Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Resolution - 2021-R0473 - PSA 16273 with Sciens Consultings 12.7.21
Resolution No. 2021-R0473 Item No. 7.14 December 7, 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, TIPS USA Contract 200601 / Professional Services Agreement Contract No. 16273 for the development of a Technology Master Plan, 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 December 7, 2021 DANIEL M. POPE, MAYOR ATTEST: R ecca Garza, City Secretary APPROVED AS TO CONTENT: Erik Rejino, Assistant City Manager APPROVED AS TO FORM: Res-PSA Sciens LLC- Contract 16273 Resolution No. 2021-R0473 PROFESSIONAL SERVICES AGREEMENT STATE OF TEXAS § COUNTY OF LUBBOCK § This Professional Service Agreement ("Agreement') Contract No. 16273 is entered into this7th day of December , 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 Consulting Services (the "Services") for the development of an Technology Master Plan the "Activities"); and WHEREAS, the proposal from Sciens, LLC, Contract 200601 is available through the Interlocal Purchasing System known as TIPS USA, 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: ARTICLE I. TERM The term of this Agreement commences on the Effective Date and continues without interruption for a term of seven (7) 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 three (3) months of time so long as the amount of the Page 1 of 11 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 H. 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 $123,000 as set forth in Exhibit "A". ARTICLE M. 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 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. Page 2 of 11 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 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 Page 3 of 11 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 V M. 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 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 Page 4 of 11 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 XHI. 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: 806-775-23 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 party'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 Page 9 of 11 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. 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. CITY OF LUB O K DANIEL M. POPE, MAYOR ATTEST: (A A Rebecca Garza, City Secretary APPROVED AS TO CONTENT: James Brown, Chie �ormation er APPROVED AS TO FORM: '7� Scix- : Page 11 of 11 Exhibit A November 8, 2021 Ms. Marta Alvarez Purchasing Department City of Lubbock 1314 Avenue K Lubbock, TX 79401 DEAR MS. ALVAREZ: sciens C 0 N S U t T I N G Sciens appreciates the opportunity to present the City of Lubbock with our proposal to provide consultant services for the development of a Technology Master Plan. We are eager to contribute our expertise and support you on this project. Milestone projects like this offer an opportunity to define a vision and strategy for the City's technology use and catapult the organization into a new era of productivity and data -validated planning. Modern systems architectures enable mobility and user engagement, while business intelligence and intuitive analytics enable identification of trends. We understand that the City's key focus areas are a thorough review of all technologies, framework, base systems, network, and current technology practices. The City wants to achieve the high standards set by its corporate objectives, provide secure and effective services to its customers, effectively manage its business, and provide financial stewardship. In addition, the City wants a review of the IT organization itself, how it is structured and how governance is performed to assist it with managing demands upon it. We at Sciens Consulting believe these goals are achievable by leveraging our experience and knowledge of technology and the market. Sciens Consulting can provide the roadmap to solidify information technology hardware, applications and services for the City of Lubbock today while preparing it for the future. For nearly 30 years Sciens has brought best -in -class methodologies to bear to ensure positive outcomes for our clients. Sciens consultants are not affiliated with any specific software or hardware products and are dedicated to finding the finest solutions for each client engagement. Our methodology ensures that processes, opportunities, and technologies are assessed objectively, recommendations are optimal for each environment, and implementations are managed with minimal disruption. Sciens brings top business practices to technology management, and we can help you define and create a better schema for controlling information flow and maximizing returns on technology investments. The attached proposal details the scope of work that will require a $123,000 fixed fee investment and take approximately seven months to complete. Our services may be purchased through TIPS -USA Contract Number 200601. We look forward to the opportunity to work with the City on this Technology Master Plan. Respectfully submitted, TEPHEN GOUSIE Partner, Sciens LLC 5900 South Lake Forest Drive, Suite 300, McKinney TX 75070 Direct phone: (469) 424.3415 Email: seousie@sciens.com sciens The City of Lubbock, Texas C 0 N S U t T t N G Consulting Services: Technology Master Plan COMPANYPROFILE.....................................................................................................................................................1 CompanyOverview................................................................................................................................................2 PERSONNEL QUALIFICATIONS AND EXPERIENCE.......................................................................................................4 ProjectTeam...........................................................................................................................................................5 KeyPersonnel.........................................................................................................................................................5 SciensTeam Resumes.............................................................................................................................................5 ClientExperience................................................................................................................................................. 