Item 4GCity of Southlake, Texas
MEMORANDUM
November 14, 2006
TO: Shana Yelverton, City Manager
FROM: Jim C. Blagg, Assistant City Manager
SUBJECT: Approve a Professional Services Agreement with Credera/Maximus,
Inc. to Provide Application Implementation Management for
Financial /Utility Billing /Human Resource Management Software
Applications; Preparation of a Request for Proposal, Software Selection
Assistance, and Software Application Implementation Management for
Public Services Operations Software Applications; and, Data Conversion for
Finance, Utility Billing, Human Resource Management, and Public Services
Operations Software Applications.
Action Requested: Approve a professional services agreement with
Credera/Maximus, Inc. to provide application implementation
management for financial /utility billing/human resource
management software applications; preparation of a request for
proposal, software selection assistance, and software application
implementation management for public services operations
software applications; and, data conversion for finance, utility
billing, human resource management, and public services
operations software applications.
Background
Information: The team of Credera/Maximus, Inc. presented the results of
the IT alignment study to the City Council at the April 18,
2006 City Council meeting. The study laid out an
implementation roadmap that covers the next two and one -
half fiscal years. On April 18, the City Council approved
amendments to the FY2006 budget to begin phase I of the
implementation in the amount of $143,000. On September
19, 2006 the City Council approved in the FY2007 annual
budget an amount of $1.88 million to fund phase 11 of the
IT study implementation. A significant item in that
implementation is the need for the assistance that will
include implementation assistance, data conversion and
software selection. The budget for those items in the
FY2007 budget is $775,000.
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The City sent the RIP to provide the services listed above
to twelve (12) firms. The City only received one (1)
response from the Credera /Maximus joint venture. The
response was complete and met all of the requirements for
the project. The bid from Credera/Maximus was a total of
$690,000, $85,000 below the budgeted amount.
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The project and costs are as follows
Description Project
Finance/HR / b Project Management and
Utility e Quality Assurance
Billing /Software Change Management
$295,000
FY2007
Implementation
Process Re- Design
Management
P
• Requirements Analysis &
Data Conversion: t Final Scoping
Finance/HR / tl Design & Develop Data
$295,000
FY2007
Utility e Conversion
Billing /Software , Test & Deploy into
P Production
Selection for b Requirement Definition
Public Services V RFP Development and
$100,000
FY2007
Operations o Support
Software s
Application Software Selection
Public Services
• Project Management and
Operations
f Quality Assurance
Software
s Change Management
$295,000
FY2008
Implementation
; process Re- Design
Management
m
C Requirements Analysis &
Data Conversion:
Public Services
r Final Scoping
Operations
a Design & Develop Data
$ 195,000
FY2008
Software
d Conversion
e
P Test & Deploy into
a Production
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Maximus, and the contract with Credera/Maximus include
implementation management and data conversion for the
public services operations software application, those
portions of the project and consequently, the contract with
Credera/Maximus for those services will not be triggered
until and unless the City Council appropriates funds for that
portion of the implementation in the FY2008 annual
budget.
The team of Credera/Maximus, Inc. has experience
conducting technology implementations in both the public
and private sectors. This team in combination brings deep
local government industry knowledge, with an appreciation
for the need to clearly link technology investment to
constituent benefit. The team has gained extensive
knowledge about the processes and business needs of the
City of Southlake as a result of the IT Alignment Study and
the phase I implementation, therefore, the staff believes this
is a viable response to our RFP.
Financial
Considerations: Credera/Maximus, Inc. has proposed a fee of $690,000 for
phase II of the implementation.
Financial Impact: $775,000 was budgeted in the FY2007 annual budget to
conduct the first phase of the implementation.
Citizen Input/
Board Review: N/A
Legal Review: The professional services agreement has been reviewed by
Tom Scollon of TOASE.
Alternatives: The City could look at proposals from other consulting
groups. However, valuable time will be lost for phase one
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of the implementation by taking proposals, negotiating fees
and getting a new firm up to speed;
The City could perform the software selection itself and
rely on the selected vendor for all implementation;
however, we have no idea of those costs until the proposals
are accepted.
City staff could perform the software selection and
implementation management services in- house. With
current staff and other projects underway, this alternative
could take over a year to complete based on the City of
Frisco's recent experience that required 14 months just for
the selection process itself
Supporting
Documents: Professional Services Agreement with Maximus, Inc.,
Exhibit A, and Proposal from Maximus, Inc.
Staff
Recommendation: Authorize the City Manager to enter into a professional
services agreement with Maximus, Inc. to provide software
selection and implementation management services for the
City of Southlake.
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AGREEMENT TO PROVIDE
CONSULTING SERVICES
THIS AGREEMENT, entered into this day of , 2006 and effective immediately by and
between MAXIMUS, Inc., a Virginia corporation (hereinafter called the "CONSULTANT" and THE CITY OF
SOUTHLAKE, TEXAS (hereinafter called "CITY "), WITNESSETH THAT,
WHEREAS, CITY desires to engage the CONSULTANT to conduct the services described in the CITY'S
RFP, attached hereto as Exhibit "A" and the CONSULTANT'S response, attached hereto as Exhibit `B ":
NOW, THEREFORE, the parties hereto mutually agree as follows:
(1) Emplovment of Consultant
(a) CITY agrees to engage the CONSULTANT and the CONSULTANT hereby agrees to perform the
consulting services consisting of providing application implementation management for the
City's financial, utility billing, human resource management, and public services operations
software applications; preparation of a request for proposal, software selection assistance,
and software application implementation management for public services operations
software applications; and, data conversion for finance, utility billing, human resource
management, and public services operations software applications, all as more particularly
described in the CITY'S RFP0607A105GG600176, attached hereto as Exhibit "A," and incorporated by
reference herein, and CONSULTANT'S response, dated August 18, 2006, attached hereto as Exhibit `B"
and incorporated by reference herein.
(b) Notwithstanding anything to the contrary contained in this Agreement, CITY and CONSULTANT
agree and acknowledge that CITY is entering into this Agreement in reliance on CONSULTANT's special
and unique abilities with respect to performing the work in the Project, and CONSULTANT's special and
unique abilities with respect to selection and implementation of information technology systems for the
management of municipalities. CONSULTANT accepts the relationship of trust and confidence established
between it and the CITY by this Agreement. CONSULTANT covenants with CITY to use its best efforts,
skill, judgment, and abilities to perform the work in the Project and to further the interests of CITY in
accordance with CITY's requirements, in accordance with the highest standards of CONSULTANT's
profession or business and in compliance with all applicable national, federal, state or municipal laws,
regulations, codes, ordinances, orders and with those of any other body having jurisdiction. The
CONSULTANT warrants, represents, covenants, and agrees that all of the work to be performed by the
CONSULTANT under or pursuant to this Agreement shall be of the standard and quality which prevail
among similar businesses and organizations with similar knowledge and skill and engaged in providing
similar services in major United States urban areas under the same or similar circumstances and involving a
project such as the Project.
(2) Information Technologv Steering Committee
(a) The CITY's Information Technology Steering Committee (Steering Committee) shall consist of
the Assistant City Manager, Director of Finance, Director of Technical Services, and Director of Public Safety, or
their respective designees.
(b) In the event that the parties, after a reasonable attempt, cannot come to a mutually acceptable
resolution regarding any decision that must be resolved before the parties may continue toward completion of the
Project, the following decision - making protocol shall be followed: CONSULTANT shall provide a written of its
position to the Steering Committee, and the Steering Committee shall make a recommendation to the Asssistant City
Manager, whose decision shall be final.
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(3) Time of Performance All services will be undertaken and completed in such sequence as to assure their
expeditious completion. The parties acknowledge that portions of this Agreement cannot be performed until CITY
has purchased software from persons that are not a party to this Agreement, and that a detailed work and
implementation plan therefore cannot be finalized for all elements until those purchases from third parties have
occurred. The services to be performed hereunder by the CONSULTANT shall be undertaken and completed in
accordance with the time periods established in a detailed Work Plan for each contract segment, prepared by
CONSULTANT and approved by the Assistant City Manager on recommendation of the Steering Committee, as set
forth below:
Contract Segment
When Work Plan Must Be Approved
Software selection for public services operations
within thirty (30) days of project start date
software
Application implementation management for
within ninety (90) days of first notification
financial/utility billing/human resource management
date
software applications
Data conversion for financial/utility billing/human
within ninety (90) days of first notification
resource management
date
Application implementation management for public
within ninety (90) days of second
services operations software
notification date
Data conversion for public services software
within ninety (90) days of second
notification date
The "project start date" shall be the first Monday following the date first written above, on page 1 of this
agreement. The "first notification date" shall be date CONSULTANT receives notice from CITY that the
financial/utility billing/human resource management software has been procured by the CITY and is ready for
implementation. The "second notification date" shall be date CONSULTANT receives notice CITY that the public
services software has been procured by the CITY and is ready for implementation.
(4) Compensation and Division of Project Costs
(a) The City agrees to pay the Consultant a fee for application implementation management for
the financial, utility billing, and human resource management software applications, as described
in Exhibits "A" and `B" "attached hereto not to exceed Two Hundred Ninety -Five Thousand dollars
($295,000), as determined by the services properly performed.
(b) The City agrees to pay the Consultant a fee for preparing a request for proposal for public services
operations software applications as described in Exhibits "A" and `B" attached hereto not to exceed One
Hundred Thousand dollars ($100,000) , as determined by the services properly performed.
(c) The City agrees to pay the Consultant a fee for data conversion for finance, utility billing, and
human resource management software applications as described in Exhibits "A" and `B" attached hereto
not to exceed Two Hundred Ninety -Five Thousand dollars ($295,000), as determined by the services
properly performed.
(d) The City agrees to pay the Consultant a fee for application implementation management for
the public services software, and for data conversion for that software as described in Exhibits
"A" and "B" attached hereto, not to exceed Four Hundred Ninety Thousand dollars ($490,000), with
Two Hundred Ninety -Five Thousand dollars ($295,000) being allocated to software implementation
management and One Hundred Ninety -Five Thousand dollars ($195,000) being allocated to data
conversion; the parties agree that this portion of the services will not be performed nor will payment be
authorized or made unless and until the City Council authorizes sufficient funds for those services in CITY
FY 2008 annual budget.
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CONSULTANT agrees to complete the project and all services provided herein for no greater than One
Million One Hundred Eighty Thousand Dollars ($1,180,000). This sum includes all travel and living expenses and
one paper copy of each report or recommendation or bid specification or request for competitive sealed proposal and
one copy of reproducible electronic form prepared by CONSULTANT.
The parties may make such mutually agreeable amendments as necessary to the tasks and associated fees as
set forth in this section, in accordance with Section 252.048 of the Texas Local Government Code.
(5) Method of Payment The CONSULTANT shall bill monthly for hours completed to date expressed as a
percentage of the completion of the project as described in each Work Plan established and approved in accordance
with Section 3 of this Agreement. With each monthly invoice, CONSULTANT shall provide an affidavit, in a form
acceptable to the City, affirming that the project has been completed to the extent stated in the invoice. The
following hourly fees shall be used for calculating monthly payments:
Project Director:
Senior Consultant:
Consultant:
Total payments for all services and expenses shall not exceed the amounts shown in (4), above. CITY shall
pay invoices for services properly performed within thirty (30) days of receipt; provided however, that in the event
CITY requests any supporting documentation for charges, payment shall be made within 30 days of receipt of the
documentation.
(6) Changes CITY may, from time to time require changes in the scope of services of the CONSULTANT to
be performed hereunder. Such changes, which are mutually agreed upon by and between CITY and the
CONSULTANT, shall be incorporated in written amendment to this Agreement. If any change is made to require
additional servies to be performed by CONSULTANT, CONSULTANT shall receive additional, mutually agreed
upon fees for those services.
(7) Services and Materials to be Furnished by CITY CITY shall furnish the CONSULTANT with all
available information, data, and material CONSULTANT requests pertinent to this Agreement. CITY shall
cooperate with the CONSULTANT in carrying out the work herein and shall provide adequate staff for liaison with
the CONSULTANT.
(8) Termination of Agreement
(a) Either party shall have the right to terminate this Agreement if the other party is in default of any
obligation hereunder and such default is not cured within thirty (30) days of receipt of a notice specifying
such default.
(b) CITY has the right to terminate this Agreement for any reason upon thirty (30) days' notice to
CONSULTANT.
(c) Upon termination pursuant to this Section, CONSULTANT shall be entitled to payment of such
amount as shall compensate CONSULTANT for the services satisfactorily performed from the time of the
last payment date to the termination date in accordance with this Agreement, provided the CONSULTANT
shall have delivered to CITY such statements, accounts, reports and other materials as required herein, and
provided that CONSULTANT shall have delivered to City all reports, documents and other materials
prepared by CONSULTANT prior to termination. CITY shall not be required to reimburse
CONSULTANT for any services performed or expenses incurred after the date of the termination notice.
(9) Information or Reports The CONSULTANT shall, at such time and in form as CITY may reasonably
require, furnish such periodic reports concerning the status of the project, such statements, and copies of proposed
and executed plans and other information relative to the project as may be requested by CITY. The CONSULTANT
shall furnish CITY, upon request, with copies of all documents and other material prepared or developed in relation
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with or as part of project. The CONSULTANT shall furnish CITY with an electronic copy of all materials prepared
or developed in relation with or as part of the services.
