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2006-27 • City of Clermont Proposal for Technology Evaluation September 19, 2006 FLORIDA LEAGUE OF CITIES Technology Services 125 E. Colonial Drive - P.O. Box 530065 -Orlando, Florida 32853-0065 • 1i City of Clermont P,,o,owL~m,c«~cmrx~~c. Proposal for Technology Evaluation Table of Contents Background ................................................................................................................... 3 About the Florida League of Cities ..............................................................................4 Project Approach .......................................................................................................... 6 Phase I -Project Initiation and Kickoff Meeting ........................................................ 6 Phase II -Review and Analyze the Current Technology Environment ..................... 7 Phase III- Compile Final Report and Presentation ................................................... 8 Project Deliverables ....................................................................................................10 Project Assumptions ..................................................................................................11 Project Staffing ............................................................................................................12 Franklin R. Hagy, CPM ...........................................................................................13 Sherry L. Hilley, CISA .............................................................................................14 Michael J. van Zwieten, MSCE, CNA .....................................................................15 Chris Noyes ............................................................................................................16 Project Schedule .........................................................................................................17 • Project Cost .................................................................................................................18 References ...................................................................................................................19 Contractual Terms and Conditions ............................................................................ 20 • Confidential Page 2 September 19, 2006 F~.orwnl.ewneovCmrs wc. U Background City of Clermont Proposal for Technology Evaluation The City of Clermont is located in Lake County, west of the City of Orlando and southeast of the City of Leesburg. The City is rapidly growing with a current population of approximately 20,000 residents covering just less than 12.5 square miles. The City of Clermont is a City Manager form of government with the City Manager is responsible for the administration of daily affairs and oversees the operations of all city departments including Police, Fire, Public Services, Utilities, Parks and Recreation, Engineering, Planning & Zoning, City Clerk and Administrative Services. The City has approximately 269 employees. The Information Technology function reports to Administrative Services consisting of a single employee supplemented with outside contract labor. The network consists of approximately 167 total users, 288 network devices and 49 different applications using a Microsoft based topology. • Confidential Page 3 September 19, 2006 City of Clermont F,.ur,wl.r.~t„curcn,rs,,NC. Proposal for Technology Evaluation About the Florida League of Cities The Florida League of Cities (League) has had a long history of assisting local government agencies in their quest to provide efficient and effective services. City officials, who recognized the benefits of uniting local governments, created the League in 1922. Since that time, the League has grown to become one of the largest state municipal leagues in the nation and virtually every City in the state of Florida is a voluntary member. The League is governed by a Board of Directors comprised of elected officials from cities, towns, and villages in the state. In addition to legislative services, the League delivers a number of products and services to local government agencies. Through the use of the "pooling" concept, we have been able to negotiate favorable contracts and collectively offer services and programs at a substantially reduced cost in many areas such as finance and technology. The League has an excellent team of professionals to assist local government agencies with unbiased consulting and research services designed to give expert guidance and direction in the highly complex technology industry. Through the use of on-staff League personnel supplemented by highly specialized subcontractors, consulting services are provided in the areas of technology organization and governance, business process reengineering, software/hardware selection, strategic planning, e-government strategic planning, project management/oversight, and various types of technology evaluations. All of our