Loading...
HomeMy WebLinkAboutContractAGREEMENT FOR INFORMATION TECHNOLOGY STRATEGIC PLAN THIS AGREEMENT, dated for reference purposes only as September 27, 2022 is by and between the City of Renton (the “City”), a Washington municipal corporation, and Plante & Moran (“Consultant”), A Michigan Professional Limited Liability Company. The City and the Consultant are referred to collectively in this Agreement as the “Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date signed by both parties. 1. Scope of Work: Consultant agrees to provide a Information Technology Strategic Plan as as specified in Exhibit A -Aproach and Methodology, Agrees to Perfomr work based upon the project schedule in Exhibit B Payment and Project Schedule, and follow project management standards as established in Exhibit C – Project Management Philosophy , which is attached and incorporated herein and may hereinafter be referred to as the “Work.” 2. Changes in Scope of Work: The City, without invalidating this Agreement, may order changes to the Work consisting of additions, deletions or modifications. Any such changes to the Work shall be ordered by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set forth in Exhibit B or as otherwise mutually agreed by the Parties. 3. Time of Performance: Consultant shall commence performance of the Agreement pursuant to the schedule(s) set forth in Exhibit B. All Work shall be performed by no later than December 31, 2023. 4. Compensation: A. Amount. Total compensation to Consultant for Work provided pursuant to this Agreement shall not exceed $131,000 including any applicable state and local sales taxes. Compensation shall be paid based upon Work actually performed according to the rate(s) or amounts specified in Exhibit B. The Consultant agrees that any hourly or flat rate charged by it for its Work shall remain locked at the negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit B. Except as specifically provided herein, the Consultant shall be solely responsible for payment of any taxes imposed as a result of the performance and payment of this Agreement.           CAG-22-358 PAGE 2 OF 11 B. Method of Payment. On a monthly or no less than quarterly basis during any quarter in which Workisperformed, the Consultant shall submit a voucher or invoice in a form specified by the City, including a description of what Work has been performed, the name of the personnel performing such Work, and any hourly labor charge rate for such personnel. The Consultant shall also submit a final bill upon completion of all Work. Payment shall be made by the City for Work performed within thirty (30) calendar days after receipt and approval by the appropriate City representative of the voucher or invoice. If the Consultant’s performance does not meet the requirements of this Agreement, the Consultant will correct or modify its performance to comply with the Agreement. The City may withhold payment for work that does not meet the requirements of this Agreement. C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by the City of any remedies it may have against the Consultant for failure of the Consultant to perform the Work or for any breach of this Agreement by the Consultant. D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City shall not be obligated to make payments for Work or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Work for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 5. Termination: A. Each Party reserves the right to terminate this Agreement at any time, with or without cause by giving ten (10) calendar days’ notice to the Consultant in writing. In the event of such termination or suspension, all finished or unfinished documents, data, studies, worksheets, models and reports, or other material prepared by the Consultant pursuant to this Agreement shall be submitted to the City, if any are required as part of the Work. B. In the event this Agreement is terminated byeither party , the Consultant shall be entitled to payment for all hours worked to the effective date of termination, less all payments previously made. If the Agreement is terminated by the City after partial performance of Work for which the agreed compensation is a fixed fee, the City shall pay the Consultant an equitable share of the fixed fee. This provision shall not prevent the City from seeking any legal remedies it may have for the violation or nonperformance of any of the provisions of this Agreement and such charges due to the City shall be deducted from the final payment due the Consultant. No payment shall be made by the City for any expenses incurred or work done following the effective date of termination unless authorized in advance in writing by the City.           PAGE 3 OF 11 6. Warranties And Right To Use Work Product: Consultant represents and warrants that Consultant will perform all Work identified in this Agreement in a professional and workmanlike manner and in accordance with all reasonable and professional standards and laws. Compliance with professional standards includes, as applicable, performing the Work in compliance with applicable City standards or guidelines (e.g. design criteria and Standard Plans for Road, Bridgeand Municipal Construction). Professional engineers shall certify engineering plans, specifications, plats, and reports, as applicable, pursuant to RCW 18.43.070. Consultant further represents and warrants that all final work product created for and delivered to the City pursuant to this Agreement shall be the original work of the Consultant and free from any intellectual property encumbrance which would restrict the City from using the work product. Consultant grants to the City a non- exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and display all final work product produced pursuant to this Agreement. The City’s or other’s adaptation, modification or use of the final work products other than for the purposes of this Agreement shall be without liability to the Consultant. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Record Maintenance: The Consultant shall maintain accounts and records, which properly reflect all direct and indirect costs expended and Work provided in the performance of this Agreement and retain such records for as long as may be required by applicable Washington State records retention laws, but in any event no less than six years after the termination of this Agreement. The Consultant agrees to provide access to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement. 