(10) Rights in Data CITY shall have a perpetual, nontransferable, paid -up right and license
for purposes of its internal business to use, copy, modify and prepare derivative works of the
reports and other deliverable items developed by CONSULTANT in the course of the services
pursuant to this Agreement, whether jointly or individually, subject to the following:
CONSULTANT agrees that all information disclosed by the CITY to CONSULTANT shall be
held in confidence and used only in performance under this Agreement. CONSULTANT shall
exercise the same standard of care to protect such information as is used to protect its own
proprietary or trade secret information. CITY understands and agrees that it may have access to
proprietary information, processes or documentation owned or controlled by CONSULTANT.
CITY understands and agrees that disclosure or use of such information, processes or
documentation may violate CONSULTANT'S trademarks, copyrights or other proprietary rights.
Subject to the Public Information Act, CITY agrees to exercise reasonable standards of care to
protect such information, processes or documentation.
(11) Records and Inspections CONSULTANT shall maintain full and accurate records with respect to all
matters covered under this Agreement for a period of three years after the completion of the project, or if litigation
relating to any aspect of this Agreement is commenced within that period, until there is a final, non - appealable
judgment or a settlement agreement has been executed between all the parties. CITY shall have free access at all
proper times to such records, and the right to examine and audit the same and to make transcripts there from, and to
inspect all program data, documents, proceedings, and activities.
(12) Completeness of Contract This contract and any additional or supplementary document or documents
incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and
no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have
any validity or bind any of the parties hereto.
(13) City Not Obligated to Third Parties CITY shall not be obligated or liable hereunder to an pair° other
than the CONSULTANT.
(14) When Rights and Remedies Not Waived In no event shall the making by CITY of any payment to the
CONSULTANT constitute or be construed as a waiver by CITY of any breach of covenant, or any default which
may exist on the part of the CONSULTANT and the making of any such payment by CITY while any such breach
or default shall exist in no way impairs or prejudices any right or remedy available to CITY in respect to such breach
or default.
(15) INDEMNIFICATION CONSULTANT AGREES TO DEFEND, INDEMNIFY AND HOLD
HARMLESS THE CITY, ALL OF ITS OFFICERS, COUNCIL MEMBERS, AGENTS AND EMPLOYEES
FROM AND AGAINST ALL CLAIMS, ACTIONS, SUITS, DEMANDS, PROCEEDINGS, COSTS,
DAMAGES AND LIABILITIES, INCLUDING REASONABLE ATTORNEYS' FEES, COURT COSTS
AND RELATED EXPENSES, DIRECTLY ARISING OUT OF ANY ACTS OR OMISSIONS OF
CONSULTANT OR ANY AGENT, EMPLOYEE, SUBCONTRACTOR, OR SUPPLIER OF
CONSULTANT IN THE EXECUTION OR PERFORMANCE OF THIS CONTRACT WITHOUT
REGARD TO WHETHER SUCH PERSONS ARE UNDER THE DIRECTION OF CITY AGENTS OR
EMPLOYEES.
CONSULTANT AGREES TO PROTECT AND INDEMNIFY THE CITY, ALL OF ITS OFFICERS,
COUNCIL MEMBERS, AGENTS AND EMPLOYEES, FROM ALL CLAIMS, ACTIONS, SUITS,
DEMANDS, PROCEEDINGS, COSTS, DAMANGES AND LIABILITIES, INCLUDING REASONABLE
ATTORNEYS' FEES, COURT COSTS AND RELATED EXPENSIS, ARISING OUT OF ANY ALLEGED
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INFRINTEMENT OF PATENTS OR COPYRIGHTS ARISING FROM THE CONTRACTOR'S
PERFORMANCE UNDER THE CONTRACT.
(16) Insurance Consultant agrees to maintain insurance for comprehensive general liability,
automobile liability insurance, workers' compensation and professional liability during the term
of this Agreement in the amounts not less than the following:
(a) Worker's Compensation and Employer's Liability Insurance in accordance with
applicable law.
(b) Commercial General Liability Insurance on a per occurrence basis with limits of
liability not less than $1,000,000 per occurrence and aggregate combined single limit,
Personal Injury, Bodily Injury and Property Damage.
(c) Automobile Liability Insurance with limits of liability of not less than 1,000,000
per occurrence combined single limit including Bodily Injury and Property Damage.
Coverage shall include all owned vehicles, all non -owned vehicles, and all hired vehicles.
(d) Professional Errors and Omissions Insurance which shall include Consultant's
Computer Errors and Omissions Coverage, with limits not less than $1,000,000 per claim
and in the aggregate.
(e) CONSULTANT shall provide CITY with evidence of such coverages in a form which is
acceptable to the City. Such policies shall name the City, its officers, and employees as an additional
insured and shall provide for a waiver of subrogation against the City.
(17) Limitation of Liability. CONSULTANT's total liability to CITY for any claim by
CITY concerning the work and services performed under this Agreement shall be limited to the
fees to be paid to CONSULTANT under this Agreement plus an amount not greater than two
hundred thousand dollars ($200,000). This limitation of liability does not apply to (1) any claims
by third parties arising out of or in connection with the execution or performance of this Contract
by CONSULTANT, (2) violations of state or federal law, or (3) copyright, patent, or other
intellectual property infringement.
(18) Personnel The CONSULTANT has all personnel required in performing the services under this
Agreement. All of the services required hereunder will be performed by the CONSULTANT or under
CONSULTANT'S supervision, and all personnel engaged in the work shall be qualified to perform such services.
(19) Assignment The parties hereby agree that Consultant may not assign, convey or transfer its interest, rights
and duties in this Agreement without the prior written consent of CITY.
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(20) Notices Any notices, bills, invoices, or reports required by this Agreement shall be sufficient if sent by the
parties in the United States mail, postage paid, return receipt requested or via overnight delivery service, to the
addresses noted below and shall be effective upon receipt:
If to CITY: If to CONSULTANT:
Shana Yelverton
David W. Eisenlohr
City Manager
MAXIMUS, Inc.
City of Southlake
13601 Preston Road
1400 Main Street, 0' Floor
Dallas, Texas 75240
Southlake, TX 76092
(21) Miscellaneous
(a) This Agreement shall be governed by the laws of the State of Texas and any action relating to this
Agreement shall be filed in state district court in Tarrant County, Texas.
(b) CONSULTANT is an independent contractor and not an employee of the CITY.
(c) In rendering services under this Agreement, CONSULTANT shall comply with
all applicable federal, state and local laws, rules and regulations, including those
pertaining to equal employment opportunity and shall not discriminate based on age,
ancestry, color, gender, marital status, medical condition, national origin, physical or
mental disability, race, or religion.
(d) The Agreement may be amended or supplemented only by the mutual written
consent of the parties' authorized representatives.
(e) No provision of the Agreement may be waived unless in writing, signed by both of the parties
hereto.
(f) Waiver of a breach of any provision of this Agreement shall not operate or be construed as a
waiver of any subsequent breach of such provision, nor shall a waiver of any one provision of this
Agreement be deemed to be a waiver of any other provision.
(g) The Section headings in this Agreement are inserted only as a matter of convenience, and in no
way define, limit, or extend or interpret the scope of the Agreement or of any particular Section.
(h) CONSULTANT represents and warrants that CONSULTANT and Credera, their officers,
employees, agents and subcontractors in this Agreement, have not and will not accept payment or
remuneration in any form from any vendor which is recommended to the CITY under the performance of
this Agreement. CONSULTANT agrees to incorporate this provision in its agreement with Credera.
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IN WITNESS WHEREOF, CITY and the CONSULTANT have executed this Agreement as of the date
first written above.
CITY OF SOUTHLAKE, TEXAS
Andy Wambsganss, Mayor
Date:
ATTEST:
City Secretary
MAXIMUS, INC.
David W. Eisenlohr, Senior Vice President
Date:
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S outhlal �e
EXHIBIT "A"
CITY OF SOUTHLAKE RFP0607AI05GG600176
Appendix A — Scope of Services
Project Title: Request for Proposal to provide Application Implementation Management for
Financial /Utility Billing /Human Resource Management Software Applications; Preparation
of a Request for Proposal, Software Selection Assistance, and Software Application
Implementation Management for Public Services Operations Software Applications; and,
Data Conversion for Finance, Utility Billing, Human Resource Management, and Public
Services Operations Software Applications.
2. Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to Gary
Gregg, PH. 817.748.8086, e-mail: ggregg @ci.southlake.tx.us. All Proposer's are invited
review City's responses on the City's website at: www.ci.southlake.tx.us
3. Submittal Requirements
The Proposal Document must include one (1) signed original document and five (5) copies.
4. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages: N/A
5. Proposal Evaluation Factors
Emphasis
Factor
Reputation of the Proposer and the Proposer's services
Quality of Proposer's services
Extent to which Proposer's services will meet the City's needs
Proposer's past relationship with the Cit
Total long -term cost to the City to acquire the Proposer's
services
The price for services (both overall and hourly)
Qualifications of the individuals who would be assigned to
perform the work
6. Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services
meets the City's product and support need. The manufacturer's reference is not intended
to be restrictive, and is only descriptive of the type and quality the City desires to purchase.
Quotes for similar manufactured products of like quality will be considered if the Proposal
is fully noted with the manufacturer's brand name and model. The City reserves the right
to determine products and support of equal value, and whether other brands or models
meet the City's product and support needs.
7. Key Events Schedule
Sealed Proposals Due to and Opened by City* Shown on First Page of this RFB
Bonds
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ii
The following bonds are required for any submitted Proposal: N/A
Scope of Services
Request for Proposal preparation for various Applications services
Southlake, Texas
I. INTRODUCTION: The City of Southlake, Texas (the "City ") is seeking a qualified
company (the "Proposer ") to provide Application Implementation Management for
Financial /Utility Billing /Human Resource Management Software Applications; Preparation
of a Request for Proposal, Software Selection Assistance, and Software Application
Implementation Management for Public Services Operations Software Applications; and,
Data Conversion for Finance, Utility Billing, Human Resource Management, and Public
Services Operations Software Applications.
II. SCOPE OF SERVICES
This Scope of Services calls for services relating to three (3) distinct subparts, as detailed
under numbered headings below. The following requirements shall apply to the entire
project including, as applicable, to each of the three subparts:
A. Service Description. Proposers shall provide a detailed description their plan for
providing the services if awarded a contract by the City, including a statement of
the Proposer's understanding of the work to be done and a work plan containing an
overview of the component tasks required to complete the work in accordance with
the Project Schedule.
B. Project schedule. For each project subpart, the Proposer must provide a Project
Schedule noting all projected dates for the project, from start -up to completion.
Dates may be presented either in the form of calendar dates, or as an interval of
time from the commencement of the project (e.g., within two weeks, within 90 days).
C. Payment Terms. Payment by the City will be made monthly for services properly
performed and invoiced. Proposers must include both of the following in any
proposal submitted under this Request for Proposals:
i. A lump -sum maximum price for each of the three project sub - parts; and
ii. Hourly billing rates for each individual or class of individuals (e.g., project
director, senior consultant, and consultant) who will perform work on the
project.
D. Proposal Evaluation Factors. The City intends to award a contract to the Proposer
who will provide the services at the best value to the City. In determining which
Proposer would provide the best value, the City will consider the following factors,
ranked in order of relative importance:
i. The reputation of Proposer and of the Proposer's services;
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ii
ii. The quality of the Proposer's services, including any
relevant local government IT consulting experience and demonstrated
understanding of the City's current IT strategy, processes, and needs;
iii. The extend to which the services, as detailed in the Proposer's response to
this Request for Proposals, will meet the City's needs;
iv. The Proposer's past relationship with the City;
V. The total long -term cost to the City to acquire the Proposer's services; and,
vi. The price for services (both overall and hourly);
vii. The qualifications of the individuals who would be assigned to perform the
work.
E. Project Manager. The Consultant shall be required to appoint as a Project Manager
a qualified individual with relevant experience satisfactory to the City of Southlake
( "City "). Each subpart need not have the same Project Manager, but the Project
Manager for each must be approved by the City.
Financial /Utility Billing/Human Resource Management, Public Services
Operations Software Applications Implementation Management:
a. Consultant shall provide all necessary Project Management,
Business Process Re- design (the analysis and design of workflows
and processes within and between organizations), Change
Enablement (execution, support and management of the transition of
the new software package(s)) and Implementation Management
Services in support of the implementation of new software
applications purchased by the City for use with its Financial
Operations, Utility Billing, Human Resource Management, and
Public Services Operations.
b. The Consultant shall, at a minimum, do the following specific tasks:
1. Work with the software implementer to develop a detailed
project approach, project plan, training plan, test plan and
deployment plan acceptable to the City
2. Manage project risks, issues and progress against plan, and
provide weekly progress reports to the City in a form
acceptable to the City
3. Maintain adherence to the detailed implementation plan (e.g.
ensure timely and successful completion of plan tasks in light
of relevant dependencies and, resources)
4. Direct weekly steering committee meetings
5. Manage vendors to ensure a successful implementation
6. Review and re- engineer key business processes, in
consultation with City IT staff, to align with standard
functionality included in the software
7. Develop training and testing plans and facilitate test efforts
8. Develop communications and change management plan
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i i
9. Communicate to City staff, and
facilitate communications between vendors and City staff,
concerning the new software
c. Consultant's project manager or his designee shall meet with City of
Southlake Steering Committee weekly at the Southlake Town Hall for
status and progress updates.
d. The Consultant shall develop a report in a format acceptable to and in
conjunction with the Southlake City staff which will detail the
consultants evaluation of the performance capabilities and limitations of
the selected software based on the desired elements and requirements of
the Financial, Utility Billing, Human Resource Management, and Public
Services Operations Software Applications as defined in the software
selection RFP.
e. Develop a Gantt chart with deadlines, timeframes, milestones and
constraints to support the Financial, Utility Billing, Human Resource
Management, and Public Services Operations Software Applications.
