HomeMy WebLinkAboutResolution - 2021-R0214 - Contract 15963 with Sciens, LLC 6.22.2021Resolution No. 2021-R0214
Item No. 6.3.1
June 22, 2021
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute
for and on behalf of the City of Lubbock, Professional Services Agreement No. 15963 for
consultant services for replacement of the City's public safety applications environment, per
Purchasing Cooperative BuyBoard Contract 579-19, in accordance with Section 791.001 of
the Texas Government Code, by and between the City of Lubbock and Sciens, LLC, of
McKinney, Texas, and related documents. Said Contract is attached hereto and incorporated
in this resolution as if fully set forth herein and shall be included in the minutes of the City
Council.
Passed by the City Council on June 22, 2021
DANIEL M. POPE, MAYOR
ATTEST:
AeZ
Rebe a Garza, City Sec eta
APPROVED AS TO CONTENT:
Brooke Witcher, Assistant City Manager
APPROVED AS TO FORM:
— "-f, ... , d— - �, �
Ryan B oke ssistafft C6 Attorney
ccdocs/RES.PSA 15963 - Replacement of the City's public safety applications environment
June 9, 2021
Resolution No. 2021-R0214
PROFESSIONAL SERVICES AGREEMENT
STATE OF TEXAS §
COUNTY OF LUBBOCK §
This Professional Service Agreement ("Agreement") Contract No. 15963 is entered into this 22nd
day of June , 2021, is by and between the City of Lubbock (the "City"), a Texas home rule
municipal corporation, and Sciens LLC (the" Consultant"), a Texas corporation.
WITNESSETH
WHEREAS, The City desires to contract with the Consultant to provide consultant services for
the replacement of the City's public safety applications environment, (the "Services") and As part of the
assessment, the Consultant will exam the application areas: Computer Aided Dispatch, Police
Records/Detention Management, Police Mobile, Fire Records Management and Fire Mobile, (the
"Activities"); and
WHEREAS, the proposal from Sciens, LLC, Contract 579-19 is available through the Texas
Association of School Boards Local Government Purchasing Cooperative, known as BuyBoard. The
purchasing cooperative is an administrative agency created in accordance with Section 791.001 of the Texas
Government Code and used to obtain the benefits and efficiencies that can accrue to members of a
cooperative, to comply with state bidding requirements, and to identify qualified vendors of commodities,
goods, and services.
WHEREAS, the Consultant has a professional staff experienced and is qualified to provide
professional Consulting services related to Activities, and will provide the services, as defined below, for
the price provided herein, said price stipulated by the City and the Consultant to be a fair and reasonable
price; and
WHEREAS, the City desires to contract with the Consultant to provide professional services
related to the Activities, and Consultant desires to provide the Services related to same.
NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in
this Agreement, the City and the Consultant hereby agree as follows:
Page I of 11
ARTICLE I. TERM
The term of this Agreement commences on the Effective Date and continues without interruption
for a term of ten (10) months. If the Consultant determines that additional time is required to complete the
Services, the Chief of Information, may, but is not obligated to, in his or her discretion, execute an
agreement to grant up to an additional two (2) months of time so long as the amount of the consideration
does not increase. An amendment to this Agreement resulting in an increase in the amount of the
consideration must be approved by the City acting through its governing body.
ARTICLE II. SERVICES AND COMPENSATION
A. The Consultant shall conduct all activities, and within such timeframes, as set forth on Exhibit
"A", attached hereto (the "Services").
B. The Consultant shall receive as consideration to be paid for the performance of the Services,
an amount not to exceed $119,825.00, as set forth in Exhibit "B".
ARTICLE III. TERMINATION
A. General. The City may terminate this Agreement, for any reason or convenience, upon thirty
(30) days written notice to the Consultant. In the event this Agreement is so terminated, the City shall only
pay the Consultant for services actually performed by the Consultant up to the date the Consultant is deemed
to have received notice of termination, as provided herein.
B. Termination and Remedies. In the event the Consultant breaches any term and/or provision of
this Agreement, the City shall be entitled to exercise any right or remedy available to it by this Agreement,
at law, equity, or otherwise, including without limitation, termination of this Agreement and assertion of
an action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the
concurrent or subsequent exercise of any right or remedy and all rights and remedies shall be cumulative.
ARTICLE IV. NON - ARBITRATION
Each Party reserves the right to exercise any right or remedy available to it by law, contract, equity,
or otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising
its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive,
and may be exercised concurrently. To the extent of any conflict between this provision and another
provision in, or related to, this Agreement, this provision shall control.
ARTICLE V. REPRESENTATIONS AND WARRANTIES
Page 2 of 11
A. Existence. The Consultant is a corporation duly organized, validly existing, and in good standing
under the laws of the State of Texas and is qualified to carry on its business in the State of Texas.
B. Corporate Power. The Consultant has the corporate power to enter into and perform this
Agreement and all other activities contemplated hereby.
C. Authorization. Execution, delivery, and performance of this Agreement and the activities
contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part
of the Consultant. This Agreement constitutes legal, valid, and binding obligations of the Consultant and is
enforceable in accordance with the terms thereof.
D. Consultant. The Consultant maintains a professional staff and employs, as needed, other
qualified specialists experienced in providing the Services, and is familiar with all laws, rules, and
regulations, both state and federal, including, without limitation the applicable laws, regarding the Activities
contemplated hereby.