8. Public Records Compliance: To the full extent the City determines necessary to comply with the Washington State Public Records Act, Consultant shall make a due diligent search of all records in its possession or control relating to this Agreement and the Work, including, but not limited to, e-mail, correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. In the event Consultant believes said records need to be protected from disclosure, it may, at Consultant’s own expense, seek judicial protection. Consultant shall indemnify, defend, and hold harmless the City for all costs, including attorneys’ fees, attendant to any claim or litigation related to a Public Records Act request for which Consultant has responsive records and for which Consultant has withheld records or information contained therein, or not provided them to the City in a timely manner. Consultant shall produce for distribution any and all records responsive to the Public Records Act request in a timely manner, unless those records are protected by court order. The provisions of this section shall survive the expiration or termination of this Agreement.           PAGE 4 OF 11 9. Independent Contractor Relationship: A. The Consultant is retained by the Cityonly for the purposes and to the extent set forth in this Agreement. The nature of the relationship between the Consultant and the City during the period of the Work shall be that of an independent contractor, not employee. The Consultant, not the City, shall have the power to control and direct the details, manner or means of Work. Specifically, but not by means of limitation, the Consultant shall have no obligation to work any particular hours or particular schedule, unless otherwise indicated in the Scope of Work or where scheduling of attendance or performance is mutually arranged due to the nature of the Work. Consultant shall retain the right to designate the means of performing the Work covered by this agreement, and the Consultant shall be entitled to employ other workers at such compensation and such other conditions as it may deem proper, provided, however, that any contract so made by the Consultant is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent for the City. B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Consultant or any employee of the Consultant. C. If the Consultant is a sole proprietorship or if this Agreement is with an individual, the Consultant agrees to notify the City and complete any required form if the Consultant retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Consultant’s failure to do so. 10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless the City, elected officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Consultant in its performance of this Agreement or a breach of this Agreement by Consultant, except for that portion of the claims caused by the City’s negligence. Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence relative to construction, alteration, improvement, etc., of structure or improvement attached to real estate…) then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the           PAGE 5 OF 11 Consultant and the City, its officers, officials, employees and volunteers, Consultant’s liability shall be only to the extent of Consultant’s negligence. It is further specifically and expressly understood that the indemnification provided in this Agreement constitute Consultant’s waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have mutually negotiated and agreed to this waiver. The provisions of this section shall survive the expiration or termination of this Agreement. 11. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City’s Code of Ethics and state law, the Consultant shall not give a gift of any kind to City employees or officials. Consultant also confirms that Consultant does not have a business interest or a close family relationship with any City officer or employeewho was, is, or will be involved in selecting the Consultant, negotiating or administering this Agreement, or evaluating the Consultant’s performance of the Work. 12. City of Renton Business License: Unless exempted by the Renton Municipal Code, t Consultant shall obtain a City of Renton Business License prior to performing any Work and maintain the business license in good standing throughout the term of this agreement with the City. Information regarding acquiring a city business license can be found at: https://www.rentonwa.gov/Tax Information regarding State business licensing requirements can be found at: https://dor.wa.gov/doing-business/register-my-business 13. Insurance: Consultant shall secure and maintain: A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. B. In the event that Work delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability, Errors and Omissions coverage shall be provided with minimum limits of $1,000,000 per occurrence. "Professional Services", for the purpose of this section, shall mean any Work provided by a licensed professional or Work that requires a professional standard of care. C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the State of Washington and the State of Michigan, shall also be secured.           PAGE 6 OF 11 D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired or non-owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Consultant’s vehicles on the City’s Premises by or on behalf of the City, beyond normal commutes. E. Consultant shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City’s insurance policies shall not be a source for payment of any Consultant liability, nor shall the maintenance of any insurance required by this Agreement be construed to limit the liability of Consultant to the coverage provided by such insurance or otherwise limit the City’s recourse to any remedy available at law or in equity. F. Subject to the City’s review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Work. G. Consultant shall provide the City with written notice of any policy cancellation, within ten (10) business days of their receipt of such notice. 14. Safeguarding of Personal Information; Intellectual Property: A. Personal Information: Vendor shall not use or disclose Personal Information, as defined in chapter 19.255 RCW, in any manner that would constitute a violation of federal law or applicable provisions of Washington State law. Vendor agrees to comply with all federal and state laws and regulations, as currently enacted or revised, regarding data security and electronic data interchange of Personal Information. Vendor shall ensure its directors, officers, employees, subcontractors or agents use Personal Information solely for the purposes of accomplishing the services set forth in the Agreement. Vendor shall protect Personal Information collected, used, or acquired in connection with the Agreement, against unauthorized use, disclosure, modification or loss. Vendor and its sub-providers agree not to release, divulge, publish, transfer, sell or otherwise make Personal Information known to unauthorized persons without the express written consent of City or as otherwise authorized by law. Vendor agrees to implement physical, electronic, and managerial policies, procedures, and safeguards to prevent unauthorized access, use, or disclosure of Personal Information.           PAGE 7 OF 11 Vendor shall make the Personal Information available to amend as directed by City and incorporate any amendments into all the copies maintained by the Vendor or its subcontractors. Vendor shall certify its return or destruction upon expiration or termination of the Agreement and the Vendor shall retain no copies. If Vendor and City mutually determine that return or destruction is not feasible, the Vendor shall not use the Personal Information in a manner other than those permitted or authorized by state and federal laws. Vendor shall notify City in writing immediately upon becoming aware of any unauthorized access, use or disclosure of Personal Information. Vendor shall take necessary steps to mitigate the harmful effects of such use or disclosure. Vendor is financially responsible for notification of any unauthorized access, use or disclosure. The details of the notification must be approved by City. Any breach of this clause may result in termination of the Agreement and the demand for return of all Personal Information. B. Intellectual Property: Each Party retains all right, title, and interest under applicable contractual, copyright and related laws to their respective Information, including the right to use such information for all purposes permissible by applicable laws, rules, and regulations. 15. Delays: Consultant is not responsible for delays caused by factors beyond the Consultant’s reasonable control. When such delays beyond the Consultant’s reasonable control occur, the City agrees the Consultant is not responsible for damages, nor shall the Consultant be deemed to be in default of the Agreement. 16. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or encumber any rights, duties or interests accruing from this Agreement without the written consent of the other. 17. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, or by nationally recognized overnight courier service. Time period for notices shall be deemed to have commenced upon the date of receipt. Email and telephone may be used for purposes of administering the Agreement, but should not be used to give any formal notice required by the Agreement.           PAGE 8 OF 11 CITY OF RENTON Young Yoon 1055 South Grady Way Renton, WA 98057 Phone: (425) 430-6886 Yyoon@rentonwa.gov Cityclerk@rentonwa.gov CONSULTANT Brian Pesis 3000 Town Center, Ste. 100 Southfield, MI 48075 Phone: (303) 846-1260 Brian.pesis@plantemoran.com 18. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification, the Consultant agrees as follows: A. Consultant, and Consultant’s agents, employees, representatives, and volunteers with regard to the Work performed or to be performed under this Agreement, shall not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age (except minimum age and retirement provisions), honorably discharged veteran or military status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification in relationship to hiring and employment, in employment or application for employment, the administration of the delivery of Work or any other benefits under this Agreement, or procurement of materials or supplies. B. The Consultant will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such action shall include, but not be limited to the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training. C. If the Consultant fails to comply with any of this Agreement’s non-discrimination provisions, the City shall have the right, at its option, to cancel the Agreement in whole or in part. D. The Consultant is responsible to be aware of and in compliance with all federal, state and local laws and regulations that may affect the satisfactory completion of the project, which includes but is not limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton Council Resolution Number 4085. 19. Miscellaneous:The parties hereby acknowledge:           PAGE 9 OF 11 A. The City is not responsible to train or provide training for Consultant. B. Consultant will not be reimbursed for job related expenses except to the extent specifically agreed within the attached exhibits. C. Consultant shall furnish all tools and/or materials necessary to perform the Work except to the extent specifically agreed within the attached exhibits. D. In the event special training, licensing, or certification is required for Consultant to provide Work he/she will acquire or maintain such at his/her own expense and, if Consultant employs, sub-contracts, or otherwise assigns the responsibility to perform the Work, said employee/sub-contractor/assignee will acquire and or maintain such training, licensing, or certification. E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to other entities, so long as there is no interruption or interference with the provision of Work called for in this Agreement. F. Consultant is responsible for his/her own insurance, including, but not limited to health insurance. G. Consultant is responsible for his/her own Worker’s Compensation coverage as well as that for any persons employed by the Consultant. 