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Item 4I - Slalom LLCM E M O R A N D U M September 17, 2019 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Subject: Item 4I: Approve partnering with Slalom, LLC to provide technology consulting services in an amount not to exceed $73,000. Action Requested: Approve partnering with Slalom, LLC to provide technology consulting services in an amount not to exceed $73,000. Background Information: The purpose of this item is to seek City Council approval in partnering with Slalom, LLC to provide technology consulting services in an amount not to exceed $7 3,000. Slalom, LLC will assist with developing and executing a plan to migrate legacy systems to new platforms. Existing legacy systems are running on servers that are ending their support lifecycle and must be upgraded by the end of 2019. The migration effort began in June 2019 after becoming fully staffed within the Information Technology Department. However, the magnitude of this project is preventing staff from being able to migrate applications and complete a full discovery phase, roadmap and plan. Therefore, additional resources are needed to identify application architecture, interdependencies with other platforms, and a plan for effective change enablement with affected end users while staff continues to migrate critical applications onto the new environment. The proposal includes bringing in Slalom, LLC to complete the discovery phase. Slalom, LLC will survey the current inventory of servers, document the applications, services, and interdependencies, and identify per application e nd user impact and requirements. Following the discovery phase, Slalom, LLC will develop a sequenced and actionable plan that acts as a guide for migration implementation , iterative plan to arrive at optimal future state for each application or service, and recommendations on next steps. Financial Considerations: Staff is recommending funding this purchase by utilizing budgeted dollars from the Technology Infrastructure Fund. Honorable Mayor and City Council Page 2 of 2 Strategic Link: This agenda item is linked to the Southlake Strategy Map through the following objectives:  B6 Optimize the use of technology  B4 Provide high quality services through sustainable business practices Citizen Input/ Board Review: No requirement exists to review the purchase with citizens or boards Legal Review: No requirement exists to review the purchase with the City Attorney. Alternatives: The alternatives to approving these services would be directing staff to explore revisions to the scope of work and amend the agreement to reflect those revisions; or direct staff to seek alternative solutions understanding the impact this will have on migrating systems that are approaching end of lifecycle. Supporting Documents: Statement of Work from Slalom, LLC Staff Recommendation: Staff recommends approving the partnership with Slalom, LLC to provide technology consulting services in an amount not to exceed $73,000. Slalom, LLC Statement of Work - Projects (2017_02) Page 1 of 5 CONFIDENTIAL & PROPRIETARY STATEMENT OF WORK IT Server Migration and Upgrade 9/11/2019 This Statement of Work (“SOW”), dated as of the date first written above, is entered into and made a part of the [insert the title of the agreement in place with Client such as "Master Services Agreement" or " Consulting Services Agreement"] dated [Insert date of MSA with Client, not today's date] (the “Agreement”) between City of Southlake (“Client”), and Slalom, LLC, dba Slalom Consulting (“Slalom Consulting”). Any capitalized term not defined in this SOW has the meaning ascribed to it in the Agreement. Upon mutual execution, Slalom Consulting shall perform the Services described in this SOW. If the Agreement has expired or will expire prior to the completion of the Services, the parties hereby revive and extend the term of such Agreement and agree that its provisions shall apply to the Services set forth in this SOW, including provisions that by their nature survive the completion of this SOW. 1. DESCRIPTION OF WORK 1.1. Project Overview / Objectives The City of Southlake IT team would like to partner with a technology firm to assist with developing and executing a plan to migrate legacy systems that have reached end of life to new platforms. Existing legacy systems are running Windows 2008 and SQL 2008 and are ending or ended its support lifecycle and must be upgraded by the end of 2019. A discovery effort is needed to identify application architecture, interdependencies with other platforms, and plan for effective change enablement with affected end users. The City of Southlake would like to partner with Slalom to align on a roadmap and plan to expedite the execution of this migration effort. 1.2. Scope and Deliverables Slalom resources will assist the IT department with the server and application migration/upgrade effort. Slalom resources will survey the current inventory of servers and analyze the applications, users and dependencies. Based on the information discovered, Slalom resources will develop a sequenced and actionable plan, roadmap that acts as a guide for server migration implementation. # Deliverable Description 1 Documentation of legacy server current state • Document applications, services, and inter dependencies of legacy servers. • Identify per application end user impact and requirements. 