L The Consultant shall evaluate the performance capabilities and
limitations of applications to the requirements set forth by the report
outlined above.
g. Conduct and participate in such operational system tests as necessary to
determine that functional capabilities, requirements and performance of
the systems meet the City's requirements.
ii. Software Selection for Public Services Operations Software Applications:
Consultant's project manager or his designee shall meet with City of
Southlake Steering Committee weekly at the Southlake Town Hall
for status and progress updates.
Deliverable. Prepare and deliver a recommended RFP for the Public
Services Operations software applications to the City of Southlake
Steering committee. Subtasks required to complete this task include
but are not limited to:
1. Activities:
• Plan and conduct project kick -off meeting
• Conduct interviews with key stakeholders
• Develop functional and technical business requirements
of the users
• Develop functional business demonstration scripts
(format) that each software vendor must follow and
present.
• Develop draft Software RFP including evaluation criteria
and scope of services
• Identify list of potential qualified vendors
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• Create evaluation
methodology that includes quantitative and qualitative
criteria, including the creation of all scoring sheets for
RFP and demonstrations
• Plan, coordinate and conduct '/z day Proposers
conference to brief vendors and respond to questions
■ Deliverable. Provide list of Vendors Selected for Short -List
1. Activities:
• Coordinate the initial vendor evaluation process
including ranking of responses to functional and
technical business requirements, vendor background
research and vendor financial status.
• Assist the City in preparing a short list vendor selection
based upon scoring /analysis of RFP response.
■ Deliverable. Plan, conduct and coordinate vendor demonstrations
1. Activities:
• Notify vendors of dates and times of demonstrations
• Coordinate vendor demonstrations
• Participate and assist in the scoring and evaluation of the
vendor demonstrations
■ Deliverable. Participate and assist in Final Software Selection
1. Activities:
• Conduct vendor reference checks
• Compile final evaluation based on vendor RFP response,
demonstration results and reference scores
• If deemed necessary and appropriate by the City,
coordinate selection team site visits to up to 2 live
installations of the selected finalist
• Participate and assist in the final software selection
■ Assumptions:
1. City will be responsible for vendor contract negotiations,
terms & conditions and legal boilerplate.
2. City staff will be available to support the creation of the RFP
including providing requirements during interview sessions,
reviewing and approving the RFP and providing additional
details required to create the RFP (e.g. technical
infrastructure details, functional interface requirements,
etc.), although Consultant shall remain responsible for the
completeness and sufficiency of the RFP.
iii. Data Conversion for Finance, Utility Billing, Human Resource Management and
Public Services Operations Software Applications:
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a. Consultant shall plan and perform the
conversion of data from the software applications currently used by
the City in its Finance, Utility Billing, Human Resource
Management, and Public Services Operations to those applications
selected by the City for use in these areas as a part of its ongoing
Information Technology Alignment project. Consultant shall
perform all tasks necessary to effect timely and successful data
conversion to the City's reasonable satisfaction, including at a
minimum the following:
1. Consultant shall provide a report in a format acceptable to
and in conjunction with the Southlake City staff setting forth
all desired elements and requirements for data conversion of
the finance, utility billing, human resource management and
public services operations software applications
2. Consultant shall provide in a Gantt or other similar chart
format a priority listing of the data conversion efforts, the
estimated effort and the finalized scope based on budget and
time constraints
3. Consultant shall perform initial data profiling and update
scope based on the results of the profiling
4. Consultant shall develop a list of the conversion routines for
each of the software applications
5. Consultant shall develop a test plan and test scenarios for all
of the software applications
6. Consultant shall develop and test all of the conversion
routines developed above and prepare a report detailing the
results of the tests
7. Consultant shall participate and assist in designated user
acceptance testing of each software application
8. Consultant shall develop mock runs for each software
application and prepare a written report certifying the
validity of the data conversion
9. Consultant shall participate and assist in production data
conversion and cutover
F. Current Software and Usage.
The City of Southlake currently uses the New World Logos ® modules in an AS400
environment:
i. Financial Management Software.
a. Financial Management Base Package:
General Ledger Module
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ii.
iii.
iv
V.
Vi.
vu.
• Budgetary Reporting Module
• Annual Budget Processing Module
• Requisition Processing Module
• Purchasing Module
• Accounts payable Module
• Revenue Accounting Module
b. Proposal, Bid and Quote Tracking
C. Contract Accounting
d. Contract Accounting
e. Integrated Inventory
f. Project / Grant Accounting
g. Accounts Receivable
h. Fixed Assets
i. Government Reporting
j. Financial Management Report Writer
Logos ® Human Resources Software
a. Payroll with Base Personnel
b. Advanced Personnel
C. Position Control and Budgeting
d. Applicant Tracking
e. HR/Payroll Desktop PC Interface
Logos ® Utility Information Software
a. Water /Sewer Base
b. Auto PC Meter Read
Logos ® Community Services Software
a. Geo Property Master
b. Permits and Inspections
C. Code Enforcement
d. Project Development and Tracking
e. Hazardous Materials
f. Citizen Complaint Tracking
Logos ® Public Works Software
a. Equipment Maintenance
b. Work Order Processing
Logos ® Licensing Software
a. Business Licensing
Logos ® Other Software
a. Digital Imaging
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viii. Additional Software utilized by the City includes
the full Microsoft Office suite as well as Badger Connect to facilitate the
upload of wireless water meter readings obtained monthly.
G. Data Conversion.
The City currently maintains financial, Human Resources and other operational
data on the AS400 170 platform dating back to January, 2000. The AS400 data is
contained in a DB2 format and is ODBC compliant and compatible with Crystal
Reports as well as other database mining applications. The AS400 runs the iSeries
NetServer which supports Windows Network Neighborhood for mapping and
sharing of the drives contained locally on the AS400.
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EXHIBIT `B"
CONSULTANT'S RESPONSE TO CITY'S RFP0607AI0.5GG600176
TABLE OF CONTENTS
I. PROJECT BACKGROUND & UNDERSTANDING
II. CORPORATE & STAFF QUALIFICATIONS
III. REFERENCES
IV. PROPOSED APPROACH, WORK PLAN & SCHEDULE
PRICING ASSUMPTIONS
REQUIRED FORMS
15
23
39
40
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Proposal for Software Selection,
Data Conversion and
Implementation Management
L PROJECT BACKGROUND & UNDERSTANDING
MAXIMUS, Inc., together with our team partner Credera, is once again pleased to offer our
services and support to the City of Southlake in the completion of an important and ambitious
technology related project.
The City of Southlake, TX is a medium sized, high growth and high quality Texas city located in
the heart of Dallas/Fort Worth. Established in 1954, with a population estimated near 25,000 and
an expected build out near 30,500, Southlake is positioned to experience dramatic growth and
changes over the next several years. The City of Southlake is organized under a Council /Manager
form of government. The City Council is directly elected by the residents of Southlake, who in
turn hire a professional City Manager. The City Manager is responsible for the day -to -day
operation of the City, while the City Council makes strategic policy decisions.
City of Southlake Technical Services Department
The Technical Services Department is structured under the Support Services Division of the City.
The Technical Services Department operates all City -wide information technology, such as
servers, network equipment and storage systems. Additionally, the Technical Services Department
provides software and hardware support to all City departments. As of FY 2005, the Department
has a total of five staff members. The Technical Service Department supports eight specific
facilities spread throughout the City. These facilitates include office space, parks and public safety
locations.
Southlake has standardized on Microsoft products including Windows XP, Office, SQL Server,
Exchange, Outlook, Internet Explorer and FromPage. The City has an existing Request for
Proposal on the street for evaluation. This selection is the genesis of the current RFP. The
anticipated timeframe on the delivery of proposals is August 25, 2006. The existing enterprise
applications used by the City include:
• New World Logos System
• Finance
• HR
• Payroll
• New World Aegis System
o Public Safety
• GIS
• Building and Planning
• Inventory Management
• Fleet Management
• Document Imaging
• HVAC
Following the preparation and adoption of an information technology business alignment strategy,
the City is currently involved in the process of selecting new Financial, Human Resources and
Utility Billing software. The results of the alignment strategy, and the ongoing effort to select new
enterprise administrative applications, are the genesis of the current RFP. The MAXIMUS /
Credera team was the City's partner in the creation of the strategic alignment roadmap and in the
facilitation of the ongoing enterprise systems selection project.
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Project Description
The City has recently completed an Information Technology Alignment study resulting in several
technology related project recommendations. Included within these recommendations are the
replacement of the existing financial, human resources and utility billing system and the
acquisition of an integrated land management and asset management system. Associated with the
two projects listed above is the conversion of legacy data into each of the new systems. The City
seeks the following:
• A team to provide overall project management oversight;
• A team to conduct and manage the selection of new land management and asset
management software;
• A team to perform project management, quality assurance, change management and
process re- engineering for implementation of your systems;
• A team to convert data from the legacy AS /400 and MS Access databases into your new
finance, human resources, utility billing, land management and asset management
systems,
• A team that understands the unique environment that is the City of Southlake and has a
proven track record of success with the City.
Our Approach
Our approach involves three separate Tasks. Each Task will be performed independent of the
others, but will share a common project management team. Those specific tasks include:
• Provide Implementation Support for the Finance/HR and Public Service Operations
software implementations
• Select Public Services Software
• Support Data Conversions
Each of these is described more fully below and a detailed narrative project plan for each major
task is provided in a subsequent section of the proposal.
Task 1, Provide Implementation Support to the Finance, HR, and Public Service Operations
implementations is broken into three primary activities:
• Project Management and Quality Assurance
• Change Management
• Process Re- design.
These activities will be active throughout each project. Our project management team will create
and monitor project plans and utilization schedules and review deliverables provided by your
implementation partner to ensure quality and completeness. The Change Management team will
develop, monitor and implement a change management plan. This plans ultimate goal is to ensure
buy -in by City staff thereby increasing the likelihood of a successful implementation. Lastly, in
the Process Re- design activity, the MAXIMUS team will review your "as -is" processes, map that
those processes into your new software and create an improved "to -be" process. All of these
activities will be conducted in a highly interactive environment requiring input and collaboration
from your staff.
Task 2, Select Public Services Software - Operations, will apply our proven approach to
specifying, evaluating and selecting software. We will begin by defining your
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specific business requirements and demonstration needs. Once these are complete, a detailed RFP
will be created and distributed to a vendor list which is created through detailed industry analysis.
Finally, we will assist the City in the review of all proposals and vendor demonstrations.
Task 3 involves Data Conversion. Our team will work with your staff to identify and define each
data element that you desire to convert. Once defined, we will develop a detailed plan for
converting, translating and verifying the data you require. This plan will include identifying those
data elements that will be converted manually and those elements that will be converted via an
automated data conversion program. Our team will work with your staff to prioritize the data to be
converted based on need, data quality and project budget constraints. Once the conversion plan is
complete, we will develop the data conversion program for those data elements that will be
converted in an automated fashion. The data conversion process will be supported by mock data
conversions where the data conversion process will be executed and tested by viewing the
converted data in future state systems.
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IL CORPORATE & STAFF QUALIFICATIONS
MAXIMUS and Credera together appreciate the opportunity to submit this proposal to assist the
City of Southlake with your software selection, data conversion and implementation support
services. MAXIMUS came into being thirty years ago with the mission of "Helping Government
Serve the People" and has been successful in accomplishing this goal because of our dedication to
our clients as they carry out their responsibilities to their citizens, the skill of our professional
staff, and the expertise that we bring to each engagement. Our firm represents the best quality and
highest level of customer service of any firm providing public sector consulting services.
As in the case of two prior successful technology projects, the team we propose to meet the
technology planning and management needs of the City of Southlake consists of two firms, each
of which brings a unique set of skills and capabilities. The following sections describe the
respective strengths and capabilities of the team member firms.
In this proposal, we present our qualifications to serve you and our experience with similar clients.
Then, we introduce our proposed project team, a group of experienced, highly qualified client
service professionals, as well as our professional references attesting to our capability to meet our
customer's respective needs. We also describe a suggested work plan and schedule to accomplish
the Department's objectives in a timely and cost effective manner.
A. About MAXIMUS, Inc.
Since our founding in 1975, MAXIMUS has been dedicated to supporting state and local
governments through the complex and changing world in which interrelated government services
and programs must work together to provide service to the public. The company has established a
solid reputation and broad scope of experience in supporting government agencies across the
country. We are the nation's largest consulting firm devoted exclusively to assisting state and local
governments in providing services to their constituents.
Our success is measured by how we make lives better. Time and again, MAXIMUS has continued
to deliver on the promise of our mission. MAXIMUS provides a broad array of consulting services
including technology assessments, strategic planning, operational review and audits, cost
allocation and indirect cost studies, revenue maximization analyses, and user fee studies.
MAXIMUS provided services to over 3,000 clients in the past fiscal year alone. Our assistance has
helped our clients to provide higher quality of public services to their citizens.