10 WorkPlan................................................................................................................................................................ 14 Our Understanding of Your Needs...................................................................................................................... 15 Strategy& Planning............................................................................................................................................. 16 ProjectWorkplan................................................................................................................................................. 16 ProjectApproach................................................................................................................................................. 17 Phase 1— Current Environment Assessment....................................................................................................... 18 Phase2 —Technology Master Plan...................................................................................................................... 22 PreliminaryProject Schedule.............................................................................................................................. 24 MilestonePayments............................................................................................................................................ 25 PurchasingCooperatives..................................................................................................................................... 25 sciens The City of Lubbock, Texas C O N S U L T I N G Consulting Services: Technology Master Plan We aren't like the other guys. Sciens Consulting prides itself on our Code of Ethics that defines our relationships with our clients. Reliability. Respect. Professionalism. Trustworthiness. We care about the organizations we serve, offering practical approaches for senior management to improve efficiency and performance, while maximizing the value of technology in their organization. The following section contains company information. • IMsciens The City of Lubbock, Texas C O N S U L T I N G Consulting Services: Technology Master Plan Get to know our QUALIFICATIONS expert level KNOWLEDGE & years of EXPERIENCE COMPANY OVERVIEW Sciens LLC (www.sciens.com) is a management consultancy with an information technology competency headquartered in McKinney, Texas, serving non-profit and public -sector clients throughout the United States and Canada. The company was formed in 1989 to support the management and technology consulting needs of local government, non-profit and private sector companies, and has retained the same executive team since its inception. Sciens partners are seasoned industry experts with over 60 year of combined technology management experience. We specialize in incorporating innovative, yet feasible solutions in all of our plans. Through our research -based methodology, Sciens consultants clearly understand management and user operational needs, analyze alternatives and determine the highest value and lowest risk options. Our plans are fully implementable since they are tempered with real world experience. Government agencies face business challenges on a scope far greater than any business in the private sector. The broad range of services delivered to the community with minimal funding, while facing political obstacles daily, is an environment that few businesses can comprehend. As more complex technologies are adopted, quality management systems are needed to ensure that enterprise systems are aligned — and not in conflict — with the goals of the organization. Sciens is comprised of experienced management and technology professionals with advanced degrees and a large catalogue of industry certifications and credentials. Our team consists of management specialists and industrial engineers experienced in government operations with a deep understanding of how to enhance operational functions. Our consultants stay current in the latest industry trends through participation in key certification programs and educational forums including those shown on the following page. ' The City of Lubbock, Texas sciens Consulting Services: Technology Master Plan C O N S U L T I N G Alliance for Innovation Exclusive Technology Strategic Planning Partners ICMA— International City/County Management Association 1CMA Developed and presented strategic governance plan model Leaders it the Com.of Better rammunilies ISACA— Information Systems Audit and Control Association Certified Information Systems Auditor (Cl SA) and Certified in Governance of Enterprise IT (CGEIT) ITIL — Information Technology Infrastructure library V3 and Foundation Certified GFOA — Government Finance Officers Association Implementing Best Practices PMI — Project Management Institute Certified Project Management Professionals (I�; ML w e.ronw IEE — Institute of Industrial and Systems Engineers I IS Sony Registered Member \\I/ N5TWU of NDUV?JALA5P1M 9K9WVA& MCSE —Microsoft Certified Professional Certified Systems Engineer OMM Certified Professional FEMA — Federal Emergency Management Agency Emerpolicy Emergency Management Institute The partners at Sciens are committed to helping our clients work smarter and more efficiently. The founding partners at Sciens co-authored the book, Transforming Government: Performance Driven IT, as a practical guide for local government managers to evaluate process workflows, improve efficiencies, and eliminate redundant and overly complex systems. The City of Lubbock, Texas seiens C D H 4 U l 1 1 H G Consulting Services: Technology Master Plan sciens C 0 N S U l 7 1 N 6 Our consultants have been assisting local governments with innovative technology solutions with Sciens for over 20 years, bringing with them many more years of experience in the field. Our risk -averse technology planning and the quality of service we provide our clients have resulted in numerous long-term business relationships. We are confident that no other consulting firm specializing on local governments offers our proven track record and client centered focus. The City of Lubbock, Texas �+ Consulting Services: Technology Master Plan PROJECT TEAM Sciens begins by assembling the best team possible to execute the work and provide an efficient and effective framework for accomplishing the project. This includes both the City's and Sciens' staffs. In our experience, the greatest teams function as a true partnership based on trust and respect. As shown in the diagram, our goal is for our respective staffs to become a unified team developing the plan, while providing a formal structure for accomplishing the work. KEY PERSONNEL If awarded the City of Lubbock project, Stephen Gousie, Partner at Sciens, would serve as the project manager. With an extensive history working with businesses and municipalities optimize their business processes, Stephen has significant experience analyzing, designing, and implementing integrated municipal business systems. Stephen will be assisted by The City of Lubbock Technology Master Plan Project Structure The City of Lubbock Project Manager Sdens Partner The City of Lubbodc Project Manager Project Resources Stephen Gousie Sciens Partner Technical Lead Ernest Pages Sdens Senior Consultant Infrastructure Analyst Steven Graves Sciens Senior Consultant Business Analyst Steven Barcey Ernest Pages, Partner at Sciens, who will lead the review of the technical environment and its effectiveness in support of the organization's business processes Steven Graves, Senior Consultant, who will lead the technical review of the physical and virtual infrastructure Steven Barcey, Senior Consultant, who will assist in the development of technology initiatives, assessment report and plan. SCIENS TEAM RESUMES The resumes of the Sciens team members are shown on the following pages. ki sciens The City of Lubbock, Texas 5 C O N S U l T N G Consulting Services: Technology Master Plan SUMMARY Education Stephen is a nationally recognized expert in project management, Lesley University, Graduate business process analysis and reengineering. His specialization is the School of Arts & Sciences use of technology to streamline operations and service delivery. He Masters of Science in has led project teams on hundreds of projects for both the public and Management with specialization: private sectors. Stephen has managed projects in strategic planning in Organizational Design, Human and integrated systems definition and acquisition, including those Performance Technology, involving web services, client server and legacy integration. Information Technology • The George Washington Prior to founding Sciens Consulting, Stephen served as a strategic University — Columbian College programs manager for NEC Solutions America, Niteo Partners and Bachelors of Arts in Economics Zefer Consulting. He was managing director and senior consultant for with specializations in Information Mapping, business analyst for the U.S. Customs Service, Econometrics and Statistic: and assistant controller for the Water Pollution Control Federation. Professional Certifications REPRESENTATIVE PROJECTS • Project Management Professional Enterprise Resource Planning: (PMP #1324565) Conducted extensive analysis of user needs in the context of • Certified Process Design Engineer Municipal ERP system vendors' market capabilities. As part of the (CPDE) scope, he developed specifications and Requests for Proposal, and • EXIN Certified in Information assisted clients with vendor selection and contract negotiations. Technology Information Library (ITIL) Provided project and risk management assistance during implementation of full Municipal ERP System: Finance, Human Resources, Utility Billing, Community Development, Work Recent Clients Order/Asset Management, Citizen Relationship Management, and Columbia Heights, MN Municipal Courts. Conroe, TX Burleson, TX IT Management Assessment & Planning: Delray Beach, FL Performed detailed reviews of IT organizations using COBIT and ITIL Gilbert, AZ best practices. Subsequently developed new organizational structure, Grapevine, TX governance mechanisms and technology direction. Keller, TX Kennewick, WA Public Safety System Design, Selection & Implementation: Lubbock, TX Conducted extensive analysis of user needs in the context of Mesa, AZ Computer Aided Dispatch (CAD), Law Records/Mobile, Fire Norman, OK Records/Mobile, and Jail/Detention vendors' market capabilities. The North Richland Hills, TX scope included specifications development, Requests for Proposal Owensboro, KY preparation, as well as assisting with vendor selection, contract Oxnard, CA negotiation and implementation. Plano, TX Richardson, TX The City of Lubbock, Texas SC1e115 C O N S U l 1 1 N G Consulting Services: Technology Master Plan SUMMARY Education Ernest is an internationally recognized expert with over 25 years of University of Miami School of Business experience in operations management and planning. He has advised Masters of Business private and public -sector CIO's and CEO's on strategic operations Administration improvements through financial, work process and technology. He Florida Atlantic University School of balances technical depth and business savvy to create effective Engineering implementations. Bachelors of Science in Mechanics! Engineering Prior to founding Sciens Consulting, Ernest served as management consultant at Deloitte and Touche. From a technology perspective, Professional Certifications he was a software engineer at Siemens Communications, IT manager State of Florida, Engineering EIT at Ryder System, systems engineer at Nortel Networks, and design Number 481ET259 Certified in the Governance of engineer at Stone and Webster Architect Engineers. Enterprise IT (CGEIT) Certified Information Systems Auditor REPRESENTATIVE PROJECTS (CISA) IT Management Assessment & Planning: Microsoft Certified Systems Engineer Conducted detailed reviews of multiple IT organizations using COBIT (MCSE) and ITIL best practices. Subsequently developed new organizational Certified in Information Technology structure, governance mechanisms and technology direction. Infrastructure Library (ITIL) IT Disaster Recovery Planning: FEMA Continuity of Operations (COOP) & Incident Command System (ICS) Assisted multiple organizations design fault resilient network and Planning system configurations. Designs have planned for the system recovery using technologies, such as virtualization and cloud Recent Clients computing. Cedar Park, TX Conroe, TX Systems Design, Selection & Contract Negotiations: Deer Park, TX Analyzed the operations of over 80 public sector organizations, Delray Beach, FL developed RFPs, and assisted with vendor selection, contract Ector County, TX negotiation and implementation of integrated systems. Hastings, NE Municipal Business Process Improvement: Kennewick, WALubbock, Analyzed the operation of many city governments and TX McKinney, Tx recommended improvements to the key business processes (e.g., Norman, OK Purchasing, Building Permits, Inspections, Human Resources, Public North Richland Hills, TX Works, Citizen Relationship Management). Odessa, TX Geographic Information Systems (GIS) Analysis: Owensboro, KY Analyzed the operations of multiple organizations to determine the Oxnard, CA GIS needs, available data sources, GIS architecture, and support Port Arthur, TX delivery organizational structure. Developed procurement RFP's and Richardson, TX Richardson, assisted in the selection of the optimal GIS integrator. TX SouthlakeTruckee, , sciens The City of Lubbock, Texas c 0 N s N G Consulting Services: Technology Master Plan SUMMARY Specialties Steven applies an analytical background in financial economics, risk Strategic Management Consulting management, business analysis, statistics and strategic management Risk Management consulting to provide insightful, practical and effective solutions to Systems Analysis, Selection & local government agencies. He has developed strategic master Procurement planning services to a wide range of Cities, demographics and IT Governance technological maturity. He maintains a consistently fresh view on Data Management technology use by keeping up-to-date on emerging technology trends, Business Process Analysis industry best practices of governance and organization, and the Financial Economics evolving demands of citizens and staff. Project Management Prior to joining Sciens Consulting, Steven worked in risk management Education consulting at a major data analytics firm and provided consulting University of Texas services and market risk analysis for major financial institutions on Bachelors of Science in Finance and their investment portfolios. Economics REPRESENTATIVE PROJECTS Market Analysis: Recent Clients Provided analysis of leading vendors in the municipal applications Conroe, TX environment including ERP systems (e.g., Finance, Human Resources, Deer Park, TX Work Orders, Asset Management, Community Development, and Delray Beach, FL Citizen Information Systems), Government Transparency and Business Hastings, NE Keller, TXKennewick, Analysis systems, and Parks & Recreations systems. Reviewed the WA functionality, financial stability, future vision and roadmap, and Martin County, FL market penetration of each leading solution. McKinney, TX Municipal Applications Procurement: North Richland Hills, TX Developed procurement documents including optional Cloud -hosting, Owensboro, KY alternate pricing, City contractual requirements, end user functional Oxnard, CA requirements, technical environment limitations, and City Plano, TX prioritization. Provided objective evaluation and ranking of proposals, Prosper, TX guidance and evaluation of vendor demonstrations, and final Southlake, TX recommendations to City Management. Truckee, CA Municipal Process & Data Analysis & Planning: Analyzed the operation and data management of City departments, reviewing the reliance on paper and decentralized data silos. Provided strategic planning initiatives to digitize and centralize the City's processes and data. sciens The City of Lubbock, Texas n c o N a u i t N c Consulting Services: Technology Master Plan ®r SUMMARY With over 30 years serving in local government, Steven applies practical, hands-on experience to solving today's technology challenges, managing resources, mitigating risk and taking advantage of opportunities. Prior to joining Sciens Consulting, Steven worked as a customer relationship manager for Tyler New World; and as Chief Information Officer for the City of Richardson, Texas, a city of over 125,000 residents, where he managed a staff of over thirty professionals at two locations. REPRESENTATIVE PROJECTS Technology Assessment & Planning: Continuously assessed technology environment for risks and opportunities. Worked with customers to develop forward -looking technology roadmaps that included new products, services and improved configuration to improve their ability to deliver services and overall satisfaction with the environment. Public Safety Systems Deployment Planned, managed, and replaced two Public Safety software suites. Steven also directed and managed the replacement of the Richardson NexGen 911 system and added a duplicate redundant site at the EOC/Fire Training Center. Radio System Deployment Planned and managed a new Public Safety P25 4-site simulcast 800MHz radio system. This Hybrid system uses Motorola APEX portables and handhelds. City Wide Fiber Project Teamed with the Richardson Independent School District on a 90-mile, buried fiber project using city right-of-way. By working together and using city right-of-way, the project saved taxpayers millions in project costs. This fiber is in use today and has been extended to support new buildings and increase network performance. He used his ability to work with people to gain economy -of -scale on multiple city projects in his tenure. The City of Lubbock, Texas sciens Consulting Services: Technology Master Plan MICONSUITING Specialties • Voice/Data Communications • WiMAX 4.9 / Mesh Wireless Planning • Data Center Operations • Capital Planning & Zero -based Budgeting • Cloud/Outsourcing Models • IT Green Initiatives • Disaster Recovery Planning • SCADA Water Systems • Trunked Radio Systems • NexGen 911 Systems • CAD/Records/Mobile Systems Competencies • Strategic and operational technology planning, including infrastructure design and implementation, web development strategic planning • Project Lifecycle Management, from initial feasibility analysis through request for proposal, negotiations, implementation • Building culturally diverse teams with excellent business process and strategy development skills • Communicating technical concepts to non -technical audiences Recent Clients Lubbock, TX Plano, TX 9 CLIENT EXPERIENCE Sciens project teams have an extensive history working with local government customers to assess their management practices and IT needs, develop plans based on sound, proven solutions, and successfully guide the systems procurement process from conception through implementation. Below is a summary of some of our recent clients where Sciens Consulting has performed assessments, planned for technology change, assessed functional requirements, developed RFPs, evaluated vendors, selected software/systems, and negotiated contracts, demonstrating our capability to help align technology with business needs for New Braunfels. In every project, we have thoroughly reviewed all relevant organizational application systems. In addition to Finance, Human Resources, Payroll, Community Development and Utility Billing systems, we have worked on a wide range of forward -looking municipal technology initiatives, including automatic meter reading, regional traffic signal networks, business intelligence and data warehousing, transparency and self-service, public safety systems, and cloud -based infrastructure. • Ada, OK Alachua County, FL Allen, TX Amarillo, TX Alamogordo, NM Bi-County Police Information Network, WA Cedar Park, TX Charlotte, NC Collier County, FL Collin County, TX Columbia, MO Columbus, OH Conroe, TX Dallas County, TX Danville, VA Deer Park, TX Delray Beach, FL Denton, TX DeSoto, TX Ector County, TX Fort Lauderdale, FL Franklin & Benton Cos., WA Gilbert, AZ Grapevine, TX Greene County, MO Hastings, NE Hialeah, FL Hillsborough County, FL Indianapolis, IN Irving, TX a Jacksonville Beach, FL • Jupiter, FL • Jupiter & Palm Beach Gardens, FL • Keller, TX • Kennewick, WA • Lancaster, TX • Lincoln, MA • Loveland, CO • Lubbock, TX • Martin County, FL • Maui County, HI • McKinney, TX • Mesa, AZ • Miami International Airport, FL • Norcross, GA • Norman, OK • North Richland Hills, TX • North Central Texas Council of Governments • Northampton County, PA • O'Hare International Airport, IL • Odessa, TX • Onondaga County and Syracuse, NY • Owensboro, KY • Oxnard, CA • Palm Beach Sheriff's Office, FL • Palm Beach, FL • Parkland, FL • Pearland, TX • Plantation, FL • Polk County, FL • Pompano Beach, FL • Port Arthur, TX • Richardson, TX • Richland, WA • San Marcos, TX • Southlake, TX • Spartanburg County Parks & Rec Commission, SC St. Petersburg, FL Sugarland, TX • Sun Prairie, WI • Sunrise, FL • Syracuse, NY • Truckee, CA • University Park, TX • Victoria, BC, Canada • Waco, TX • Wayne Co. Probate Court, FL • Westminster, CA • Wichita Falls, TX • Wilmette County, IL • Wylie, TX • Yuma, AZ sciens The City of Lubbock, Texas 10 Consulting Services: Technology Master Plan Years of experience working with clients has enabled Sciens Consulting to refine our approach into a proven and structured Technology Planning methodology that incorporates industry standard best practices to deliver effective and field proven implementable solutions. Our focus has always been quality work for our clients. bi sciens The City of Lubbock, Texas 14 C O N S U L T I N G Consulting Services: Technology Master Plan OUR UNDERSTANDING OF YOUR NEEDS The City of Lubbock requires an evaluation of the opportunities and challenges with the current technology environment, creation of a vision of the future and technology roadmap to align the IT Department's service delivery with the City's business goals and objectives utilizing best practices and industry standards. As a result, the Plan also needs to provide methods to improve the delivery of services and evaluate and deploy future technologies in an expeditious, efficient and cost-effective manner. Sciens Consulting offers significant experience assisting organizations transition towards modern, results -focused, citizen serving technology environments. Our clients are constantly transforming their technology environment to one that looks towards the future for their staff and their residents. The City of Lubbock is one of the most thriving cities in the nation as evidenced by its population growth, housing values, income levels, and commercial growth. As such, the City is subject to some of the highest expectations and demands from its citizens and businesses. To maintain its high level of service delivery quality and continue to be a leader, the City must leverage technology to optimize systems and processes in a practical, sustainable way. Customers today expect to interact with the City through an "Amazon -like" style of service. This new standard in service delivery provides information immediately on -demand; this new standard necessitates streamlined operational support of technology systems. To provide these services, the City's technology services must be superior, providing the City's staff with high performance technology service delivery. The IT Department is currently driving technology improvements throughout the City, especially in the area of Public Safety. Yet underlying these changes must be a solid infrastructure foundation and a flexible and capable service delivery organization. Ultimately, the goal is to position the IT Department to be a change agent within the City, leading to improvements in delivery of services to the City staff and, more importantly, the citizens of Lubbock. The City wants to develop a Technology Master Plan that supports the rapidly changing business environment while providing a roadmap for achieving a robust service delivery capability. The City wants this plan to be based on a thorough analysis of the current environment and makes practical choices based on this analysis. Sciens Consulting provides a comprehensive process to assess your current environment and develop a realistic yet innovative plan towards the City's vision. Ll ������ The City of Lubbock, Texas 15 C O N S U l T N G Consulting Services: Technology Master Plan STRATEGY & PLANNING At every project launch, Sciens starts with the most fundamental ideals: What is the organization's vision for their future? What are the priorities for success? Using the City's strategic plan and existing technology environment as a framework, along with candid input from users, we gain a clear understanding to outline a plan for achieving business goals. A good technology master plan includes the steps necessary to achieve the desired end result ... not just what we want to do, but how to get there. Organizational change starts with the technology master plan: Rethinking the business model, restructuring business processes, re-training