2 Server migration Roadmap & Plan • A sequenced and actionable plan, roadmap that acts as a guide for server migration implementation • Iterative plan to arrive at optimal future state for each application or service. Slalom, LLC Statement of Work - Projects (2017_02) Page 2 of 5 CONFIDENTIAL & PROPRIETARY 1.3. Assumptions and Client Responsibilities The in-scope Services, start date, end date, and estimated fees for this Statement of Work are based on the following Assumptions and Client Responsibilities. Assumptions: • City of Southlake IT SMEs will provide to the Slalom team inventory of affected systems, system access, and assist in identifying application and system interdependencies to enable the analysis and migration planning of servers and applications. • Not to exceed 40 legacy Servers that need to be analyzed, and each server hosts 1-2 applications. • Users of the servers and applications will be made available to answer questions and provide information in within 1 business day. • Consultants will obtain the necessary Criminal Justice Information Services (CJIS) certification as part of the project to perform the necessary tasks. • Slalom Consulting will rely on all decisions and approvals of Client in connection with the Services. • Slalom Consulting and Client will participate in weekly status review meetings to determine accomplishments with the plan and identify issues that need immediate resolution. For critical issues, a response is required within one business day. For other issues, a response is required in two business days. [Include, modify, or remove this as appropriate.] • Slalom Consulting will utilize reasonable efforts to retain and maintain assigned resources throughout this project. Slalom Consulting reserves the right to utilize any and all resources necessary to complete the project including resources that were not originally assigned to the project. In the event Slalom Consulting chooses to change, remove, or add resources to the project, Slalom Consulting will review resource updates with Client as soon as reasonably possible. • All work will be scoped to be delivered within the time estimates allotted. If a requirement or deliverable is defined or redefined in such a way that accomplishing it would exceed the budget for the project, a change order will be proposed and revised estimate provided. • Slalom Consulting will not be responsible for delays due to Client or Client-affiliated third party resources, including hardware, software, or other services. • Client’s failure to assign Client personnel having skills commensurate with their role with respect to such engagement could adversely affect Slalom Consulting’s ability to provide the Services. • Slalom Consulting will not be responsible for failing to meet its obligations with respect to milestone or delivery dates to the extent such failure is due to Client’s or Client-affiliated third party resources’ failure to perform its responsibilities described in this Statement of Work. • No travel beyond Southlake will be required for this project. If Client directs or if Slalom Consulting determines that travel to other locations is required, Slalom Consulting will submit a Change Order to this SOW for approval of such additional travel costs. Client Responsibilities: • Provide full administrator access to legacy and target systems • Migration of the servers to the new VMWare server environment • Migration of applications to the new VMWare servers • Designate the Client individuals and any other contractor/vendor personnel having suitable skills, knowledge and/or experience to support this project and serve as the Project Sponsor and Stakeholders. • Provide access to, and make available, the Project Sponsors, Stakeholders and other key personnel as required during the course of the project. • Provide, on a timely basis (i.e., within 2 business days), such information, documentation, decisions, approvals and assistance that are necessary to Slalom Consulting’s work or that Slalom Consulting reasonably requests. • Provide suitable workspace, furniture, and IT infrastructure (including workstations, systems access, software licenses, application environments, and data), necessary to perform the Services described within this SOW. Slalom, LLC Statement of Work - Projects (2017_02) Page 3 of 5 CONFIDENTIAL & PROPRIETARY • Provide complete, accurate and current information and update it promptly and continuously as necessary during the course of the engagement. • Assume responsibility for any delays, additional costs, or other liabilities caused by or associated with any deficiencies in (i) discharging the Client Responsibilities, and (ii) the Assumptions. Upon successful completion of the project, Client agrees to provide a reference for Slalom Consulting for services provided under this SOW. Slalom Consulting agrees to follow the Client’s terms and