Our Financial Strength
MAXIMUS is a financially strong company. We have been profitable for thirty years and enjoy a
very strong balance sheet, with a net worth of approximately $500 million. Presently, MAXIMUS
commands a high financial rating from Dun & Bradstreet, reflecting their assessment of both our
financial statements and credit worthiness as strong. Detailed financials are available for review by
checking under our symbol MMS. As a public company, our finances are fully disclosed to the
Securities and Exchange Commission. Our financial strength is further evidenced by our selection
by Business Week magazine as one of the hot growth companies for 2002. MAXIMUS was ranked
30th overall. Further, MAXIMUS is one of only two companies to have made the list for four
consecutive years.
Principal Addresses of the Firm
As noted above, MAXIMUS, Inc. is a publicly -held corporation with multiple office locations.
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Our firm's corporate headquarters is at the following address:
MAXIMUS, Inc.
11419 Sunset Hills Road
Reston, VA 20190
Voice: 1- 800- MAXIMUS
www.maximus.com
The office from which this study will be conducted is in Dallas, Texas. The
address for this office location is as follows:
MAXIMUS, Inc.
13601 Preston Road, Suite 201E
Dallas, TX 75240
Voice: 972 - 490 -9990
Mr. David Eisenlohr, Senior Vice President of the Management Solutions
practice, will serve as overall project director, and he is authorized to make
representation for the firm. Mr. John Kelly, of Credera, our technology solutions
partner, will serve as Project Quality Assurance Manager. Mr. Eisenlohr is based
in our Dallas office at the address above.
B. About Credera
Credera is a business and technology consulting company that focuses on leveraging proven
technologies to enable client's business strategy. Throughout its history, Credera has consistently
provided business and technology solutions that provide measurable value to our clients. This
value is delivered by leveraging team member's accumulated industry and management
experience and their deep technical expertise. Credera's professionals have served many
influential corporations in a variety of industries over the past 18 years. We have helped these
companies realize the value of their information technology investments by:
• enabling key strategies and/or competitive advantages in their respective industries
• delivering solid, truthful insight which enables measurable business success that was
previously unattainable.
Credera focuses on providing professional services that deliver tangible solutions to clients.
Specifically, we provide Management Consulting, Technology Solutions and Business
Intelligence Solutions. Each area is focused on providing real, usable solutions to our clients. The
Management Consulting practice seeks to develop business -driven IT Strategies, improve the
performance of your IT organization, design improved business processes, help you select better
software, and make your business run more smoothly. Credera's Technology Solutions practice
aids our clients in implementing technology solutions that deliver complete and complex
solutions, from analysis through post - production support. Business Intelligence Solutions enable
the transformation of raw data into actionable information that produce measurable results and the
ability for you to make quick, informed decisions as to the operation of your business.
C. Staff Experience
Over many years and many assignments, MAXIMUS and our professionals have gained a
thorough and unrivaled understanding of the unique aspects of local government
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operations and management. We have served many clients of all sizes, including many of the
larger city and county governments throughout the United States. From our experience on these
assignments, our team of full time consulting professionals will be committed to delivering
services tailored to the specific needs of the City of Southlake. We provide our clients with
recognized industry leadership in both individual qualifications and corporate capability. As
individuals, our staff members offer:
• Many years of consulting experience. Many of our principal
management staff have provided public sector consulting services for ten
years or more, serving several hundred clients. This includes work both as
staff of MAXIMUS (and its predecessor organizations) as well as
experience with the "Big Four" public accounting and consulting firms.
Direct management experience. All of the principal MAXIMUS project
team members have direct managerial experience in general government
operations,
Commitment to continuous improvement. Both as a firm and as
individuals, we are committed to improving our consulting skills through
continued customer service feedback, regularly modernizing and
upgrading our analytical data sets and methodologies, and a program of
continuous professional education. Our professionals receive training
equivalent to the standards established in the GAO "Yellow Book"
standards for performance auditors.
Corporate commitment. These individual qualifications are backed up
by a publicly held corporation that is the largest non - defense consultant
serving exclusively governmental entities in the United States. The
benefits of this backing include:
Specialized resources. As a national firm, we are able to invest in
specialized resources that smaller firms are unable to provide. Among
these are large, complete, and up -to -date client service databases;
investment in advanced research tools; use of information technology; and
web -based surveys. These tools enable our project staff to be more
productive, more comprehensive and thorough, and more accurate.
D. Project Team Members
A project structure that provides senior management support, involvement and buy -in is critical.
The proposed organization structure for this effort incorporates involvement of the City of
Southlake at all levels throughout the process. We believe that for this project be successful, we
will need the City's involvement throughout the process.
The Steering Committee must provide overall sponsorship and direction. The Steering Committee
should be chaired by a senior city official and involve key senior management in the organization.
This team should meet on a regular basis for the duration of this effort to ensure adequate
involvement and ownership. The proposed team structure for project is as follows:
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Proposal for Software Selection,
Data Conversion and
Implementation Management
Proposed Project Team
Sponsorship and support
Direction and validation
Decision snaking
Issue resolution
Resource commitments
Public Service Ops
Software Selection
Team
John Kelly
Jerry Tweedy
Project participation
Deliverable preparation
Vendor communications
Meeting facilitation
Selection facilitation
Sponsorship and support
Direction and validation
Decision snaking
Weekly steering
committee meetings
Project Executive Champions
Financials TBD
BRIS TBD
Public Works TBD
Steering Committee
Jim Blagg
Ken Baker
Rick Smith
Bob Price
Sharen Jackson
Steve Polasek
Gary Gregg
Officers in Charge
David Eisenlohr
David Dobat
Detailed project planning
Vendor management
Risk /issue /task management
Change management
Project communication
Vendor quality assurance
Process redesign
Solution requirements
Prioritization and seeping
Conversion routine design
Conversion routine development
Conversion routine testing
Data conversion execution
Project oversight
Direction and validation
Deliverable preparation
Quality Assurance
Risk Management
Business & IT
Subject Matter Experts
TBD 1
TBD 2
TBD ...
TBD ...
Subject Matter expertise
Meeting participation
Department representation
Requirements support
User acceptance testing
Solution validation
Environment prep & support
The following brief resumes describe the experience of key personnel on this project and their
roles in the engagement. Full resumes of our key personnel are presented in an attachment at the
end of this proposal.
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Program Directors Program/Project oversight
Jerry Tweedy Deliverable preparation
John Kelly Direction and validation
Quality Assurance
Implementation Support
Data
Team
Conversion Team
Jerry Tweedy
Credera Project Manager TBD
John Kelly
Credera Senior Consultant TBD
Maximus Senior Consultant
Credera Consultant TBD
Vendor Consultant TBD
Detailed project planning
Vendor management
Risk /issue /task management
Change management
Project communication
Vendor quality assurance
Process redesign
Solution requirements
Prioritization and seeping
Conversion routine design
Conversion routine development
Conversion routine testing
Data conversion execution
Project oversight
Direction and validation
Deliverable preparation
Quality Assurance
Risk Management
Business & IT
Subject Matter Experts
TBD 1
TBD 2
TBD ...
TBD ...
Subject Matter expertise
Meeting participation
Department representation
Requirements support
User acceptance testing
Solution validation
Environment prep & support
The following brief resumes describe the experience of key personnel on this project and their
roles in the engagement. Full resumes of our key personnel are presented in an attachment at the
end of this proposal.
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Staff
Title
Years of
Project
Experience
Duties
David Eisenlohr
Senior Vice President
19
Project
Director
Mr. Eisenlohr is a Senior Vice President in the MAXIMUS Dallas office, with national
responsibility for the delivery of strategy, organizational and operational services within
our Consulting Services group. He leads project teams providing strategic planning and
organizational performance improvement services to our public sector clients at the city,
City and state levels. His professional background encompasses 26 years of consulting
and management experience in both the public and private sectors. Prior to joining
MAXIMUS, David was a leading member of a large Big 5 firm's local government
consulting practice.
David will be the project director for this engagement and will operate out of our Dallas
office. He will provide direct client support and work to ensure that the professional
services delivered by MAXIMUS' to Southlake are best in class by providing
specialized organizational and technical expertise.
Senior Manager – Credera
1 17
Project
Manager
John is a Senior Manager with Credera. Previously, he was a Senior Manager with
Hitachi Consulting and a Manager with Accenture where he focused on the delivery of
business intelligence solutions.
John brings more than 17 years of business and technology consulting experience to
Credera, all of which he earned from a variety of industries — including energy,
financial services, distribution, government, hospitality and high -tech. He has helped
some of the most recognizable companies in the country with strategic technology
planning, software selection, large custom- and package technology implementations,
and business intelligence initiatives. In particular, John specializes in full lifecycle
implementation of business intelligence solutions — and his clients value his significant
expertise in project management, dimensional data modeling, ETL design and
development and deployment of OLAP technology to support corporate decision -
making. John utilizes a best practice approach in delivering business intelligence
projects based on methodologies developed by Kimball, Inmon, Kaplan and Norton.
Jerry Tweedy
Manager
13
Project
Manager
_o
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Credera MAXIM
Proposal for Software Selection,
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Staff
Title
Years of
Project
Experience
Duties
Jerry is a Manager in our national Management Studies practice, based in Dallas, Texas.
He has been working with MAXIMUS for one year, with seven additional years of
experience as a manager for a 'Big Five" international professional services firm and
independent contractor. Before that, he served for more than 5 years in public
management and as a local government manager in the areas of public safety and
general city management for both the cities of Hurst and Fort Worth, Texas. Jerry will
be assigned as a project manager on the Southlake project and will focus on both
functional and administrative aspects of the project.
Representative examples of Jerry's recent and past consulting assignments include the
completion of a organizational review and design study for the Information Technology
Division of the City of San Marcos, a business process re- engineering project for the
City of Miami, FL, multiple large ERP software implementation for various cities and
governmental agencies, various software requirements definitions and software
selections, business control studies for the City of Hurst, Texas' water utility and
municipal court functions, and various business process improvement studies for the
City of Fort Worth, Texas.
Jerry earned his Bachelor of Science degree from Central Arkansas University and holds
a Master of Public Administration from the University of North Texas.
Mary Wilson
Consultant
1 yr
Staff
Ms. Wilson recently joined the MAXIMUS Management Solutions practice team.
Mary's most recent experience includes work on an Information Technology Strategic
Plan for the City of New Braunfels, TX. She is also active on the MAXIMUS Project
Team working on a County -Wide Business Process Alignment study for Lake County,
IN.
Her areas of specialization include finance and financial management, criminal justice
administration, statistical research and analysis. She has previously provided data
analysis services for the Virginia General Assembly and the Government Account
Office.
Kristina Pigneri
Manager
8
Data
Conversion
Lead
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Staff Title Years of Project
Experience Duties
Ms. Pigneri has eight years of technology experience with a focus in Business Intelligence and
data integration. She has worked in the BI and data integration industry for six years with strong
skills in analysis and requirements gathering, data design, data extraction, transformation and
loading tools and processes, report development, testing methods and conducting developer and
user training. She has experience in all phases of the development life cycle on numerous
projects and has fulfilled an application support role for a production system serving 3000 users.
Kristin has deep database and data integration skills in the area of design and development.
E. Qualifications & Experience
To serve the City of Southlake we are bringing together a goup of specialists in organizational and
operational design and information technology. We are incorporating into our project team,
Credera who brings both unparalled experience in Information Technology Management and
Strategic Planning.
MAXIMUS Management Solutions Practice
As specialists in information technology, strategic planning, and operational performance
improvement, Dallas -based members of the Management Solutions practice will be assigned to
lead this engagement for the City of Southlake. As on previous technology assignments for you,
we will be supported and assisted by the subject matter expertise of Credera, who will have direct
responsibility for the data conversion elements of this project and will be active participants in the
selection and project management elements as well.
MAXIMUS' Management Solutions team carries out a full range of consulting services designed
to meet the public service needs of our client. These include studies relating to:
• Information Technology, including systems requirements, design,
selection, implementation support and strategic planning.
• Business Process Redesign/Reengineering, including the business
processes associated with the planning, management, and execution of
human resources
• Performance Management, including privatization review, comparative
performance measurement, benchmarking, and business process review
• Public Services, including aviation, public works and utilities, streets and
roads, public transportation, libraries, parks and recreation, facilities
management, and fleet management
• Human Resources, including organizational and management reviews,
staffing analyses, wage and classification studies, executive recruitment,
personnel policies and procedures, and employee relations
• Public Safety, including police services, fire services, emergency medical
services, communications and dispatch operations, courts, detention, and
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probation
• Alternative Service Delivery, including intergovernmental coordination,
regional service delivery analysis, consolidation analysis, organizational
design, contracting and privatization analysis, and tax equity
determinations.
• Government Administration, including organizational design,
government management, governance systems, and business development
services;
• Financial Services, including budgeting, cost of service analysis,
financial management, financial and capital planning, procurement,
accounting management;
• Human Services, including social services, public health, and substance
abu se.