users, updating job scopes and requirements, and changing the rewards system. Keeping the plan straightforward makes it much easier for stakeholders to understand and support. PROJECT WORKPLAN Plan Auditing Development F' Policies Prioritization Y I & SOPs Strategic m Direction Organization Project RFP Management Development Vendor Selection The work plan proposed will enable the City and Sciens Consulting to develop a Technology Master Plan that: Improves the efficiency and effectiveness of the City's work processes by both streamlining and improving processes and the technologies that supports them Aligns technology to an enterprise perspective Redefines how technology support resources are utilized and shared to both improve service delivery to residents and streamline internal operations Focuses technology investments on initiatives that will enable significant improvement in the service delivery and business operations Assesses enablement of forward -looking technology initiatives, such as Internet of Things, SaaS, off -site computing, data warehousing and business intelligence, advanced GIS, digital services, customer portals, enterprise content management, and mobility. sciens The City of Lubbock, Texas 16 Consulting Services: Technology Master Plan C n N$ U l/ I N G Throughout the project, Sciens Consulting will provide deliverables to the City to ensure that the project and the overall technology direction being set are on -track. The final Plan will provide the City with a comprehensive blueprint for the next five years that implement architectures that take advantage of industry's best of breed research and technologies, and a plan of technology project initiatives that will: • Minimize disruptions to services for existing users and customers • Address ownership and sharing of data • Address integration of heterogeneous systems • Improve the City's operational efficiency in the most cost-effective manner. Sciens Consulting is committed to ensuring our customers are successful in their efforts to improve service and manage their resources in a thoughtful and responsive manne experienced and qualified team will satisfy your requirements. Technology, we pride ourselves in our ability to address ou thoughtfully developed Plans that you desire. PROJECT APPROACH r . We are confident that you will find that our With many years of experience in Information r customers' needs and provide positive and Years of experience working with clients has enabled Sciens Consulting to refine our approach into a proven and structured Technology Planning methodology that incorporates industry standard best practices to deliver effective and field proven implementable solutions. We have analyzed the best research -based frameworks and have integrated their best elements into the methodology shown below. NZ .: ...' Sciens Consulting Information Technology Strategic Planning Methodology sciens The City of Lubbock, Texas 17 c o N s u r U Consulting Services: Technology Master Plan Our approach places a premium on communication and collaboration. Our team of professionals meets with the City's team to understand where you are today, specifically with: Senior management to identifying the City's strategic direction Key users to review their functional needs, and IT staff to analyze how the existing infrastructure, processes and organizational structure support both the departmental staff as well as the delivery of services to the community. The result is a logical, comprehensive Technology Master Plan based on factual discovery of your needs. Our approach is field -proven, structured, replicable and scalable — leading to shortened project schedules and lowered overall project costs. The approach allows many opportunities for the City's staff to comment on the Plan and provide input to the final recommendations. Throughout the process, we serve as your advisors, advocates and project facilitators. Working together with your team, we will develop a comprehensive Plan that will serve the needs of the IT staff, departments, and the citizens. PHASE 1- CURRENT ENVIRONMENT ASSESSMENT The Assessment phase is designed to gather information from a variety of sources to understand both strengths and challenges to that environment currently and into the planning horizon. Data collected includes information from the following sources: y The City's strategic business direction • Financial as relates to the City's technology investments • Operational and physical infrastructure inventory • Key stakeholder meetings to understand functional and business needs, and C IT organizational, support processes and technology risks. The Review phase is comprised of separate tasks designed to evaluate every aspect of the Information Technology Department's business, both managerially and technically. Data will be collected through interviews and focus groups with the ITstaff, the City's Departmental Directors and key Departmental staff members, as well as through an examination of physical sites and documentation. Once the Data Gathering and Reviews are completed, the Sciens Consulting team will develop an Assessment Report. During this phase, Sciens will perform the following activities: Project Planning and Management Working with the City's Project Manager, Sciens will review the availability of background documents, and determine the appropriate level of project communication, and identify document review participants. We will conduct a project launch meeting with the designated steering committee to brief them on the structure of the project process and solicit their input on the functional needs and overall priorities of Information Technology. With guidance from the Project Manager, we will establish procedures to track and resolve all identified issues. sciens The City of Lubbock, Texas 18 C O N S U I f I N G Consulting Services: Technology Master Plan Project Coordination and Data Collection Sciens will work with the Project Manager to obtain relevant background information through our standard data collection toolset and any documentation available in the City, including but not limited to: ® Current technical and application infrastructure Current applications and network environment graphs • Technical risk analysis • Current ancillary systems support, and • Financial and operational benchmarking. Strategic Alignment Assessment