E. Performance. The Consultant will and shall conduct all activities contemplated by this
Agreement in accordance with the standard of care, skill and diligence normally provided by a professional
person in performance of similar professional services, and comply with all applicable laws, rules, and
regulations, both state and federal, relating to professional services, as contemplated hereby.
F. Use of Copyrighted Material. The Consultant warrants that any materials provided by the
Consultant for use by City pursuant to this Agreement shall not contain any proprietary material owned by
any other party that is protected under the Copyright Act or any other law, statute, rule, order, regulation,
ordinance or contractual obligation relating to the use or reproduction of materials. The Consultant shall be
solely responsible for ensuring that any materials provided by the Consultant pursuant to this Agreement
satisfy this requirement and the Consultant agrees to indemnify and hold City harmless from all liability or
loss caused to City or to which City is exposed on account of the Consultant's failure to perform this duty.
ARTICLE VI. SCOPE OF WORK
The Consultant shall accomplish the following: Professional Services related to the Services, as
provided in Exhibit "A", attached hereto and made a part hereof.
ARTICLE VII. INDEPENDENT CONTRACTOR STATUS
Page 3 of 11
The Consultant and the City agree that the Consultant shall perform the duties under this Agreement
as an independent contractor and shall be considered as independent contractor under this Agreement and/or
in its activities hereunder for all purposes. The Consultant has the sole discretion to determine the manner
in which the Services are to be performed. During the performance of the Services under this Agreement,
the Consultant and the Consultant's employees and/or sub -consultants, will not be considered, for any
purpose, employees or agents of the City within the meaning or the application of any federal, state or local
law or regulation, including without limitation, laws, rules or regulations regarding or related to
unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any
kind.
ARTICLE VIII. INSURANCE
The Consultant shall procure and carry, at its sole cost and expense through the life of this
Agreement, except as otherwise provided herein, insurance protection as hereinafter specified, in form and
substance satisfactory to the City, carried with an insurance company authorized to transact business in the
state of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement,
including without limitation, the indemnity obligations set forth herein. The Consultant shall obtain and
maintain in full force and effect during the term of this Agreement, and shall cause each approved
subcontractor or sub -consultant of the Consultant to obtain and maintain in full force and effect during the
term of this Agreement, commercial general liability, professional liability and automobile liability
coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of
Texas. The insurance companies must carry a Best's Rating of A-VII or better. Except for Professional
Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of
liability:
Commercial General Liability:
Per Occurrence Single Limit: $1,000,000
General Aggregate Limit: $2,000,000
Professional Liability:
Combined Single Limit: $2,000,000
Automobile Liability:
Combined Single Limit for any auto: $1,000,000 Per Occurrence
Employer's Liability:
Per Occurrence Single Limit: $1,000,000
Worker's Compensation
Per Occurrence Single Limit: $500,000
Page 4 of 11
The Consultant shall further cause any approved subcontractor or sub -consultant to procure and
carry, during the term of this Agreement, the insurance coverage required of Consultant herein, including
without limitation, Professional Liability coverage, protecting the City against losses caused by the
professional negligence of the approved subcontractor or sub -consultant. The City shall be listed as a
primary and noncontributory additional insured with respect to the Automobile Liability and Commercial
General Liability and shall be granted a waiver of subrogation under those policies. The Consultant shall
provide a Certificate of Insurance to the City as evidence of coverage.
The Certificate shall provide 30 day's notice of cancellation. A copy of the additional insured
endorsement and waiver of subrogation attached to the policy shall be included in the Certificate. The
Consultant shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas
Labor Code. Further, the Consultant shall maintain said coverage throughout the term of this Agreement
and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Consultant
maintains said coverage. The Consultant may maintain Occupational Accident and Disability Insurance in
lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of
subrogation in favor of the City. If at any time during the life of the Agreement or any extension hereof, the
Consultant fails to maintain the required insurance in full force and effect, the Consultant shall be in breach
hereof and all work under the Agreement shall be discontinued immediately.
Notwithstanding anything contained herein to the contrary, the professional liability policy shall be
maintained at the Consultant's sole cost and expense. The retroactive date shall be no later than the
commencement of the performance of this Agreement and the discovery period (possibly through tail
coverage) shall be no less than 10 years after the completion of the Services provided for in this Agreement.
The provisions of this Article VIII shall survive the termination or expiration of this Agreement.
ARTICLE IX. EMPLOYMENT OF AGENTS/RETAINING OF CONSULTANTS
The Consultant may employ or retain consultants, contractors, or third parties (any of which are
referred to herein as "Sub -consultant"), to perform certain duties of Consultant under this Agreement,
provided that the City approves the retaining of Sub -consultants. The Consultant is at all times responsible
to the City to perform the Services as provided in this Agreement and the Consultant is in no event relieved
of any obligation under this Agreement upon retainage of any approved Sub -consultant. Any agent and/or
Sub -consultant retained and/or employed by the Consultant shall be required by the Consultant to carry, for
the protection and benefit of the City and the Consultant and naming said third parties as additional insureds,
insurance as described above required to be carried by the Consultant in this Agreement.
The Consultant represents that such services are either under applicable value thresholds or are
otherwise exempt from notice and/or bid requirements under Texas Law.
Page 5 of 11
ARTICLE X. CONFIDENTIALITY
The Consultant shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without prior written
consent of the City, unless otherwise required by law.
