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Home My WebLink About05/03/2011, C13 - INFORMATION TECHNOLOGY 2011-16 STRATEGIC PLAN council MR6.°� 5-3-11 j acjcnoa REpoRt CI TY OF SAN LUIS OBISPO FROM: Mary Bradley, Interim Director of Finance & Information Technology Steve Schmidt, Information Technology Manager SUBJECT: INFORMATION TECHNOLOGY 2011-16 STRATEGIC PLAN RECOMMENDATION Award a contract to NexLevel Information Technology, Inc. for consultant services for a five- year IT Strategic Plan and authorize the City Manager to execute the contract totaling $34,780. DISCUSSION Background In 2000, the City contracted with the Gartner Group for a five-year IT strategic plan. After providing a full assessment of the City's current use of technology, Gartner identified many new initiatives that would improve customer service, productivity and public access to information. In addition, the plan prioritized and phased initiatives and provided the City with equipment acquisition and support costs. The Gartner plan also included the recommendation that service level agreements be established with all departments to assure that both parties clearly understood service expectations. The plan also addressed current and future staffing requirements as well as recommending a centralized IT division. IT staff have recently completed the majority of the 2001-05 strategic plan's recommendations and initiatives. With the rapid changes in technology and the need to utilize technology to enhance staff productivity, it is imperative that the City again prepare a five-year IT strategic plan to help guide future technology projects and goals. PROJECT SCOPE The IT Strategic Plan will utilize consultant services to identify a high-level vision and goals for the Information Technology Division. The scope will define the "new normal"and the role of IT over the next five years. The plan will also identify future technology challenges and possible resolutions. The purpose of the plan is not to add funding to IT or to justify additional staffing needs, but rather to suggest ways to better utilize existing recourses to improve the division's return on investment. The plan will also address citywide application administration management guidelines as well as propose an equipment replacement strategy for the future. NexLevel has assured staff that they will be in a position to start on this important project by the first or second week in May. C13-4 Information Technology Five-year Strategic Plan Page 2 The Gartner strategic plan was much more in-depth and expensive than the current proposal with NexLevel. In order to balance the City's fiscal situation with the need for an updated strategic plan, staff will work collaboratively with the NexLevel consultants to provide much of the existing network information, which will keep costs down. The budget for this project is $35,000. The scope of the plan is to give Information Technology staff a high-level roadmap for the future, rather then an in-depth report like the Gartner report, which drilled down to a more detailed project schedule level. Selection Process The City received eight proposals from credible information technology consultant firms for this project. Of the eight proposals, three finalists were selected by the review team based on the firm's ability to meet most, if not all of the following criteria: 1. Understanding of the work required by the City. 2. Quality, clarity and responsiveness of the proposal. 3. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. 4. Recent experience in successfully performing similar services. 5. Proposed approach in completing the work and ability to implement the replacement in a timely manner. 6. References. 7. Background and related experience of the specific individuals to be assigned to this project. 8. Proposed compensation. As reflected above, the contract awards are not based solely on price, but on a combination of factors such as user preference, program functionality, vendor availability and required information technology resources. Cost Estimates Vendors provided cost estimates based on their understanding of the City's needs. As summarized below, these cost estimates ranged from $33,664 to $44,000. Pro oser Cost CIO Solutions $33,664 RNR Consulting 33,954 Pacific Technologies 34,685 NexLevel Information Technology 34,780 eGov Consulting 34,871 ThirdWave Corporation 35,000 Mission Consulting 35,000 Soos Creek Consulting 44,000 C13-2 Information Technology Five-year Strategic Plan Page 3 Review Committee Recommendation The review committee was comprised of staff from Administration and Finance & IT. The committee compared the vendors' years of experience, program functionality and method of approach. Based on the above factors, the committee unanimously selected NexLevel Information Technology. CONCURRENCES The IT Steering.Committee concurs with this recommendation. FISCAL IMPACT General Fund carryover funds