Item 4F MemoM E M O R A N D U M
November 5, 2019
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4F: Approve continuing the partnership with Slalom, LLC to
provide technology consulting services in an amount not to exceed
$145,920.
Action
Requested: Approve continued partnership with Slalom, LLC to provide
technology consulting services in an amount not to exceed
$145,920.
Background
Information: The purpose of this item is to seek City Council approval in
continuing the partnership with Slalom, LLC to provide
technology consulting services in an amount not to exceed
$145,920. Slalom, LLC was originally brought in during the
2019 fiscal year to 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 initial proposal included bringing in Slalom, LLC to
complete the discovery phase for forty (40) 2008 servers.
Upon review of the system as a whole (108 servers), the
remaining 68 legacy servers require assistance to complete
the full discovery to identify application architecture,
interdependencies with other platforms. Of this total, each
server host around 2 applications on average. Staff is
proposing continuing the partnership with Slalom, LLC to have
them complete the discovery of the remaining inventory of
sixty-eight (68) servers, document the applications, services,
and interdependencies, and identify per application end user
impact and requirements. Following the entire discovery
phase, Slalom, LLC will develop a sequenced and actionable
Honorable Mayor and City Council
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plan that acts as a guide for migration implementation,
iterative plan to arrive at optimal future state for each
application or service. Upon completion of the contract, the
City will have a detail mapping of all servers, applications,
interdependencies, etc. of the network infrastructure and
include the necessary information for making future strategic
investments in technology (cameras, applications, disaster
recovery, storage, etc.).
Financial
Considerations: Staff is recommending funding this purchase by utilizing
budgeted dollars from the Technology Infrastructure Fund.
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 legacy systems.
Supporting
Documents: Change Order 1 to Statement of Work from Slalom, LLC
Staff
Recommendation: Staff recommends continuing the partnership with Slalom,
LLC to provide technology consulting services in an amount
not to exceed $145,920.
CHANGE ORDER #1
TO
STATEMENT OF WORK
THIS CHANGE ORDER (“CO”) is dated October 28, 2019, attached to and made a part of that certain Master
Services Agreement dated September 20, 2019 (the “Agreement”), by and between Slalom, LLC, dba Slalom
Consulting and City of Southlake, Texas. All defined terms used herein shall have the meaning ascribed to such
terms as set forth in the Agreement unless otherwise defined herein.
This CO #1 extends the Slalom team and modifies, amends, changes and/or supplements Statement of Work
“IT Server Migration and Upgrade”, dated September 20, 2019 as follows:
Changes to Assumptions:
• Not to exceed 108 legacy Servers that need to be analyzed, and each server hosts 1-2
applications.
Price Impact:
• The revised total estimated fees for the engagement are increased by $145,920, increasing the
total from $72,960 to $218,880.
The incremental hours and fees are provided in the table below:
Role Hourly Rate Estimated Hours Estimated Fees
IT Transformation
Architect $220 320 $70,400
Business Analyst $180 320 $57,600
Engagement Leadership $280 64 $17,920
Estimated Total Fees for Services: $145,920
Changes to Purchase Order Requirement:
In the interest of time, City of Southlake and Slalom Consulting agree to commence the Change Order 1
work on or after 11/11/2019 and agree that payment associated with this work is fully authorized and payable as
per the terms of the Statement of Work and this Change Order.
The SOW is and remains in full force and effect, except as otherwise modified, amended or supplemented
by this CO#1.
Agreed to and Accepted by the Parties:
SLALOM, LLC CITY OF SOUTHLAKE
By: By:
Name: Name:
(Print Name) (Print Name)
Title: Title: