laws of the State of Michigan.
End of Professional Services Agreement — Consulting Services
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PROPOSAL TO PROVIDE IT SERVICES PLANTE MORAN
7. Appendix B —Forms
251Page
PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
3
vi le
ARKANSAS
City of Fayetteville, Arkansas
Purchasing division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone_ 479.575.8220
(Telecommunication Device for the Deaf): 479.521.1316
IT Suaoort Services
DELIVERY LOCATION: Room 306 —113 W- Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPQ, CPPB, afbmn@ci.iayettevffle.ar.us
[SATE OF ISSUE AND ADVERTISEMENT: Tuesday, October 15, 2013
REQUEST FOR PROPOSAL
RF.P 13-16, IT Support Services
Noisle rrr000sats shall be accented_ RFFs shall be submitted in sealed envelopes labeled with the project
number and name as well as the name and address ofthe firm.
Ail 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 & deriver the articles, or services as specified, at the prices & terms stated
herein, and in strict accordance with. the specifications and general conditions of submitting, 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 Agent
Name of Firm: Plante A Moran, PLLC
Contact Person: Adam Rujan I Title: Partner
E-mail: adarn.rujan@plantemomn.corn Phone: 800.5".0203
Business Address: 27400 Northwestern Hwy
-City: Southfireld State: dill Zip: 49034
Signature: -- L Date. October 31, 2013
261 Page
PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
City of Fayetteville
RFP 13-16, IT Support Sefvioes
SECTION E: Signature Submittal
1. Disclosure information
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but riot limited to, any
relationship with any City of Fayetteville employee. Proposer 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 andtor contract as a result of your response. This formmustbe
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):
I certify that; 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 my organization shall comply with all State and Federal Equal
Opportunity and Non -Discrimination requirements and conditions of employment
2.. 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, PLLO
Name of Primary Contact: Attain Rujan
Title of -Primary Contact.
Partner
Phone#'I (cell preferred): 249.691.0430 Phone#2: 248.223.3328
E-Mail address: adan1.rujan@PIanterrr0raa.c*T
3. Please acknowledge receipt of addenda for this, invitation to bill, request for proposal, or request for qualification by
signing and dating below. A9 adldendums ' are hereby made a part of the bid or RFP documents: to the same extent as
though it were originally included therein. ProposerstBidderz 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 PRINTEDNAMEI DATE ACKNOWLEDGED j
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PROPOSAL TO PROVIDE IT SERVICES
PLANTE MORAN
4. PRICE BID_ Firm proposes the following all inclusive hourly rate. Rate includes all expenses to the city including but
not limited to services, travel, overhead; re -location, etc. The City shall not pay additional fees outside of contracted
hourly rate for the services listed in this RFP. In the event of contract extension or renewal, the number of hours will be
increased.
Estimated Quantity Proposed dourly
Item Description (N hours in a months) Rate Total Fee for S months
IT Services as 520 x $ 195.00, _ $ 101,400.00
described
S. As an interested party on this project, you are required to provide debarmentfsuspension certification indicating in
compliance with the below Federal Executive Order. Certification can be done by completing and signing this farm.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension° requires that all contractors receiving individual
awards, rising federal funds, and all sub recipients certiV that the organization and its principals are not debarred,
suspended, proposed for debarment; declared ineligible, or voluntarily excluded by any Federal department or agency
from doing business with the Federal Government.
6. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded fmm.participation in this transaction by any federal department or agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME: Adam Rulan
COMPANY:..... Plante & Moran, PLLC
PHYSICAL ADDRESS: 27400-lNorthwessern Hwy., Southfield, M1 48034
MA UNO ADDRESS:
PHONE: $00.544.0203
27400 Northwestern Hwy., Southfield, MI 48034
E-MAIL adam rulan0plantemoran corn
SIGNATURE:'
TITLE: Partner
DATE: October 31, 2013
281 Page
FAX: 248.233.8S87
{Thank You! }
Plante
Vfo--ra'n
7
u,
RECEIVED Plante & Moran, PLLC
plante27400 Northwestern Highway
JUL 12014 P.O. Box307
/ Southfield, MI 48037-0307
Moran CITY
OFFICE LE Tel: 248.352.2500
Fax: 248.352.0018
plantemoran.com
June 30, 2014
Don Marr
Chief of Staff, City of Fayetteville, AR
113 West Mountain Street
Fayetteville, AR 72701
Dear Don:
Thank you for the opportunity to allowing us to discuss with you the proposed changes in scope
to our engagement for Project Management and Program Support. We are pleased to present
our proposal amendment to assist the City of Fayetteville or the "City" in filling the staffing need
to assist you in getting through the planning/budget process and to further implementing IT
projects and additional organizational changes.
PROJECT BACKGROUND
In October of 2013, Plante Moran responded to and was subsequently awarded the bid for RFP
13-16, "Proposal to Provide IT Services". The contract was executed on January 7, 2014 as City
Council resolution number 2013-0242 and IT services commenced at the end of January. Since
the engagement initiation, Plante Moran staff have worked with the City to initiate and/or
complete many projects for the city, including the conversion from GroupWise email to Office
365, replacement of the AS/400, the filling of a DBA vacancy to continue critical project work,
authoring of several new IT policies and procedures, development of a Request for Proposal to
replace the City's content management system , as well as the awarding of that contract and
subsequent negotiations.
However, there still remains much to do. The Content Management System project will soon be
beginning and needs project oversight, as well as the Database Cluster Replacement, Disaster
Recovery Plan Re -Redevelopment, ERP readiness, GIS Database Upgrade, and the institution of
additional processes and procedures to help instil a management structure for the department
based on metrics and data. In addition to the project work there is a need for the continued
development of processes and procedures for the City's IT operations.
PROJECT SCOPE AND PROPOSED WORK PLAN
Scope of Services:
Project Management staffing
Plante Moran will furnish one consultant for an additional amount of 546 hours from the last
part of June through December 2014. The breakdown in hours is as estimated as follows:
Don Marr, Chief of Staff
City of Fayetteville
g.
23-Jun
42
7-Jul
28-Jul
42
42
11-Aug
25-Au
42
42
8-Sep
22-Se
42
42
6-Oct
20-Oct
42
42
3-Nov
17-Nov
42
42
1-Dec
15-Dec
42
42
June 30, 2014
The majority of this time will be spent on -site with the City, with ancillary hours spent off -site as
needed to monitor operations and project progress.
PROFESSIONAL SERVICES FEES
Our fees for providing assistance to the City of Fayetteville, AR will not exceed $106,470 for all
of the staff time spent on services related to the Project Management project, inclusive of any
expenses incurred.
Fees associated with any potential changes to our scope of services and/or other optional
assistance as deemed necessary by the City, or future phases to be determined, can be provided
at your request at a later date and will not be billed until formally approved, separately, by the
City of Fayetteville.
Don Marr, Chief of Staff
City of Fayetteville
June 30, 2014
We appreciate the opportunity to be of continued service to the City. If you agree with the
terms of this engagement as described in this letter, please sign the enclosed copy and return it
to us via email at dale.vanderford@plantemoran.com. If you have any questions regarding this
proposal, please do not hesitate to contact Dale Vanderford or Scott Eiler at 800.544.0203.
All terms and conditions agreed to in the contract executed January 7, 2014 and are specifically
related to the duties and obligations set forth in RFP 13-16.
ATTEST:
Sondra E. Smith,
City Clerk/Treasurer
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Very truly yours,
Plante & Moran, PLLC
Scott Eiler