KPow...w4m.mo" Sciens will meet with Senior Management to understand the business direction of the City and the priorities for their information technology investment. We will discuss the City's perceived value drivers, the risks that need to be mitigated using technology, and review the existing Information Technology governance structure. We will also discuss a long-term technology strategy and capital replacement plans. Key Stakeholder Functional Needs Assessment The City currently supports a variety of departmental applications. The majority of the applications are supported by the IT Department, some are housed in other departments. We will interview the stakeholders within the departments to identify information requirements and future business needs. Discussion points will include: • Enterprise / Departmental Application Needs • Business Processes • Improvements / Automation • Application Interfaces and Data Sharing • Reporting Issues • Paper and Forms Elimination • User IT Support Needs • Remote Access and Mobile Computing Information Technology Department Organizational Assessment Review the function and operations of the IT Department, including: Departmental functions and organizational structure Decision -making capabilities, authorizations and processes (i.e., Technology Governance) ® Level of organizational staffing, in -sourced and outsourced staff and support issues, and m Current IT resources, support and training. Current FTE9 nww+vwn •::.4;=V9 sciens The City of Lubbock, Texas i �� c 0 N s u i r i N 0 Consulting Services: Technology Master Plan Sciens will assess the City's overall technology strengths and challenges. Leveraging this information, we will determine key strategies, goals, and objectives in order to address the issues identified. The areas for review include: Strategy Fiscal Benchmarking Strategic Alignment City's Technology Direction Technologies Governance a End User Satisfaction IT Department Alignment and Engagement Technology Initiatives Policies Organization • Organizational Structure ^ Staffing Levels Project Management Staff Development Performance Management Architecture • Servers, Storage and Backup • Network • Data Centers • Network Management • End User Computers • Mobility • Telephony • Enterprise Applications • Business Continuity • Security Risk Process • Security Management • Infrastructure Management • Service Management • Applications Management • General Management In addition to the detailed readout of the current state of technology within the City, we will utilize our Digital Government Model to develop a summary graphic that allows City Management to quickly understand the City's key limitations towards effectively implementing citizen engaging technologies. R Strq�IciNnkMy Md %un ••T — Y— — rre..a^..thr i 7 ureuxrswreu°n - �t" Mt mmt k —_— F"J. FMIWtC°m 41 -.......� mom..--. SewRbk o��utlawi Strvnv� —_ L C'.' 414, FM. ._^rnt . 6-11Mw1 = �r 1= sciens The City of Lubbock, Texas 20 C O N S U l N G Consulting Services: Technology Master Plan Technology Analysis We will analyze the collected data to identify the gaps between the City's current and future needs with a focus on the following areas as well as any others of identified during the planning process as priorities to the City: E-government — Explore technology trends and analyze how these trends will affect the City environment and present opportunities to improve citizen livelihood now and in the future. We will look beyond e-commerce and simple problem reporting applications. We will explore the creation of a Citizen Portal for the City, a one -stop shopping place for the City's residents for information and transactions. We will also examine integration of the Citizen Portal to the City's backend applications environment. ■ Wireless and wired backbone networks — Review the City's network, for the type of WAN link being used and type of applications being communicated and criticality. Explore WAN options available (e.g., EPL, Microwave, City Fiber). Enterprise and Departmental Applications — Review the current applications environment, including use of fully -integrated vs. stand-alone applications. Recommend an approach to a more streamlined, automated environment that supports the City's current application architecture to provide intelligent, timely information. Specific areas of interest to the City identified in the RFP include: Digital Evidence Management System, Integrated Library System, Community Development (Permits, Land Use, Code, Licensing) System, GIS, and websites and mobile applications. In addition, the City is interested in rearchitecting the SQL database environment to provide real-time data protection. Best practices for IT operations and technology asset management and processes — Utilizing the IT Service Management (ITSM)solution, such as Information Technology Infrastructure Library (ITIL), review current technology processes for their effectiveness and maturity. Review project management functions, staff, and asset management tools. Provide recommendations for improved processes, and automated toolsets to promote efficiency and collaboration in IT that automated and support the Department's implementation of ITSM. Assessment Report Our team will develop a current state Technology Assessment Report that documents the information gathered and analyzed, and the conclusions and recommendations reached. Phase 1 Deliverables • Financial, operational and infrastructure environment information • Project launch meeting and onsite interviews • As -Is and To -Be Network and Applications architecture diagrams • Preliminary Digital Government Model assessment and analysis • Assessment Report ✓ Project Purpose and Background ✓ Review and findings for existing infrastructure ✓ Summarize perceived risk to the City's technology operations and critical business functions ✓ Review of risk associated with technology infrastructure and practices ✓ Financial and Staffing Benchmarking with Similar Sized Cities ✓ IT Department Organizational Recommendations ✓ IT Governance Recommendations sciens The City of Lubbock, Texas zs c o N s u i N � Consulting Services: Technology Master Plan PHASE 2 -TECHNOLOGY MASTER PLAN Technology Projects Recommendations and Prioritization Utilizing the information collected and reported in Phase 1, and validated by the City in their review of the