20. Other Provisions: A. Approval Authority. Each individual executing this Agreement on behalf of the City and Consultant represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the City or Consultant. B. General Administration and Management. The City’s project manager is Young Yoon IT Directore, yyoon@rentonwa.gov. In providing Work, Consultant shall coordinate with the City’s contract manager or his/her designee. C. Amendment and Modification. This Agreement may be amended only by an instrument in writing, duly executed by both Parties. D. Conflicts. In the event of any inconsistencies between Consultant proposals and this Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Consultant prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the           PAGE 10 OF 11 body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington and the City of Renton. Consultant and all of the Consultant’s employees shall perform the Work in accordance with all applicable federal, state, county and city laws, codes and ordinances. F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared by the joint efforts of the Parties and shall not be construed against one party or the other as a result of the preparation, substitution, submission or other event of negotiation, drafting or execution. G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King County Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington, or its replacement or successor. Consultant hereby expressly consents to the personal and exclusive jurisdiction and venue of such court even if Consultant is a foreign corporation not registered with the State of Washington. H. Severability. A court of competent jurisdiction’s determination that any provision or part of this Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement, which shall remain in full force and effect. I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any representations or understandings, whether oral or written, not incorporated are excluded. J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Work is essential to the Consultant’s performance of this Agreement. K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give any rights or benefits in the Agreement to anyone other than the Parties, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Parties and no one else. L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal representatives to the other party to this Agreement, and to the partners,           PAGE 11 OF 11 successors, assigns, and legal representatives of such other party with respect to all covenants of the Agreement. M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s failure to enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City or Consultant from enforcing that provision or any other provision of this Agreement in the future. Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any prior or subsequent breach unless it is expressly waived in writing. N. Counterparts. The Parties may execute this Agreement in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON By:_____________________________ CONSULTANT By:____________________________ Armondo Pavone Mayor Adam Rujan Partner _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Shane Moloney City Attorney Contract Template Updated 5/21/2021 NonStandard clb 9/2/22 2189             (approved by Cheryl Beyer via email on 9/28/2022) 11/02/2022 INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 14 Approach and Methodology Overview of our proposed methodology We’ve refined and strengthened our assessment and strategic planning methodology during our numerous client engagements over the past 30 years. Our methodology incorporates best practices from ITIL, COBIT, TOGAF, and other frameworks to deliver technical, schedule, and cost advantages, in alignment with our clients’ business objectives. We’re also continually updating our approach based on our new client projects and industry involvement. To achieve the City’s objectives, a broad and comprehensive review of the IT environment from the standpoint of people, process, and technology is essential: People. Organization of the technology support function, including governance, organization structure, user satisfaction, staff development, etc. Process. Administration of technology, including policies and procedures, technology standards, service delivery, help desk administration, network management, software deployment, etc. Technology. Technologies and systems used to accomplish current objectives. As shown below, the IT strategic plan is informed by the results of the IT assessment, as it relates to the organizational execution capabilities, current plans and initiatives, and overall performance and stakeholder satisfaction. Visioning sessions will identify goals, strategies, and priorities, which will be synthesized into an IT strategic plan that will guide the organization’s investments, decisions, and activities. The IT strategic plan will include a prioritized list of key initiatives to drive transformation and/or growth, as well as an actionable roadmap of projects. Cybersecurity elements Our assessments incorporate elements of cybersecurity to identify any additional protections and controls necessary to mitigate security risks and threats. Based on our understanding of your needs, there will be an emphasis on cybersecurity throughout the assessment. However, the cybersecurity review included in our proposal does not replace the need for comprehensive and periodic network vulnerability assessment and penetration testing. Exhibit A          INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 15 Assessment scope Our IT assessment methodology is designed to provide a broad and comprehensive view of your IT environment. This enables us to identify gaps and develop recommendations that not only address your identified objectives, but also provide a model for long-term sustainability. The results of the IT assessment will inform the IT strategic plan. Below are the key areas and topics that will be addressed: PEOPLE Human capital management x Organizational structure x Staffing levels x Departmental skillset x Competency development x Succession planning Strategic sourcing x External service providers x Procurement x Vendor and contract management Stakeholders x Stakeholders’ engagement x Expectation management x Business relationship management x Customer satisfaction PROCESS Strategy x IT mission, vision, and values x Business context x Business alignment x Innovation Project portfolio management x Portfolio management x Project management x Organizational change management Governance x Investment strategy x Enterprise architecture x Standards and policies x Service level agreements x Governance model Risk management x Cybersecurity management x Log collection and analysis x Security architecture x Information protection x Disaster recovery and business continuity plans x Regulatory and compliance obligations Operations management x Asset lifecycle management x Performance and capacity management x Configuration management x Change management x IT service management x Knowledge management x Software development lifecycle TECHNOLOGY Infrastructure technology x Data center x Cloud services x Structured cabling x Network x Servers and virtualization x Enterprise storage and backup x Telecommunications x Specialized systems Workforce enablement x Device portfolio x Mobility x Remote access x Collaboration and presentation solutions x Productivity solutions x GIS x Line-of-business applications* Business intelligence and data x Data governance x GIS data management x Integrations x Analysis and reporting tools * Please note that the review of these applications is not intended to be a comprehensive assessment of these systems, but rather a review to identify utilization and gaps in technical and support needs of these systems.