will be used to finance this project. The current balance in the carryover account is $599,600. ALTERNATIVES 1. Select a different vendor. This is not recommended,because the committee made the selection based on extensive research and background checks of all vendors. Additionally, the committee was unanimous in its selection of NexLevel 2. Defer the project. Given the fast changing information technology world, the City cannot afford to wait several years to address the Information Technologies direction. ATTACHMENTS 1. IT Strategic Plan RFQ 2. IT Strategic Project Plan AVAILABLE FOR REVIEW IN THE COUNCIL READING FILE Nexlevel Proposal T:\Council Agenda ReponsTinance&rr CAR\IT201 I\rr strategic Plan C13-3 city of san lugs OBISPO 990 Palm Street ■ San Luis Obispo, CA 93401 Request for Qualifications INFORMATION TECHNOLOGY 2011-16 STRATEGIC PLAN The City of San Luis Obispo is inviting consultants to submit their qualifications to provide the City with a comprehensive five-year Information Technology Strategic Plan. All qualifications must be received by 3:00 p.m. on Wednesday, March 23, addressed to Finance& IT Department, 990 Palm Street, San Luis Obispo, CA 92301. Qualifications received after that date and time will not be considered. Applications submitted in response to this request for qualifications (RFQ) will be reviewed by a team consisting of City representatives. The team will review all complete, eligible qualification submittals received by the deadline. Upon evaluating the qualifications provided in the applications, the team will identify top vendors to be invited for finalist interviews. The RFQ package and additional information may be obtained free on the City's Web site at www.slocity.org/finance/bids.asp or by contacting Steve Schmidt at sschmidtna,slocity.org. ® The City of San Luis Obispo is committed to Including disabled persons in all of our services,programs and activities. Telecommunications Device for the Deaf(805)781-7410. C13-4 AttachMffilt® Request for Qualifications TABLE_OF CONTENTS A. Description of Work 2 Purpose 2 Background 2 Project Scope 2 Objectives and Deliverables 3 B. Qualifications Submittal 4 Qualifications Content 4 Qualification Submittal 4 Submittal Length and Copies 4 Qualification Review and Award Schedule 4 C. Existing Technology Environment 5 Existing Infrastructure Overview 5 Existing City Applications 5 D. Submittal Forms 9 Qualifications Submittal Form 10 References 11 C13-5 - 1 - Attachments Section A DESCRIPTION OF WORK PURPOSE The City is interested in consultant services to work with City staff to develop a comprehensive five-year strategic plan for the City's Information Technology (IT) Division-that-will provide high-level targets and goals for both Geographic Information Systems and Network Services, improve system reliability and move the responsibility for all City software applications from the departments to Information Technology. BACKGROUND In 2000, the City contracted with the Gartner Group for a five-year IT strategic plan. After providing a full assessment of the City's current use of technology, Gartner identified many new initiatives that would improve customer service, productivity and public access to information. In addition, the plan prioritized and phased initiatives and provided the City with equipment acquisition and support costs. The Gartner plan also included the recommendation that service level agreements be established with all departments to assure that both parties clearly understood service expectations. The plan also addressed current and future staffing requirements as well as recommending a centralized IT division. IT staff have recently completed the 2001-05 strategic plan's recommendations and initiatives. With the rapid changes in technology and the need to utilize technology to enhance staff productivity, it is imperative that the City again prepare a five-year IT strategic plan to help guide future technology projects and goals. PROJECT SCOPE The IT Strategic Plan will utilize consultant services to identify a high-level vision and goals for the Information Technology Division. The scope will define the "new normal" and the role of IT over the next five years. The plan will identify future technology challenges and possible resolutions. The scope of work will be based on responding to the following challenges: ■ Recognize the City's current and long term fiscal challenges ■ IT is challenged to redefine itself and become more efficient and cost effective ■ Assess where IT is today and institute change where needed ■ Stop thinking"outside the box"and actually step outside the box to better view reality Examine other methods of providing services as applicable to the business needs of the City The consultant scope of work will employ the following strategies to address these challenges: ■ Make IT an essential business enabler for reducing City costs and improving service delivery -z- C13-6 - - ' Attachments ■ Focus on value, services, benefits and solutions ■ Reduce backend technology costs and technician involvement ■ Consider cloud technology and shared services ■ Maintain organizational core values ■ Follow industry based standards OBJECTIVES AND DELIVERABLES The objective of the request for qualifications (RFQ) is to identify consultants capable of delivering a strategic plan with the following components: • Provide the City with examples of experience working with similar governmental agencies to develop IT strategic plans. • Provide the City with project milestones. ■ Assess the City's current IT environment, • Interview department representatives identify immediate and future departmental needs. ■ Prepare a draft plan to the Information Technology Steering Committee (ITSC) with monthly status updates throughout the duration of the project. ■ Present the completed strategic plan to the ITSC for review and upgrades. • Finalize Strategic Plan C13-7 -3- Attachment Section B QUALIFICATIONS 1• Qualifications Content. Your qualification submittal must include the following information: Submittal Forms -" - - a. Qualifications summary form b. References from at least three firms for whom you have provided similar services. Note: For ease of electronic preparation, vendor may prepare their own submittal forms as long as they contain the same information in a similar format. Qualification Summary C. Experience of your firm in providing strategic plans to other agencies. d. Availability of your firm to begin working on the project beginning on March 23,2011 and completing by June 30,2011. e. Any other information that would assist us in evaluating your qualifications. 2. Qualifications Submittal. Please send a completed qualifications package consisting of no more than 25 pages, including forms, to Finance& IT Department, 990 Palm Street, San Luis Obispo, CA 93401. The deadline for submittals is Wednesday, February 16, 2011. Each qualifications package must be submitted in the format described in the RFQ specifications and accompanied by any other required submittals or supplemental materials. 3. Submittal Length and Copies. Please provide the City with five copies. Proposals should not exceed 25 pages, including attachments and supplemental materials. The proposal should be prepared simply and economically, providing a straightforward, concise presentation of the information requested. 4• Qualifications Review and Award Schedule. The following is an outline of the anticipated schedule for qualification review and contract award: • RFQ release • Contract for Consultant Services March 3,2011 • Present Draft Strategic Plan Copy to the ITSC Match 28, 2011 Completed Strategic Plan May 23, 2011 June 30, 2011 C13-8 -4- Attachment Section C EXISTING TECHNOLOGY , s • INFRASTRUCTURE OVERVIEW The City's current IT infrastructure is comprised of the following components: • Users—450 • Workstations—400 • Office applications - Outlook, Office 2003, Windows XP • Publication software -Adobe Acrobat • Database software - SQL Server 2005, 2008 • Network operating system - Windows Server 2008 • Storage network—NetApp/Compellent • Network infrastructure - Extreme Networks EXISTING APPLICATIONS The following City applications are listed by the department that currently utilizes the application. Software Title Department(s) .,. RareFind 3 Government Admin CWHR Admin Cerberus Admin Liberty Meeting Recorder Admin FTP Synchronizer Admin Munimetrix ImageFlow lite Admin primoPDF All Adobe Acrobat Reader All Adobe Acrobat Pro All Adobe PhotoShop Elements All Adobe Premier Elements All Quicktime All Canon All WebEx All GoToAssist All TightVNC All VFP8 All Cyberlink PowerDVD All ESET All Google Earth All Google Chrome All Google Picasa All HP Printer Software All Microsoft Frontpage All C13-9 -5- Attachment � Microsoft Office Excel All Microsoft Office Outlook All Microsoft Office PowerPoint All Microsoft Office Word All Microsoft Windows XP All Microsoft Internet Explorer All Mozilla FireFox All - MXLogic - -All Add2Exchange All Java All Registry Mechanic All PowerVideo Maker All Blackberry Software All Roxio All SpyBot All ShoreTel Call Manager All Pentamation All W estLaw Attorney Adobe Contribute Community Development(CDD) FastTrack CDD Contex CDD Google SketchUp CDD Nero CDD, Finance& IT(FIT) FireStudio Fire Emergency Services Simulator 6 Fire FUR Fire DVR Studio Fire Knightlite Software Fire ZOLL Data Fire Sybase Fire and Police Kodak EasyShare Fire, Parks & Rec(P&R) Telestaff Fire, Police ArcGIS Server FIT CuteFTP FIT HP Array Configuration FIT HP Server Software FIT Kiwi Syslog FIT Informix FIT UltraCompare FIT 7-zip FIT TreeSize FIT Kaseya FIT LogMeln FIT Malwarebytes FIT Microsoft Exchange FIT Microsoft SQL FIT Microsoft Visual FoxPro FIT Microsoft Visual Studio FIT Microsoft Office Visio FIT Microsoft Virtual PC FIT Microsoft Server 2003 FIT NetApp System Manager FIT 13-10 -6- Attachment Beyond Compare FIT