By way of summarization. the table below sho-,a -s the number of different fimctional departments
we have studied in the course of our recent engagements for many different clients:
CATEGORY
FUNCTIONAL AREAS
DEPTS. REVIEWED
Information
Data processing, systems planning,
76
Technology
document management
Organization and
Elected officials, administration, clerk,
102
Governance
elections, entity -wide organization analysis
Public works, water, sewer, transportation,
Public Services
right of way management, facilities, custodial
468
services, parking, fleet, engineering, aviation
Finance, revenue, treasury, assessor,
Finance
purchasing, taxation, assessment, billing,
318
insurance and risk management
Human Resources
Personnel, labor relations, training
55
Police, Sheriff, fire services, EMS,
Public Safety and
emergency communication, animal control,
461
Courts
courts, clerks of court, corrections, detention,
probation,
Land Development
Building codes, planning, zoning, register of
158
and Regulation
deeds, economic development
Culture and
Parks, recreation, tourism, libraries,
120
Recreation
convention centers, auditoriums, libraries
Health and Social
Health, social services, juvenile services, jobs
Services
and family services, mental retardation,
81
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c r e d e r a MAXIMUS
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Implementation Management
III. REFERENCES
MAXIMUS has a long history of service to local governments across the nation. A representative
sample of some of our previous projects that relate to this engagement are described below. We
also provide a list of references that you may contact to determine the quality of client service that
we provide and the value of the work we have undertaken. Additionally, the relevant experience of
Credera is outlined.
a. MAXIMUS
The quality of our work is a reflection of the standards that MAXIMUS requires of all of its client
service professionals. The large number of repeat engagements with our clients is testimony to the
quality of our service and our ability to meet our clients' needs. We strongly encourage you to
contact the references we provide in this proposal. Find out why our clients selected MAXIMUS
to help them meet their challenges. These endorsements are people who worked beside us and
have tested our capabilities. We are confident you will find that our customers will attest to:
• The overall success of their project
• The quality and expertise of our personnel,
• Our ability to manage and maintain projects on schedule,
• Our problem- solving skills,
• Our candid communication and open interaction with client staff,
• Our ability to assess project risks and develop effective mitigation
strategies, and
• Their willingness and eagerness to work with us again.
We have provided below references relating to our information technology experience and our
organizational analysis projects.
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of Southla Tex as
" SO-
Title of Project: Information Technology
Alignment Plan, Financial
Software Requirements
Analysis and Selection
Reference: Support
Jim Blagg
Deputy City Manager
(915- 676 -6386)
MAXIMUS first partnered with the City of Southlake to conduct an Information Technology
Alignment study for the City. Our team conducted interviews with key staff members to document
current business processes and associated technology. Based upon the interviews, the City's
overall IT strategy and the goal of aligning technology to better support business processes, a
series of issues and opportunities were outlined. These issues and opportunities were addressed
through a series of business cases. Each business case was grouped into short-term, mid -term and
long -term projects and included a qualitative cost benefits analysis. A project road -map was
developed to guide the City through implementation of the potential projects. Recommendations
included a series of short-term projects to improve the City's procurement process, increase data
storage capacity and automate the sharing of information within the DRC Committee process.
Longer term recommendations included the selection and implementation of new finance, HR and
land management software.
Following adoption of the Strategic Alignment Report, MAXIMUS was engaged by the City of
Southlake to complete a requirements gathering, software evaluation and procurement support
project. Included in the scope of this assignment is the gathering of business and technical
requirements for a full featured ERP system including financials, procurement, utility billing and
human resources system. Using a series of facilitated group sessions, the MAXIMUS team
documented requirements and assisted in the priority ranking of those requirements by the end
users. This was followed by the creation of an RFP, the identification of candidate vendors, the
preparation of demonstration scripts and the management of the City's selection process.
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Tarrant Countv. Texas
Title of Project: Comprehensive Strategic
Technology Plan, ERP
Requirements Analysis and
System Selection and
Reference: Implementation Support
Mr. G. K. Manius
County Administrator
(817) 884 -1732
MAXIMUS was selected to develop a five -year strategic plan for the Information Technologies
Department (IT) of Tarrant County, located in Fort Worth, Texas. Subsequently, MAXIMUS was
retained to assist in implementing components of the plan, including:
• Developing the business case to support the ERP project;
• Helping select an ERP systems solutions,
• Designing the advanced Internet telecommunication architecture; and
• Developing the first component of the Integrated Justice System — the data- reporting
repository (data warehouse).
To develop a five -year IT strategic plan quickly, MAXIMUS constructed a three -phase approach.
The first phase focused on information gathering; the second, on analysis and the third phase, on
drafting the Strategic Plan. When the strategic plan was completed, MAXIMUS was retained to
serve in the role of Chief Technology Officer for development of the County's system -wide
technical architecture, including the County's Internet telecommunications design to support
eGovernment initiatives. For the Internet architecture, MAXIMUS identified sources that:
• Built on the foundation established in the approved Strategic Information Technology
Plan; and
• By maximizing the use of the current infrastructure, could be accomplished within the
approved information technology budget.
The Internet Architecture Design provided specifications for hardware, software, and required
communications components. MAXIMUS also developed schematics and diagrams to illustrate
the "blueprint" for the Internet Architecture. To complete this component, MAXIMUS delivered a
detailed Implementation Plan for the Internet Architecture.
To support the Enterprise Resource Planning (ERP) System component of the IT Strategic Plan,
MAXIMUS developed and presented a business case and plan for moving forward. The
Commissioners Court approved both. MAXIMUS then developed specifications for the hardware,
software, and integration requirements for the ERP System, which served as the basis for a
solicitation for ERP system vendors. Functional specifications addressed financial management,
human resources management, and procurement, while technical requirements addressed
implementation services, application hosting, and technical support services. Next, MAXIMUS
developed procurement solicitation documents, the evaluation process and criteria, and provided
the County with sample contracts. MAXIMUS guided the County through the software evaluation
process and helped negotiate contracts for software, implementation services, and hosting services.
Key MAXIMUS deliverables for procurement of software and implementation services included:
• A Draft Request for ERP Proposals;
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• Evaluation Criteria for Vendor Selection; and
• Analyses of Draft Vendor Contracts Provisions.
MAXIMUS quality assurance deliverables for the implementation included:
• A Best Practices" Analysis and "Ramp Up" Work Plan
• Communication, Training, and Change Management Plans, including an update,
• Monthly Project Quality Assurance and Risk Assessment Reports, with weekly updates;
• Three Interim and a Final Quality Assurance Report of each functional area;
• Go/No Go Recommendations at the end of Business Blueprinting for each functional
area; and
• A Change Management Quality Assurance Report.
State of Alaska
Title of Project: Human Resources / Payroll
Replacement Systems RFP
and Data Warehouse RFP
Development
Reference:
Ms. Debbie Bump
Deputy Director of Finance
Alaska Department of
Administration
907 - 465 -3301
The State of Alaska, Department of Administration, engaged MAXIMUS to help realize its vision
for consolidating human resources and payroll functions and data warehouse reporting systems.
The Project focused on reviewing and revising the State's business and technical requirements for
a consolidated HR and payroll system that supports the needs Department of Administration and
state agencies. MAXIMUS documented State business and technical requirements, developed two
RFPs, and supported the State's implementation vendor decision - making process. This project is
now in the implementation stage and MAXIMUS has been engaged to provide project
management and quality assurance oversight for the State.
City of San Marcos, Texas
T11T CITY : Title of Project: Information Technology
SAN MARCOS Organizational
Assessment
Reference:
City of San Marcos
Mr. Rodney Gonzales
Director of Finance
(512) 393 -8170
MAXIMUS was contracted to review the organizational structure of the City's Information
Technology processes and then make recommendations for improved effectiveness and customer
service. The City's existing organization was highly decentralized with support activities
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performed by both line departments and central Information Technology Staff.
MAXIMUS recommended a blended organizational structure with Level 1 Support functions
performed by line departments while more advanced Level 2 and 3 Support will be performed by a
central IT organization. The central IT Organization will be managed by a new IT Manager
position that reports directly to the City's Finance Director. Additionally, MAXIMUS
recommended that the City create new positions to manage customer support and to coordinate the
diverse GIS activities of the City.
Bernalillo Countv. New Mexico
Title of Project:
Reference:
Bernalillo County, New
Mexico
Ms. Becky Darrow
Special Projects Officer
(Formerly Acting IT
Director)
(505) 768 -4020
MAXIMUS was engaged by the County to conduct an operational review of the County's
Information Technology Department. In this project, we reviewed the organization, staffing, and
operations of the Department, presented various issues that related to the Department's
performance and capability, and provided recommendations that resulted in an improved
information technology capability for Bernalillo County.
Our observations drove the development of our recommendations and focused on dramatic
changes in the service delivery model and executive leadership of information technology. Some
of our primary recommendations from this study included: develop a new business model focusing
on facilitation of customer service rather than direct service delivery; reorganize in support of the
new business model; adopt a Chief Information Officer (CIO) executive model; develop,
implement, and execute a Strategic Information Systems Plan (SISP) that is adopted by the policy
leadership of the County; and, formalize a user service agreement system with user departments.
In response to the study recommendations, the County created and filled a CIO position. The
County has also realigned staff resources in support of their adopted SISP.
B. Credera
Credera has a proven track record of delivering high quality Management Consulting solutions
that help clients significantly improve business results. Credera has worked with a wide -range of
clients ranging from new startups to Fortune 500 organizations. The table below provides a
representative sample of our previous clients.
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Area
Client
Project
Description
Focus
Developed and articulated a clear IT strategy,
developed a plan to re -align the IT organization to
Large Rental
IT Effectiveness
more effective) support the overall business direction,
y pp
IT Organization
Car Company
Initiative
and developed consistent and repeatable IT processes
to support the newly defined IT organizational
structure and vision
Developed a strategic business systems plan that
Global Energy
Strategic
g
clearly outlined the business value of standardizing all
Company
Information
Oil & Gas business systems that included a three year
Business Unit
Systems Plan
implementation roadmap and detailed cost benefit
analysis
Developed a comprehensive and "actionable" plan to
Large Energy
Strategic
g
support/enable the recently restructured IT
Company
Information
organization in meeting its business objectives as it
IT Organization
Systems Plan
prepared for the deregulation ofthe Texas electric
market
Leading Full
Developed a strategic business systems plan that
Service
Strategic
clearly outlined a three year roadmap addressing all
Exposition,
Corporate /Speci
on
Information
significant IT projects supported b detailed business
g p pp is
Business Unit
al Events
Systems Plan
cases, return on investment analysis, and detailed
implementation plans (e.g., detailed work plans,
Contractor
organization charts, risks, issues, key deliverables, etc.)
Management
Leading
Developed an Internet technology vision to direct)
p gy y
Consulting
Futures and
Internet
enable and support the objectives ofthe business and
pp
Options on
Technology
lay out a comprehensive plan to take the company's
Company Wide
Futures
Strategy
existing infrastructure and make the vision a reality
Exchange
Performed a business assessment of all key business
functions (e.g., Finance, Supply Chain, Purchasing,
Leading
Sales, etc.), developed detailed business and system
Manufacturer of
requirements, developed a short-list of software
Underground
Software Selection
vendors, managed the software selection process
Company Wide
Trenching
(including organizing and managing vendor
Equipment
demonstrations) to provide all data required for client
to select an ERP software vendor
Evaluated and modified the clients existing technology
road map to identify the implications, key
dependencies, and significant missing functionality
Major Canned
from the proposed ERP vendor (JDEdwards). This
Food Producer
Software Selection
initiative created a revised implementation roadmap,
Company Wide
detailed implementation plans and cost (e.g., software,
hardware, and implementation costs) estimates, and
recommended a more detailed confirm fit selection
process for the current ERP vendor
Developed a client specific Enterprise — Wide Program
Large Casual
PMO Strategy
gy
Management Office ( "PMO ") to facilitate successful
Company Wide
Dining Chain
Design
project delivery across the enterprise that included
detailed roles, responsibilities, a pilot project
methodology, and detailed implementation workplan
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ArT
Clie
Project
Description
Focus
Re- designed and implemented a client server solution
for a self service kiosk with multi - lingual and multi
International
Customer
authentication capabilities that complied with industry
p p Y
Company Wide
Airline Carrier
Ticketing
g
standard kiosk specifications using ATG and Java
Application
Leading Full
Performed an e- Business Platform Selection and
Service
Implementation that enabled the client to quickly and
Exposition,
e- Business
confident) deploy an e- Business Solution that met the
Y p Y
Business Unit
Corporate /Sped
Platform Selection
majority of its current and planned business needs
al Events
& Implementation
within a short time frame
Contractor
Large Video
Implement
p
Performed business and technical requirements
and Audio
Proprietary
analysis, developed proprietary presentation
Production
Presentation
management system, tested the system against business
mana g Y Y g
Business Unit
Firm
Management
and technical requirements and deployed the system
System
consistent with business user expectations
Designed and implemented a data warehouse
Large
architecture that met the query, reporting, and analysis
Systems
Commodities
Design and
needs of the clearing corporation and its member firms
Integration
Trading
Implement Data
including the implementation of a targeted data mart
Company Wide
Exchange
Warehouse
focused on meeting the member firms trade
information query /reporting needs
Designed and implemented a decision support system
National
Design and
utilizing Cognos' multi - dimensional OLAP tools along
Restaurant
Implement Data
w ith the required infrastructure, data models, training,
q g,
Company Wide
Chain
Mart
etc. required to make the solution successful for the
restaurant chains 220 stores and executive team
Designed, developed, and implemented an Internet -
Design and
based electronic commerce system to allow the
Large Health
Implement
organization's members to view and order products and
Company Wide
Care Provider
eCommerce
services on -line via the client's extranet using IBM
System
Net.Commerce and DB2 /Oracle
Leveraged Workpoint, Visual Basic, ASP.NET and
other technologies to develop a customized workflow
Largest
automation solution that manages the approximately
National
Workflow
500 significant projects /contracts that are approved
Business Unit
Mailing
Automation
each year resulting in annual savings of over $500K
Organization
annually and a reduction of over 7,000 staff hours on
an annual basis
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Arll""�
Client
PMject
Description
Focus
Leveraged ASP.NET, V"B.NET, and SQL Server
technologies using a rapid development methodology
Highly
Respected
Online Officer
and well defined requirements to rapidly produce a
Military
D'
sciplinary
web based solution that standardized case related
Business Unit
Organization
Notebook
information capture, enabled information distribution
to appropriate personnel on a timely basis, and
consolidated management and review of case
information in a secured technology environment
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IV. PROPOSED APPROACH, WORK PLAN & SCHEDULE
This section of the proposal provides you with our approach to accomplishing the work
components defined in your Request for Proposal. We first provide a brief background of our
understanding of the project, and then our particular methodology for accomplishing the work.