ARTICLE XI. INDEMNITY
THE CONSULTANT SHALL INDEMNIFY AND SAVE HARMLESS THE CITY OF
LUBBOCK AND ITS ELECTED OFFICIALS, OFFICERS, AGENTS, AND EMPLOYEES FROM ALL
SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER,
TYPE, OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE
FOREGOING, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES, FOR
INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR
SUSTAINED BY ANY PERSON OR PERSONS OR PROPERTY, TO THE EXTENT ARISING OUT
OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS OF THE CONSULTANT, ITS
AGENTS, EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE,
OPERATIONS OR OMISSIONS UNDER THIS AGREEMENT AND/OR THE USE OR OCCUPATION
OF CITY OWNED PROPERTY. THE INDEMNITY OBLIGATION PROVIDED HEREIN SHALL
SURVIVE THE EXPIRATION OR TERMINATION OF THIS AGREEMENT.
ARTICLE XII. COMPLIANCE WITH APPLICABLE LAWS
The Consultant shall comply with all applicable federal, state and local laws, statutes, ordinances,
rules and regulations relating, in any way, manner or form, to the activities under this Agreement, and any
amendments thereto.
ARTICLE XIII. NOTICE
A. General. Whenever notice from the Consultant to the City or the City to the Consultant is
required or permitted by this Agreement and no other method of notice is provided, such notice shall be
given by (1) actual delivery of the written notice to the other party by hand (in which case such notice shall
be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon delivery); or
(3) by depositing the written notice in the United States mail, properly addressed to the other party at the
address provided in this article, registered or certified mail, return receipt requested, in which case such
notice shall be effective on the third business day after such notice is so deposited.
B. Consultant's Address. The Consultant's address and numbers for the purposes of notice are:
Sciens LLC.
Page 6 of 11
ATTN: Stephen Gousie
Partner, Sciens LLC
Telephone: (469) 424-3415
Email: sgousie@sciens.com
C. City's Address. The City's address and numbers for the purposes of notice are:
James Brown
Chief Information Officer
City of Lubbock
P.O. Box 2000
1314 Avenue K
Lubbock, Texas 79457
Telephone: 806-77 5-23 72
D. Change of Address. Either party may change its address or numbers for purposes of notice by
giving written notice to the other party as provided herein, referring specifically to this Agreement, and
setting forth such new address or numbers. The address or numbers shall become effective on the 15th day
after such notice is effective.
ARTICLE XIV. CITY -PROVIDED DATA AND RESPONSIBILITIES
Provision of Data. The City shall furnish the Consultant non -confidential studies, reports and other
available data in the possession of the City pertinent to the Consultant's Services, so long as the City is
entitled to rely on such studies, reports and other data for the performance of the Consultant's Services
under this Agreement (the "Provided Data"). The Consultant shall be entitled to use and rely, so long as
such reliance is reasonable, upon all such Provided Data.
ARTICLE XV. MISCELLANEOUS
A. Captions. The captions for the articles and sections in this Agreement are inserted in this
Agreement strictly for the parties' convenience in identifying the provisions to this Agreement and shall not
be given any effect in construing this Agreement.
B. Audit. The Consultant shall provide access to its corporate books and records to the City. The
City may audit, at its expense and during normal business hours, the Consultant's books and records with
respect to this Agreement between the Consultant and the City. All information obtained in an audit will
be treated as confidential information and shall not be disclosed.
C. Records. The Consultant shall maintain records that are necessary to substantiate the services
provided by the Consultant.
Page 7 of 11
D. Assignability. The Consultant may not assign this Agreement without the prior written approval
of the City.
E. Successor and Assigns. This Agreement binds and inures to the benefit of the City and the
Consultant, and in the case of the City, its respective successors, legal representatives, and assigns, and in
the case of the Consultant, its permitted successors and assigns.
F. Construction and Venue.
THIS AGREEMENT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE
LAWS OF THE STATE OF TEXAS. THIS AGREEMENT IS PERFORMABLE IN LUBBOCK
COUNTY, TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE SOLE
AND EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT
JURISDICTION OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF
ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE
ACTIONS THAT ARE CONTEMPLATED HEREBY.
G. Severability. If any provision of this Agreement is ever held to be invalid or ineffective by any
court of competent jurisdiction with respect to any person or circumstance, the remainder of this Agreement
and the application of such provision to persons and/or circumstances other than those with respect to which
it is held invalid or ineffective shall not be affected thereby.
H. Amendment. No amendment, modification, or alteration of the terms of this Agreement shall be
binding unless such amendment, modification, or alteration is in writing, dated subsequent to this
Agreement, and duly authorized and executed by the Consultant and the City.
I. Entire Agreement. This Agreement, including Exhibits "A" through `B" attached hereto, contains
the entire agreement between the City and the Consultant, and there are no other written or oral promises,
conditions, warranties, or representations relating to or affecting the matters contemplated herein.
J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint
enterprise, partnership or principal — agent relationship between the Consultant and the City.
K. Documents Owned by City. Any and all documents, drawings and specifications prepared by
Consultant as part of the Services hereunder, shall become the property of the City when the Consultant
has been compensated as set forth in Article II, above. The Consultant shall make copies of any and all
work products for its files.
Page 8 of 11
L. Notice of Waiver. A waiver by either the City or the Consultant of a breach of this Agreement
must be in writing and duly authorized to be effective. In the event either party shall execute and deliver
such waiver, such waiver shall not affect the waiving parry's rights with respect to any other or subsequent
breach.
M. Third Party Activities. Nothing in this Agreement shall be construed to provide any rights or
benefits whatsoever to any party other than the City and the Consultant.