Wireshark FIT Vmware FIT Image Onsite FIT Adobe Encore FIT, CDD Adobe Flash FIT, CDD Adobe_S_ound_booth FIT, CDD HdL FIT, CDD, Admin FIT, CDD, P&R, Utilities, Public Works Adobe Photoshop (PW) Adobe Premier Pro FIT, CDD, Utilities Adobe Illustrator FIT, CDD, Utilities, P&R Adobe After Effects FIT, CDD, Utilties Motorola FIT, Fire Adobe InDesign FIT, HR, CDD, PW, P&R Microsoft Windows 7 FIT, Police Juniper Network Network Connect FIT, Police, Fire, Utilities VZ Access Manager FIT, Police, Fire, Utilities, PW Adobe Dreamweaver FIT, PW Adobe Fireworks FIT, PW Ipswitch FIT, PW Microsoft Office OneNote FIT, PW Microsoft Office Project FIT, PW Adobe Flex Builder FIT, PW, CDD ArcGIS Desktop FIT, PW, CDD Adobe Pagemaker P&R ArcSoft P&R Fore! Reservations P&R Avery P&R, CDD, PW Microsoft Office Publisher P&R, CDD, Utilities SignlT Parking Avtec Scount Police Axis Camera Software Police Cellebrite Mobile Police ClearCube Sentral Police CMS Police Laserfiche Police CopWare Folio Police Critical Reach Police XPS Annotator Police Uploadit Police ELO Police Fujitsu Scanner Software Police Hirsch Police Insight CMS Police Out'n About Police Milestone Police O'neil Printer Software Police SkyTrack Police Pantech Police Forensic Software Police TaserCam Police 13-11 -7- 1 Attachment.1 Synergy Police Veritas Cluster Manager Police VieVU Police VoicePrint Police SpeedShift Police TS CAD Police Spillman Summit Police, Fire Spillman-Mobile Police, Fire Microsoft Office Access Police, Fire, P&R Panasonic Software Police, Fire, Utilities Cartegraph PW Weatherlink PW GFI PW QuicNet PW Microsoft Project Server PW PaperPort PW Primavera PW Dymo PW SquareRigger PW Transoft PW UPS Shipping Assistant PW PAVER PW Xerox Software PW Transcad PW Intersection Magic PW Rain Master PW Arbor Pro PW Calendar Creator PW, CDD, Admin AutoCAD PW, FIT Crystal Reports PW, FIT, Utilities Hanson Utilities Hydrologice Engineering Center Utilities MP32 Utilities OPS32 Utilities Pinnacle Systems Utilities GoSync Utilities DataStream - MP2 Utilities GE Fanuc-FIX32 Utilities GE Fanuc-iFIX Utilities Corel Draw . Utiltities 13-12 s Attan0 B 9 C ent.L Section D SUBMITTAL FORMS Along with other information about your qualifications to provide the City with integrated applications, conversion experience and availability of your firm to begin installing replacement applications by April 2010 and completion by August 2010, the following three forms should be included.withyouur submittal: 1. Qualifications summary 2. Applications checklists 3. References from at least three firms for whom you have provided similar services. For ease of electronic preparation, vendor may prepare their own submittal forms as long as they contain the same information in a similar format. 13-13 -9- Aftachment QUALIFICATIONS SUBMITTAL FORM Organization-wide Software Application Solutions The authorized representative identified below declares that she or he: 1. Has carefully examined the Request for Qualifications 2. Is thoroughly familiar with its contents. 3. Is authorized to represent the proposing firm. Firm Name and Address Contact Name Phone Email Authorized Representative Name Title Date - io- C13-14 y �q 1 Afta8I®tllltl a pqfb dl . REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name or by the principal assigned to this engagement: years. -Describe fully the last three contracts performed by your firm or the principal assigned to this engagement that demonstrates your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Telephone&FAX number Street Address City, State,Zip.Code Description of services provided including contract amount,when provided and project outcome Reference No. 2 Customer Name Contact Individual Telephone&FAX number Street Address City, State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference No.3 Customer Name Contact Individual Telephone&FAX number Street Address City, State,Zip Code Description of services provided including contract amount,when provided and project outcome 13-15 - 11 - Attachment= Pro'ect Plan INFORMATION TECHNOLOGYPLAN February 23, 2011 PURPOSE Establish a comprehensive five-year strategic plan for the City's Information Technology Division that will provide organizational overview and goals for both GIS and Network Services, improve system reliability and ensure that all City software applications are managed for maximum effectiveness. OBJECTIVES AND DELIVERABLES The objective of the project is to identify a consultant capable of delivering a strategic plan with the following components: ■ Provide the City with examples of experience working with similar governmental agencies to develop IT strategic plans. ■ Provide the City with project milestones. ■ Assess the City's current IT environment, ■ Interview department representatives identify immediate and future departmental needs. ■ Prepare a draft plan to the Information Technology Steering Committee (ITSC) with monthly status updates throughout the duration of