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 16 Project workplan Our project will be divided into three major phases, with project monitoring throughout. PHASE 1:DISCOVERY Objective:Review the City’s current IT organization, technology environment, products, services, staffing, processes, systems, etc. identified our statement of understanding. Deliverables:Initial themes, preliminary findings and gaps, areas for improvement PHASE 2:ANALYSIS AND RECOMMENDATIONS Objective:Perform a deeper analysis of the information gathered during Phase 1. The findings and prioritized recommendations will be assembled into a report that will be reviewed with the City’s project team. Deliverables: IT assessment report and presentation to leadership PHASE 3:STRATEGIC PLAN DEVELOPMENT Objective:Using findings from Phases 1 and 2, develop IT strategic plan to connect the current state to the envisioned future state, and present and discuss the plan with the City leadership and key stakeholders. Deliverables:Actionable IT strategic plan and roadmap to guide the City’s investments, decisions, and activities THROUGHOUT THE PROJECT:ONGOING PROJECT MANAGEMENT AND MONITORING From initiation to completion, our team will manage this project to ensure success for the City. This will include: xx Project initiation activities, including a meeting with the City to introduce the project team and confirm project objectives, scope, deliverables, and timetables. x Development of a project organizational structure and detailed project plans. x Use of data collaboration tools. x Project status meetings (no more than once weekly).           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 17 Activities by phase THROUGHOUT THE PROJECT: ONGOING PROJECT MANAGEMENT AND MONITORING 1. Conduct project initiation activities A project initiation meeting will be conducted to introduce the project team, finalize the project scope, deliverables, and timetables. These objectives will be accomplished through the development of a project organizational structure, project charter, detailed project plan, and regularly scheduled progress meetings. These steps are described below. 2. Establish project collaboration center Collaboration environments such as Microsoft SharePoint have become increasingly effective tools in which to share information related to projects. These environments can serve a variety of purposes including acting as a repository for documentation developed during the course of an engagement. During this activity, we will work with the City to establish a project collaboration center including design, structure, security, and content. 3. Develop project charter During project initiation, we develop a Project Charter to provide a framework for the following: xx Project overview x Vision statement x Project objectives x Business drivers x Project stakeholders x Project influences x Project constraints x Project staffing and governance structure x Scope plan (both in and out of scope items) x Project milestones and deliverables The Project Charter will be provided to the City for review and approval prior to significantly commencing project activities. 4. Develop a detailed project plan We will work with the City to incorporate major phases and milestones, work tasks and their due dates into a detailed Microsoft Project ™ Plan. We will work with the City’s Project Manager during this activity to design a Project Plan for the contracted project phases which are appropriate and meets the City’s overall priorities. 5. Schedule and moderate project status meetings Continuous feedback is the key to a successful project. In this way, problems can either be avoided entirely or addressed early on, to minimize wasted effort and keep the project on schedule. We will schedule regular conference calls with the City to report on the status of the Project Plan and timeline and re-schedule tasks as necessary and update the Project Plan. We will provide written progress reports to the City at an agreed-upon frequency.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 18 PHASE 1:DISCOVERY 1. Collect and review documentation Prior to our kick-off meeting (Step 2 below), we will provide the City with an information request list. We will review existing documentation to gain a comprehensive understanding of the City’s current technology environment. We anticipate requesting documents in the following categories. xx IT organization and staffing x Plans and budgets x Network and telecom x Server and storage environment x End-user environment x Applications x Policies and procedures x Cybersecurity x External support Please note that we do not expect the City to create any documentation that does not already exist. For any of the areas where documentation does not exist, the pertinent information will be obtained during the interview process. We will distribute technical survey tools to gather information on current technologies in use (network, servers, storage, backup, disaster recovery, end-user computing environment, applications), if necessary. The tools will enable us to collect information in an efficient and consistent manner, to quickly compare the availability and use of technologies across the City. 2. Conduct project kick-off meeting During this meeting, we will confirm the objectives, timing, and scope of the project, as well as the anticipated level of involvement from the City’s staff. We will discuss with you which the City team members should attend this session. We anticipate that the project kick-off and stakeholder interviews will occur at the same visit if they take place on site. 3. Conduct end-user technology satisfaction survey To assess the use of technologies and their functions, we will develop and administer an online end- user survey. We will gather meaningful opinions, comments, and feedback regarding the deployment, use, and effectiveness of technologies across the organization as well as the support function. Ideally, the survey would be administered to all stakeholders. The survey questionnaire(s) will be reviewed with the City’s project team, refined as necessary, and prepared for distribution. When possible, we prefer to obtain preliminary results prior to our on-site interviews, as information from the survey allows us to prompt and focus discussions with interview participants.