Overview of Approach & Methodology
Our approach is to work with the City of Southlake as an integrated team of professionals. Our
staff has extensive experience both managing governmental organizations and operations and
providing consulting advice including specific implementation recommendations. We believe that
the success of most projects begins during the planning stage. We begin our planning approach at
the implementation and work backwards thus ensuring that we begin with a focus toward the end
result.
To accomplish the stated objectives of the City of Southlake, we have developed a project
approach that involves three separate but interrelated tasks. Each task will be accomplished
independent of the others, but will share a common project management team to ensure that the
overlapping dependencies and interrelationships are fully appreciated and leveraged.
Those specific tasks include:
• Provide Implementation Support to the Finance/HR and Public Service Operations
software implementations
• Select Public Services Software
• Support Data Conversions
The specifics of the work involved in the completion of each of these tasks are described below
and subsequently.
Project tasks
Task 1: Financial/Utility Billing /Human Resource Management,
Public Services Operations Software Applications Implementation
Management
When examining the scope of the Implementation Management work as outlined by the City in its
RFP, MAXIMUS has identified four key activities that are inherent throughout. Those areas are:
• Project Management
• Quality Assurance
• Change Management
• Process Re- design
With the project timeline uncertain until the actual software products are selected, this portion of
our proposal will focus on the activities listed above and how our goal of "Helping Governments
Serve the People" is put into action.
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Project Management and Quality Assurance
A key element of our project approach is our attention to project management and quality control.
In this section, we provide an overview of how we assure that the implementation activity will be
managed and controlled. MAXIMUS will closely work with the City's Project Manager and your
Implementation Partner's Project Manager to ensure effective planning, implementation and
management of the proposed project. In our minds, a "successful project" will be one that:
• Meets and /or exceeds the needs and expectations of the City
• Results in an understanding of pertinent issues, the identification of
appropriate solutions, and can be implemented within a reasonable time
period
• Is carried out with minimum disruption to City operations and staff in the
performance of their regular duties; and
• Is completed on time and within budget.
The elements of our project management and quality assurance plan include:
Cooperatively Developed Final Project Work Plan: Upon award of the
contract for this engagement, we will review the preliminary work plan
with the City's Project Manager to determine the need for any adjustments
to meet the specific expectations and requirements of the City in
undertaking the work.
Weekly Work Schedule: Upon finalization of the work plan, we will
prepare a weekly work schedule which details planned work on each task
and related work step. The plan will include the work to be done and the
assignment of project staff to each task and work step. We will provide
this to the City's Project Manager so that the Manager can maintain his
internal project management log.
Quality Control Plan: Establishing requirements, protocols and
responsibilities for key aspects of quality assurance, including: upfront
clarification and agreement on criteria for all project deliverables;
guidelines for formal review processes and responsibilities for draft
deliverables; and specifications for final signoff approval and acceptance
of deliverables. As part of this plan, MAXIMUS will serve as the project
quality assurance office. The role of this office will be to review all project
deliverables, evaluate the implementation timeline and work to ensure that
overall project is managed at a consistent high standard. .
• Frequent Reporting to the City: As noted in your RFP, MAXIMUS
intends to provide periodic project status reports that detail progress as
well as issues that warrant discussion and possible mitigation. Our work
plan describes numerous project deliverable review meetings to assure
satisfaction with each work step before moving to the next.
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Change Management
The graph to right highlights the Top 10 Barriers to a Successful Implementation. Note that 5 of
the barriers, including the top 3, all relate to how an organization manages change. Also note that
there is only one technology related issue on the list, number 10. The remaining broad issues are
project management and process re- design, each of which you address within this RFP.
Our approach to change management seeks to accomplish the following goals:
• Develop and communicate the business case for change
• Develop management and end -user buy -in
• Provide an understanding of how the system will aid in the performance of work related
duties
• Ease any anxiety as to how the new system will affect end users
• Avoid miscommunication and gossip
• Aid in the successful implementation of the system
Traditional change management only goes so far. We believe that training is an integral part of the
change management process
and as such, we include such
training activities as: Top 10 Reasons Implementations Fail
Identification of
Resistance to Change
potential trainees
Inadequate Sponsorship
Development of
Unrealistic Expectations
class curriculums
Facilitation and
Poor Project Management
management of the
Case for Change Not Compelling
training program.
Project Team Lacked Focus
Scope Expansion /Uncertainty
Our Change Management
approach utilizes the No Change Management
following four phases: No overall Process view
IT Related Problems
• Develop the
business case for
change
• Prepare your environment for change
• Implement the training
20 40 60 80 100
As stated earlier, we will address communication and training during each phase with ultimate
goal of ensuring end —user and management buy -in to the change.
Process Re- design
Aligning your business processes with your new software is the ultimate goal of this project.
Alignment does not mean customizing your software to match your existing business process, but
working with your new software to maximize the efficiency and effectiveness of your business
processes. Reducing the number of customization will:
• Increase your ability to support the new system
• Decrease your total cost of ownership
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• Increase the stability and reliability of your system.
In order to implement the most efficient and effective business process, our team will:
Map your existing business processes — The process mapping will be accomplished
through focus group interviews with key process stakeholders. The goal of the process
mapping is to gain a complete understanding of each processes':
• Inputs
• Outputs
• Constraints
• Other Requirements
Review the business process options available in the new software package — Once
the MAXIMUS team has an understanding of your key business processes, we will seek
to map those processes into the system. Specific configuration options will be identified
and described. This activity will be performed in conjunction with your implementation
partner.
• Review industry best practices where available — In addition to the review of your
software, we will utilize our proven best practices database to identify and define areas of
improvement for your business processes. These areas of improvement will be compared
against system functionality to determine whether the available functionality exists in the
new software.
Identify gaps between your existing processes and the software's functionality —
Gaps can be defined as pieces of missing functionality between your desired business
process and the system's standard functionality. When gaps are identified, there are often
two recourses. First, most software applications include the functionality to make minor
modifications. If a modification can be used, they are typically supported within the
standard system functionality and are therefore able to be ported into future versions. If a
full blow customization is required, a business case will be developed that includes cost
and potential benefits. These business cases will be reviewed with the City's Steering
Committee for approval.
• Complete the "to -be" process mapping — Once the gaps are identified and solutions are
created, the "to -be" process maps will be created. These maps will guide your
implementers in the setup and configuration of the system. Additionally, the maps will
provide useful training material as the system is implemented and/or new employees are
hired by City.
• Test the business process during system testing — The final step in the process is
testing the system to ensure that it adequately addresses the business process as laid out
in the "to -be" maps. A combined City and MAXIMUS team will work with your
implementer to test each business process and document the level of fit achieved. This
documentation will play an important role in your user acceptance testing.
Task 2: Software Selection for Public Services Operations Software
Applications
The second Task of the project is the selection of Public Services Operations software for the
City's land management and asset management functions. The proposed approach borrows from
multiple information technology software selection projects along with industry best practices. We
have tailored our approach to work with your unique culture, operating environment and time
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constraints. We propose to undertake the task in the following phases listed with key activities
associated with the Phase:
Phase I- Requirements Definition
• Survey the City's existing
business processes
• Understand the City's
business issues and
opportunities
• Determine business
requirements
Phase II- RFP Development and
Support
• Develop RFP for Software
and Implementation Services
• Develop Demonstration Scripts
• Conduct a Pre -Bid Conference
• Phase III- Software and Implementer Selection
• Create Scoring Methodology
• Facilitate Proposal Evaluation
• Facilitate Demonstration Evaluation
• Select Final Software
A brief description of each phase along with the associated key activities is included below.
Phase 1 — Requirements Definition
The first step in procuring new software is the development of detailed business requirements that
define exactly what you are seeking to purchase. Because of its importance, MAXIMUS will
devote a significant portion of time and energy to the creation and analysis of your unique
business requirements. In Phase 1, we will utilize three steps to ensure the successful creation of
your business requirements.
Step 1: Survey the City's existing business processes
The initial step in the definition of the City's business requirements is a survey of your existing
business processes. In order to define your specific requirements, it will be important for our team
to review your existing business processes, focusing on immediate needs and improvement
opportunities which should be incorporated in the business requirements.
In order to accomplish this survey, the MAXIMUS team will interview key leaders and process
stakeholders. We will also review your existing policies and procedures where available.
Step 2: Understand the City's business issues and opportunities
Once we have an initial understanding of your business processes, our Team will begin to examine
and document specific business issues and corresponding opportunities for improvement. Once the
improvement opportunities are adequately documented, we will work to include the opportunities
as requirements in the business requirements document for inclusion in the final RFP.
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Step 3: Determine business requirements
The creation of the final requirements definition document will be based upon your distinct needs.
The success of any project can be directly attributable to the level of buy -in by the affected staff.
In order to foster buy -in, our team will work closely with your staff by involving your team in the
step -by -step creation of the business requirements. The final requirements will be your
requirements. In order to gather the business requirements, we will work with your team in
facilitated sessions to understand exactly what the system needs to do and then document those
unique requirements.
Once the initial base requirements are complete, we will present to your team samples of business
requirements developed by other jurisdictions. These requirements will be used to supplement and
enhance your existing requirements. The final result will be set of business requirements that
provide the potential for future growth and system flexibility.
Phase 2 — RFP Development and Support
Step 4 - Develop RFP for Software and Implementation Services
In conjunction with Steps 1 — 3, the MAXIMUS team will work with your purchasing and legal
teams to develop and gain approval for a detailed RFP for software and implementation services.
The RFP will include the requirements developed in Steps 1 — 3 plus additional implementation
and technical requirements. The RFP will also layout the evaluation strategy which will be used
by the City in determining who the most responsive Proposer is.
In addition to the creation of the actual RFP, the MAXIMUS team will research the software
market to identify industry leading vendors who provide the software required to successful
respond to the RFP. Our team will also support the distribution of the RFP by standing ready to
answer any questions presented to the City from the vendors.
Step 5 - Develop Demonstration Scripts
Demonstration scripts serve as the tool to ensure that software vendors highlight the functionality
most important to the City during the demonstration portion of the project. The scripts and
associated outline will guide vendors in what functionality is shown to City evaluators. In order to
develop accurate and effective demonstration scripts, the MAXIMUS team will rely on the
business requirements developed in the previous Phase of the project. These scripts contain the
functionality most important to the City.
To develop the scripts, MAXIMUS will create a preliminary list of demonstration scripts based
upon your business requirements. Once this draft is completed, we will meet with your evaluation
team to discuss the scripts, time them to your exact needs and make them available to software
vendors.
In addition to the development of the scripts, MAXIMUS will ensure that they are available for
the Pre -Bid conference which is discussed below. Providing the scripts early to vendors allows
the vendors to be prepared sooner, thereby decreasing the total time of the software selection.
Step 6 - Conduct a Pre -Bid Conference
We recommend that the City conduct a Pre -Bid conference to support the RFP developed for the
land management and asset management systems. The goal of the Pre -Bid conference is to:
• Answer all vendor questions early in the RFP timeline, thereby reducing the number of
questions,
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• Increase the quality of the vendor's response
• Begin the relationship development process with vendors early.
To support the Pre -Bid conference, MAXIMUS will prepare a draft agenda for the City to review.
Additionally, we will be available at the Pre -Bid conference to record and answer questions,
present information as requested by the City and gather any information as a result of the pre -bid
conference.
Phase 3 — Software and Implementer Selection
Step 7 - Create Scoring Methodology
Having and executing a plan for evaluating the proposals is just as important as the actual
development of the RFP. Without an evaluation plan, the selection process can drag out,
producing inconsistent results and questionable quality. Concurrent with the RFP development,
the MAXIMUS team will work with your project staff to develop an appropriate methodology for
scoring the objective components of the RFP. Our typical approach involves the rating of each
requirement and the creation of relative weighting of each system component. Once ranked and
weighted, we take the results from the vendor's response and create a ranking of each module and
each vendor providing the City with an objective look at how each vendor's software performed.
While many items lend themselves to an objective approach, there are those areas that cannot be
objectively scored. Areas such as vendor viability, implementation quality and maintenance do not
lend themselves to a totally quantitative approach. In these cases, MAXIMUS will present to the
City research and other information sources which are applicable to the area being reviewed and
ask the City to rate each area in question. This along with the objective scoring will form the basis
of the selection criteria to determine which vendors get invited to demonstrations.