N. Non -Appropriation. All funds for payment by the City under this Agreement are subject to the
availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of
funds by the City Council of the City of Lubbock for the services provided under the Agreement, the City
will terminate the Agreement, without termination charge or other liability, on the last day of the then -
current fiscal year or when the appropriation made for the then -current year for the services covered by this
Agreement is spent, whichever event occurs first (the "Non -Appropriation Date"). If at any time funds are
not appropriated for the continuance of this Agreement, cancellation shall be accepted by the Consultant
on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall
not be obligated under this Agreement beyond the Non -Appropriation Date.
O. Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist
Organization Prohibited. Pursuant to Section 2252.152 of the Texas Government Code, prohibits the City
from entering into a contract with a vendor that is identified by The Comptroller as a company known to
have contracts with or provide supplies or service with Iran, Sudan or a foreign terrorist organization.
P. No Boycott of Israel. Pursuant to Section 2271.002 of the Texas Government Code, Respondent
certifies that either (i) it meets an exemption criteria under Section 2271.002; or (ii) it does not boycott
Israel and will not boycott Israel during the term of the contract resulting from this solicitation. Respondent
shall state any facts that make it exempt from the boycott certification in its Response.
Q. Texas Public Information Act. The requirements of Subchapter J, Chapter 552, Government
Code, may apply to this contract and the contractor or vendor agrees that the contract can be terminated if
the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor agrees
to: (1) preserve all contracting information related to the contract as provided by the records retention
requirements applicable to the governmental body for the duration of the contract; (2) promptly provide to
the governmental body any contracting information related to the contract that is in the custody or
possession of the entity on request of the governmental body; and (3) on completion of the contract,
either: (A) provide at no cost to the governmental body all contracting information related to the contract
that is in the custody or possession of the entity; or (B) preserve the contracting information related to the
contract as provided by the records retention requirements applicable to the governmental body.
Page 9 of 11
R. Mutual Waiver of Consequential Damages. Notwithstanding any other provisions of this
Agreement, in no event shall either Party be liable to the other Party for special, indirect, or consequential
damages, including but not limited to loss of equipment or facility, loss of opportunity, lost profits, or any
other such damage whatsoever.
REMAINDER OF PAGE LEFT BLANK INTENTIONALLY
Page 10 of 11
EXECUTED as of the Effective Date hereof.
ATTEST:
Rebec a Garza, City Secret
APPROVED AS TO CONTENT:
James Brown, Chief Inf rmation Officer
APPROVED AS TO FORM:
Ryan iffrof,
Assistant City Att
CITY jF LUB K
DANIEL M. POPE, MAYOR
Sciens, LLC.
By:
Ernest Pages, Partner
Page 11 of 11
Exhibit "A"
sciens
25 May 2021
James Brown
Chief Information Officer
City of Lubbock
1625 13th Street
Lubbock, TX 79401
Dear James:
Sciens appreciates the opportunity to present our proposal to the City of Lubbock to provide consultant services
for the replacement of the City's public safety applications environment. As part of the assessment, we will be
examining the following application areas: Computer Aided Dispatch, Police Records/Detention Management,
Police Mobile, Fire Records Management and Fire Mobile. We are eager to contribute our expertise, experience
and support on this project.
Milestone projects like this offer an opportunity to define a vision and strategy for technology use and catapult
the agency into a new era of productivity and data -validated planning and decision -making. Modern systems
and architecture enable mobility and engagement, while business intelligence and intuitive analytics enable
identification of trends. The City has decided to undertake this significant effort not only to lower its risk from an
aging system, but also to capitalize on the advances available with more modern systems. By continuing to achieve
the high standards set by its business objectives, the City will provide safe, secure and effective services to its
citizens. Sciens can support these goals, leveraging our experience and knowledge of technology and the market
to assist the City with the replacement of the existing software systems.
Sciens is a highly -specialized management consulting firm headquartered in McKinney, Texas that is dedicated to
serving the needs of local governments and public safety agencies. We are able to provide our customers with
personal service and dedicated attention not available in the larger, more impersonal consulting firms. Just ask
our customers... they know the difference.
Because of our commitment to the local government market, we understand the unique demands that cities face.
From Public Safety to City Operations, we know your business. We have extensive experience with replacing public
safety communications, law and fire records management systems, dispatch systems, court systems,
integrated enterprise resource planning (ERP) systems, and other municipal systems. We provide guidance on GIS,
best practice infrastructures, data warehousing, transparency and analytics, and mobility. Most importantly, we
understand how these systems need to work together to provide municipalities with the data and information it
needs to manage in today's dynamic, just -in -time environment.
We can help the City to maneuver through the complex Public Safety software choices ahead, such as:
• Selecting vendors for a strategic partnership in a volatile market
• Best -of -breed choices versus the demands of integration
• Demands and limitations of Self -Hosted versus Cloud -Based solutions
• Vendor innovation versus vendor stability and longevity
• System resilience in the face of potential disruptions or disasters
• Internal governance decisions over complex, integrated systems
• Supporting City staff through a demanding project implementation.
5900 South Lake Forest Drive I Suite 300 1 McKinney, Texas 75070
www.sdens.com
Over the last 30 years, we have developed best -in -class methodologies that ensure positive outcomes for our
clients. Our methodology ensures that processes, opportunities, and technologies are assessed objectively,
recommendations are optimal for each environment, and implementations are managed with minimal disruption.
Effective planning and implementation result from disciplined oversight to turn vision into reality. Sciens provides
responsive and agile project management and methodical vendor oversight. We will represent your interests by
ensuring the integrity of the vendor's deliverables within acceptable timeframes and budgets. From the initial
analysis to the final training session, Sciens manages the details of every project with objectivity and careful
consideration of client goals.
We live and operate our consultancy with a Code of Ethics to guide our decisions and daily activities. Our Code of
Ethics represents four qualities that we consider essential.
Reliability to uphold promises and take responsibility for actions and decisions.
Respect to bring honesty, fairness, honor and courtesy to every relationship.
Professionalism that guarantees complete transparency in the best interest of the client, and a
belief that inspiring positive change is more valuable than profitability.
Trustworthiness to protect the privacy and confidentiality of all entrusted information.
Sciens is dedicated to finding the best -fit solutions for each customer. The attached proposal details the scope of
work in response to your request for proposal.
Please feel free to contact me at ;o? sciens.com or (469) 424-3415 with any questions. We look forward to
working with the City of Lubbock on this important project.
Respectfully submitted,
�', )t
. , G�I (;Z11-1 - - - I
Stephen Gousie
Partner, Sciens LLC
sgousie2sciens.com
5900 South Lake Forest Drive I Suite 300 1 McKinney, Texas 75070
www.sciens con)
The project is conducted using the City's work processes as the guide. Each process is examined for opportunities
to improve efficiency by streamlining or automating, specifically through elimination of extra steps, signatures,
paper generation, duplicate entry and repetitive work. The four phases of our system acquisition methodology
are shown below.
Phase 3
Phase 2
Phase 3
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Sciens Public Safety System Acquisition Methodology in
The Sciens Public Safety System Acquisition methodology involves the assessment of the current environment,
development of a plan for acquisition, development of an RFP, selection and contract negotiations with a chosen
vendor. Sciens performs these in four phases, each of which is described in more detail below.
Phase ! — Needs Assessment & Planning
The focus for this phase of the project is on understanding the business context
for the system replacement, examining current business practices and processes
that need to be maintained or updated, and development of a preliminary
budget and timeline for the project. In this phase, we examine:
The effectiveness of the existing software to meet the business needs,
including the need for accurate and complete reporting, proper internal
controls, and effective workflow processes
Reliability of data, queries and reports
Use of geo-data for address entry/lookup and validation to minimize data
entry errors, as well as utility in performing crime analysis
Functional processes for opportunities such as extra steps, signatures, paper
generation, duplicate entry, and repetitive work
Areas of the processes that are subjected to high rates of error due to such
things as: open text entry and lack of required field as part of the workflow
Ability of the current technology to support sophisticated functionality, such
as mobility, analytics, and dashboarding
Associated document management needs and options for meeting these
needs
Need to interface with specific, mission -critical systems that will not be
replaced during this system replacement
Possible use of ancillary technologies to automate functions, such as: bar
coding in property & evidence and field automation for data entry/retrieval
Data migration needs from the old to the new system.
Needs Assessment
& Planning
Strategic
Direction/Goals
Infrastructure &
Application Review
Business Practices and
Process Review
System Support
Requirements
Project Scope Defined
Project Governance
Recommendations
Action Plan
Proposal to the City of Lubbock Page 4
sciens Consultant Services for Public Safety Systems Replacement
In addition, we examine the business case for and make recommendations to the City regarding possible delivery
models: on -premise, cloud and hybrid methods, specifically:
On -Premise: On -premise delivery models assume that businesses license the software and install it on
computers at their location. The City would be responsible for buying and supporting computer hardware
and software for these solutions. The City is also responsible for applying any software upgrades, patches or
fixes provided by the software vendor.
Cloud Delivery: Cloud delivery models allow the software user to use application software on another firm's
computing equipment; in the case of some vendors, the system runs in their data center. Pricing for these
solutions is often done on a monthly basis and may scale up or down based on a customer's usage of the
product; it may also save the City on internal support costs.
Hybrid Solution: In a hybrid environment, a software vendor can offer multiple methods for deploying the
software. It can be used on -premise, hosted on the vendor's cloud or on another firm's cloud.
Specifically, this phase involves the following activities:
Strateeic Direction / Goals— Working with Management and the key stakeholders of the new system, Sciens
gains an understanding of the agency's strategic direction and goals, and how the new system would help
to further that direction. We assist in the creation of a vision for the new system and definition of goals the
agency wants to achieve through implementation. The vision includes an examination of options for delivery
(i.e., on -premises, Cloud, hybrid).
Infrastructure & Applications Review — We meet with the IT Department to discuss the existing infrastructure
architecture, including network and servers, and applications architecture so that we can develop technical
specifications that work within the existing environment. This is done in order to minimize the disruptive
effect on the technical environment as well as minimize the technical support required by the new system.
In addition, we examine the systems that are currently integrated to the City's current systems and look for
opportunities to improve the efficiency of the environment by including their functionality in the
specifications for the replacement system. However, there will be some functional requirements that are
more effectively or efficiently delivered through third party systems, or other systems with which data must
be exchanged. We identify these systems to understand the interface requirements (e.g., data type, one
way vs. bi-directional) so that they can be included in the RFP.
Business Practices and Process Review — We meet with cross functional teams consisting of representatives
from throughout the organization knowledgeable in their portion of the business processes typically
automated by current public safety systems.
During these meetings, we capture:
Workflow limitations of the existing system
Transaction volumes to be supported by the new system
Interfaces of the current system which translate into functionality that needs to be supported by
the new system.
System Support Requirements Review — Assess the function and operations performed to support the
current system based on interviews with the IT staff and end user support staff, including:
o The ability of the application to support technical services, such as workflow changes
o Third party vendor interaction within the overall support structure
o User involvement, control and segregation of duties between IT and user departments for
configuration changes.
Proposal to the City of Lubbock Page 5
61 sciens Consultant Services for Public Safety Systems Replacement
Project Scope Defined — Based on Sciens' experience at acquiring and implementing public safety systems,
and using the requirements gathered during the Needs Assessment, we develop a Project Scope document
that includes:
o An initial budget for a replacement system that includes the required modules, interfaces, hardware
and services, presented in the form of a range of high and low-cost estimates
❑ A preliminary timeline for implementation of the system
• Project Governance Recommendations — Based upon Sciens' discussions with the City and its experience at
managing single and multi -tenant Public Safety systems, we develop Project Governance recommendations
that include:
Project Charter
Project Governance Structure for the system acquisition, specifying individual roles and
responsibilities on the project such as the Executive Sponsor, Stakeholders, Project Manager,
and Business Leads
Responsibility definitions for decision -making, specifically for policy decisions vs. project
execution
■ Action Plan — Based upon the findings and the Project Scope, Sciens produces an Action Plan at the
conclusion of this phase with recommendations for moving forward.
Status Me_ eting & Reporting— Throughout the phase, Sciens keeps the project manager informed regarding
progress being made towards milestones, as well as alerting the project manager as to whether there are
any obstacles towards meeting the project timeline for selection of a new system. Sciens is available for
weekly status meetings/reporting, as well as for ad hoc discussions as needed.
The deliverables for Phase 1 are:
Infrastructure and Applications Review
Business Practices and Processes Review
Project Scope Document
Project Governance Recommendations
Needs Assessment & Action Plan
Phase 2 -- Request for Proposal
During Phase 2, Sciens develops the Request for Proposal document. Once the RFP has been reviewed by the
City, the RFP is issued by the City of Lubbock to the marketplace using the list of potential vendors provided by
Sciens. In addition, Sciens develops a Vendor Evaluation Matrix to be used throughout the evaluation phase to
track vendor performance. Specifically, this phase involves the following activities:
• Technical Specifications — Technical specifications are developed based upon the inputs from the interviews
conducted in Phase 1. Technical Specifications include delivery options (i.e., hosted, Cloud, hybrid), and
infrastructure (i.e., hardware and architecture) describing the City's overall system architectures, network
infrastructures, telephony/911 controller, desired database and compatibility, servers and data storage,
systern backup and interfaces, security, scalability, reliability/stability, configuration flexibility, and
centralized management).
Proposal to the City of Lubbock
sciensConsultant Services for Public Safety Systems Replacement Page 6
Functional Requirements Specifications — Functional requirements
specifications are developed based upon the business practices and
Request for
process review conducted in Phase 1. Functional requirements
- Proposal Development
specifications include software capabilities grouped by major components
r
of the public safety system (e.g., CAD, Law Records Management, CAD
Mobile, Field -Based Reporting). In addition, we will examine touchpoints
Technical Specifications
to these systems, including: 9-1-1 Booking & Detention, Fire
-
Records/EMS/EPCR, EMS billing, Municipal Court and District Attorney.
Functional Requirements
Specifications
RFP Development & Release — Once the specifications have been
developed, an RFP narrative section is developed. This describes the City's
Request for Proposal
current environments, the vision the City has for the new systems, and
Documents
specifically what makes such a change worthwhile for the City. In addition
to the RFP narrative, proposal response forms are developed. These forms
Vendor Evaluation Matrix
are the only permissible mechanism for vendors to respond to the RFP;
they are compiled using locked MS Word and Excel files that force vendors
to respond systematically to ease overall evaluation, while permitting
Potential Vendors List
them to have freeform fields for explanation and comment.
The RFP narrative, software specifications and proposal response forms,
along with language supplied by Purchasing for the City's acquisition
requirements, constitute the RFP. This is compiled for submission by the
City to bid services (e.g., Bonfire/Bidsync) and direct submission to the top industry vendors.
Vendor Evaluation Matrix — As part of the RFP definition process, and prior to the release of the RFP to the
marketplace, Sciens will work with the City to define the selection criteria and respective weightings for each
of the major components of the vendors' responses. This will be done in full compliance with the City of
Lubbock's Purchasing requirements, including any Cone of Silence requirements prohibiting
communications with vendors during the selection process. Sciens will utilize the weightings in its
development of the Vendor Evaluation Matrix, a spreadsheet that tracks each vendors' performance at each
stage of the process.
Status Meeting & Reporting — Throughout the phase, Sciens keeps the City's project manager informed
regarding progress being made towards milestones, as well as alerting the project manager as to whether
there are any obstacles towards meeting the timeline for selection of a new system. Sciens is available for
weekly status meetings/reporting, as well as for ad hoc discussions as needed.
The deliverables for Phase 2 are:
Technical and Functional Requirements Specifications
Request for Proposal (specifications plus the RFP narrative, finalized technical specifications, proposal
response forms)
Vendor Evaluation Matrix
Potential Vendors List
Proposal to the City of Lubbock Page 7
sciensConsultant Services for Public Safety Systems Replacement
Phase 3 - Vendor Evaluation and Selection
In Phase 3, Sciens assists the City through the selection process proctoring the
Bidders' Conference, analyzing the vendor proposal responses, and using the
Evaluation & Selection
Vendor Evaluation Matrix to record their performance and determine their
conformity to the specifications. Once the evaluation of all proposals is
completed, Sciens works with the City to develop a shortlist of vendors to be
Bidders' Conference,
invited to demonstrate their system to the City. Sciens also supports the City
Vendor Q&A Addendum
through their visits to chosen vendor implementation sites. Based upon
vendor performance against the RFP, demonstrations and site visits, Sciens
Vendor Proposal
works with the City to make a final selection recommendation.
Evaluations
Bidders' Conference and Vendor Q&A Addendum - Shortly after the Vendor Shortlist
issuance of the RFP, a Bidders' Conference is held by the City. Sciens Selection
proctors the bidder's conference. This can be either mandatory or option Vendor Demonstrations
for the vendors based on the City's requirements; and, it can be & Site Visits
conducted in person or via teleconference (e.g., Webex or GoToMeeting).
At the conference, the City provides a summary of the RFP and its intent;
the also provide an informal non -binding response to Final Recommendation
Y P g p questions
submitted during the conference. Subsequent to the bidders' conference,
a formal response to all questions submitted prior to and during the
bidders' conference is drafted by Sciens and posted by the City of Keller
as an addendum to the RFP.
Vendor Proposal Evaluations - Utilizing the Vendor Evaluation Matrix developed earlier, Sciens analyzes
each of the proposal submission for compliance with both technical and business requirements. In addition,
Sciens will assist the project team through the evaluation of the proposals. Based upon this data, Sciens and
the project team rate the overall performance of each vendor, and the strengths and weaknesses based
upon its proposal response.
Vendor Shortlist Selection - Sciens will enter the City's evaluative data into the Vendor Evaluation Matrix,
ranking the vendors based on their estimated ability to satisfy requirements. Based upon this ranking, Sciens
recommends two sets of vendors for the City to consider inviting for demonstrations of their products and
capabilities. Sciens will assist the City with a detailed schedule for vendors to follow throughout the
demonstration to include with the Short List Notification letter.
Vendor Demonstrations & Site Visits - Sciens proctors and supports the City through two sets of vendor
demonstrations sessions lasting 3-4 days each, for total demonstration length over eight business days.
Sciens provides the project team with a scoring tool to be used by City's selection committee evaluating the
vendor demonstrations. Sciens will also evaluate the Vendor's performance, if required by the City. In
addition, Sciens supports the City through Site Visits by acquiring potential sites from the vendors and
providing the City with an onsite evaluation tool. Subsequently, we compile the results of the
demonstrations and site evaluations into the Vendor Evaluation Matrix.
Final Recommendation - Using the results of the process captured in the Vendor Evaluation Matrix, Sciens
makes a final recommendation for the City to consider in its choice of preferred vendor.
Status Meeting & Reporting - Throughout the phase, Sciens keeps the project manager informed regarding
progress being made towards milestones, as well as alerting the project manager as to whether there are
any obstacles towards meeting the City's timeline for selection of a new system. Sciens is available for
weekly status meetings/reporting and ad hoc discussions as needed.
Proposal to the City of Lubbock Page 8
Sciens Consultant Services for Public Safety Systems Replacement
The deliverables for Phase 3 are:
Vendor Pre -Bid Conference and Q&A Addendum
Vendors Proposals Evaluation
Short List Recommendations
Vendor Demonstration Proctoring & Evaluation
Site Visit Support
Recommendation of Vendor Award
Phase 4 — Contract Negotiations
In Phase 4, Sciens assists the City with up to sixty (60) hours of support to
review contractual documents and negotiate with the preferred vendor.
Contract. License & Support Aereements, Vendor Statement of Work
Review — Upon submission to the City of the contractual documents, the
City will submit these documents to their Legal Department for legal review.
The City will also provide these documents to Sciens so that we can assist
the City by identifying business risks as well as negotiation opportunities
based upon our extensive experience in these types of negotiations.
Neeotiation Sessions — Based upon planning discussions with the City, Sciens
will attend meetings and conference calls to assist in the negotiation and
finalization of a contract, license and support agreements, and statement of
work that the City find acceptable.
The deliverables for Phase 4 are:
Contract Negotiations
Contract, License &
Support Agreements,
SOW Review
Negotiations Sessions
Review of Contractual Documents (i.e., contract, license & support agreements, statement of work)
Vendor Negotiations Sessions
ENSURING PROJECT SUCCESS
Replacing the systems, processes and workarounds that make up your public safety system today is like replacing
the engine of a car. This is not a project that is undertaken lightly, and should be done in a planned, systematic
manner. If done well, cities can be transformed. The growth rate of staff can also be slowed thanks to efficiency
gains from automation, while citizens enjoy better services, information access, and responsiveness.
Of course, the reverse of this is also true. If the project replacement is not properly managed, its failings will be
obvious. Payroll will not run, licenses will not be issued, payments for utilities will not be accepted, inspections
will not be conducted, and budget utilization will be unknown.
Large IT projects, like a public safety system replacement, are 20 times more likely to fail than large projects in
other sectors, like construction. Overall, large IT projects come in 27% over budget, take 55% longer to complete
than planned, and are only 16% likely to come in on -time and on -budget. That's a pretty bad track record for
any industry.
Proposal to the City of Lubbock Page 9
sciens Consultant Serv°ces for Public Safety Systems Replacement
Exhibit "B"
COST PROPOSAL AND TIMELINE
PROJECT COST DETAIL
Based on the scope of work description, deliverables, and our recommended method for conducting the services
outlined in the proposal, our not -to -exceed total cost to complete all tasks in Phases 1-4 are $119,825. Since
Sciens is a local firm in the Dallas -Fort Worth area, no travel expenses will be charged.
i 1 Assessment & Planning
A
Data Gathering & Interviews
108
$
24,575
B
Assessment Report & Action Plan
60
$
7,980
2
Request for Proposal
A
RFP Specifications & Narrative Draft
112
$ 20,000
B
Request for Proposal Final
52
$
7,140
C
Bidders Conference, Q&A Addendum, Vendor
36
$
4,620
Evaluation Matrix
3
Vendor Evaluation & Selection
A
Proposals Evaluation
76
$
9,660
B
Short List Demos - _
128
$
28,210
C
Final Recommendations V
32
$
5,040
4
Contract Negotiations
A
Contract & Statement of Work Negotiation ��
60
$
12,600
I TOTAL PHASES 1-4
6641 $ 119,825
PURCHASING COOPERATIVES
Sciens Consulting's services can be purchased through the following Purchasing Cooperatives:
Texas Department of Information Resources (DIR). Our Vendor ID Number is: 1454427564800. Our DIR
Contract Number is: DIR-TSO-4284. More information can be found at: httQs:jjdtr .texas.aovlView
Search/Contracts Detail.aspx?contractnumber=DIR-TSO-4284&keyword-4284
BuyBoard Cooperative Purchasing. Our contract number is: 579-19. We recognize that the City of
Lubbock is a member of BuyBoard.
TIPS -USA. We have two contract numbers: 200601 for Consulting and Other Related Services; and
200105 for Technology Solutions Products and Services. More information can be found at:
https j www.ti;;s-usa.comlvendorProfile.cfm?Record ID=70CB96CA6605A6BB13BOFFD8BF237334
scien• Proposal to the City of Lubbock Page 25
s Consultant Services for Public Safety Systems Replacement
TIMELINE
A draft GANTT chart for this project, identifying the major tasks with associated, proposed start and
completion dates and milestones, is shown on the following page. Sciens will work with the City to arrive at a
schedule that meets your objectives and deadlines.
to
iosk Nomt
Start
Flnhh
O++r
alit
a+s
m++
otn
a..
at •w sv
on re. o.r
+,� Fa u>
A>.
1
I.AssessmentflMannln8
6/21/2021
8/6/2021
2
Oata GatherinSUroterviews
6/21/2021
7/9/2021
3
Needs Assessment Findings, Project Scope &
Action Plan
7/12/2021
8/6/2021
a
2. Request for Proposal
8/9/21121
10/7/2021
S
RFP Speclkations 6 Narrative Drah
8/9/2021
9/17/2021
6
RFP Final
9/20/2021
10/1/2021
7
3. Venda Eveloned-6 Selection
10/412021
2/1512022
8
BldderC Conference, O&A Addendum, Vendor
Evaluation matrix
30/e/2021
10/15/2021
9
Vendor Proposal Development
30/e/2021
11/5/2021
10
Proposals Evaluation
11/8/2021
12/3/2021
11
Short list Notification tS Vendor Reparation for
Demonstrations
12/6/2011
111e12022
12
Vendor Demonstrations
1/17/7022
2/11/1022
11
Final Recommendations
2/1//2022
2/18/2022
11
e.ContrectNegodetbns
2/21/2022
4/1S/2022-��
15
Contract Ne2otlalhns
2/2 V2022
4/I5/1022
While Sciens is available to start the project when the City is ready, for planning purposes we have developed
this GANTT anticipating that Phase 1 will begin in June 2021 and the selection project will be completed by Aprit
2022, depending upon the impact of the City's staff availability, vacations and holidays. The timeline provided
is for illustration purposes.
Proposal to the City of Lubbock Page 26
sciens Consultant Services for Public Safety Systems Replacement
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. 1 - 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2021-824451
Date Filed:
11/16/2021
Date Acknowledged:
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
Sciens LLC
McKinney, TX United States
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
3
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
15963
Technology Master Plan
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
I Intermediary
5
Check only if there is NO Interested Party. ❑
X
6
UNSWORN DECLARATION
My name is Stephen Gousie and my date of birth is
My address is 5900 South Lake Forest Drive, Suite 300, McKinney, TX 75070 USA
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in Collin County, State of Texas on the 16 day of November20 21
(month) (year) /1)
"I - �, - -
Sign ure of 4ithorized agent o contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.191b5cdc
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. 1 - 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2021-824451
Date Filed:
11/16/2021
Date Acknowledged:
11/21/2022
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
Sciens LLC
McKinney, TX United States
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
g
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
Technology Master Plan
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Intermediary
5
Check only if there is NO Interested Party. ❑
X
6
UNSWORN DECLARATION
My name is and my date of birth is
My address is
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in County, State of on the day of , 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.191b5cdc
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. 1 - 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2021-824451
Date Filed:
11/16/2021
Date Acknowledged:
11/21/2022
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
Sciens LLC
McKinney, TX United States
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
3
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide
a description of the services, goods, or other property to be provided under the contract.
15963 Technology Master Plan
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Intermediary
5
Check only if there is NO Interested Party. ❑
X
6
UNSWORN DECLARATION
My name is and my date of birth is
My address is
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in County, State of on the day of , 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.191b5cdc