staff have extensive knowledge in the area of technology, and also have a wide range of experience in the local government environment. Our staff is highly experienced in the unique challenges that face our local jurisdictions including utilities, public safety, fund accounting, finance, geographic information systems, and alike. All of the staff, including the selected subcontractors, has extensive hands-on experience in the local government arena. The League understands the complexity and unique challenges in conducting business in the public sector and specifically in the State of Florida. In short, "We Represent Local Government". The League began providing our local governments with technology services in 2001 and has included many initiatives and engagements. In addition to providing consulting services, the Confidential Page 4 September 19, 2006 (1i K~PuwroAlraaueorCmra,~nc. r~ LJ • City of Clermont Proposal for Technology Evaluation League offers a variety of other services. Also, the League maintains a subscription site for technology research, Internet links, briefs, analysis, and vendor information specifically aimed at local government technology in Florida. Seeing a void in the market place, BetterPlace, a complainUrequest tracking system, was developed internally to provide our local governments with an easy, cost effective way to interface with their citizens. • Confidential Page 5 September 19, 2006 Fi.wuwl.r.~w~eovl'mrs,ine. City of Clermont Proposal for Technology Evaluation Project Approach The focus of the technology evaluation is on the technology infrastructure and governance rather than on the customer base. The technology evaluation will focus on answering four major questions and providing recommended changes as needed: 1. Is the current network configuration appropriate for the City of Clermont? 2. Is the connectivity of the seven major data collection points (wide-area network) effective and efficient for the City of Clermont? 3. Is the technology security appropriate for the City of Clermont in terms of hardware, software and policy? 4. Are the technology governance functions for the City of Clermont appropriate in terms of tasks, functions, policy, staffing and funding? The project will be approached in phases with multiple steps in each phase. Many of these phases and steps will overlap each other in terms of scheduling. \J /rr ~_ ~.r ~ . _. ,-. _ Phase I -Project Initiation and Kickoff Meeting Step 1: Gather Documentation The City will provide the League with pertinent documentation relating to the technology function's mission and vision, policies and procedures, current and planned projects, and current strategic or tactical plans. The documentation may also include the City's governance charter, a network diagram, a listing of enterprise standards, a catalog of business applications, and inventory summaries of servers, workstations, laptops, and other equipment managed by the technology function. This will provide the League with a starting point for the current environment analysis. The League will schedule . Confidential Page 6 September 19, 2006 City of Clermont F~~~.K~cMp~~N~. Proposal for Technology Evaluation • interviews sessions to take place with the City Manager and the Administrative Services Director to discuss matters of technology governance, organization and staffing, applications, goals, objectives. A continuing dialog will be established between the League Chief Information Officer and the City's IT Coordinator to discuss systems administration, database administration, network management, data center management, security administration, connectivity topology, etc. Step 2: Initiate Project The first meeting will be a "Kick-Off' meeting which will include a review of the scope of work to confirm mutual understanding, and review of the deliverables and a final review of the schedule. Phase II -Review and Analyze the Current Technology Environment Step 1: Interviews • Following the Kick-Off meeting, the League will begin the interviewing process as scheduled. This will begin the S.W.O.T. (strengths, weaknesses, opportunities and threats) analysis of the current technology environment. The interviews with the City Manager and Administrative Services Director will focus on the technology governance issues at the City of Clermont. For the infrastructure interviews, the League will apply aseven-tier framework to ensure that we have covered all aspects. 1 Individual Technologies 1 2 Desktop Applications 2 3 Desktop Devices 3 4 Enterprise Technologies 4 5 Local Area Network (LAN) 5 6 Wide Area Network (WAN) 6 7 IT Security 7 • Confidential Page 7 September 19, 2006 1.3_Il~ Finr~wl.cuwecwCmra~NC. • City of Clermont Proposal for Technology Evaluation During the interviewing process, the League will attempt to determine and document the cause of the security failure of May 24th, 2006. Step 2: Perform Gap Analysis of Findings and the Current Strategic Plan In this step, each of the League staff will formulate an "as it should be" analysis and compare it to the "as is today". By identifying this "gap" the League will then be able to determine what needs to be accomplished to reach the "as it should be" desired state. Step 3: Apply Internal "Red Team" Review This rigorous process is undertaken by the League's Project Executive and Project Team to challenge and validate the findings, conclusions, and recommendations they have reached before the report of our findings is generated and presented to the City. Phase III- Compile Final Report and Presentation Step 1: Compile Draft Report All information and research obtained will be compiled into a single report with an executive summary. The report will be provided in written and electronic form using Microsoft Word. Step 2: Review Draft Report Once the City has a chance to review the draft report, the City Manager, Administrative Services Director and IT Coordinator will review it with the League to address questions and provide clarity. Once the appropriate changes are made to the document, if any, the League will prepare the final version of the report. • Confidential Page 8 September 19, 2006 (fir F~.oR~on Ir:~our. ov Cmra inr.. • City of Clermont Proposal for Technology Evaluation Step 3: Create and Deliver Presentation A slide presentation will be generated using Microsoft PowerPoint to provide a summary of the findings. The presentation of the final report will be in MS PowerPoint format and presented to the City Staff, City Council or any other group as directed by the City Manager. • i Confidential Page 9 September 19, 2006 r~ LJ Fuwm+IA:AWC lW Ctitl'.e, INf. Project Deliverables The final deliverable for this project is a Technology Evaluation with specific action items summarized in a Microsoft PowerPoint format. In addition, there will be intermediate deliverables that will be reviewed by the Project Team. Intermediate Deliverables by Phase: Phase I -Project Initiation and Kick-Off Meeting • Interviews • Kick-Off Meeting Phase II -Review and Analyze the Current Technology Environment • Documentation of the current technology infrastructure. • Analysis of technology evaluation (S.W.O.T. analysis). Phase III -Compile Final Report • Draft technology evaluation report in Microsoft Word format that will include our confirmation of direction and/or recommend changes. City of Clermont Proposal for Technology Evaluation • Final technology evaluation report in Microsoft Word format. • Final technology evaluation presented in a Microsoft PowerPoint format. U Confidential Page 10 September 19, 2006 • • FuuuonLratwruvCmrb.~nc. Project Assumptions Access to Personnel: It is assumed that the League will have open access to City department heads, vendors and other key individuals for interviews. We assume that we will be able to schedule timely appointments for these individuals. Access to Facilities: It is assumed that the League will have open access to City facilities in order to review the technology equipment. We understand that, depending upon the area; we may need to be escorted. City of Clermont Proposal for Technology Evaluation Confidential Page 11 September 19, 2006 • ~i 1[~ Fuwew+l.e~aueovCmra.~nc. Project Staffing City of Clermont Proposal for Technology Evaluation Four individuals with extensive experience and background in the municipal environment and public sector will staff the project. Frank Hagy is the Project Executive and is ultimately responsible for the final product. In this role, he will lead an internal "Red Team" review of all deliverables before they are sent to the City. Sherry Hilley, Senior Consultant and Certified Information Systems Auditor will provide assistance to Frank Hagy in the governance issues. Michael van Zwieten will serve as the Project Manager and will be fully involved in all aspects of the project. He will also provide for the analysis of the wide and local area networks. Chris Noyes will work provide the desktop analysis. • Confidential Page 12 September 19, 2006 (ti S ~~ P~.o~~on Lrw~wr. urC~nra, mr. City of Clermont Proposal for Technology Evaluation Franklin R. Hagy, CPM Frank Hagy is the Chief Information Officer for the Florida League of Cities. He has over thirty years of experience in the technology industry spanning both public sector and private industry. The past twenty years have been spent in senior level management positions developing and implementing technology visions and plans. Prior to coming with the League he was an Associate Director with Gartner Group Consulting specializing in State and Local Government information technology governance, strategic planning, outsourcing, and implementation strategies. Mr. Hagy served as the Director and Chief Information Officer for the City of Orlando, Florida. As the City's first Director of Technology, Mr. Hagy created a full service IT organization establishing • and implementing all appropriate policies, procedures and methods of IT governance. Application systems implemented include financial and accounting, public safety computer aided dispatch and records management, permitting, geographic information systems, public works, environmental services, and recreation systems. Implemented systems included Internet, Intranet and mobile technologies. Responsibilities included management and maintenance of an infrastructure necessary to support a two thousand plus user base with associated local and wide area networks. During this period Mr. Hagy was twice elected as President of the Florida Local Government Information Systems Association and was very active in legislative issues regarding technology at the Florida State capital. Additionally, Mr. Hagy was Branch Manager at EG8~G Corp. at Kennedy Space Center. In this position he was responsible for applications, databases and the technology infrastructure necessary to support NASA base operations including facilities management and public safety. Here he served on NASA's quality assurance council and received NASA's quality contractor award. Mr. Hagy also provided technology leadership in private industry as the Director of Information Systems and Director of Finance for a subsidiary of General Mills, Inc. Education: Mr. Hagy holds an MBA from Nova University, a BS degree in Management Science from Shenandoah College and has obtained a Certified Public Manager (CPM) designation from Florida State University. Mr. Hagy has also served an adjunct professor for Barry University, Chairman for the Business Advisory Council for Vocational/Technical Education and as a Board Member for Valencia's Community College technology programs for the disabled. He is the founder of the Orlando Community Services Network, a technology system that assists non-profit agencies in providing quality services to the homeless and indigent. Confidential Page 13 September 19, 2006 ~r ~ Il~ Fi ww+IriuweorCmra. mc. City of Clermont Proposal for Technology Evaluation • Sherry L. Hilley, CISA Sherry Hilley is the Training and Development Manager for the Florida League of Cities. She has over fifteen years of experience in the technology industry working for the public sector. The past eleven years have been spent in senior level management positions developing and implementing software technology. Prior to coming with the League she was Software Support Senior Manager at the City of Orlando specializing in the area of information technology strategic planning, implementation strategies, implementing all appropriate policies, procedures and methods of IT governance. Application systems implemented include financial and accounting, public safety computer aided dispatch and records management, permitting, geographic information systems, public works, environmental • services, and recreation systems. Implemented systems included Internet, Intranet and mobile technologies. She established a Learning Center for the training of desktop and system applications. During this period Mrs. Hilley was elected several times to serve on the Board of Directors for the Central Florida Midrange Users Group providing IT training for the technical group. During her first four years with the City, she worked with the Internal Audit Department providing Compliance, Financial and Information Systems (IS) Audits. She assisted external auditors with the IS portion of their review each year. Mrs. Hilley is still very active with the Central Florida Chapter of Information Systems Auditors and Control Association and the International Board supporting their annual control conference. Additionally, Mrs. Hilley was Assistant Comptroller for American Bakeries Inc. in the Orlando office. In this position she was responsible for all financial applications, databases and production requirements for the Central Florida area of product distribution. Education: Mrs. Hilley holds a BS degree in Accounting from Florida Southern College and has obtained a Certified Information Systems Auditor (CISA) designation from the Information Systems Audit and Control Association. • Confidential Page 14 September 19, 2006 (r Pr.oxlM l,p.HGUCO! Ctflta.INf. • • City of Clermont Proposal for Technology Evaluation Michael J. van Zwieten, MSCE, CNA Mike has been the Assistant Director of Technology Services for the Florida League of Cities since 1997. His efforts in developing the local and wide area network infrastructure, implementing standard practices and programming custom applications has assisted the League and other cities in reducing cost while increasing efficiency. Mike is currently responsible for all network management and supervises the implementation and maintenance of complex application systems and provides overall management direction and quality assurance to network infrastructure-consulting projects. Education: Mike holds a Masters degree in Information Systems Management and a BS degree in Aviation Management/Flight Technology. He is a Microsoft Certified Systems Engineer (MCSE) and a Certified Novell Administrator (CNA). His previous employment includes acting as Network Administrator for Flight Safety International Training Systems where he was responsible for managing a complex network including web, ftp, email servers and other servers critical to the operation. Mike has also been aprogrammer/analyst developing instructor led computer-based training solutions specializing in Microsoft Access and Visual Basic application programming and design. Confidential Page 15 September 19, 2006 F~.auo.~Le+ua~eovCmrai~c. City of Clermont Proposal for Technology Evaluation • Chris Noyes Chris has been an Information Technology Specialist for the Florida League of Cities since October 1998. Chris specializes in all aspects of computer equipment including hardware, software, and peripheral components. He ensures proper operating system and standardized software installation including office automation applications and other specialized software. He also provides training and technical assistance to end-users on an as needed basis. Chris also supports, maintains and resolves Internet, local area network, and telecommunication connectivity issues. In addition, Chris works directly with external application service providers to resolve system issues relating to unique League software applications. Education: Chris graduated May 1998 from Stetson University in Deland, Florida acquiring a degree in Business Administration including a core curriculum studying Information Systems and Business Law. Chris continues to provide technical assistance to several municipalities outside the League. Engagements mainly • centered on the implementation and support of computer workstations attached to local and wide area networks. During several of these engagements, Chris was responsible for completely replacing the entire network, all associated workstations and establishing Internet and email capabilities. He has authored numerous articles and whitepapers regarding technology issues in the Quality Cities magazine published six times a year. This periodical covers a broad range of subjects of interest to municipal officials. . Confidential Page 16 September 19, 2006 F~.ort%~ Ixtaae orCmrx. mc_ City of Clermont Proposal for Technology Evaluation Project Schedule It is estimated that this project, which will begin at a mutually agreeable time, will be completed within seven weeks. WORK WEEKS 'hase I -Project Initiation nterview ase II -Review and Analyze Current Infrastructure ase III -Compile Final port and Present Results • Confidential Page 17 September 19, 2006 ~~ FIARIDA LPAMIC OF CITt1'11,INf. City of Clermont Proposal for Technology Evaluation Project Cost Fees are based upon the amount of time required to complete our assignment in a thorough and professional manner. Total Cost The Leaaue auarantees that total labor cost will not exceed the $14,500 to complete this scope of work inclusive of expenses. We have estimated that project will take 165 hours of work to complete. If the project takes less time than expected, the labor cost will be reduced. Fee Schedule All fees are payable 30 days after completion of the project. No initiation fees or intermediate payments are required. The City's obligations to the League under this Agreement shall terminate upon receipt by the League of all outstanding fees due from the City. The project is deemed complete upon the City's receipt of the report at the final . presentation. The League Guarantee The League guarantees the City's satisfaction. Should the City find the report/presentation to be unacceptable, no fees will be required. The League's obligations to the City under this Agreement shall terminate upon the City's receipt of said report. Validity of Quote: This project definition and fee quote is valid until October 19, 2006. • Confidential Page 18 September 19, 2006 Fi.on~wLraaueuvCmrs,~NC. • City of Clermont Proposal for Technology Evaluation References The following references are a sample of the engagements the League has conducted throughout the state. Jurisdiction: City of Jacksonville Beach Population: 21,531 Contact Information: Harry Royal, (904) 247-6268 Type of Engagement: Strategic Plan, Network Security, Disaster Recovery Plan Date of Engagement: 2002 -current Jurisdiction: City of Atlantic Beach Population: 14,079 Contact Information: Chief David Thompson, (904) 247-5856 Type of Engagement: Technology Evaluation Date of Engagement: Jan 2005 -Sept 2005 Jurisdiction: City of Wilton Manors Population: 12,439 Contact Information: Boe Cole, (954) 390-2100 Type of Engagement: Technology Evaluation Date of Engagement: June 2005 -Sept 2005 • Confidential Page 19 September 19, 2006 ji City of Clermont (~ ri.wueLra~weowcmrs.nuc. Proposal for Technology Evaluation Contractual Terms and Conditions If the Florida League of Cities, its employees, or agents fail for any reason, whether or not negligent, to fulfill the conditions as contained in this contract, the only remedy to the City of Clermont shall be to receive a refund of all monies paid for the project. In no event will the Florida League of Cities be liable for any loss, special, punitive or consequential damages or damages in excess of the amounts received by the Florida League of Cities under the terms of this Agreement. Our conclusions and advice rendered pursuant to this engagement constitute our expert opinion. Such opinion is based on information provided by the City of Clermont and information obtained from outside sources. We believe such information is reliable but, because the information is provided by outside resources, cannot guarantee its accuracy, and, therefore, must disclaim any liability for errors, inaccuracies, mistakes, or misrepresentations arising from our use of such information. This agreement shall constitute the entire agreement between the Florida League of Cities and the City of Clermont with respect to the subject matter of this agreement and shall not be modified or changed without the express consent of the parties. The provisions of this agreement supersede all prior oral and written quotations, communications, agreements, and understandings of the parties with respect to the subject matter of this agreement. • AGREED TO ON BEHALF OF THE FLORIDA LEAGUE OF CITIES: ranklin R. Hagy, C.P.M Date Chief Information Officer AGREED TO ON BEHALF OF THE CITY OF CLERMONT, FLORIDA: ~~ ~ _ Signature Date Printed Name: ~~Q~ U~c~ ~ ~ ~ ~<- ~ 'til ~'. J~ Title: `('~(1 C1y~~ Confidential Page 20 September 19, 2006 MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING, dated this 5th day of December 2006, is entered into by and between the Florida League of Cities, Inc. ("FLC"), 125 E. Colonial Drive, Orlando, Fl., and the City of Clermont, 655 W. Montrose St., Clermont, FL 34712. Our Understanding of Your Needs: It is our understanding that the City of Clermont (City) desires the Florida League of Cities (League) to provide assistance in the reviewing, short listing and interviewing of candidate's for Technology Manager. The Approach: The City will provide up to 75 resumes to the League for review and evaluation. The League will perform the following functions: 1) Review the job description and advertisement for the Technology Manager position. 2) Review the resumes and recommend a classification for each resume of not qualified, minimally qualified, qualified or highly qualified. This classification will be based upon education, work experience and specific experiencerwith local government technology organization. 3) Conduct telephone interviews of the highly qualified candidates in order to make a recommendation as to the rank ordering of the candidates. A questionnaire worksheet will be generated to ensure that each candidate is answering ithe same questions. The result of this process will be to rank order the highly qualified candidates. 4) The League will participate in the interviewing process and provide guidance and a recommendationlor up to 5 candidates. The Deliverables: • The League will deliver a rank ordered list of the highly qualified candidates. • Ranking of candidates after review of resumes. • Ranking of candidates after interviewing process. Assumptions and Variables: None. Schedule: • Initial review and telephone interviews will be accomplished within ten (10) working days of receiving the resumes from the City. • Interview schedules will be conducted-at mutually agreeable time between the City and the League. Cost: A total labor fee of not more than $2,500 and actual travel expenses will be charged. The League will invoice the City at the conclusion of the engagement and the City will have 45 days from the invoice date to make payment. FLC and Clemiont Memorandum of Understanding Page 1 of 2 Resume Evaluation—December 5,2006 L MEMORANDUM OF UNDERSTANDING Terms and Conditions: If the Florida League of Cities, its employees or agents fail for any reason, whether or not negligent, to fulfill the conditions as contained in this contract, the City of Clermont's only remedy shall be to receive a refund of all monies paid for the project. In no event will the Florida League of Cities be liable for any loss, special, punitive or consequential damages or damages in excess of the amounts received by the Florida League of Cities under the terms of this Agreement. This agreement shall constitute the entire agreement between the Florida League of Cities and the Clermont with respect to the subject matter of this agreement and shall not be modified or changed without the express consent of the parties. The provisions of this agreement supersede all prior oral and written quotations, communications, agreements and understandings of the parties with respect to the subject matter of this agreement. This memorandum of understanding terminates upon completion of the League presenting the recommended top five candidates. APPROVALS: fied„az. 06v, 5 Dec 2006 Franklin R. Nagy, Chief Information Officer Date Florida League of Cities AGREED TO ON BEHALF OF THE CITY OF CLERMONT ��P -2.3-2401 ignature: Date Title: Mcioc FLC and Clermont Memorandum of Understanding Page 2 of 2 Resume Evaluation—December 5,2006