Assessment Report, Sciens will develop a list of potential projects that address the opportunities and challenges identified. As with all of our work, Sciens will only recommend projects that are practicable and implementable by the City over the course of the next 5 years based on its priorities and resources. Sciens consultants will review this list of potential projects with the key stakeholders of this process; this group will be defined by the City. To facilitate the review of projects, Sciens uses a decision matrix that will allow stakeholders to make comparisons using the following criteria: Cost - Project costs are estimated by Sciens for hardware, software and related services. All costs are evaluated based on a 5-year cost of ownership, which factors in the initial cost to purchase and ongoing maintenance costs. Timeframe - The length of time required complete the implementation is a key consideration. Typically, projects that take longer to implement can be more disruptive to the affected environment. Value - Utilizing the technology direction and derivative principles, Sciens works with the City to identify the factors that define project value. Common value factors include: o Improvement to existing community services o Creating new services o Lowering operational expenses o Improving management's ability to make decisions in a timely manner Risk - The technology direction and derivative principles are also valuable when identifying the factors that define project risk for the City. Common risk factors include: o Increasing financial uncertainty due to shifting funding sources o Increased technical complexity o Resource depletion for project implementation Sciens will facilitate the decision -making process with the project steering committee help them reach consensus on project priorities. .. `i �mmo��r��� �®��®ter �®rrs�-w■ NMI Im :av o_mm000®®�®®omz xm ... . m Mrs©ommoom�®�®�®o�® Ll sciens The City of Lubbock, Texas 22 C O N S U L T I N G Consulting Services: Technology Master Plan Technology Master Plan Development Once consensus on the project priorities is developed, the Sciens team will codify the recommendations, budgets, and implementation timelines into the City's Technology Master Plan. The Plan will address the following: • City Goals and Objectives Relative to this Plan • Infrastructure Changes • Technology Vision and Principles • Applications Changes • Key Issues • Operations and Maintenance • Technology Initiatives/Projects • Cost Estimates & Timelines Once the Technology Master Plan has been reviewed by the City, Sciens will be available to present the Plan to the Stakeholders and/or City Management as requested by the City. Phase 4 Deliverables • Project Initiatives • Strategic Goals • Prioritization Workshop • Project Portfolio Matrix • Prioritized Projects List • Estimated Projects Costs (e.g., capital, recurring) • Estimated Project Staff Hours • Draft Technology Master Plan ✓ Technology Direction, Goals and Objectives ✓ Estimated Projects Costs (e.g., capital, recurring) ✓ Implementation Schedule ✓ Calendarized Investments ✓ Resource Utilization ✓ Project Descriptions ✓ Staffing, Resource Sourcing (internal/outsourced) and Deployment Recommendations • Final Technology Master Plan • Management Presentation sciens I)llill WE sm WE Will 1dil Lm UK off M We Willi lid, ®- Il ®- M. M. ®, M. R� ®• 1W 11i ® yy N* isI found Sciens to be honest, fair, and equitable and would recommend them for other technology planning projects. — Chet Simmons. ACNI Westminster, CA seiens The City of Lubbock, Texas 23 c o N s u i r r, � Consulting Services: Technology Master Plan PRELIMINARY PROJECT SCHEDULE A draft GANTT chart for this project, identifying the major tasks with associated, proposed start and completion dates, and milestones, is shown BELOW. Sciens will work with the City of Lubbock to arrive at a schedule that meets your objectives and deadlines. It is expected that Phase 1 will begin in December with data collection, followed by on -site interviews during that month; with a draft Assessment Report provided by the February, and project completion by the end of July 2022, depending upon the impact of vacations and holidays. This timeline is for planning purposes. Dates are subject to change based upon discussions with the City regarding goals and availability. �l��� The City of Lubbock, Texas Consulting Services: Technology Master Plan Z4 s C 0 N 5 U I i I N G MILESTONE PAYMENTS The total project professional fees for services on the City of Lubbock Technology Master Plan are detailed below. Based on the scope of work description, deliverables, and our proposed method for conducting the services outlined below, our not -to -exceed -total cost to complete all tasks is $123,000 as outlined below. Because Sciens is a Texas firm, no travel expenses have been charged for this project. 1 ExpensesTask Activity Hours Fees Current Environment Assessment 1a Preliminary Data Gathering 36 $ 6,000 $ - $ 6,000 1b Conduct Interviews (Onsite & Remote) 240 $ 45,000 $ - $ 45,000 1c Draft Assessment Report 160 $ 27,000 $ - $ 27,000 1d Final Assessment Report 32 $ 5,400 $ - $ 5,400 2 Technology Strategic Plan 2a Develop Initiatives, Timelines & Budget 64 $ 10,800 $ - $ 10,800 2b Draft Information Technology Strategic Plan 84 $ 13,800 $ - $ 13,800 2c Final Information Technology Strategic Plan 32 $ 5,400 $ - $ 5,400 2d Presentation to City Management, Stakeholders 56 $ 9,600 $ - $ 9,600 1 WPM!iX i ,t lle Af 11 PURCHASING COOPERATIVES Sciens Consulting's services can be purchased through TIPS -USA. Specifically, it can be purchased using Contract Number 200601 for Consulting and Other Related Services. A link to our listing with TIPS -USA and our contract reference can be found at: https://www.tips-usa.com/vendorProfile.cfm?RecordlD=70CB96CA6605A6BB13BOFFD8BF237334 M sciens The City of Lubbock, Texas 25 Consulting Services: Technology Master Plan C 0 N S U I 1 1 N G 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. 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. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2021-824451 Sciens LLC McKinney, TX United States Date Filed: 11/16/2021 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 Date Acknowledged: 11/21/2022 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. 16273 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