Demonstration evaluation will follow a similar plan as presented above for the proposal
evaluations. The demonstration scripts created in Step 5 will be rated. As the demonstrations
occur, each will be scored and totaled to produce a quantitative listing of how the vendors
performed.
Step 8 - Facilitate Proposal Evaluation
Using the scoring methodology listed above, the MAXIMUS team will work with your selection
team to review, analyze and score each vendor's proposal. We will enter and tabulate each score
sheet, facilitate meetings with your staff to discuss the proposals, conduct research on vendors,
software products and references and provide detailed analysis to your team to aid in their decision
making process.
Our objective scoring approach aids you in narrowing the software vendors for demonstrations.
This helps to ensure that the vendors you continue to review provide the best fit possible for the
City's needs.
Step 9 - Facilitate Demonstration Evaluation
While the analysis gained from the reviewing the proposals is important, the key for the successful
selection of software is how well it performs. Gaining performance indicators from a proposal is
difficult at best, which is why MAXIMUS recommends and will support the City's use of a
demonstration conference. Using the demonstration scripts developed in the Step 5 of the project,
we will put together a formal review of up to 3 software vendors. The agenda created by the
project team will be used to guide prospective vendors into showing the functionality most
important to the City.
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Following the completion of individual demonstrations, MAXIMUS will collect and tabulate each
vendor's scores and then provide a ranked list at the conclusion of all demonstrations. These
scores, along with the proposal results and the vendor reference checks will form the basis for the
City's decision.
Step 10 - Select the Final Software and Implementation Partner
Based upon all of the research, evaluation and demonstrations conducted in earlier steps, the City
will make its final selection of the software product that provides the best value to the City.
MAXIMUS will support this decision with research, analysis and other support as required by the
City. We will aid the City in the preparation of any material required for final City Council
approval such as: contracts, budget, project plans, etc.
Task 3: Data Conversion for Finance, Utility Billing, Human
Resource Management and Public Services Operations Software
Applications
The Data Conversion effort will be focused on migrating data from the City's existing
applications, primarily New World Logos, into the future state applications that are planned for
implementation over the next two years.
Scope
Our proposal includes two separate data conversion efforts. The first effort will be to convert
Financial, Utility Billing and Human Resources data that exists today in the City's New World
Logos application into the proposed Financial, Utility Billing and Human Resources application.
The second effort will be to convert data from the existing Public Services Operations applications
into the proposed Public Services Operations application. The data items that will be included
within the scope of the project include the following:
Financials , /Utility Billing Data Elements Considered
• Utility Billing
- Customer (citizens)
- Accounts
- Meters
- Bills
- Work Orders
• GL Account Balances
• Current Year Budget
• Vendors
• Fixed Assets
• Payroll
• Projects
• Accounts Payable
Public Service Operations Data Elements Considered
• Permits
• Inspections
• Land Use
• Work Orders
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• Fleet and Maintenance
The scope of the data conversion projects will include the following high level activities.
Requirements and Final Scoping
• Document data conversion requirements
• Prioritize data conversion efforts
• Perform initial data profiling to identify overall quality data elements
• Finalize scope of data to be converted based on
- Criticality /need for the data
- Data quality
- Project budget and time constraints
Design and Development
• Develop data source to data target mappings
• Design data conversion routines
• Develop and unit test data conversion routines
• Develop data conversion reporting
Testing, Mock Runs and Production Cutover
• Develop test plan and scenarios
• Facilitate user acceptance testing
• Validate data conversion via mock runs
• Perform production data conversion and cutover
The data conversion project will be supported by the following deliverables:
• Data Conversion Requirements Document
• Data Conversion Final Scope and Approach
• Data Conversion Design Document
• Data Conversion Test and Mock Conversion Plan
• Coded and Tested Data Conversion Routines
• Data Conversion Deployment Plan
• Execution of final Data Conversion
Approach
The data conversion efforts will take place during the same timeframe as the implementation of
the corresponding systems. The approach to data conversion will not be to convert every piece of
data in the existing systems to the new system but instead to focus on prioritizing the data to be
converted taking into consideration the importance and quality of the source data. Particular focus
will be given to identifying those data items that need to be converted to support ongoing
operations and enable the retirement of existing systems.
In addition, a practical approach will be taken for determine how the data will be converted either
manually or through an automated conversion process - some data items will be entered manually
into the new system while other data items will go through an automated data conversion program.
Each key data element identified in the scope section above will be reviewed in the first phase of
the data conversion project. During this first phase of the project, the conversion approach
(automated conversion or manual conversion) will be determined by data. element. In addition,
we will determine whether or not to convert historical data or to convert only current data for each
data element. At the end of the first phase of the project, the data conversion scope will be
finalized based on the data conversion plan and the budget and time constraints of the project.
This will ensure that project resources are most effectively utilized on the project. City resources
c red e ra
28
MAXI US
Proposal for Software Selection,
Data Conversion and
Implementation Management
will be required to support the conversions process for those data items that are identified for
Data Conversion Approach
L L ers
Prioritizat
Key Activities
Key Activities
ion of
• Develop detailed
• Document source to
data
workplan
target data mapping
elements
• Conduct SME
• Develop data
to be
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converted
identify
• Develop data
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requirements
conversion reports
existing
— Identify subject area
and exception
source
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handling
data
— Identify data
• Perform unit testing
conversion priorities
of data conversion
— Identify amount of
routines
history to convert by
• Create data
data item
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— Identify data
conversion approach
by data item (manual
or automated)
• Perform data
analysis on data
manual data conversion.
Project TimetableS
Key Activities
• Perform multiple
data conversion
mock runs to test
validity of data
conversion
• Evaluate converted
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system
• Identify data
conversion issues
• Develop and fixes
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data conversion
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• Receive signoff on
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—'ti-
We have broken the project into three distinct Tasks. Each Task has its own individual timeline
and project plan.
Task 1 is highly dependent upon the project plans presented by your selected software
implementer, and as such we have not included a detailed project timeline. For Task 1, we are
assuming a six month implementation and support timeframe.
Task 2 — Software Selection for Public Services Software is anticipated to take 13 weeks. This
timeline is based upon prior experience with similar projects. The timeline presented below shows
each Phase and its associated Steps.
For Task 3, Data Conversion, we have estimated the effort for the Financials4M /Utility Billing
software data conversion to be 16 weeks. The Public Service Operations software data conversion
is estimated at 12 weeks. Each of these projects will take place during the overall software
implementation timeframe. The high level work plans for these projects are included below.
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Proposed Public Services Operations Software
Software Selection Timeline
Tasks
I. Define Business Requirements & RFP
- Document functional requirements
- Document teclmical standards
H. RFP Support & Evalution
- Create & Distribnte RFP
- Create vendor demonstration scripts
- Faciliate Pre -Bid Meeting
- Respond to vendor inquiries
III. Evaluate Proposal and Conduct Demos
- Faciliate initial Proposal evaluation meetings
- Prepare scoring methodology
- Faciliate Proposal Evaluation
- Score vendor fmnctimnality checklists
- Select slnortlist of potential vendors
- Faciliate vendor software demonstrations
- Respond to vendor questions
- Select vendor
- Prepare City Council report mid recommendation
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c r e d e r a MAXIMUS
Proposal for Software Selection,
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Implementation Management
Proposed Financials/HR/Utility Billing Software
Data Conversion Timeline
Tasks
0 Project Setup and Management
- Confirm project definition and scope
- Initiate project kick- offineeting
- Facilitate bi- weekly steering cormnittee meetings
I. Requirements, Analysis & Scoping
- Conduct business mid IT requirements interviews
- Docmnent and prioritize conversion requirements
- Analyze mid document data to be converted
- Finalize scope based on requirements & data analysis
H. Design & develop data conversion
- Install & configure data conversion hardware /software
- Docmneirt source to target design
- Design conversion reporting & exception handling
- Develop data conversion routines
-
Unit test data conversion routines
- Develop mock conversion test plan & scripts
III. Deploy Sales Analytics Solution
- Perform mock conversion & testing ( #1)
- Perform mock conversion & testing ( 92)
- Perform mock conversion & testing ( #3)
- Receive signoff on conversion
- Perform production data conversion
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c r e d e r a MAXIMUS
Proposal for Software Selection,
Data Conversion and
Implementation Management
Proposed Public Services Operations Software
Data Conversion Timeline
Tasks
0 Project Setup and Management
Confirm project definition and scope
Initiate project kick -off meeting
Facilitate bi- weekly steering committee meetings
Requirements, Analysis & Scoping
- Conduct business and IT requirements interviews
- Document and prioritize conversion requirements
Analyze and document data to be converted
Finalize scope based on requirements & data analysis
D. Design & develop data conversion
Install & configure data conversion hardware, /software
Document source to target design
Design conversion reporting & exception handling
Develop data conversion routines
Unit test data conversion routines
Develop mock conversion test plan & scripts
III. Deploy Sales Analyfics Solution
- Perform mock conversion & testing ( #1)
Perform mock conversion & testing ( #2)
- Receive signoff on conversion
Perform production data conversion
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Pricing ASSUMPTIONS
1. We assume that the implementation support work for both the Financial/HR
system and the Public Service Operations system will be completed within 6
months from project initiation
2. City of Southlake senior management is fully committed to the success of this
project
3. Issues presented to the Steering Committee must be resolved within a
reasonable time period in order to maintain the project schedule
4. Deliverables will be considered accepted by City of Southlake one week after
review by the Steering Committee and /or City of Southlake project director
5. The project sponsor will have authority to make decisions on the business
requirements and the project team will have frequent and easy access to this
resource
6. City of Southlake personnel will be available to support process design, user
acceptance testing, data conversion assistance, requirements gathering,
confirmation and timely review
7. City of Southlake will provide regular access to appropriate systems and
databases required to support the data conversion effort
8. City of Southlake will provide a secure work area for the project team
resources including access to existing City of Southlake systems /reports,
office facilities, networks, and access to the Internet and email access for the
project team
9. Additional City of Southlake resources /users will be needed during certain
steps of this initiative to aid in knowledge gathering and documentation
confirmation - the project team will require reasonable and timely access to
these resources /users
10. Work will be performed at the City of Southlake offices in Southlake, Texas
and at MAXIMUS and Credera facilities
11. Any change to the scope of the project as defined in this proposal will be
addressed through the standard change control process
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REQUIRED FORMS
This section includes two forms required as part of the Request for Proposals. These are:
■ Exhibit B — Proposal
■ Exhibit C — Conflict of Interest Questionnaire
c r e d e r a MAXIMUS
Appendix B — Proposal
(Include this page with the Proposal and affix a copy to the outside of the submittal packet's sealed envelope)
RFP Number:
RFP0607A105GG600176
Request for Proposal to provide Application Implementation Management
Project Title:
for Financial /Utility Billing /Human Resource Management Software
Applications; Preparation of a Request for Proposal, Software Selection
Assistance, and Software Application Implementation Management for
Public Services Operations Software Applications; and, Data Conversion for
Finance, Utility Billing, Human Resource Management, and Public Services
Operations Software Applications
Submittal Deadline:
3:00 P.M. (CST), August 19, 2006
City Secretary's Office
1400 Main Street, Suite 270
Southlake, TX 76092
Submit to:
(817) 748 -8015
Proposer Information:
Proposer's Legal Name:
MAXIMUS, INC
Address:
13601 Preston Road, Suite 201 E
Dallas, TX 75240
City, State & Zip
Proposer's Payee
Federal Tax ID 54- 1005588
Identification (PIN) #
972.490.9990
Phone Number:
Fax Number:
972.490.3040
Cell Number:
David Eisenlohr — 214.577.6525
davideisenlohr@maximus. com
E -Mail Address:
I learned of this Request for Proposal by the following means:
❑ Newspaper Advertisement
❑ Southlake Website
❑ Mailed Me a Copy
v / City E -mail Notification
❑ Cold Call to City
❑ Other
Appendix B — Proposal (continued)
1. Proposed Product and /or Services
A. Service Description Proposers should utilize this section to describe the technical aspects,
capabilities, features and options of the service or product proposed in accordance with the
required Scope of Service as identified in Appendix A. Literature / brochures or other
technical information may be used.
See section entitled Proposed Approach, Work Plan and Schedule — Tasks in our response for this
detailed information.
B. Additional Hardware Description Proposers should also include in this section a detailed
description of what additional hardware and /or software, if any, would be required by the
City in order to fully utilize the goods and/or service proposed.
A data conversion development /testing server will need to be procured and configured to
support the data conversion efforts. Once data conversion activities are completed, this
server can be redeployed for other purposes such as a development /test environment for the
Financials /HR/Utility Billing software. The minimum hardware and software requirements
for this server are:
Hardware Requirements
• Windows 2003 Server
• 2 X 3.0 GHz Processors
• 4 GB RAM
• 500 GB free disk space
• 1GB Ethernet card
Software Requirements
• Windows 2003
• SQL Server 2005 Standard Edition with SSIS configured
2. Cost of Proposed Product and /or Services
A. Proposal Preparation Costs Proposers electing to respond to this Request are responsible for
all costs of Proposal preparation. The City is not liable for any costs incurred by a Proposer in
response to this RFP.
B. FOB (delivery charges) All products offered shall be FOB final destination, with all delivery
charges to be prepaid by the Proposer. The City does not accept C.O.D. or collect shipments.