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 19 4. Administer IT staff time/effort allocation survey To support the City’s objective of assessing the technology department’s current staffing approach and its ability to meet current and future expectations for technology, we recommend the use of an online survey to aggregate information regarding roles and responsibilities, job requirements, available tools and resources, organization and report structure, and work volumes. This is a staff self-administered survey and, ideally, we would like this survey to be completed by all IT staff prior to our meetings with IT staff to prompt and focus discussion. The time/effort allocation surveys will be analyzed for the IT organization overall, not at the individual level. For accuracy, it is crucial to have this survey completed for or by all members of the IT department. 5. Administer IT department skills survey To support the City’s objective of assessing the IT department’s alignment to the organizational technical support needs, we recommend the use of an online survey to gather information on the various skills of the technology department staff, their level of expertise for a skill, certifications, and professional development needs. This process will assist us in understanding the roles and responsibilities of the various technology department staff members, and to develop a model to collectively identify the areas of IT where additional future IT skills would be beneficial. The skill surveys will be analyzed for the collective/aggregate talent of the IT organization, not at the individual level. This is a staff self-administered survey and, ideally, we would like this survey to be completed prior to our meetings with IT staff to prompt and focus discussion with your technology department staff. 6. Conduct leadership and stakeholder interviews We will meet with key stakeholder groups to understand the IT vision and expectations of IT and its technologies in support of that vision. The focus of these interviews is to identify the effectiveness of current IT operations, the ability to service and support current and future technical needs, and the overall use of technology at the organization. Interview topics will likely include: xx The strengths and opportunities for improvement of key enterprise systems and other IT systems as applicable x Utilization of existing technologies x IT service delivery x Major IT initiatives, project prioritization, and governance x Justification, approval process, and funding for IT x Current and anticipated information and technology needs over the next five years We find that conducting these meetings without technology representatives present allows us to receive more candid feedback. We will work with the City’s project team to schedule the interviews at a time that is mutually convenient.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 20 7. Meet with IT staff We will meet with individuals representing each area of IT. While we anticipate that many of the meetings will be group interviews, we will also meet separately with key IT personnel where necessary. For any IT staff we do not meet with individually, we will gather their input using the survey tools mentioned in our previous work steps. The topics of discussion will vary by group, with some overlap, but will likely include: xx Organization structure, communication/working relationship x IT roles, responsibilities, and resources/tools x Key technology functions, systems/applications usage and challenges x Alignment of IT initiatives with the department’s and the City’s strategic plans x Current and anticipated skills and professional development/training needs x Current and anticipated IT needs over the next five years x Policies and procedures related to administration and management of IT systems These meetings will complement and further clarify the information gathered using the survey instruments described above. Timmons Group will facilitate the GIS-related interviews. We will work with your project team to schedule the interviews at a time that is mutually convenient. Please note that these interviews can be conducted either concurrently or separate from the stakeholder interviews. 8. Assess technical environment We will conduct a review of the existing technical environment at the organization, focusing on the areas identified in the assessment overview section. We will meet with representative members of the City’s technology department who are responsible for administering and managing IT systems and services. We will document our findings from this phase, which will serve to inform the subsequent phase, described below. An initial themes worksheet will be prepared by Plante Moran, identifying the main findings and gaps, as well as survey results, and presented to the City’s team for discussion.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 21 PHASE 2: ANALYSIS AND RECOMMENDATIONS 1. Perform industry standard comparison We will incorporate a review of the IT operations, staffing resources, and technologies of the City against comparable organizations, industry standards, and best practices. For this purpose, we will use a variety of sources, including our own research and knowledge from similar work with other clients. We will focus on identifying specific areas of strength and opportunities for enhancement. The information obtained from this work step will be used to contrast and compare the effectiveness of the existing technology systems with current industry standards or other emerging technologies. 2. Conduct in-depth analysis We will further review and analyze the information gathered during the discovery phase (Phase 1, described above). At a minimum, the following information (data and observations) will be analyzed: xx Documentation provided by the City x On-site meetings and interviews with leadership, stakeholders, and IT staff x Survey results (end-user technology satisfaction, time/effort allocation, and department skills) x Technologies in use, including systems architecture and methods for delivery of services x Comparison to industry standards, best practices, and marketplace trends x Emerging trends (e.g. IoT, robotic process automation, drones) that can be utilized x Alignment of IT department goals with the overall organizational strategy 3. Develop IT assessment report Based on our findings, we will develop an IT assessment report that identifies areas of improvement for the City’s IT environment. The report will contain recommendations aligned with industry standards and best practices for each of the topical areas identified in the assessment overview section. Timmons Group will lead development of the high-level GIS component of the assessment. We anticipate the report will consist of the following sections, keeping in context the size and the nature of the organization: x Observations: The current state, trends, challenges, and gaps for the areas assessed. Includes detailed descriptions and maturity ratings by topical area within the areas of people, process, and technology. These findings will be summarized in a SWOT (strengths, weaknesses, opportunities, threats) analysis. x Recommendations: The prioritized opportunities for improvement and potential projects to-be considered in the future state.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 22 Sample IT Assessment Components IT Maturity Continuum 4. Prepare final assessment deliverables We will review the preliminary assessment with the project steering committee to validate and agree upon key recommendations. Following approval of the preliminary assessment, we will move to assessment finalization and strategic planning activities.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 23 PHASE 3: STRATEGIC PLAN DEVELOPMENT 1. Conduct visioning workshop The overall goal for implementing technology is not for the technology itself but rather to enhance existing business processes performed by IT and support for processes that are performed across the City. As such, the goal in developing an IT Strategic Plan is to provide a coordinated, planned approach towards the deployment of technology with the intention of supporting the goals of the organization and improving the effectiveness of business processes. We will conduct a half-day workshop with the key organizational leaders to facilitate the development of: xx Technology vision and mission x Technology goals and strategies x Technology principles Our discussions will consider: x IT alignment with organizational goals and current business environment x Alignment with industry standards for IT operations x Expected technology needs x Emerging technologies and trends x Productivity enhancement through technology x Opportunities to achieve cost savings x Projects and requirements, including resource capacity, data governance, security, etc. x Funding requirements x Risks and mitigation strategies x Metrics for evaluation Also during this workshop, we will work closely with organizational leaders to develop project criteria to objectively evaluate and prioritize technology projects. It is expected that these prioritization criteria will clearly reflect the linkage between the organization’s goals and objectives and IT initiatives. We also consider the urgency (e.g., requirement to reduce the current risk of an aging technology) and impact of the projects.           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 24 2. Define technology projects Based on the vision session and recommendations developed in the work step above, we will identify discrete technology projects that should be undertaken by the City, which may include the following: xx Existing business application projects, enhancements, upgrades, or replacements x New business solutions x Business intelligence deployment x Technology infrastructure x Regional partnerships x IS staffing and governance x IS administration and policies and procedures x IS security x Outsourcing (as appropriate/desired) x GIS approach and data management We will design these projects to enhance the synergy within and between business units and other entities. Specifically, completion of the projects will aim to: x Assist in meeting organization-wide goals and objectives x Enhance constituency service levels x Satisfy the technology and business requirements of stakeholders x Build the necessary support infrastructure to administer the technology x Result in the upgrade of current systems as necessary x Result in the implementation of new hardware, software, and communications equipment x Enhance processes to reduce inefficiencies and improve cost effectiveness x Maintain data integrity, confidentiality, and redundancy x Enhance data and network security 3. Compare projects against prioritization criteria and develop plans Based on the defined prioritization criteria and the projects identified in the previous work step, we will work with the City’s project steering team to classify each project as a high, medium, or low priority. We will develop a preliminary implementation plan with budgetary estimates and timelines for each project, which we will then review and finalize with the project team. 4. Develop and present the IT strategic plan We will develop a draft IT strategic plan that will provide a roadmap for addressing the City’s most critical technology needs over the next five years. We anticipate the plan will include the following: x Executive summary x Summary of planning methodology and approach x IT vision, mission, and goals x Specific IT strategies, aligned with the City’s business needs and goals           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 25 xx Implementation plan of projects, prioritized by the identified the City goals and objectives We will review the draft strategic plan document with the City’s project team. Once feedback is received, we will incorporate any changes and finalize the strategic plan. The IT strategic plan will encompass the following items: x The establishment of a vision that will set the direction and tone for the IT department’s approach to information service and technology provision. x Key objectives to be accomplished across the duration of the planning period. x A set of well-defined, prioritized projects to satisfy the identified needs of key stakeholders, in alignment with the plan’s objectives. x Documentation of the rationale and benefits (business case) of undertaking such projects, including the development of a set of criteria for prioritizing identified projects. x An assessment of the implementation, training, support resources, and technical skills required of IT staff and outside technical assistance for new and enhanced technologies. x The establishment and documentation of an adaptive governance process that can provide continuous improvement for the IT department to follow to keep the plan up to date. Sample Strategic Goals           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 26 Sample Project Plan 5. Finalize and present IT strategic plan We will present the final IT strategic plan and associated recommendations to an audience of the City’s choosing, typically the project steering committee, executive management, and/or key stakeholders.           Project Activity PM Hours Quo Project Management and Monitoring 1. Conduct Project Initiation Activities 8 $ 2 Establish Project Collaboration Center 2 3. Develop Project Charter 6 $ 4. Develop Detailed Project Plan 6 $ 5. Schedule and moderate project status meetings 30 $ Phase 1: Discovery 1. Collect and Review Documentation 16 $ 2. Conduct Project Kickoff Meeting 10 $ 3. Conduct End-User Survey Technology Satisfaction Survey 8 $ 4. Administer IT staff time/effort allocation survey 8 $ 5. Administer IT department skills survey 12 $ 6. Conduct leadership and stakeholder Interviews 40 $1 7. Meet with IT Staff 40 $1 8. Assess Technical Environment 24 $ Phase 2: Analysis and Recommendations 1. Perform industry standard comparison 16 $ 2. Conduct in-depth analysis 24 $ 3. Develop IT assessment report 40 $1 4. Prepare final assessment deliverables 20 $ Phase 3: Strategic Plan 1. Conduct Visioning workshop 24 $ 2. Define information technology projects 24 $ 3. Compare projects against prioritization criteria and develop plans 18 $ 4. Develop and present the draft IT strategic plan 45 $1 5.Finalize and present IT strategic plan 20 $ 441 $ 11 City of Renton WA - IT Strategic Plan EXHIBIT B           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 27 Project Management Philosophy and Schedule The section below describes Plante Moran’s project management approach and structure, as well as the project schedule. The project approach attachment has detailed information around the project management activities that will be performed during this project. Management approach Plante Moran has extensive experience in using a project management methodology based on the principles in the Project Management Body of Knowledge (PMBOK). PMBOK, a set of processes and principles developed by the Project Management Institute (PMI), provides a project management framework for use on projects of any size, type, complexity and industry to support the ability to complete projects on-time, within budget, within scope and meet the objectives desired by the client. Our PMBOK phase-driven approach is also applied to managing the change that occurs on the project. Our consultants have received extensive project management training, conducted seminars and training in project management theory for clients and developed a wide range of project management templates, tools and lessons learned for managing projects. In fact, many of these tools and templates have been adopted by our clients to manage their own internal projects after we leave. Some elements of our approach to managing projects are as follows: xx Assign personnel to areas of the project where their expertise is required x Ensure that project expectations and scope are clearly defined up-front through development of a project charter x Ensure frequent communications with the client x Identify and anticipate potential project risks to minimize their occurrence and impact x Closely monitor project timelines and budgets Note that our dedication to project management has earned us a reputation for providing outstanding services. These are reflected in the consistently outstanding client satisfaction survey results we receive. In fact, 99% of our clients indicated they would recommend Plante Moran to others. Project quality assurance Our consultants and, more importantly, senior staff on our project team take significant pride and ownership in ensuring that the services provided to our clients achieve the highest level of satisfaction and quality results. Evidence of our ability to take leadership and ownership of the project’s success is exhibited in several ways: x Staff assigned to the project that have significant experience in public sector technology projects from needs assessment through implementation management in addition to having a deep knowledge of municipal operations. x Frequent communications with the client through status meetings and other methods of communication. x Significant project management capabilities to ensure that the project is completed on time, within budget, and achieves the overall goals and objectives of the project. We are proud of the recognition EXHIBIT C           INFORMATION TECHNOLOGY STRATEGIC PLAN Services City of Renton – Proprietary and Confidential Plante Moran | 28 we receive from our clients resulting from the quality and work ethic demonstrated in performing technology-related projects. Project management structure and framework The project team must understand what to do, how to do it, why they must do it, when it must be done, how long it will take, and what the final deliverable should look like. We will bring our tools and templates based on the Project Management Book of Knowledge (PMBOK) methodology and, in partnership with you, we will ensure that we manage the project professionally, transparently, and efficiently Plante Moran’s project managers and consultants are familiar with the types of risks in IT projects such as the City’s. Our team has developed and refined an approach and set of supporting tools intended to bring efficiencies by leveraging best practices and addressing any unique needs. Through our best practice approach, we present the specific tasks to be completed and provide a detailed timeline for their completion, highlighting the key project milestones. Our approach consists of engaging a qualified project team to develop, refine and execute a proven project plan to meet the project objectives as outlined in the RFP. The rigor and unbiased nature of our process and supporting tools and technologies is evidenced by the long list of leading municipalities we have worked with. As a result, the City can feel comfortable that the rigor of our process will provide significant value.