the project. By June 23, 2011 ■ Present the completed strategic plan to the IT Steering Committee for review and upgrades. ■ Finalize Strategic Plan BACKGROUND In 2000, the City contracted with the Gartner Group to create a five-year IT strategic plan. After providing a full assessment of the City's current use of technology, Gartner identified many new initiatives that would improve customer service, productivity and public access to information. In addition, the plan prioritized and phased initiatives and provided the City with equipment acquisition and support costs. The Gartner plan also included the recommendation that service level agreements (SLA's) be established with all departments to assure that both parties clearly understood service expectations. The plan also addressed current and future staffing requirements as well as recommending a centralized IT division. The 2001-05 strategic plan's recommendations and initiatives have over-time become obsolete. With the rapid changes in technology and the need to constantly enhance services to increase staff productivity, it is imperative that the City again prepare a five-year IT strategic plan to help guide future technology projects and goals. PROJECT STRATEGY AND SCOPE Project Strategy C13-16 A t chment_ a IT Strategic Plan - Project Plan Page 2 The IT Strategic Plan will utilize consultant services to identify a high-level vision and goals for the Information Technology Division. The scope will define the"new normal" and the role of IT over the next five years. The Plan will identify future technology challenges and possible resolutions. The scope of work will be based on responding to the following challenges: • Recognize the City's current and long term fiscal challenges • IT is challenged to redefine itself and become more efficient and cost effective • Assess where IT is today and institute change where needed ■ Stop thinking`outside the box" and actually step outside the box to better view reality ■ Examine other methods of providing services as applicable to the business needs of the City The consultant scope of work will employ the following strategies to address these challenges: ■ Make IT an essential business enabler for reducing City costs and improving service delivery ■ Focus on value, services, benefits and solutions ■ Reduce backend technology costs and technician involvement • Consider cloud technology and shared services • Maintain organizational core values ■ Follow Industry based standards Project Scope and Consultant Deliverables 1. Current City Data Network, Equipment and Software Application Assessment IT staff will conduct an inventory of all City IT network equipment to provide to the selected consultant. This inventory will also detail the City's extensive software applications, fiber network infrastructure, network schema, current operating systems, wired and wireless facilities and GIS technology. 2. Review Existing Service Level Agreements. IT currently has SLA's with several departments in the City. These agreements will be reviewed and updated because of this project.. 3. Conduct department interviews. Work with the selected consultant to schedule and conduct interviews with City department representatives to identify current needs, future needs and their expectations of the IT division. 4. Preliminary Draft Copy. Present the draft copy of the strategic plan to the ITSC for their review and updates. 5. Council Agenda Report Present the five-year strategic plan to Council in report form,which will detail the long-term targets and goals identified. KEY PROJECT ASSUMPTIONS • The City will continue to face fiscal hardships ■ IT as it was in the past can not fiscally continue the same into the future ■ IT will work toward improving the delivery of services as well as maintaining backend equipment Standards achieved by IT must include flexibility, responsiveness, teamwork, and communication • Continue to strengthen relationships with other City departments C13-17 Attachment - IT Strategic Plan - Project Plan Page 3 PROJECT CONSTRAINTS AND LIMITATIONS 1. Limited funding for consultant ($35,000) and resultant need to utilize internal staff for required research 2. Changing the paradigm of the IT staff 3. Resistance to change strategic direction PROJECT ORGANIZATION AND TEAM Sponsor: Director of Finance & Information Technology Oversight: IT Steering Committee Project Manager: IT Manager Team: Cross departmental team STAKEHOLDERS Stakeholders include all City employees that benefit from the services performed and information provided by IT services and software applications. PROJECT TASKS AND SCHEDULE Task Who When Project Planning 1. Complete Project Plan IT Manager 2/28/2011 2. Contract for Consultant Services IT Manager 3/30/2011 3. Present Draft Copy to the ITSC IT Manager 5/23/2011 4. Completed Strategic Plan IT Manager 6/30/2011 PROJECT RESOURCES Project Funding Consultant Funding 35,000 Total $35,000 C13-18