All prices proposed shall include all charges, including delivery, installation and set -up fees.
C. Packing, Crating, and Cartage The cost of all special packing, boxing, crating, or cartage
shall be included in the pricing specified on the Proposal unless otherwise specifically stated
in the City's Request for Proposal. All packing, crating, or other debris resulting from the
delivery or set -up of the commodity purchased shall be removed and properly disposed by the
successful Proposer at no additional cost to the City, unless otherwise agreed to in writing by
the City.
D. Payment Discounts Cash or prompt payment discounts will not be considered in
determining an award. All payment discounts offered will be taken, if earned and deemed in
City's best interest.
E. Pricing Pricing shall reflect the full Scope of Services defined herein; inclusive of all
associated cost for delivery, labor, insurance, taxes, overhead, and profit. City will not
recognize or accept any charges or fees to perform this work that are not specifically stated in
the Proposal.
F. Schedule of Pricing Proposer shall quote unit pricing in accordance with the Scope of
Services in accordance with the following format. The Proposer can place quotes in this
section or, at the Proposer's option, submit quotes on the Proposer's own form as long as
such form follows the format and order of the Scope of Service.
Item 4
Quantity
Description of Products /Services
Unit
Extended
4 9
Cost
Price
$295,000
$590,000
Financial, Utility Billing, Human Resource
Management Operations Software
1.
1 Svc
Applications Implementation Management
Prepare Request for Proposal for Public
$100,000
$100,000
Services Operations Software Applications
2.
1 Svc
Implementation Management
Data Conversion for Finance, Utility Billing,
$295,000
$490,000
3.
1 Svc
Human Resource Management and Public
$195,000
Services Operations Software Applications
TOTAL ALL LINE ITEMS
$
$1,180,000
NOTE: The pricing for Item 1 assumes a six month implementation for both the Financial and the Public
Services Operations Software. Should the implementation take longer than the 6 months assumed,
MAXIMUS will be the City time and material per month not to exceed $49,250 per month.
3. Delivery of Products and /or Services
A. Excess or Incorrect Commodities Products or materials delivered in error or in excess of the
quantity ordered shall be returned at the successful Proposer's expense, unless otherwise
agreed to in writing by the City.
B. Delivery Date The Proposal must show the number of days required to deliver and, if
required, set up and install the product or equipment after the receipt of the City's Purchase
Order. This date may, where time is of the essence, determine the successful Proposer.
If the successful Proposer does not deliver in the promised time, fees for delay may be
assessed as provided in this RFP beginning on the first day following the promised delivery
date.
If delivery delay is foreseen, the Proposer shall give written notice to City. City has the right
to extend the delivery date if reasons appear valid, but is not required to do so. The Proposer
must keep the City, through the City's designee, advised at all times of status of delivery. In
the event of default in promised delivery (without accepted reasons) or failure to meet
specifications, the City shall be authorized to purchase the commodities or services elsewhere
and assess any increase in costs to the defaulting Proposer, who, by responding to the request
for Proposal agrees to be responsible and liable for such costs, and promises to pay same
within ten days of invoice.
See section entitled Proposed Approach, Work Plan and Schedule — Proiect Timetable in our
response for this information.
C. Substitutions or Cancellations No substitutions or cancellations are permitted without
written approval of City. Delivery and /or work to be performed shall be done during
normal working hours only, unless otherwise requested or agreed in writing by the City.
D. Proiect Schedule Proposer must provide a project schedule noting all projected dates
for the project, from start -up to completion.
See section entitled Proposed Approach, Work Plan and .Schedule — Project Timetable in our
response for this information.
E. Operational Instructions / Manuals If requested by the City, the Proposer shall provide a
complete set of operational instructions and descriptive literature for proper evaluation of the
service or product proposed.
F. Required Training Should employee training be required as a result of this service or
product, the successful Proposer shall provide on -site (or classroom, if applicable) instruction
to designated City employees. This cost shall be included in the Proposal.
G. Material Safety Data Sheets (MSDS) If applicable, the successful Proposer shall provide the
City with applicable MSDS documentation as required by applicable laws and regulations.
H. Guarantees and Warranties Each Proposer shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Proposer with the Proposal submitted.
I. Acceptance of Products and Services All products furnished under this contract shall be
warranted to be merchantable and good quality and fit for the purposes intended as described
in this Proposal, to the satisfaction of City and in accordance with the specifications, terms,
and conditions of the Scope of Service, and all services performed shall be warranted to be of
a good and workmanlike quality, in addition to, and not in lieu of, any other express written
warranties provided. City reserves the right to inspect the services performed or product
delivered, and to determine the quality, acceptability, and fitness of such services or product
upon delivery, ad to reject any non - conforming goods, providing, however, that the City shall
not be required to do so, and any failure by the City to do so shall not prohibit or bar the City
from later asserting any non - conformance or breach of warranty.
4.
Proposer's Experience / Staff
A. Proiect Team Identify all members of the Proposer's team (including both team
members and management) who will be providing the services proposed and include
information which details their experience.
See section entitled Corporate and Staff Qualifications — Project Team Members in our
response for this information.
B. Removal or Replacement of Staff If the contractor determines that an assigned staff
person must be removed or replaced for whatever circumstance, the replacement must
be approved by City prior to joining the project.
C. Business Establishment State the number of years the Proposer's business has been
established and operating. If Proposer's business has changed names or if the
principals operating the business operate any similar businesses under different
names, or have operated any other businesses or changed the legal status or form of
the business within the last five (5) years, all names, of predecessor business names,
affiliated entities, and previous business entities operated by the principals, if
different than present, must be provided.
State the number of years experience the business has: 30 ; and the number of
employees: 4,800
D. Project Related Experience All Proposals must include detailed information that
details the proposer's experience and expertise in providing the requested services that
demonstrates the proposer's ability to logically plan and complete the requested project.
See section entitled Corporate and Staff Qualifications in our response for this information.
5. Independent Contractor Status
Proposer agrees that Proposer and Proposer's employees and agents have no employer - employee
relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City
shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, federal or
State unemployment taxes, income tax withholding, Workers Compensation Insurance payments,
or any other insurance payments, nor will City furnish any medical or retirement benefits or any
paid vacation or sick leave.
A. Insurance The Contractor, consistent with its status as an independent contractor, shall carry,
and shall require any of its subcontractors to carry, at least the following insurance in such
form, with such companies, and in such amounts (unless otherwise specified) as City may
require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations /Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insured's, and
Broad Form General Liability Endorsements, for at least One Million Dollars
($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an
occurrence basis;
6. References
Proposer shall provide three (3) references where Proposer has performed similar to or the same
types of services as described herein.
Note: Please see Section III of our proposal for additional detail.
Client / Company Name: Tarrant County
Contact Name: Mr. G. K. Marius
Contact Title: County Administrator
PH: (817) 884 -1732
EM: gkmaenius @tarrantcounty.com
Date and Scope of Work Provided:
Human Resources / Payroll Replacement Systems RFP and Data Warehouse RFP Development
Date and Scope of Work Provided:
Comprehensive Strategic Technology Plan, ERP Requirements Analysis and System Selection
and Implementation Support
Client / Company Name: State of Alaska - Alaska Department of Administration
Contact Name: Ms. Debbie Bump
Contact Title: Deputy Director of Finance
PH: 907 - 465 - 3301
EM: debbie_bump�admin. state. ak.us
Date and Scope of Work Provided:
Human Resources / Payroll Replacement Systems RFP and Data Warehouse RFP Development
Client / Company Name: City of San Marcos
Contact Name: Rodney Gonzales
Contact Title: Finance Director
PH: 512.393.8170
EM: Cite Manager Info�,ci.san- marcos.tx.us
Date and Scope of Work Provided:
Information Technology Organizational Assessment and Plan
See section entitled References in our response for this information.
7. Certifications of Proposer
In compliance with this RFP, and subject to all the conditions herein, the undersigned Proposer
certifies and agrees to the following:
A. Assignments The rights and duties awarded the successful Proposer shall not be assigned to
another without the written consent of the Purchasing Agent. Such consent shall not relieve
the assigner of liability in the event of default by the assignee.
B. Liens Proposer shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided under the City's
request, by Proposer or Proposer's vendor(s) and if the City requests, a proper release of all
liens or satisfactory evidence of freedom from liens shall be delivered to the City.
C. Indemnification Proposer agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses, arising out of, connected with, or resulting from any acts or
omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
The Proposer agrees to protect and indemnify the City, all of its officers, Council members,
agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages
and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising
out of any alleged infringement of patents or copyrights arising from the Contractor's
performance under the Contractor's Proposal, including attorneys' fees and court costs.
D. Indemnity for Patents, Copyrights and Trademarks Proposer hereby warrants that the use or
sale of the products, materials and services delivered hereunder will not infringe on the rights
of any patent, copyright, or registered trademark covering such materials and the successful
Proposer agrees to indemnify and hold harmless the City for any and all costs, expenses,
judgments, and damages which the City may have to pay or incur.
E. Rights of Use / Copyright Release All the creative elements created specifically for the City
contracted with this project shall become the sole property of the City. This includes (not
exclusively) any graphics, source and object code(s), scripts or other programming
incorporated. Any graphic files, in both individual form and composite form, will also
become property of the City.
F. Gratuities / Bribes Proposer certifies that no bribes in the form of entertainment, gifts, or
otherwise, were offered or given by the successful Proposer, or its agent or representative, to
any City officer, employee or elected representative, with respect to this RFP or any contract
with the City.
G. Cooperative Governmental Purchasing Notice Other governmental entities utilizing
interlocal agreements with the City, may desire, but are not obligated, to purchase goods and
services defined in this RFP from the successful Proposer. All purchases by governmental
entities, other than the City, will be billed directly to and paid by that governmental entity.
The City will not be responsible for another governmental entity's debts. Each governmental
entity will place their own orders with the successful Proposer and be responsible for
ensuring full compliance with the RFP specifications. Prior to other governmental entities
placing orders, the City will notify the successful Proposer of their intent.
Please indicate below if you will permit other governmental entities to purchase from your
agreement with the City.
[ X ] Yes, Others can purchase; [ ] No, Only the City can purchase.
H. Franchise Tax Delinquency The Proposer is not currently delinquent in the payment of
any franchise tax owed the State of Texas.
L Antitrust Laws Neither the Proposer nor any person, firm, corporation, partnership, or
institution represented by or affiliated with the Proposer, has violated the antitrust laws
of this State or the Federal Antitrust Laws, nor communicated directly or indirectly the
Proposal made to any competitor or any other person engaged in such line of business.
The Contractor hereby assigns to the City any and all claims for overcharges associated
with any contract resulting from this Request for Proposal which arise under either the
antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973), or the antitrust
laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq.
(1967).
J. Child Support Pursuant to section 231.006 (d) of the Texas Family Code, governing the
payment of child support, the Proposer certifies that the Proposer is not ineligible to
receive the specified payment and acknowledges that this contract may be terminated
and payment may be withheld if this certification is inaccurate.
K. Eligibility Pursuant to Section 2155.004 of the Texas Government Code, governing the
collection of state and local sales and use taxes, the Proposer certifies that the individual
or business entity named in this Proposal is not ineligible to receive the specified
contract and acknowledges that this contract may be terminated and /or payment
withheld if this certification is inaccurate.
L. Debts of Proposer The Proposer agrees that any payments due the Proposer under this
contract may be applied towards any debt of the Proposer to the City or the State of
Texas, including but not limited to delinquent taxes and child support that is owed to
the State of Texas and /or the City.
M. Required Licenses Proposer certifies that he holds all licenses required by the State of
Texas for a provider of the goods and /or services described by the Scope of Service
herein.
N. Authority to Submit Proposal and Enter Contract As Proposer, I hereby certify that in my
capacity, I have authority to submit this Proposal and enter into any resulting contract
Proposer agrees to enter into a contract if awarded the project.
8. Trade Secrets and /or Confidential Information
This proposal (does) X_ (does not) contain trade secrets and /or confidential information. If
so, please describe such trade secrets and confidential information, and the basis for your
assertion that such material qualifies for legal protection from disclosure.
9. Signature Block
If applicable, please review the following items to determine their applicability to the
proposal, and, if applicable to the Proposal, provide the following information:
i. Centralized Proposers List Registration Number:
NA
ii. Prime Contractor HUB / MWBE Registration Number:
4 NA
iii. Federal Employers Identification Number: # 54- 1000588
iv. An individual Proposer acting as a sole proprietor must also enter the Proposer's
Social Security Number: 4 - NA -
v. Pursuant to Section 231.006 (c) of the Texas Family Code, each Proposal should
include the name and Social Security Number of each person with at least 25%
ownership of the business entity submitting the Proposal. Proposers that have
pre - registered this information on the TBPC Centralized Master Proposers List
have satisfied this requirement. If not so pre- registered, complete the following:
Name:
SSN:
Name:
SSN:
Name:
SSN:
Name:
SSN:
Xot applicable iio oir /iers ii-itlz 25% or more itzterest.
I, the undersigned, have the authority to execute this proposal and enter into a contract on behalf
of the proposer.
Printed Name of Authorized Representative:
David W. Eisenlohr, Sr. Vice President
Signature of Authorized Representative:
Signed this _18th of AuLust (month),_ 6 ( year)
City of Southlake RFP0607AI05GG600176 Appendix
C -1