conditions for use of such reference and Client’s name and logo. 2. DURATION OF WORK/SCHEDULE Services under this Statement of Work are estimated to be completed within 8 weeks from start date. 3. SLALOM CONSULTING PROJECT PERSONNEL Role % Time Allocation IT Transformation Architect 100% Business Analyst 100% Engagement Leadership 20% 4. FEES 4.1. Fees Fees for the Services described in this SOW shall be determined as follows: Project Type: Time & Materials Fixed-fee Estimated Fees for Services (see Note): $72,960 Reimbursable Expenses: NA Total Cost: $72,960 Note: For Time & Materials engagements, Slalom Consulting will endeavor to complete the in-scope objectives described in this SOW within the fee estimate described above. Slalom consulting will notify City of Southlake 10 days in advance if at any time it looks like the fees will exceed $72,960. 4.2. Fee Schedule Client shall compensate Slalom Consulting for Services at the rates defined below. Role Hourly Rate Estimated Hours Estimated Fees IT Transformation Architect 220 160 $35,200 Business Analyst 180 160 $28,800 Engagement Leadership 280 32 $8,960 Slalom, LLC Statement of Work - Projects (2017_02) Page 4 of 5 CONFIDENTIAL & PROPRIETARY Sub Total $72,960 Estimated Total Fees for Services: $72,960 If any milestone cannot be met or met on time due to circumstances beyond Slalom Consulting’s control, including failure of Client to fulfill all its obligations under the Statement of Work, then upon such event or circumstance, the fee amount associated with such affected milestone and related deliverable(s) shall become due and payable. 4.3. Deliverable Acceptance Client will notify Slalom Consulting in writing within five (5) calendar days of receiving a Deliverable whether it accepts or rejects that Deliverable. If no notification is delivered to Slalom Consulting within this period, the Deliverable will be considered accepted. As a time and materials engagement, changes to a rejected Deliverable constitute billable project time unless the parties determine that such Deliverable was not performed in accordance with good commercial practices. 4.4. Invoice Delivery Requirements Invoices will be sent electronically to accountspayable@ci.southlake.tx.us referencing the purchase order number on the invoice. A copy of the invoice will also be provided to the Chief Financial Officer (sjackson@ci.southlake.tx.us) and project point of contact (kwilder@ci.southlake.tx.us). Project time keeping will be tracked via Slalom Consulting time entry system, with the understanding that a weekly report will be provided to the Chief Financial Officer (sjackson@ci.southlake.tx.us) and project point of contact (kwilder@ci.southlake.tx.us). 4.5. Purchase Order Requirement A Purchase Order is required for the project and is in process, with City of Southlake Chief Financial Officer as the approver. In the interest of time, City of Southlake and Slalom Consulting agree to commence work on or after 9/18/19 and agree that payment associated with this work is fully authorized and payable as per the terms of the Statement of Work. City of Southlake will be responsible for providing the Purchase Order number to Greg Hodges within two weeks of project work commencing. 5. CHANGE ORDER Changes to project scope, incorrect assumptions or missing prerequisites may affect cost, resources or scheduling. Other circumstances may arise beyond Slalom Consulting’s control that may cause it to be unable to accomplish the project objectives and would require a modification to this SOW. Any such modification shall be memorialized in a mutually executed change order that details material changes to staff requirements, deliverables, fees and milestones, as applicable. If the parties do not agree to such proposed change order, then either may suspend the Services to allow time for the parties to agree on an alternative change order. Should Services be suspended for a consecutive period of five (5) business days, either party may thereafter terminate this SOW immediately upon notice to the other party. 6. SOW TERMINATION Upon termination of this SOW executed in accordance with the terms of the Agreement (or the terms hereof, if so provided), Client shall pay Slalom Consulting for any Client-approved Services performed and expenses incurred up to the date of the termination and any expenses necessarily and reasonably incurred by Slalom Consulting in terminating Client-approved obligations to third parties. Slalom, LLC Statement of Work - Projects (2017_02) Page 5 of 5 CONFIDENTIAL & PROPRIETARY 7. COORDINATORS Slalom Consulting and Client shall designate individuals to whom all Statement of Work communications shall be addressed and who have the authority to act on all aspects of the project described in this Statement of Work. Slalom Consulting Project Coordinator Name: Telephone: Email: Client Project Coordinator Name: Telephone: Email: IN WITNESS WHEREOF, the duly authorized representatives of the Parties hereto have caused this Statement of Work to be duly executed. SLALOM, LLC, dba Slalom Consulting City of Southlake By: By: Print Name: Print Name: Title: Title: Date: Date: