CONTRACT 4827 CLOSED4827
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
Nexlevel Information Technology, Inc.
This AGREEMENT is entered into this 9th day of March, 2015, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and Nexlevel
Information Technology, Inc. a California Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed forty eight thousand eight hundred and forty dollars ($48,840.00) for
CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "A," which is incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A, CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $4,884.00 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
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Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from March 9th 2015, to September 30, 2015.
Unless otherwise determined by written amendment between the parties, this Agreement will
terminate in the following instances:
A. Completion of the work specified in Exhibit "A ";
B.. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Proposal for Services, Scope of Work, and Budget;
12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
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13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
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property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. Should CITY be named in any suit, or should any claim
be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
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D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
T ie of Insurance
Commercial general liability
Professional Liability
Business automobile liability
Workers compensation
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory requirement
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B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO -CGL Form. The amount of insurance set forth above will be
a combined single limit per occurrence for bodily injury, personal injury, and
property damage for the policy coverage. Liability policies will be endorsed to
name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by CITY will be excess thereto.
Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims made," basis
and will not be cancelable or subject to reduction except upon thirty (30) days
prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 16,
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
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26. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
NexLevel Information Technology, Inc.
Terry Hackelman, Managing Principal
6829 Fair Oaks Blvd, Suite 100
Carmichael, CA 95608
Attention: Terry Hackelman
If to CITY:
City of El Segundo
350 Main Street
El Segundo Ca. 90245
Attention: City Clerk's Office
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There is one (1) Attachment to this Agreement. This
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Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
` e -i Hackelinan,
Managing Principal
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January 29, 2015
Mr. Larry Klingaman
Information Systems Manager
City of El Segundo
350 Main Street
EI Segundo, CA 90245
RE: Information Systems Assessment & Strategic Plan Project
Dear Mr. Klingaman,
NexLevel Information Technology, Inc. (NexLevel) respectfully submits this proposal letter to the City of El
Segundo to assist the City in developing an IS Assessment and short term (3 -Year) Strategic Plan that identifies
and prioritizes the City's technology projects for the next 24 - 36 months. NexLevel developed our proposal
based on information we received during conversations over the past several weeks and from information
gathered from the City's website and budget. Provided as a part of this letter is a proposal which we believe
meets your short-term needs for an immediate assessment of IS operations, along identification of necessary
technology projects over the next 36 months.
Our Company
Founded in 1999, NexLevel is a California -based management consulting firm that helps public sector clients
plan, procure, implement, and manage complex technology solutions. NexLevel was founded on providing top
tier senior level consulting planning, procurement, and project management services to public agencies, and
these services remain at our core 16 years later.
Our Experience
NexLevel's track record includes supporting over 70 cities, counties, districts, and state agencies. As it relates
specifically to the City's current needs, we have completed more than 35 California local government technology
assessment and strategic plan projects. Regional clients for which we provided similar services include the cities
of Manhattan Beach, Huntington Beach, Ontario, and Glendale. These recent related projects benefit the City
through hands -on experience with the business and operational challenges facing similar sized municipalities, as
well as a strong knowledge of the technologies successfully implemented. Attachment A — Qualifications
provides additional information about NexLevel.
Our Team
NexLevel proposes a team of consultants with the relevant experience to meet the needs of this important
project. The use of a team approach benefits the City by enabling us to run activities and tasks in parallel under
accelerated timelines. In addition, it provides the City with increased depth of knowledge and expertise.
Mr. Patrick Griffin, Managing Consultant will serve as the Engagement Manager and a subject matter expert.
Supporting Mr. Griffin will be NexLevel Managing Consultants Cindy Abbott, Linda Lang, and Mike Stein.
NexLevel Information Technology, Inc.
6829 Fair Oaks Boulevard, Suite loo, Carmichael, CA 956o8
916- 692 -2000, ext. 201- www.nexlevelit.com
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Our Methodology and Approach
City of El Segundo — 3 -Year IS Strategic Plan
NexLevel is proposing an approach that addresses the City's short-term objectives of reviewing current IS
service delivery and resource levels, identifying immediate technology concerns, and providing a foundation for
future technology endeavors. The proposed methodology is an abbreviated approach to the methods we use to
complete a 5 -year IT Strategic Technology plan. The proposed 3 -Year IS Strategic Plan provides the City a strong
foundation and starting point to expand on future technology related initiatives as future demands dictate.
A cornerstone of NexLevel's assessment and planning methodology is the focus and emphasis on the
involvement and interaction with the department users of technology and those setting the business direction
for the City. To develop the City's 3 -Year IS Strategic Plan, NexLevel will incorporate input from key users and
stakeholders, as well as the City's IS staff.
NexLevel is familiar with the challenges and issues that can arise in developing such plans. For example, we are
skilled in managing multiple, and often conflicting, stakeholder visions, missions, goals, objectives, needs, and
priorities. Our proposed methodology considers project prioritization and includes processes to help manage
competing priorities to ensure the IS Strategic Plan reflects the true business and operational needs of the City.
We pride ourselves in helping organizations develop plans that are realistic and attainable in terms of available
budget, resources and time.
To complete the 3 -Year IS Strategic Plan for the City, NexLevel will complete the following three tasks:
Initiate
Analyze
Strategize
In the following paragraphs, we provide a detailed description of each task, as well as key activities and
deliverables for each task.
'ras 1,. _. Initiate
The primary purpose of Task 1 is to prepare for and initiate the project under a well- defined project plan and
schedule, and to ensure alignment of expectations (i.e. purpose, timeline, resources, activities, etc.) among all
project participants. To accomplish this, it requires planning and coordination between NexLevel and the City's
Project Manager, as well as communication outreach activities to all City staff that will be involved in the
project.
The following table identifies each activity and associated deliverables.
ask No. Activity Description Deliverable
1.1 Planning NexLevel will meet with the City's Project Sponsor and Project Work Plan
Meeting Project Manager to review and confirm the following
project components:
0 Project objectives, scope of work, and schedule
411 Project status and update requirements
Project risks and risk mitigation strategies
Project issue management methods
Identification of staff to be involved in the project
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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City of El Segundo — 3 -Year IS Strategic Plan
sk No. Activity Description
1.2 Documents NexLevel will request and review documentation
Request including, but not limited to, the following:
4 Strategic Business Plan, Budget, and CIP
� Prior Assessments and Plans
61 Organizational Chart and Contact Information
0 Technology Governance Agendas and Minutes
* In Process or Planned Technology Project
Documentation
0 IS Inventory (e.g. desktop /laptop /tablet,
applications, peripherals, servers, storage, backup
devices, etc)
6 IS Policies and Procedures
* Technology Vendor Listing and Agreements
NexLevel's Team is committed to being fully informed and
prepared so as to make the best use of the City staff's time.
To this end, our Team invests the necessary time be familiar
with the City's current operations and activities.
"j.`a - Analyze
Deliverable
Inventory Listing
of Documents
In developing a realistic and attainable 3 -Year IS Strategic Plan, it is necessary to first have a comprehensive and
realistic understanding of the current IS infrastructure and support resources. Secondly, the City must have an
accurate understanding of how departments are using technology today to support operations, and whetherthat
technology is meeting the City's needs. Task 2 includes the activities that allow for the collection and verification
of information to provide the foundation for the IS Strategic Plan.
The following table lists each activity and identifies key deliverables.
k No.1 Activity I Description
2.1 IS Service NexLevel's IS Service Management Review evaluates the
Management effectiveness of the City's IS infrastructure and support
Review organization in supporting the future needs of the City by
reviewing six key operational dimensions including:
* Technology Governance
� Service Delivery
Business Technology Applications
Security
Infrastructure
Administration
The primary purpose of the review is to understand the
strengths and weaknesses of the City's technology
management and support. The current environment
provides the foundation upon which the IS Strategic Plan is
built.
Deliverable
Working Papers
for Strategic
Plan
Potential
Projects for
Strategic Plan
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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48L� t,:
City of El Segundo — 3 -Year IS Strategic Plan
Task No.
I
Activity
Description
Deliverable
2.2
Business
NexLevel will facilitate a series of on -site workshops with
Working Papers
Technology
City departments to identify the current technology
for Strategic
Review
environment within each organization, barriers to full
Plan
utilization of those technologies, and planned uses and
expansion of technology in the next 24 - 36 months. The
Potential
workshops will be held for each department and attended
Projects for
by department managers and key staff as directed by the
Strategic Plan
City. NexLevel anticipates the following workshops:
City Manager's Office
City Treasurer
� City Clerk
Finance
Police
dp Fire
, Library
<, Recreation and Parks
Planning and Building Safety
Public Works
� Human Resources
2.3
Gap Analysis
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NexLevel will compile a rt,
n IT Assessment Repo, which will
IT Assessment
include a written overview of the current state of the City's
Report (Draft)
IS systems and practices. This assessment will summarize
IS strengths, weaknesses, opportunities and threats
IT Assessment
(SWOT), as well as potential solutions for the City's
Report (Final)
consideration. The Gap Analysis will include all the findings
obtained from Tasks 2.1 and 2.2. NexLevel will provide the
City a Draft IT Assessment Report for review and comment.
If necessary, NexLevel will meet with staff to further
elaborate and /or discuss the contents of the IT
Assessment Report. Once all the feedback is obtained,
NexLevel will publish and distribute a Final IT Assessment
Report.
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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I' ask. a StJ'°ategize
City of El Segundo — 3 -Year IS Strategic Plan
The purpose of Task 3 is to prioritize projects that need to be included in the 3 -Year IT Strategic Plan. NexLevel
brings the City proven methods and tools to ensure identified projects are well defined, understood by the
stakeholders, and prioritized using agreed upon criteria. During this task, NexLevel will facilitate a Project
Prioritization Workshop that uses a multi -step process to arrive at a City -wide prioritization of identified
projects that will provide the basis for the IT Roadmap.
We detail the Strategize activities and deliverables in the following table.
Task No.
3.1
Activity
Project
Formalization
Description
NexLevel will consolidate the information from Activities
2.1 and 2.2 to create a recommended project portfolio
listing. The projects will be designed to serve the City's
immediate and short-term needs. Each recommended
project will include the following information: project
description, cost estimates, implementation timeframes,
and criteria to prepare for project prioritization.
As necessary, NexLevel will conduct research of benchmarks
and comparisonsto similar implementation approaches
used by similar sized agencies.
Deliverable
Recommended
Project
Portfolio
3.2
Prioritization
NexLevel will prepare a packet of information for City staff that
Prioritization
Workshop
will participate in the project prioritization workshop. The
Workshop
Preparation
package will include project information, as well as a
Materials
description of the project rioritization workshop methods.
p P
3.3
City -wide
NexLevel uses our proprietary "Blue Wall" approach to arrive at
Prioritized Project
Prioritization
a prioritized list of projectsthat will be included in the 3 -Year IS
Portfolio
Workshop
Strategic Plan. The Blue Wall approach involves a facilitated
multi -step prioritization methodology that encourages staff
participation and collaboration. The workshop is designed to
help drive consensus to obtain City -wide prioritization of
projects. The end result of the workshop will be a prioritized
list of projects assigned to a timeframe. In addition, the
workshop is designed to identify IS Strategic Plan enabling
factors which are defined as key elements that must be in
place or occur to allow the plan to be a success. Examples of
enabling factors could include training, staffing, budget,
governance, project management, change management.
3.4
Publish 3 -Year
NexLevel will incorporate work products from previous tasks
Draft and
IS Strategic
as the foundation for the development of the 3 -Year IS
Final 3 -Year IS
Plan
Strategic Plan. A draft of the Strategic Plan will be
Strategic Plan
distributed to staff for review.
Once NexLevel has received City feedback on the Draft 3-
Year IS Strategic Plan, NexLevel will revise and update the
document.
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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Schedule
..
City of El Segundo — 3 -Year IS Strategic Plan
NexLevel understands that the City is interested in beginning this project once approvals are in place. NexLevel
is prepared to begin the project upon notification to proceed, and we anticipate that it will entail approximately
12 -16 weeks from start to completion. Completion of the project within this timeframe is dependent on
NexLevel having timely access to key City staff.
Level of Effort and Pricing
Based on our past experience in working with similar size municipalities, we estimate this project will require
296 hours. NexLevel is proposing a time and materials approach for billing our services at an all- inclusive
(includes all travel and overhead) hourly bill rate of $165. NexLevel will only bill the City for the actual hours
expended, and we commit to a total not -to- exceed price for this project of $48,840. Should the City wish to
embark only on Phases 1 and 2 of the project (Initiate and Analyze phases), the not -to exceed cost for these
first two phases is $27,390, with the final Strategize phase being $21,450 to complete.
If you have any questions about the information contained in this letter proposal, please feel free to contact
Patrick Griffin or me.
Sincerely,
Terry Hackelman
Managing Principal
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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Attachment A - Company Qualifications
Headquartered in the Sacramento, California area, NexLevel is a management consulting firm that helps public
sector clients enhance their use of information technology. Since 1999, NexLevel has worked with more than 70
California state and local government agencies to complete IT Assessments, IT Strategic Plans, IT Governance,
GIS Strategic Plans, Network Assessments, IT Service Level Assessments, Policy / Procedure Documentation
development, Project Management Organization implementations, Feasibility Studies, Request for Proposal
(RFP) development and Procurement Management efforts. Figure 1 illustrates NexLevel's full range of IT
services.
0
Plans
Figure 1- NexLevel Services
Project
sssrnsnt
rk 1, r
stmt, • ke
ht +�
Since our inception, NexLevel has invested in and developed toolkits (methodologies, processes, tools, and
supporting processes) designed specifically for the unique needs and requirements of California local
government entities. NexLevel consultants consistently improve and expand the knowledge base included in
these toolkits based on real life experience with our clients. More importantly, we share these toolkits with our
clients and leave them behind so they can be used to support future projects.
Experience
As shown in the table below, NexLevel has a strong record of accomplishment in providing technology consulting
services for California public sector clients. This includes the successful completion of more than 35 IT Strategic
Plans for public sector organizations in California. A significant number of our client projects are of similar scope
and size to what the City is seeking. In addition, many clients have a similar organizational structure and technical
infrastructure to that of the City.
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City of El Segundo — 3 -Year IS Strategic Plan
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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J Liao
City of El Segundo — 3 -Year IS Strategic Plan
In addition to our California local government experience identified above, NexLevel also has significant planning
and project management experience working with the State of California for agencies such as California Highway
Patrol, Department of Justice, Department of Motor Vehicles, Department of Corrections and Rehabilitation,
Department of Child Support Services, and more.
NexLevel has extensive, hands -on knowledge of the technologies and applications typically used by California
public agencies. The table below identifies NexLevel's technology expertise.
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015
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4827 Ipjj
City of El Segundo — 3 -Year IS Strategic Plan
NexLevel Information Technology, Inc. — Provided Exclusively for the City of El Segundo January 29, 2015